Cancellation Policy

At Helms Game Legacies LLC, we understand that plans can change unexpectedly. To ensure fairness and transparency for all our clients, we have outlined the following cancellation policy. Please review this policy carefully, as it applies to all bookings made with our mobile game trailer services.

1. Deposits and Payment Terms

A non-refundable deposit of up to 25% is required at the time of booking to secure your event date and time. The deposit will be applied toward the total cost of your event.
The remaining balance is due 7 days prior to the scheduled event date.
Failure to pay the balance in full by the due date may result in the cancellation of your booking, and your deposit may be forfeited.

2. Cancellation by Client

If you need to cancel your booking, the following terms will apply:

Cancellation 14 Days or More Before the Event:

You may cancel your booking up to 14 days before your scheduled event date for a full refund of any payments made, excluding the non-refundable deposit.
Alternatively, you can reschedule your event for a future date without any penalty. Your deposit will be transferred to the new date, subject to availability.

Cancellation Between 7 to 13 Days Before the Event:

If you cancel between 7 and 13 days before your event, you will be refunded 50% of the total event fee, excluding the non-refundable deposit.
If you wish to reschedule instead, your deposit will be transferred to a new date, subject to availability. However, a rescheduling fee may apply for changes made within this window.

Cancellation Less Than 7 Days Before the Event:

Cancellations made less than 7 days before the event will result in the forfeiture of 100% of the event fee, including the deposit.
If you wish to reschedule, we will do our best to accommodate your request, but a rescheduling fee will apply. Please note that rescheduling is subject to availability.

Cancellation on the Event Day:

Cancellations made on the day of the event, or failure to notify us of cancellation, will result in the loss of all payments, including the deposit and full event fee.
Rescheduling is not available for cancellations made on the day of the event, and no refunds will be issued.

3. Rescheduling Policy

We understand that unexpected circumstances can arise, and we will do our best to accommodate rescheduling requests:

Rescheduling 14 Days or More Before the Event:
- You may reschedule your event at no additional cost if done 14 days or more in advance. The deposit will be applied to the new date.
- All rescheduled events are subject to availability. If no suitable dates are available within 6 months, you will forfeit the deposit.
Rescheduling Less Than 14 Days Before the Event:
- If you request to reschedule less than 14 days before the event, a rescheduling fee will apply, as outlined in the cancellation policy.
- Rescheduled events are subject to availability. If no suitable date is available within 6 months, your deposit will be forfeited.

4. Cancellation by Helms Game Legacies LLC

In rare cases, we may need to cancel your event due to unforeseen circumstances, such as equipment failure, severe weather conditions, or other factors beyond our control. In such cases:

You will receive a full refund of all payments, including the deposit.
Alternatively, we will work with you to reschedule your event at no additional cost, subject to availability.

We will always do our best to notify you as far in advance as possible if a cancellation on our part becomes necessary.

5. Weather-Related Cancellations

We operate rain or shine, and our mobile game trailer is climate-controlled to ensure your event is comfortable regardless of weather conditions. However, in the case of severe weather (such as lightning, heavy snow, flooding, or extreme winds) that could pose a danger to participants or equipment, we may need to cancel or reschedule the event.

Severe Weather Cancellation by Helms Game Legacies LLC:
- If we determine that the weather is too dangerous to safely operate, we will notify you as soon as possible and offer a full refund or the option to reschedule the event at no additional cost.
Cancellation by Client Due to Weather:
- If you choose to cancel due to weather concerns, the standard cancellation policy will apply unless the weather is deemed severe by our team. Please note that light rain, drizzle, or moderate temperatures are not considered severe weather, and cancellations for such reasons will be subject to the normal cancellation terms.

6. Force Majeure

In the event that your event must be canceled or rescheduled due to circumstances beyond our control (including but not limited to natural disasters, government actions, pandemics, or other emergencies), we will make every effort to reschedule your event. If rescheduling is not possible, you will receive a full refund, including your deposit.

7. Refund Processing

All refunds will be processed within 7-10 business days from the cancellation request. Refunds will be issued via the original payment method unless otherwise agreed.

8. Client Responsibilities

It is your responsibility to ensure that the event location is suitable for the mobile game trailer and that all required information (such as parking access and event details) has been provided prior to the event. Failure to meet these responsibilities may result in cancellation under the terms outlined above, and applicable fees may apply.

Cancellation Policy