Privacy Policy

Photon Realms: Terms and Conditions

Welcome to Photon Realms! By booking an event or using our services, you agree to these Terms and Conditions. Please read them carefully.

1. General Terms

• These Terms and Conditions govern your use of the services provided by Photon Realms.
• Photon Realms reserves the right to update or modify these Terms at any time. Changes will be posted on our website, and your continued use of our services constitutes acceptance of these updates.

2. Services Provided

Photon Realms offers a mobile VR service for events, parties, and gatherings, where we provide VR experiences at client-designated locations.

3. Packages and Pricing

We offer the following VR party packages:

• Small Package:
• Option 1: $300 for 2 hours and up to 8 players.
• Option 2: $250 for 2 hours and up to 4 players.
• Option 3: Custom Package

4. Equipment Use and Setup Requirements

• Space Requirements:
• Clients must provide a clear, open space of at least 10×10 feet for each VR station, with a minimum ceiling height of 8 feet.
• Power Supply:
• Clients must provide 2 standard 120V electrical outlets near the setup area. Electrical outlets should not be overloaded with other devices.
• Setup and Breakdown Time:
• Photon Realms requires 30-45 minutes for equipment setup before the event and 30 minutes for breakdown afterward.
• Outdoor Setup (if applicable):
• Outdoor setups require a shaded area (e.g., tent or canopy) and protection from weather conditions (rain, wind, etc.).

5. Safety and Participant Conduct

• Participant Safety:
• Clients are responsible for ensuring participants wear comfortable clothing and closed-toe shoes.
• Spectators must stay at a safe distance from the VR play area to avoid accidents.
• Spectator Responsibility:
• Clients must ensure that non-participants do not interfere with VR equipment or participants during gameplay.

6. Accessibility

• Venue Access:
• Clients must provide clear and safe access for the transport and setup of VR equipment. Please inform us in advance about any obstacles such as stairs, narrow hallways, or elevators that may affect setup.

7. Liability for Damages

• Equipment Damage:
• Clients are financially responsible for any damage caused to VR equipment due to misuse, negligence, or failure to meet the setup requirements. Repair or replacement costs will be invoiced to the client.
• Environmental Hazards:
• Photon Realms is not responsible for accidents or injuries caused by environmental hazards at the client’s location (e.g., uneven floors, wet surfaces).

8. Space Compliance and Responsibility

• Non-Compliance with Space Requirements:
• If the client’s location does not meet the minimum space requirement of 10×10 feet as outlined in the checklist, Photon Realms will notify the client in advance.
• Client Responsibility: If the client decides to proceed with the event despite non-compliance, any issues resulting from inadequate space, such as equipment malfunctions, accidents, or injuries, are the client’s sole responsibility. Photon Realms is not liable for any damage, injury, or incident due to an inadequate setup area.

9. Booking and Cancellation Policy

• Booking:
• All bookings are subject to availability. Full payment or a deposit may be required to secure your booking.
• Cancellation:
• Cancellations must be made at least [48 hours  before the scheduled event for a full refund. Late cancellations or no-shows may incur a cancellation fee.
• If Photon Realms cancels the event due to unforeseen circumstances, a full refund will be issued, or an alternative date will be offered.

10. Privacy Policy and Data Collection

• Personal Data:
• Photon Realms collects personal information such as your name, phone number, email address, and payment details. This information is used solely for booking, payment processing, and improving our services.
• Data Protection:
• We implement appropriate security measures to protect your personal data from unauthorized access or disclosure.
• Third-Party Services:
• Your data may be shared with third-party payment processors and service providers to facilitate booking and payment transactions.

11. Miscellaneous

• Force Majeure:
• Photon Realms is not liable for any failure or delay in performing services due to circumstances beyond our control (e.g., natural disasters, strikes, government actions).
• Indemnification:
• Clients agree to indemnify and hold harmless Photon Realms and its employees, agents, and contractors from any claims, losses, or damages arising from the client’s actions or non-compliance with these Terms and Conditions.

12. Age Requirements and Parental Consent

• Age Requirement for Booking:
• Photon Realms requires that all event bookings be made by individuals aged 18 or older. If a booking is made by someone under 18, a parent or legal guardian must co-sign the booking agreement and assume full responsibility for the event.
• Parental Consent for Minors:
• If the participant is under 18, parental or guardian consent is required for participation in the VR event. A parent or guardian must sign a consent form prior to the event, acknowledging the potential risks and agreeing to these Terms and Conditions on behalf of the minor.
• Parental Supervision:
• If the participant is under 18, a parent or guardian must be present at the event for the duration of the VR experience.
• Liability for Minors:
• The parent or guardian of the minor will be held responsible for any damages caused by the minor, including damage to equipment, property, or any other incidents during the event.
• Verification:
• Photon Realms reserves the right to request identification and parental consent before the event. If proper documentation is not provided, Photon Realms reserves the right to cancel the booking or deny participation without a refund.

Why Include This?

• Legal Compliance: This ensures you comply with laws regarding minors and parental consent.
• Safety and Responsibility: It clarifies that a responsible adult must be involved in the booking and oversight of minors.
• Protection for Your Business: It safeguards your business by making parents or guardians accountable for any incidents or damages caused by their children.

By booking an event with Photon Realms, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.

13. Payment Terms

• Payment Methods:
• Photon Realms accepts payment via credit card, PayPal, etc.. All payments must be completed in full at least 24 hours before the event. 
• Late Payment:
• If payment is not made by the scheduled date, Photon Realms reserves the right to cancel the booking and retain any deposits or payments already made.
• Refunds:
• Refunds will be processed according to our cancellation policy (see section 9). All refunds will be issued to the original method of payment.

14. Event Modifications

• Changes to Event:
• Any requests for changes to the event, including time adjustments, location changes, or package modifications, must be made at least 48 hours in advance.
• Rescheduling:
• If a client wishes to reschedule their event, they must notify Photon Realms at least 48 hours before the scheduled event. Rescheduling is subject to availability and may incur additional fees.

15. Code of Conduct

• Appropriate Behavior:
• All participants must engage in respectful behavior during the event. Photon Realms reserves the right to refuse service to any individual who is disruptive, under the influence of drugs or alcohol, or engages in inappropriate conduct.
• Damage to Property:
• Any damage to equipment, property, or the venue during the event caused by the participants will be the responsibility of the client, and repair or replacement costs will be invoiced.

16. Marketing and Photography

• Photography and Video Recording:
• Photon Realms may take photos or videos during events for promotional purposes. By booking an event, clients give their consent to be photographed or filmed, and agree that these images may be used in our marketing materials, including but not limited to social media, websites, and advertisements.
• Opt-Out Option:
• Clients may request not to be featured in promotional content by notifying Photon Realms in advance.

17. Customer Feedback and Reviews

• Feedback Requests:
• After the event, Photon Realms may request feedback or reviews. Clients agree to provide honest and constructive feedback, which may be used for improvement of our services and customer experience.
• Review Policy:
• Any reviews or ratings left by clients must not contain defamatory, offensive, or inappropriate content.

18. Governing Law and Dispute Resolution

• Governing Law:
• These Terms and Conditions are governed by the laws of the State of North Carolina.
• Dispute Resolution:
• Any disputes arising from these Terms and Conditions or the services provided by Photon Realms will be resolved through [arbitration/mediation] under the laws of North Carolina. Both parties agree to resolve disputes in good faith before pursuing legal action.

19. Force Majeure

• Force Majeure Clause:
• Photon Realms is not liable for any failure to perform our obligations if such failure is due to unforeseen circumstances beyond our control (e.g., natural disasters, pandemics, power outages, etc.).

These sections help address other potential issues that may arise, protecting both you and your clients. Let me know if you’d like to add or modify any other aspects!

Contact Information

If you have any questions or concerns about these Terms and Conditions, please contact us at:

Email: info@photonrealms.com

Phone: (980)229-9882

Website: photonrealms.com