Terms & Conditions
Last updated: June 2026
Introduction
These Terms & Conditions ("Conditions") govern the booking of party, gaming session and event services by you ("you" or "the Booking Party") at Gamer HQ ("we", "us", "our"). By making a booking, you (on behalf of the Booking Party) agree to these Conditions in full.
1. Booking & confirmation
1.1 Details of our party packages (such as our Weekday and Weekend parties), gaming sessions and events are available on our website and promotional materials.
1.2 A party booking is only confirmed when we have received your completed booking details and the required deposit (see clause 2), and we send you a booking confirmation email. Session and event ticket bookings are confirmed once payment is received and we send you a confirmation email.
1.3 We reserve the right to change prices, packages or Conditions at any time, but once a booking is confirmed under a given price that price will apply.
2. Deposit & payment
2.1 To secure a party booking you must pay a non-refundable deposit of £50 at the time of booking. This deposit is deducted from the total amount due for the booking.
2.2 The full remaining balance of the party cost must be paid no later than 7 days before the party date. The balance can be paid online or in person.
2.3 If full payment is not received by the 7-day deadline we reserve the right to treat the booking as cancelled and re-allocate the timeslot, and you will forfeit the deposit.
3. Session & event tickets
3.1 In addition to parties, we sell tickets for gaming sessions and events through our website. Unless stated otherwise, session and event tickets must be paid for in full at the time of booking.
3.2 Tickets are issued for a specific date and time. It is your responsibility to provide accurate booking details (including the lead booker's name, email and phone number) so that we can contact you about your booking.
3.3 If you are unable to attend a session or event you have booked, please contact us as soon as possible. Refunds for session and event tickets are at our discretion and may depend on the notice given and whether the place can be re-sold. Where we cancel a session or event, we will refund the ticket price in full.
4. Discount & promotional codes
4.1 From time to time we may offer discount or promotional codes. Unless stated otherwise, only one code may be used per booking, codes have no cash value and cannot be exchanged for cash, and a code only applies to the booking types and dates specified.
4.2 We reserve the right to withdraw, amend or refuse a discount code at any time, and to decline a code that has expired, reached its usage limit, or is being used in a way we consider improper.
4.3 A discount is applied to the total booking cost. For party bookings the £50 deposit still applies to secure the date, with the discount reflected in the remaining balance.
5. Exclusive use
5.1 Our party packages include exclusive use of the venue for your booking slot — no other public or private bookings will run concurrently in the same space.
5.2 Drop-in gaming sessions and ticketed events are shared with other guests unless specifically booked and confirmed as exclusive.
6. Cancellation & amendments
6.1 Cancellation by you: if you wish to cancel or amend your booking you must notify us in writing (by email) as soon as possible. The £50 party deposit remains non-refundable. Further cancellation charges may apply depending on the timing of cancellation and any costs we have incurred.
6.2 Cancellation by us: we will use reasonable endeavours to provide the service on the agreed date. We reserve the right to cancel a booking if we become unable to provide the venue or service for reasons beyond our control (see clause 11). In such an event we will refund any payments made by you, but we will not be liable for further compensation.
6.3 Because our parties, sessions and events are leisure services provided on a specific date, the statutory 14-day "cooling-off" right to cancel under the Consumer Contracts Regulations 2013 does not apply once a booking is made. Your cancellation rights are as set out in these Conditions.
7. Conduct & supervision
7.1 You agree to ensure that all guests behave in a safe, respectful manner and comply with any instructions given by our staff.
7.2 We reserve the right to remove, or request the removal of, any guest whose behaviour is, in our opinion, aggressive, dangerous, disruptive or likely to cause damage. In such cases no refund will be given.
7.3 For children's parties you must ensure reasonable adult supervision: we recommend at least one responsible adult for every eight children (or as specified in your booking). The supervising adult(s) is/are accountable for guests from arrival to departure.
8. Damage & liability
8.1 You shall be financially responsible for any damage caused to our property, equipment or premises by you, your guests or invitees beyond normal wear and tear. We reserve the right to charge for repair or replacement.
8.2 Our liability to you shall be limited to the extent permitted by law. Subject to clause 11, under no circumstances will we be liable for loss of profit, business or opportunity, or for indirect or consequential losses. Nothing in these Conditions excludes or limits our liability for death or personal injury caused by our negligence, or for anything else that cannot be excluded or limited under applicable law.
9. Age-appropriate gaming
9.1 You acknowledge it is your responsibility to ensure any games played by guests are age-appropriate. While our staff will assist and supervise where possible, we cannot monitor every individual player's choice.
9.2 If any guest is under the age rating of a game (as set out by PEGI or equivalent) you confirm they play only with appropriate parental or guardian consent and supervision.
10. Photography & social media
10.1 We may take photographs or short video clips during the event for promotional use (website, social media, marketing). If you would prefer for no images of you or your child to be used, please notify us prior to the event.
10.2 You and your guests may also take photographs, provided you respect the privacy of other guests.
11. Force majeure & technical issues
11.1 We will not be liable for any failure to perform, or delay in performing, our services if caused by a "Force Majeure Event" — including but not limited to fire, flood, power cut, network/internet failure, acts of government, industrial action, or other events beyond our reasonable control.
11.2 In the event of significant technical issues (e.g. server failure, broadband outage) that materially affect the gaming experience, we will use reasonable efforts to provide an alternative game, system or schedule. If the allocated gaming time is reduced by more than half due to our fault, we may offer a partial refund or reschedule, at our discretion.
12. Your information & privacy
12.1 We collect and use the personal information you provide (such as contact details and any dietary, allergy or accessibility information) only to administer your booking and provide our services.
12.2 Payments are processed securely by our payment provider. We do not see or store your full card details.
12.3 For more information on how we handle your data, please see our Privacy Policy.
13. General
13.1 These Conditions and the booking confirmation constitute the entire agreement between you and us.
13.2 You may not assign or transfer your rights under a booking to any other person without our prior written consent.
13.3 We may transfer our rights and obligations under a booking to another party, and (if we do) we will notify you in writing.
13.4 If any provision of these Conditions is found to be invalid or unenforceable, it will be severed and the remaining provisions shall remain in full force and effect.
13.5 These Conditions are governed by English law and you agree to submit to the non-exclusive jurisdiction of the English courts.
14. Contact us
If you have any questions about a booking or these Conditions, or wish to make a complaint, please contact us:
- By email at hello@gamerhq.co.uk
- By phone on 07404 435747
- By post at Unit 1B, Kay Brow Complex, Kay Brow, Ramsbottom, BL0 9AY
We aim to respond within a reasonable time and to resolve any complaint fairly.