Terms and conditions
These terms apply to all quotes, bookings and events of XRcade. We provide them together with every quote, so that you know them before you confirm.
Last updated: 17 August 2026
1. Who we are
XRcade is a trading name of Demolco BV, Meersemhof 12, 9050 Gent, company number and VAT number BE 0654.775.041, RPR Ghent. The activity will shortly be transferred to a new company; from then on these terms apply to that company.
2. When these terms apply
These terms form part of every quote and of every contract that follows from it. We provide them together with the quote; by accepting the quote you also accept these terms. Terms of your own that differ apply only if we have accepted them in writing. The Dutch text is the legally valid version; translations are provided for convenience.
3. Who they apply to
We work first and foremost for businesses and organisations. If you book as a consumer, your mandatory rights as a consumer continue to apply in full and the provisions that conflict with them do not apply to you. For activities with an agreed date, the fourteen day right of withdrawal does not apply (art. VI.53, 12° WER); we also state this in the quote.
4. Quote and booking
Our quote is valid for 30 days and is without obligation for as long as you do not accept it. The booking comes about when you confirm the quote in writing or by email and we in turn confirm that confirmation. The date is only reserved for you from that moment.
5. Prices and travel costs
All prices are exclusive of VAT. The price stated in the quote applies to the group size, the duration and the location described in it. Our home base is near Ghent: for travel we charge a flat fee that depends on the location, always stated in the quote in advance. A custom map, extra playing time or an extra host are quoted separately.
6. Payment
We ask for a deposit of 30% on confirmation; we invoice the balance after the event, payable within 14 days. In the event of late payment, the statutory interest is due by operation of law and without notice of default, together with reasonable compensation for recovery costs. If we owe you a refund, it is made within the same period and on the same terms.
7. Rescheduling or cancelling by you
If something goes wrong with the date, let us know as soon as possible: we look for a new date first, and rescheduling is free of charge up to 14 days before the event if an alternative is available. If you cancel definitively, the following applies: up to 30 days in advance free of charge, between 30 and 14 days 50% of the agreed price, within 14 days 75%. Those percentages reflect what we actually lose in the event of a late cancellation: reserved crew, a date we can no longer sell and preparation already carried out. Costs we have already incurred at your request, such as building a custom map or securing a partner venue, remain payable in any event.
8. Rescheduling or cancelling by us
If we have to cancel for a reason within our control, we propose a new date or refund everything you have already paid. If that happens within 14 days before the event, we also compensate the demonstrable costs you incur as a result, up to a maximum of the amount of the agreed price.
9. Group size and changes
Up to 10 working days before the event you can still adjust the number of participants, the duration or the programme; after that the price quoted applies. A game requires at least 4 players: if fewer people turn up, the session goes ahead and the agreed price remains payable.
10. The playing space
For a standard set-up you provide a clear, flat and obstacle free space of around 10 by 10 metres with at least 2.5 metres of height, sufficient lighting, and one socket near the arena. A network connection with internet access is the most stable; wireless over 4G or 5G also works. Playing among obstacles or furniture is possible, but requires a custom map that we build in advance and quote separately.
11. Access, set-up and take-down
We need access from one hour before the start in an open space, and 2 to 3 hours when we build an arena with obstacles, plus an hour afterwards to take everything down. Please also provide a place to load and unload. If we can only start later than agreed, the session becomes shorter; it does not run on free of charge.
12. Your location, your house rules
If the event takes place at your premises, you inform us in advance of the risks specific to the place, of the evacuation procedure and of where the first aid is located, and someone from your side is present during the event. We inform you about the risks our activity brings with it. You pass on the safety information from article 14 to your participants in advance: we have no channel to them ourselves.
13. If the space turns out not to be suitable
We look together in advance at whether the space works. If on site it turns out not to be usable after all, we first look for a workable solution: a smaller arena, fewer players at a time, or time to clear the space, which we charge for. Only if no safe set-up is genuinely possible can we call off the session; you then pay the costs incurred and the travel, not the full price.
14. Safety and participation
Participation is possible from the age of 13. Playing in a headset is a physical activity: participants move freely through the space. Anyone who is pregnant, has a heart condition, epilepsy or another condition that can be affected by moving images, wears a pacemaker or another implantable device, or does not feel well, is better off not taking part or should consult a doctor first. Participation is not possible under the influence of alcohol or drugs. Our hosts are present throughout the session; their instructions must be followed and they can refuse someone or take someone out of the game, without a refund. We play in short rounds with breaks in between, and every headset gets a hygienic face insert that we replace or clean between players. If you do not feel well, the headset can always come off.
15. Damage
If a participant damages our equipment by using it incorrectly or by not following instructions, you bear the costs for this, limited to the repair or replacement value. Normal wear and tear and damage arising from our own use are not covered by this. Conversely: if we or our equipment damage something at your premises, that is our responsibility. We go through the space together before and after the session, and we leave it as we found it.
16. Force majeure and technical problems
If one of us cannot meet its obligations due to force majeure, those obligations are suspended. If the situation lasts longer than 30 days, either of us can terminate the contract, in which case we divide the costs already incurred fairly. If the power or the network at your location fails, that risk lies with you. If our own equipment lets us down, we solve this with spare equipment, a longer session or a proportionate discount.
17. Liability
We are responsible for a well prepared, guided session. We do not exclude or limit our liability for damage to a person's physical or mental integrity, or for intent: under Belgian law that is not possible, not even towards participants who are not themselves a party to this contract. We are insured for this (see article 18). For other damage our liability is limited to the amount our insurer pays out in the case concerned, and failing that to the price of the event. We do not compensate indirect damage, such as loss of profit or reputational damage. For that other damage the same limitations apply to our staff, freelancers and subcontractors, and you bring your claim against us on a contractual basis and not in addition on a non-contractual basis.
18. Insurance
We are insured for our public liability in operations, including physical injury to participants during a guided session on location; we provide the policy details on simple request. You take care of the usual insurance for your own location and staff.
19. Photos and videos
We like to take atmospheric images of our events for our website and social media. You let your participants know in advance that images will be taken, and anyone who would rather not appear tells our hosts. For images in which someone is clearly and recognisably at the centre, we ask that person separately for consent, and for minors we ask a parent. On simple request we take images down again. If we want to mention your organisation as a reference, we ask you in advance.
20. Intellectual property
The maps, set-ups and materials we create remain ours. The games and the headsets are third party products: if their licence or their software changes so that a game is no longer available, we may put an equivalent experience in its place.
21. Personal data
How we handle personal data is set out in our privacy policy. If we process data of your participants on your instructions, we draw up a data processing agreement about this.
22. Complaints
If something does not go as agreed, let us know within seven days after the event, so that we get the chance to put it right. This does not affect your statutory rights when we fail to meet our obligations.
23. If a provision is not valid
If a provision of these terms turns out to be void or unenforceable, the rest simply continues to apply and we replace that provision with a valid one that comes as close to it as possible. Changes to these terms apply only to bookings made afterwards. If the quote deviates from these terms, the quote prevails.
24. Applicable law and competent court
Belgian law applies to our contracts. If we cannot work it out together, we submit the dispute to the Ghent Companies Court (afdeling Gent). We would much rather talk to each other first before it comes to that.