Equipment Damage Policy

Damages to Equipment Policy

Damages to Equipment Policy

At Helms Game Legacies LLC, we take great pride in maintaining our state-of-the-art gaming equipment and trailer to ensure every event is a top-notch experience. We understand that accidents can happen, and this policy is designed to clearly outline the expectations, responsibilities, and procedures regarding any damage to our equipment or trailer during an event. Please review this policy carefully to avoid any misunderstandings or issues regarding equipment damage.

1. General Overview

  • All gaming equipment and accessories provided by Helms Game Legacies LLC, including but not limited to gaming consoles, controllers, TVs, monitors, sound systems, virtual reality equipment, and the game trailer itself, are the property of Helms Game Legacies.
  • We inspect, maintain, and clean our equipment before and after every event to ensure it is in optimal working condition.
  • Clients and their guests are expected to treat all equipment with respect and care during their event. By booking with Helms Game Legacies, you agree to be responsible for any damage that occurs during the event.

2. Equipment Handling & Supervision

  • Game Coach Supervision: Every event is supervised by a trained Game Coach. The Game Coach is responsible for setting up and ensuring the proper use of all gaming equipment.
  • Client Responsibility: While the Game Coach will oversee the event, it is the responsibility of the event host (client) to ensure that all participants, especially minors, follow the rules for proper equipment use.
  • Age-Appropriate Supervision: It is the responsibility of the client to ensure that children and minors are properly supervised. The Game Coach is there to assist and guide, but is not responsible for direct child supervision.
  • Restricted Areas: Certain areas of the trailer, such as the driver’s compartment or technical setup zones, are restricted from guests. Entering these areas or tampering with technical equipment is strictly prohibited.

3. Types of Damage

Damage to equipment can occur in various ways, including but not limited to:

  • Accidental Damage: Damage caused unintentionally by mishandling, such as dropping controllers, spilling drinks on equipment, or improper use of gaming consoles.
  • Intentional Damage: Any damage caused by deliberate actions, such as throwing controllers, roughhousing, or vandalizing the trailer or equipment.
  • Negligence: Damage that occurs due to negligence, such as allowing minors to handle equipment unsupervised or using the equipment in a way it was not intended to be used.
  • Weather-Related Damage: While our trailers are weather-proofed, damage that occurs as a result of weather conditions due to a client’s failure to handle equipment properly (eg. controller left out in rain), may also be the client’s responsibility.

4. Preventing Damage

To ensure the safety and longevity of our equipment, we ask that all clients follow these guidelines:

  • No Food or Drink: Food and drink are not permitted inside the gaming trailer, as they may cause spills and damage to the gaming consoles or accessories. Our Game Coach will enforce this rule to protect the equipment.
  • Proper Use of Equipment: Players must use the gaming consoles, controllers, and accessories as intended. Rough use, slamming controllers, or excessive force can damage the equipment.
  • Respect for Surroundings: Clients and guests should be mindful of their surroundings inside the trailer, especially when engaging in virtual reality games or active motion-based games, to avoid hitting or damaging the equipment or trailer.
  • Trailer Movement: The trailer should not be moved or tampered with by anyone other than Helms Game Legacies personnel once parked. Any unauthorized movement or damage caused by movement may result in charges.

5. Reporting Damage

  • Immediate Reporting: If any equipment is damaged during the event, the client or their guests must immediately notify the Game Coach. The Game Coach will assess the damage and document it, including photographs if necessary.
  • Post-Event Inspection: At the end of each event, the Game Coach will conduct a thorough inspection of all equipment and the trailer to ensure that no damage has occurred. If damage is found that was not reported during the event, it will be documented at that time.

6. Liability for Damages

  • Client Responsibility: The client, as the event host, assumes full responsibility for any damage caused to the equipment, gaming consoles, accessories, or the trailer itself by themselves or their guests during the event.
  • Intentional Damage: If any intentional damage is caused by the client or guests, the client will be held fully liable for the cost of repairs or replacement. This includes any instances of vandalism or abuse of the equipment.
  • Accidental Damage: For accidental damage, the client will be responsible for the repair or replacement costs up to the full value of the damaged item.
  • Negligence: If damage occurs due to negligence (e.g., unsupervised children mishandling equipment), the client will be responsible for repair or replacement costs.

7. Cost of Repairs or Replacement

  • Assessment of Damages: If equipment is damaged during the event, Helms Game Legacies will assess the extent of the damage within 48 hours of the event. Clients will be notified of the findings and provided with an estimate for repairs or replacement costs.

  • Repair or Replacement Charges: Clients will be billed for repair or replacement of damaged equipment based on the following:

    • Minor Damages: Small repairs (e.g., replacing a controller or minor cosmetic repairs to the trailer) will be billed at the quoted repair cost.
    • Major Damages: Larger repairs, such as replacing gaming consoles, repairing televisions, or structural damage to the trailer, will be billed based on actual repair or replacement costs, including labor. The client will receive a detailed invoice for these costs.
    • Replacement Value: If an item is beyond repair, the client will be charged the full replacement value of the item. Current retail prices will be used to determine replacement costs for gaming consoles, accessories, and any other damaged equipment.

  • Payment for Damages: Payment for damages is due within 7 days of receiving the invoice. Failure to pay may result in additional fees or legal action.

8. Insurance and Waivers

  • Liability Insurance: Helms Game Legacies LLC carries general liability insurance to cover any damages or injuries that occur due to equipment malfunction or trailer defects. However, this insurance does not cover damages caused by clients or their guests.
  • Client Insurance: Clients may choose to check with their personal or event insurance provider to see if they are covered for any accidental damages to rented equipment during the event. Helms Game Legacies is not responsible for filing claims on behalf of clients.

9. Termination Due to Damage

  • Immediate Termination: In the event that significant damage occurs during the event, or if the Game Coach observes reckless behavior that could lead to equipment damage, Helms Game Legacies reserves the right to immediately terminate the event. No refunds will be issued in cases where the event is terminated due to damage caused by reckless or negligent behavior.

10. Disputes and Resolution

  • Dispute Resolution: In the event of a disagreement regarding damages, we will work with you to reach a fair and reasonable resolution. If an agreement cannot be reached, Helms Game Legacies reserves the right to pursue legal action to recover the cost of repairs or replacements.

  • Third-Party Assessment: If necessary, a third-party equipment repair specialist may be brought in to assess the damage and provide an independent estimate for repairs or replacements.

11. Policy Changes

Helms Game Legacies reserves the right to update or modify this policy at any time. Clients will be notified of any significant changes to the policy prior to their event.

Contact Us

If you have any questions about this policy or need more information about protecting the equipment during your event, please don’t hesitate to contact us. We are here to help ensure your event is fun, safe, and problem-free!