TERMS & CONDITIONS

Booking Terms & Conditions

Last updated: 20 August 2026

A 25% deposit is required to secure your booking date. Your date is not confirmed until this deposit has been received.
The remaining balance (75%) is due 7 days before the event date.
Payment is accepted via bank transfer or email invoice.
Prices are as quoted at the time of booking and include setup, breakdown, and a dedicated operator for the full session, as outlined in our Packages.

14+ days before the event: full refund of deposit.
7–14 days before the event: deposit is non-refundable, no further balance owed.
48 hours - 7 days before the event: 50% of the total balance is due.
Less than 48 hours before the event: full balance (100%) is due, as equipment, travel, and time have already been allocated to your booking.
Rescheduling to an alternative date (subject to availability) may be offered in place of cancellation at our discretion, particularly where notice is short.

In the rare event we need to cancel (e.g. equipment failure, illness), we will offer you either a full refund or a rescheduled date at no extra cost, and will give as much notice as possible.

For outdoor bookings, safe operation depends on suitable weather and wind conditions.
We'll monitor the forecast in the days leading up to your event. If conditions look unsafe (high winds, storms, or heavy rain), we'll make a decision 48 hours before the event wherever possible, and will always confirm by phone or email.
If safe setup becomes impossible on the day itself, PinPod's operator has final say on-site, prioritising guest and equipment safety.
If a booking is cancelled due to unsafe weather, we will always offer a reschedule as the first option. A refund (deposit retained to cover admin and lost booking opportunity, remaining balance returned) will only be offered if no suitable reschedule date can be found within 3 months.

Power: We only require 1x 13amp socket within 50m of the setup area. We bring our own extension lead and surge plug.
Space: a minimum area of approximately 5.2m x 4m, with 3m height clearance, for the enclosure and simulator setup.
Access: reasonable access to the setup location for equipment loading (ground floor or lift access preferred; please flag stairs-only access in advance).

PinPod carries public liability insurance.
The client is responsible for the conduct and safety of their guests during the event.
PinPod is not liable for injury, loss, or damage resulting from guest misuse of equipment, failure to follow operator instructions, or circumstances outside our reasonable control (e.g. extreme weather, venue-related hazards).

Travel costs may apply for bookings outside our standard radius, as outlined on our Travel page. Any applicable charge will be confirmed as part of your quote.
The first 20 miles from Durham or Sudbury, Suffolk (whichever is closer to your venue) are included in your quote. Beyond that, travel is charged at 45p per mile, calculated using the shortest reasonable route.

PinPod may take photos or video during your event for use in our marketing (social media, website). If you'd prefer we don't, just let us know in advance and we'll respect that.

Changes to your booking - including date, time, or location - can be requested at any time, and we'll always do our best to accommodate them. Where possible, changes made close to the event will be treated as a reschedule rather than a cancellation, so you won't lose your deposit.
If a change genuinely can't be accommodated (e.g. we're already booked elsewhere on your new preferred date), standard cancellation terms under Section 2 would apply - but we'll always try to find a solution first.
If your guest numbers increase significantly from what was originally discussed, please let us know in advance. This may affect timings on the day, and in some cases could require an additional staff member at extra cost.

By paying your deposit, you confirm you've read and agree to these terms.
Questions? Get in touch with ben@pinpod.co.uk before booking.