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Terms And Conditions

Terms & Conditions heading text graphic (mobile).
Terms & Conditions heading text graphic (desktop).
  1. 1. General Info.
  2. 2. Age Requirements
  3. 3. Health & Safety
  4. 4. Liability
  5. 5. Equipment Use
  6. 6. Equipment Damage Policy
  7. 7. Setup & Venue Requirements
  8. 8. Internet Requirements
  9. 9. Game Availability Policy
  10. 10. Booking, Payment, & Cancellation
  11. 11. Insurance
  12. 12. Backup Equipment
  13. 13. Behavior & Conduct
  14. 14. Privacy Policy
  15. 15. Changes to Terms
  16. 16. Contact Information

Welcome to Virtual Realms LLC!

These Terms & Conditions outline the rules and guidelines for using our virtual reality (VR) entertainment services. You agree to comply with these terms by accessing or using our services. Please read them carefully.

1. General Info

Virtual Realms LLC is a fully mobile VR entertainment provider. We operate out of our home office at 4100 Cordon Rd NE, Salem, OR 97305. Please note that this is not a customer-facing location, and visits are not allowed at this address. Our services are available throughout the Willamette Valley, and events outside this area may be considered on a case-by-case basis with additional charges.

2. Age Requirements

  • Players must be at least 6 years old to participate in VR activities.

  • For players under 18, a parent or guardian must sign a waiver either ahead of time or at the event.

3. Health and Safety

  • VR can cause motion sickness, dizziness, or other discomforts. If you feel unwell, stop using the equipment immediately and inform our staff.

  • VR is not recommended for individuals under the influence of alcohol, drugs, or other substances that impair coordination or judgment.

  • Some VR games are physically demanding (e.g., tennis, boxing, kayaking), while others require minimal effort.

  • A "Seated" game tag (under the details for each game) indicates games that can and/or should be played sitting and are wheelchair accessible.

  • Motion Sickness Warning: Some VR experiences are known to cause motion sickness or nausea in sensitive individuals. We use a "Motion Sickness" tag (found under the details of each game on our website games page) for games that are prone to causing nausea or motion sickness. Please inform our staff if you experience discomfort.

  • We reserve the right to refuse service to anyone without explanation and without a refund if deemed necessary for health and safety.

4. Liability

  • Participation in VR activities involves inherent risks. By using our services, you acknowledge and accept these risks.

  • Virtual Realms LLC is not liable for injuries, damages, or losses that occur during events.

  • Guests are responsible for their personal belongings and ensuring the play area is clear of hazards.

5. Equipment Use

  • Equipment must be used as intended and within designated play areas.

  • Prescription glasses can be worn with VR headsets if the frames are not overly large. Half of our headsets are optimized for eyewear; however, we recommend wearing contact lenses for longer play sessions.

  • Inform us in advance if guests will require eyewear accommodations (when possible), including the number of players wearing glasses.

  • Tampering with or modifying equipment is strictly prohibited. Any damage caused by guests will result in repair or replacement charges.

  • Games are typically played standing to allow for full mobility.

6. Equipment Damage Policy

  • You are responsible for any intentional or accidental damage to our equipment during your event. If any equipment is broken or damaged, you agree to pay for the necessary repairs or replacement within 90 days of your event unless you have opted for our optional equipment insurance during the booking process.
  • Virtual Realms LLC reserves the right to assess the extent of the damage and provide a detailed invoice outlining repair or replacement costs. Failure to remit payment within the specified timeframe may result in additional fees or legal action to recover the cost of damages.

7. Setup and Venue Requirements

  • We require one power outlet per two gaming systems (e.g., three outlets for a six-system package), and two plugs cannot be used on each outlet. Each outlet must be separate and cannot have other devices plugged into it.

  • A flat ground is required for the play area to ensure player safety.

  • The play area must have additional space for two to three 6-foot tables, depending on the package size (two tables for our 4-system package, three tables for the others).

  • Our team will handle all setup, operation, and teardown. Larger setups, particularly outdoors, may require extra time for tents or other equipment.

  • For outdoor events, we only operate when the temperature is above 60°F and the skies are clear (no rain). We can operate during the day or night using special infrared lighting.

  • Customers booking at third-party venues must coordinate with the venue to allow our van close access for loading and unloading during setup and teardown. They should also ensure the venue will meet the power outlet requirements mentioned above.

8. Internet Requirements

  • Many of our VR games do not require internet connectivity. For games that do, we use a T-Mobile hotspot that covers "99% of Americans."

  • If your location is within the remaining 1%, games requiring LTE (internet/mobile data) will not function. An "LTE Required" tas is visible under each game's details, letting you know if a game requires mobile data reception.

9. Game Availability Policy

While we strive to provide access to our full library of VR experiences, we cannot guarantee that every game will be available or fully functional at every event.

  • Unforeseen issues such as game bugs, software updates, or technical malfunctions may occasionally prevent certain titles from running as expected.

  • If a selected game is unavailable, our team will do their best to suggest and provide suitable alternatives to ensure a seamless and enjoyable experience.

  • Customers are encouraged to review our game library before their event to identify backup game options in case of unexpected technical limitations.

Virtual Realms LLC is not responsible for any inconvenience caused by unavailable games but will make every reasonable effort to accommodate preferences and provide an optimal gaming experience.

10. Booking, Payment, and Cancellation

Booking

  • The full cost of the event is charged at the time of booking.

  • Customers are responsible for ensuring the venue meets all space and electrical requirements before booking.

  • We accept payments via credit/debit cards, PayPal, and Stripe.

  • Our pricing is very straightforward, and there are no hidden fees.

  • We use SimplyBook.me for our booking services. Please review their terms and conditions for additional information: SimplyBook.me Terms and Conditions.

Cancellation Policy

  • Cancellation by Client: If you need to cancel your booking, please notify us as soon as possible. Cancellations or rescheduling must be made at least seventy-two hours before the event to receive a refund. Cancellations made less than seventy-two hours before an event will result in a credit for a future booking, which can be redeemed once, and they must be canceled over the phone. This policy applies to cancellations due to weather.
  • Cancellation by Virtual Realms LLC: In the unlikely event that we need to cancel the booking due to unforeseen events (like a traffic jam on the highway), we will provide a full refund of any payments made. We will also notify you immediately of any potential delay and ask if you would like us to arrive late or cancel the booking completely.

Regarding Traffic: We try to anticipate rush hour traffic and accidents (especially during rush hour times) and always plan on arriving at events with time to spare. On rare occasions, there may be an accident or traffic conditions that will delay us for longer durations, and we ask that you bear with us and be flexible. We will always try to get to events as quickly as possible, and in most cases, we wouldn't have a problem extending our business hours to make up for any lost time.

11. Insurance

Coverage

Virtual Realms LLC carries insurance coverage and will provide a Certificate of Insurance (COI) to the venue of the event upon request.

Liability and Indemnity

Virtual Realms LLC is not liable for any injuries, damages, or losses that occur due to the use of our equipment. By using our equipment, you agree to indemnify and hold Virtual Realms LLC harmless from any claims arising out of the use of the equipment.

12. Backup Equipment

Backup equipment for all critical components is available to ensure uninterrupted gameplay in the event of technical issues.

13. Behavior and Conduct

  • All participants must behave respectfully and responsibly.

  • We reserve the right to refuse service or remove individuals displaying inappropriate behavior without a refund.

14. Privacy Policy

We collect personal information to process bookings and provide a safe experience. For details on how we handle your information, please refer to our Privacy Policy.

15. Changes to Terms

We may update or modify these Terms & Conditions at any time without prior notice. It is your responsibility to review them periodically.

16. Contact Information

For any questions or concerns regarding these terms or our services, please contact us:

Email: support@virtualrealms.us

Phone: (503) 864-0104

By using our services, you agree to these Terms & Conditions. Thank you for choosing Virtual Realms LLC as your immersive VR entertainment provider!