Terms and conditions

1. Booking & Payment

1.1 A booking is only confirmed once the required deposit has been paid and written confirmation has been received.
1.2 A 25% non-refundable deposit is required to secure your booking.
1.3 The remaining balance must be paid at least 7 days before the party date.
1.4 Each party includes 2 hours of exclusive use of the party room and equipment (unless otherwise agreed).
1.5 Final guest numbers must be confirmed at least 7 days before the party.

2. Supervision & Parental Responsibility

2.1 At least one parent or responsible adult (aged 18+) must remain on the premises for the entire duration of the party.
2.2 Children must be supervised at all times by a responsible adult provided by the party organiser. Saffron Walden Play Zone staff are not responsible for the direct supervision of children.
2.3 The supervising adult(s) must ensure that all children play safely and follow the posted safety or usage rules for games and equipment (including air hockey, foosball, and table tennis).
2.4 Any child acting in a way that is unsafe, disruptive, or damaging may be asked to stop playing or leave the equipment area. No refund will be issued in these cases.

3. Equipment Use & Damage

3.1 All equipment must be used properly and safely.
3.2 If intentional damage is caused to any equipment, furniture, or property, the parent or organiser will be held responsible for the cost of repair or replacement.
3.3 Accidental damage will be assessed fairly by staff on a case-by-case basis.

4. Cleaning & Hygiene

4.1 The venue must be left in a clean and tidy condition at the end of your booking.
4.2 In the event that a child vomits or causes a hygiene-related incident, a £20 cleaning fee will be charged to cover professional cleaning and sanitising.
4.3 Please ensure any rubbish, food, or decorations are disposed of properly before leaving.

5. Food, Allergies & Decorations

5.1 You may bring your own cake and non-alcoholic food or drinks unless otherwise agreed.
5.2 It is the responsibility of the parent or party organiser to check and confirm any allergies or dietary needs of all attending children.
5.3 We strongly recommend that parents ask about allergies or intolerances on the party invitations and inform us in writing at least 7 days before the event.
5.4 While we take care to maintain a clean environment, the venue cannot guarantee an allergen-free space and accepts no responsibility for allergic reactions.
5.5 Decorations are welcome but must not be attached to walls using pins, tape, or adhesives that may cause damage. Any damage caused will be charged to the organiser.

6. Cancellation & Changes

6.1 If you cancel 21 or more days before the party, we will refund any payments made, excluding the deposit.
6.2 If you cancel between 14 and 20 days before the party, we will offer a credit voucher that can be used within 6 months.
6.3 If you cancel within 13 days of the party, no refund or credit will be given.
6.4 You may reschedule the party (subject to availability) if at least 14 days’ notice is given.
6.5 Saffron Walden Play Zone reserves the right to cancel or reschedule bookings due to unforeseen circumstances (e.g., safety issues, maintenance, or equipment failure). In such cases, a full refund or alternative date will be offered.

7. Behaviour & Safety

7.1 All guests must follow staff instructions and all posted safety guidelines.
7.2 Smoking, alcohol, illegal substances, and sparklers or candles (other than standard birthday candles on cakes) are not permitted inside the venue.
7.3 We reserve the right to refuse entry or ask anyone to leave if behaviour is unsafe, aggressive, or disruptive — without refund.

8. Parking & Arrival

8.1 A large, free car park is available on site for all guests at no extra cost.
8.2 Cars are parked at the owner’s risk.
8.3 Please arrive no earlier than 15 minutes before your booking time and vacate promptly at the end of your session.

9. Liability

9.1 Saffron Walden Play Zone takes reasonable steps to ensure all equipment is safe and well-maintained.
9.2 We accept no liability for injury, loss, or damage except where caused by our proven negligence.
9.3 Nothing in these Terms excludes liability for death or personal injury caused by negligence.
9.4 These Terms are governed by the laws of England and Wales.
By paying a deposit or confirming a booking, you agree that you have read, understood, and accepted these Terms & Conditions.