High Desert Game Vault Event Rental Agreement
This Event Rental Agreement (“Agreement”) is entered into between
High Desert Game Vault (“Company”) and the undersigned customer (“Client”).
By signing this Agreement, the Client acknowledges that they have read, understood,
and agree to the terms and conditions outlined below.
1. Reservation and Payment
A non-refundable deposit of $150 is required to reserve an event date and time.
The deposit will be applied toward the total balance due.
The remaining balance must be paid no later than 10 days before the scheduled event date.
Failure to make full payment by the deadline may result in cancellation of the reservation
and forfeiture of the deposit.
Accepted payment methods include:
- Cash
- Credit card
- Debit card
- Cash App
- Venmo
- Zelle
2. Changes to Reservation
Requests to change the event date, time, or location must be made at least fourteen (14)
days before the scheduled event and are subject to availability.
Additional fees may apply.
3. Cancellation and Rescheduling
Cancellation Within Thirty (30) Days
If the Client cancels the event within thirty (30) days of the scheduled event date,
no refunds will be issued.
High Desert Game Vault will make reasonable efforts to reschedule the event to another available date.
Cancellation Fee
A $25 cancellation fee applies to canceled events once payment has been received.
No-Show Policy
Failure to notify High Desert Game Vault of cancellation or failure to appear for the scheduled event
shall result in forfeiture of all payments made.
4. Weather and Conditions Beyond Our Control
High Desert Game Vault reserves the right to reschedule events due to severe weather or unsafe conditions,
including but not limited to:
- Heavy rain
- Snow or ice
- Lightning
- High winds
- Hazardous road conditions
- Other conditions deemed unsafe
Weather-related rescheduling will not incur additional fees.
5. Safe Environment
The Client agrees to provide a safe and suitable location for the event.
High Desert Game Vault reserves the right to refuse service or terminate an event if any of the following are observed:
- Illegal drug use
- Excessive intoxication
- Violence or threats
- Harassment
- Unsafe surroundings
- Criminal or suspicious activity
If an event is terminated due to unsafe conditions or inappropriate behavior,
no refunds shall be issued.
6. Adult Supervision
An adult eighteen (18) years of age or older must be present throughout the duration of the event.
The supervising adult is responsible for the conduct and behavior of all participants and guests.
7. Food, Drinks, Smoking, and Vaping
Food and beverages are prohibited inside the gaming trailer.
Smoking, vaping, alcohol, and illegal substances are strictly prohibited inside the trailer.
Repeated violations may result in suspension or termination of the event without refund.
8. Parking and Setup
The Client agrees to provide adequate and safe parking for the gaming trailer and tow vehicle.
If the designated area is inaccessible or unsafe, High Desert Game Vault may relocate the trailer
or cancel the event.
If no suitable location is available, the event may be canceled or rescheduled.
9. Property Damage
The Client understands and agrees that High Desert Game Vault is not responsible for damage to driveways,
lawns, sprinkler systems, utility lines, septic systems, or other property resulting from placement of the
trailer in the location requested by the Client.
10. Damage to Equipment
The Client accepts responsibility for damage, theft, or loss of Company property caused by event attendees.
Damaged or missing items may include, but are not limited to:
- Televisions
- Gaming systems
- Controllers
- Accessories
- Games
- Furniture
The Client agrees to reimburse High Desert Game Vault for repair or replacement costs based on current retail value.
11. Assumption of Risk and Release of Liability
The Client understands that participation in gaming activities involves inherent risks.
By signing this Agreement, the Client voluntarily assumes all risks associated with the event.
The Client releases and holds harmless High Desert Game Vault, its owners, employees, contractors,
and representatives from any and all claims, liabilities, damages, injuries, losses, costs, or expenses
arising out of or related to:
- Personal injury
- Property damage
- Accidents occurring on the Client’s property or designated event location
- Actions of guests or participants
- Equipment malfunction beyond the Company’s reasonable control
- Weather events or circumstances beyond the Company’s control
12. Photography and Marketing
The Client grants High Desert Game Vault permission to photograph or record portions of the event
and use such images or videos for promotional and marketing purposes.
If the Client does not wish to grant permission, they must notify High Desert Game Vault in writing before the event.
13. Privacy
Customer information collected during the booking process will only be used for reservation,
communication, and payment purposes.
High Desert Game Vault will not sell or share personal information except when required by law
or necessary for payment processing.
High Desert Game Vault Contact Information
Phone: (458) 666-5713
Phone: (458) 347-9191
Email:
contact@highdesertgamevault.com
