VRCADE Terms & Conditions
Effective Date: October 8, 2026
Welcome to VRCADE.
These Terms & Conditions apply to bookings, purchases, activities, events, and services provided by VRCADE through our website, booking platform, telephone, email, or directly at our venue in Toronto, Ontario.
By completing a reservation or purchase, customers agree to the applicable booking conditions presented before checkout and these Terms & Conditions.
These Terms do not limit or exclude rights and remedies that cannot legally be restricted under Ontario or Canadian law.
1. Reservations and Booking Confirmation
A reservation is confirmed after VRCADE receives the required payment, deposit, or booking fee and issues a booking confirmation.
Customers must review their booking details before payment, including the date, time, selected package, number of participants, price, taxes, payment requirements, and cancellation conditions.
Reservations remain subject to availability until confirmed.
Customers should contact VRCADE promptly if an error appears in their booking confirmation.
Additional conditions disclosed for a specific package or event form part of that booking agreement. Where valid specific booking terms differ from these general Terms, the specific terms apply, subject to applicable law.
2. Prices, Taxes and Payments
All prices are in Canadian dollars unless otherwise stated.
Applicable taxes, including HST, are additional unless expressly included.
Depending on the booking type, customers may pay the full amount or a deposit or booking fee.
Deposits and booking fees are applied toward the total purchase price.
Where a deposit or booking fee is non-refundable, that condition applies whether the customer pays the deposit separately or pays the full booking amount.
Outstanding balances must be paid by the applicable deadline.
Failure to pay an outstanding balance may result in cancellation after reasonable notice, subject to applicable law.
VRCADE may correct obvious pricing, description, or technical errors. Where an already confirmed purchase cannot reasonably be honoured, VRCADE will offer an appropriate correction, alternative, or refund.
3. Regular VR Session Bookings
Reservation Deposits
Customers may choose to pay a deposit or the full session price when booking.
The non-refundable reservation deposit is:
$50 for bookings of up to 6 players.
$100 for bookings of 7 or more players.
The deposit is included in and applied toward the total session price.
For deposit-only bookings, the remaining balance must be paid at the venue before gameplay begins.
Cancellations — Bookings Made at Least 24 Hours in Advance
At least 24 hours before the scheduled session: Payments exceeding the non-refundable reservation deposit are refundable.
Less than 24 hours before the scheduled session: Payments are non-refundable, and no credit is provided.
Cancellations — Bookings Made Within 24 Hours of the Session
If the reservation was originally made less than 24 hours before the scheduled session, the customer may cancel before the scheduled start time and receive a refund of payments exceeding the non-refundable reservation deposit.
Cancellations received at or after the scheduled start time are non-refundable.
This special cancellation provision applies only to reservations originally created within 24 hours of the session.
Rescheduling
One complimentary reschedule is permitted with at least 24 hours' notice, subject to availability.
All payments, including the original deposit, transfer to the approved new session.
For reservations originally made within 24 hours of the session, customers must contact VRCADE directly to request rescheduling. Approval is subject to availability and management discretion.
For other bookings, rescheduling requests made with less than 24 hours' notice are not guaranteed.
An approved reschedule does not restart or extend the original cancellation eligibility period.
Late Arrivals and No-Shows
Late arrivals may result in reduced gameplay time. Extensions are not guaranteed.
Customers who fail to attend their scheduled session are considered no-shows.
No-shows are not eligible for refunds or credits.
All provisions remain subject to applicable law.
4. Birthday Party Bookings
Booking Fee and Payment
A $150 non-refundable booking fee is required to confirm a birthday party reservation.
This fee is applied toward the total birthday party price.
The remaining balance is due 7 calendar days before the event.
Bookings made within 7 days of the event require full payment when booking, unless an alternative arrangement has been approved by VRCADE.
Birthday Party Rescheduling
At least 7 days before the event: One complimentary reschedule is permitted, subject to availability.
From 72 hours to less than 7 days before the event: Rescheduling may be approved with a $100 rescheduling fee, subject to availability.
Less than 72 hours before the event: Rescheduling is permitted only for emergency circumstances approved by VRCADE management.
Supporting information may reasonably be requested for emergency-related changes.
A maximum of one reschedule is permitted unless VRCADE approves an exception.
All previously paid amounts, including the $150 booking fee, transfer toward the approved new event date.
The replacement event date must be within 12 months of the originally scheduled event date.
Changes to the package, guest count, food selection, or other arrangements may result in additional charges.
Rescheduling does not reset the original cancellation eligibility period.
Birthday Party Cancellation
8 or more days before the event:
The $150 booking fee is non-refundable. All payments exceeding that fee will be refunded.
Less than 8 days but more than 72 hours before the event:
A VRCADE credit equal to 70% of payments exceeding the $150 booking fee will be issued.
72 hours to 24 hours before the event:
A VRCADE credit equal to 50% of payments exceeding the $150 booking fee will be issued.
Less than 24 hours before the event or no-show:
No refund or credit will be provided.
Cancellation credits expire 12 months after the originally scheduled event date, subject to applicable law.
Credits are not redeemable for cash unless required by law and may be used toward eligible VRCADE services, subject to availability.
Refunds and credits are calculated on eligible amounts actually paid, rather than unpaid balances.
Party Room Access and Setup
The private party room is scheduled for the second hour of the birthday party booking, according to the selected package.
VRCADE understands that customers may need additional time for decorations, food arrangements, and preparation.
Where the room is available, early access may be provided upon arrival.
If the room is occupied by an earlier party, access will be provided once the previous party has departed and required cleaning and preparation are completed.
Complimentary early access of approximately 20–30 minutes may be available, depending on the day's booking schedule.
Early access is not guaranteed and does not form part of the minimum reserved party-room time.
Customers should contact VRCADE in advance regarding special setup requirements.
Birthday Party Guest Information
The birthday child counts toward the package's included number of participating guests.
Non-participating parents or guardians may attend without an additional VR participation charge.
Additional participating guests, food selections, upgrades, or other services may incur charges.
Guest reductions do not automatically reduce the minimum package price.
Party-room use, decorations, outside food permissions, and other arrangements are governed by the selected package.
5. Team Building Events
Standard Team Building packages may have specific attendance requirements, payment terms, cancellation conditions, and rescheduling arrangements.
For the planned standard Team Building package:
A 50% reservation deposit is required to confirm the booking.
The remaining balance is due 7 calendar days before the event.
Bookings confirmed within 7 days of the event require full payment unless an alternative arrangement is approved.
The package's minimum guest count and price apply.
Additional participants or services may incur additional charges.
The applicable cancellation, refund, and rescheduling conditions will be disclosed before checkout and confirmed in the event booking agreement.
Custom corporate functions, private events, and venue rentals may have separate written terms.
6. Custom Corporate and Private Events
Custom events may involve reserved spaces, dedicated staffing, catering, equipment, or extended venue access.
Deposits, minimum attendance, payment schedules, cancellation policies, and rescheduling terms will be specified in the applicable event quote or written agreement.
These events are not automatically subject to the regular VR session or birthday party cancellation policies.
Any agreed event-specific terms are subject to applicable law.
7. General Cancellation, Refund and Credit Rules
Cancellation and rescheduling requests must be communicated directly to VRCADE through an accepted contact method.
Requests are considered received when VRCADE receives them.
Notice periods are calculated backward from the scheduled start time of the session or event, using Toronto local time.
Approved refunds are normally returned to the original payment method.
Applicable taxes will be adjusted as required for refunded amounts.
VRCADE may review exceptional circumstances individually.
Any discretionary exception does not automatically modify the standard conditions applicable to other reservations.
Statutory cancellation and refund rights take precedence over these policies.
8. Changes to Bookings
Changes to guest numbers, packages, dates, activities, or other booking details are subject to availability and approval.
Increasing attendance or upgrading services may result in additional charges.
Reducing attendance does not automatically entitle the customer to a refund where a minimum package price or reserved capacity applies.
For catered events, food quantities and charges may become final after the communicated confirmation deadline.
9. Arrival and Check-In
Customers should arrive at the time stated in their booking confirmation.
VR participants should generally arrive 15 minutes before their scheduled session, unless otherwise instructed.
This allows time for check-in, waiver completion, equipment fitting, and safety instructions.
Late arrivals may receive reduced gameplay or event time.
VRCADE cannot guarantee extensions when another reservation is scheduled afterward.
10. Participant Waivers
Participants must complete any required VR participation waiver before gameplay.
For minors, a parent or legal guardian may be required to sign or authorize the waiver.
A participant who does not complete the required waiver may be unable to participate.
The participation waiver is a separate agreement and is not replaced by these Terms.
11. Minors and Supervision
Activities may have age, physical participation, or supervision requirements.
Parents or guardians remain responsible for minors in their care when those minors are not under the direct supervision of VRCADE staff.
A parent, guardian, or responsible adult may be required to remain at the venue, depending on the activity and participant's age.
12. VR Participation and Safety
Virtual reality activities may involve physical movement, visual stimulation, spatial disorientation, and interaction with physical surroundings.
Participants must:
Follow staff instructions.
Remain within designated activity areas.
Use headsets, controllers, and other equipment correctly.
Avoid running, pushing, deliberate collisions, or unsafe conduct.
Report discomfort, technical problems, or damaged equipment promptly.
Stop participating when instructed.
Participants with medical concerns, injuries, balance issues, or sensitivity to visual effects should consider whether participation is suitable and seek medical advice where appropriate.
VRCADE may refuse or discontinue participation where staff reasonably identify a safety risk.
13. Alcohol, Drugs and Impairment
Participants must not participate in VR activities while impaired by alcohol, cannabis, illegal drugs, or substances that may affect coordination, judgment, or safe participation.
VRCADE may refuse participation where impairment creates a safety concern.
Alcohol may not be brought into or consumed at VRCADE unless specifically authorized and permitted by applicable law.
14. Guest Conduct
VRCADE expects respectful behaviour toward employees and other visitors.
Threatening, harassing, abusive, dangerous, or deliberately disruptive conduct is prohibited.
VRCADE may refuse service or remove a person whose behaviour creates a safety risk or significantly interferes with venue operations.
Refunds relating to removal for serious misconduct are subject to the circumstances and applicable law.
15. Damage to Equipment or Property
Customers must use VR equipment, board games, furniture, and other venue property responsibly.
Normal wear and tear will not result in damage charges.
Customers may be responsible for reasonable repair or replacement costs resulting from intentional damage, reckless conduct, or clearly unauthorized misuse, where legally recoverable.
16. Party Rooms and Decorations
Party-room access is limited to the period included in the purchased package, except where early access is approved.
Decorations must not damage walls, furniture, screens, fixtures, or other venue property.
Items creating safety risks, excessive cleanup requirements, or possible property damage may be prohibited.
Customers are responsible for removing personal items and decorations unless the package states otherwise.
17. Café, Food and Catering
Food and beverages are subject to availability.
Outside food permissions depend on the package or event agreement.
Customers should notify VRCADE of allergies and dietary requirements before ordering or confirming catering.
Catering selections and quantities may be subject to advance confirmation deadlines.
VRCADE cannot guarantee an entirely allergen-free environment.
18. Board Game Lounge and Other Activities
Board Game Lounge admission, reservations, and other non-VR activities may have separate prices, time limits, minimum guest requirements, or usage rules.
The conditions presented for the selected activity apply.
Customers must handle shared games and equipment responsibly.
19. Photography and Video
VRCADE may separately request consent to use photographs or video recordings for marketing or promotional purposes.
Promotional consent is optional and is not a condition of purchasing ordinary VRCADE services.
Customers may take personal photographs or recordings where safe, respectful of other guests' privacy, and consistent with staff instructions.
Personal information and identifiable recordings are handled in accordance with the VRCADE Privacy Policy.
20. Online Bookings and Communications
Customers must provide accurate contact details.
VRCADE may send transactional communications relating to reservations, including confirmations, payment receipts, waiver reminders, balance reminders, and scheduling updates.
Transactional messages are separate from promotional marketing.
Marketing communications will be handled according to applicable Canadian law.
21. Third-Party Services
VRCADE may use third-party services for online bookings, payment processing, waivers, communications, website functions, and other operations.
These providers may maintain separate terms and privacy policies.
VRCADE remains responsible for its obligations as the supplier of purchased VRCADE services, subject to applicable law.
22. Promotions and Discount Codes
Promotions apply only to eligible services and during the stated promotional period.
Unless stated otherwise, offers cannot be combined, redeemed for cash, or applied retroactively to completed purchases.
VRCADE may refuse fraudulent or improperly obtained promotional benefits, subject to applicable law.
23. Gift Cards and Vouchers
Purchased gift cards and prepaid vouchers are governed by applicable Ontario consumer protection legislation.
Expiry dates, restrictions, and fees apply only where legally permitted.
Promotional credits and cancellation credits may have separate terms, subject to applicable law.
24. Cancellations or Changes by VRCADE
VRCADE may need to delay, change, or cancel a booking because of technical problems, equipment failure, power outages, safety concerns, emergencies, building issues, severe weather, or other circumstances beyond reasonable control.
If VRCADE cannot provide a purchased service, customers will be offered an appropriate alternative or refund for the affected service, subject to applicable law.
If a specifically purchased game is unavailable, an appropriate alternative, rescheduling arrangement, or refund will be offered where required.
25. Personal Belongings and Parking
Customers are responsible for their personal belongings.
VRCADE is not responsible for ordinary loss or damage to unattended property except to the extent liability arises under applicable law.
Parking is subject to posted conditions and applicable regulations.
26. Website Use and Intellectual Property
VRCADE website materials, logos, graphics, branding, original text, and promotional content are owned or licensed by VRCADE and may be protected by intellectual property laws.
Unauthorized commercial reproduction, fraudulent website use, interference with booking systems, or attempted unauthorized access is prohibited.
Third-party games, artwork, trademarks, and brands remain the property of their respective owners.
27. Privacy
VRCADE collects, uses, protects, and discloses personal information in accordance with its Privacy Policy and applicable privacy legislation.
Customers should review the Privacy Policy for information concerning bookings, payment processors, waiver records, promotional communications, and privacy-related rights.
28. Liability and Consumer Rights
Recreational activities, including virtual reality, involve risks that cannot be eliminated completely.
Where applicable, participation-specific acknowledgements or releases are addressed in a separate waiver.
To the extent permitted by law, VRCADE is not responsible for indirect or consequential losses for which it is not legally liable.
Nothing in these Terms excludes or limits liability, remedies, or consumer protection rights that cannot legally be excluded.
29. Governing Law and Updates
These Terms are governed by applicable laws of Ontario and Canada.
If any provision is determined to be unenforceable, the remaining provisions continue to apply to the extent permitted by law.
VRCADE may update these Terms for future bookings.
Confirmed reservations remain subject to the terms agreed at booking unless changes are mutually agreed or legally permitted.
30. Contact Information
VRCADE - Toronto, Ontario
Email: info@vrcade.ca
Phone: 647-351-9779
Website: https://www.vrcade.ca
For cancellations, rescheduling, booking changes, or questions regarding these Terms, customers should contact VRCADE directly.
These Terms are subject to applicable Ontario and Canadian consumer protection laws.