These policies explain how online reservations, payments and event information are handled.
We collect the contact, event and address information needed to prepare and manage your reservation, calculate travel, communicate about your event and maintain business records. Payment-card information is entered directly into Authorize.net's hosted payment form and is not stored by Rolling Video Games. We do not sell customer information to advertisers.
Selecting a date and time creates a temporary booking hold, normally up to 24 hours. A booking request is not confirmed until Rolling Video Games receives either payment in full or the required 30% non-refundable deposit. If the minimum required payment is not received before the hold expires, the booking request will be cancelled and the date may be released to another customer. Payment in full is the recommended option, but customers may choose the deposit option without an additional split-payment fee. Any remaining balance is due seven days before the scheduled event, with a reminder sent 24 hours before that due date. A balance not paid by the seven-day due date becomes past due, but the event is not immediately cancelled. If a balance still remains 72 hours before the scheduled event start time, the event will be automatically cancelled and the date/time released for other customers. For bookings made within seven days of the event, payment in full is required before the temporary hold expires. Short-notice holds may be shorter than 24 hours so the payment deadline does not extend into the operational preparation window before the event.
Bookings placed 48–24 hours before the scheduled event include a $50 expedited service fee. Bookings placed with less than 24 hours' notice include a $100 expedited service fee. The booking system calculates the applicable fee automatically from the selected event start time. The expedited fee is included in the taxable service subtotal and is shown in the booking total and on the reservation invoice.
The required 30% deposit is non-refundable, whether it is paid separately or as part of a payment in full. Contact Rolling Video Games as soon as possible if you need to cancel. Any additional cancellation or refund terms specifically shown on your invoice, booking confirmation or other written agreement will control.
Rescheduling requests are subject to availability and must be approved by Rolling Video Games. Moving an event to another date or time is not guaranteed until the change is confirmed.
The customer is responsible for providing a location where the trailer can safely and legally park and operate and for obtaining any venue, property or event permissions that may be required. If the site cannot safely accommodate the equipment, we may need to adjust the setup or event plan.
Outdoor equipment, including the Premium VR Treadmill Experience, depends on weather and site conditions. If conditions make an outdoor add-on unsafe or impractical, Rolling Video Games will contact you to adjust the event plan.
Customers can tell us which games they would like featured or excluded. We use those preferences when preparing the event, subject to available equipment, game availability and technical conditions.
Questions about a reservation, cancellation, payment or these policies can be sent to rollingvideogamesrc@gmail.com or handled by phone at 605-519-8080.
Policy version: September 26, 2026
