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Battle Boxx is a trading name of Experivan Collective Ltd.
 

By booking or using the Battle Boxx gaming van and services, you agree to the following Terms & Conditions. These are in place to ensure a safe, fair, and enjoyable experience for all customers and attendees. Please read them carefully before making a booking or participating in any event.

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Definitions

• “We”, “Us”, “Our”, “The Company” refer to Battle Boxx, a trading name of Experivan Collective Ltd.
   

• “Our Staff” refers to any person representing Battle Boxx during an event.
   

• “The Van” refers to the mobile gaming van operated by Battle Boxx.
   

• “You” / “The Booker” refers to the individual or organisation making the booking.
   

By proceeding with a booking, you confirm that you have read, understood, and accepted these Terms & Conditions.

 

1. Bookings, Deposits & Cancellations
 

Bookings are made via our online booking form. A confirmation email and follow-up form will be issued to finalise event details.
 

Upon completion of the booking form and payment of a £100 deposit, the booking will be secured. The remaining balance must be paid no later than 3 weeks before the event date.
 

• Cancellations made more than 3 weeks before the event will receive a 50% refund of the deposit.
   

• Cancellations made within 3 weeks of the event will not receive a refund of the deposit.
   

 

2. Changing Your Booking Date
 

One date change request is permitted per booking, subject to availability and provided at least three weeks’ notice is given.
 

• Requests made with less than three weeks’ notice will be treated as a cancellation.
   

• Any rescheduled date will be treated as a new booking.
   

 

3. Start Times & Delays
 

We aim to arrive on time and be fully set up for your scheduled start time. Booked start times cannot be delayed or extended.
 

Guests should arrive 10–15 minutes before the scheduled start time. This information will be confirmed prior to your event.

 

4. Our Right to Cancel
 

Battle Boxx reserves the right to cancel a booking at any stage due to circumstances beyond our control, including but not limited to:
 

• Severe weather
   

• Technical faults that cannot be resolved
   

Where possible, an alternative date will be offered. If this cannot be agreed, a full refund will be issued.

 

5. Pricing & Travel
 

All prices are clearly listed on our website with no hidden charges.
 

For events outside our standard travel area, additional fees may apply and will be confirmed in advance. Mileage calculations are based on the fastest route using Google Maps.

 

6. Age-Appropriate Gaming & Safeguarding
 

We take safeguarding seriously and ensure gaming remains age-appropriate.
 

• Age groups are confirmed during booking.
   

• The follow-up form allows you to exclude specific games if desired.
   

• While our staff supervise gameplay, Battle Boxx is not responsible if an attendee plays a game above their age rating without our knowledge.
   

 

7. Attendee Age Requirements
 

Battle Boxx is suitable for children aged 6 years and over.
 

Due to insurance restrictions, children younger than this are not permitted inside the van.
 

Adult parties, corporate events, weddings, and school bookings are welcome by arrangement.

 

8. Consoles & Game Updates
 

All consoles are checked daily for updates. However, updates released by manufacturers may occur without notice.
 

• We cannot guarantee the availability of every game at all times.
   

• No liability is accepted for lost gameplay due to unavoidable updates during an event.
   

 

9. Arrival & Delays on the Day
 

We allow sufficient time for setup before each booking.
 

In the event of delays caused by extreme traffic or weather, we will keep you informed and honour the booked gaming time where possible. No on-the-day refunds will be issued, though goodwill compensation may be offered post-event at our discretion.

 

10. Accidents & Cleaning
 

In the event of any accidents or spillages inside the van (including but not limited to vomiting, food or drink spills, or toilet-related incidents):
 

• Gameplay may be paused or stopped to allow for cleaning.
   

• Any time lost during cleaning will not be refunded.
   

• Where additional or deep cleaning is required, a cleaning fee of up to £50 may be applied.

 

11. On-Site Requirements
 

The event organiser is responsible for ensuring:
 

• Safe, flat parking space
   

• Minimum 7.5 metres of parking length
   

• Clear access for arrival and departure
   

• Liaison with neighbours if required
   

If we cannot park or operate safely, we reserve the right to abandon the event with no refund issued.

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We accept no responsibility for damage to driveways or ground surfaces.

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Two standard plug sockets within 25 metres must be provided. Failure to do so may result in event cancellation without refund.

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We are not liable for damage to the event’s power supply.

 

12. Behaviour & Damage
 

Aggressive, disrespectful, or unsafe behaviour will not be tolerated.
 

• Individuals may be removed from the van.
   

• Intentional damage will be charged in full.
   

• Intentional damage to a TV screen (£300) or console (£500) will incur a replacement charge.
  
  The event may be terminated with no refund.
   

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Threatening behaviour or excessive bad language may result in immediate removal or event termination.

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No food or drink is permitted inside the van.

 

13. Customer Safety
 

While we maintain strict safety standards, all guests enter and exit the van at their own risk.
 

• All staff are DBS checked
   

• Public Liability Insurance is held
   

• We are not responsible for photo-sensitive reactions
   

 

14. Photography & Social Media

From time to time, we may take photos or short videos during events for promotional purposes (e.g. social media, website, and marketing materials).
 

If you wish to opt out, please notify us in advance via the booking form. Guests may take their own photos.

 

15. Technical Issues
 

If technical issues reduce gameplay or available screens, a partial refund or discount may be applied after assessment, on a case-by-case basis.

 

16. Internet Connectivity
 

Battle Boxx uses 4G and Starlink connectivity for online gaming.
 

If signal strength is insufficient, we may request access to the organiser’s internet connection (via Ethernet), confirmed in advance.

 

17. Service Changes & Usage Rights
 

We reserve the right to update pricing, services, and offers without notice. Confirmed bookings will not be affected.

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All consoles and games are for private use only.

No additional fees are charged to play games during an event.

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The booking fee is for hire of the gaming van, specialist equipment, and staff — not the sale or licensing of games.
 

18. Sports Club Collaborations
 

• Battle Boxx may partner with amateur, semi-professional, or professional sports clubs for events, open days, fan engagement, or private hire.
   

• The club or organising body is responsible for ensuring adequate space, power access, crowd control, and safeguarding where minors are present.
   

• Battle Boxx accepts no responsibility for attendance levels or engagement at club-led events.
   

• Any branding, promotional use, or commercial activation must be agreed in writing prior to the event.
   

• Cancellations or rescheduling by the club are subject to the standard cancellation terms unless otherwise agreed in writing.
   

 

19. School, Education & Youth Organisation Use
 

• Battle Boxx can be booked for schools, colleges, youth groups, and educational organisations subject to availability and suitability.
   

• The booking organisation is responsible for:
   

  • Supervision of students at all times
     

  • Behaviour management and safeguarding
     

  • Ensuring parental consent where required
     

• Battle Boxx staff are DBS checked; however, Battle Boxx does not replace the school’s duty of care.
   

• Gameplay will remain age-appropriate and can be restricted upon request.
   

• Schools must ensure suitable parking, power access, and safe arrival/departure procedures.
   

• Battle Boxx reserves the right to refuse or terminate gameplay if behaviour or safety standards are not met.
   

 

20. Weddings & Private Celebrations
 

• Battle Boxx is available for weddings and private celebrations subject to venue approval.
   

• It is the responsibility of the booking party to:
   

  • Obtain permission from the venue
     

  • Ensure suitable parking, access, and power supply
     

• Battle Boxx is not responsible for delays caused by venue restrictions, scheduling changes, or access limitations.
   

• Noise levels, operating hours, and positioning of the van will comply with venue rules at all times.
   

• Wedding bookings are treated as private hire and remain subject to standard cancellation and behaviour policies.
   

 

21. Corporate Events, Festivals & Large-Scale Events
 

• Corporate, festival, and large-scale bookings may require bespoke pricing, logistics, and setup times.
   

• A tailored quote will be provided based on:
   

  • Event size and duration
     

  • Number of attendees
     

  • Location and access requirements
     

• The event organiser is responsible for:
   

  • Crowd management
     

  • Health & Safety compliance
     

  • Appropriate insurance cover for the wider event
     

• Battle Boxx will not be liable for reduced engagement due to external factors such as weather, footfall, or event scheduling.
   

• Additional terms may apply for large-scale or multi-day events and will be confirmed in writing.