Event Policies
These policies apply to all events produced by The Game Theatre. They reflect our commitment to safety, inclusion, and an experience worth returning to. We have written them to be honest and clear — not to intimidate, but to make sure every player arrives knowing what to expect.
If you ever have a question about anything below, please reach out: sales@thegametheatre.com
TICKETS & PAYMENTS
Cancellation & Refunds
All tickets are non-refundable. Our events involve venues, housing, catering, staffing, and Game Masters contracted months in advance with limited capacity. Like a cruise, retreat, or destination experience, every seat represents a reservation that cannot easily be filled once vacated.
We know life happens. If something comes up before your event, please reach out to us. While tickets are non-refundable, we will do our best to work with you when possible. For situations outside the scope of this policy, email sales@thegametheatre.com and we will address it personally.
We strongly recommend travel insurance for guests booking flights, hotels, or other non-refundable travel arrangements.
Ticket Transfers
While tickets are non-refundable, they are transferable to another person for the same event date.
To transfer a ticket, email sales@thegametheatre.com with the new attendee’s full name and contact information. Transfers to a different event date are not available unless expressly approved in writing by The Game Theatre.
Payment Plans
Tickets may be purchased on a monthly payment plan. Your first payment processes at checkout, with automatic monthly charges until your balance is paid in full.
A receipt is sent after each payment with a link to manage your payment method. If you cannot find a receipt, please check your spam or promotions folder, or contact us directly.
Guests are responsible for keeping payment information current. If a scheduled payment fails, we will contact you using the email address provided at checkout. If a balance remains unpaid after repeated notice, The Game Theatre may cancel the reservation and release the seat. Amounts already paid remain subject to the non-refundable ticket policy.
BOOKING & ATTENDANCE
All events are for guests who are 21 years of age or older. We will consider 18 and over guests who are accompanied by an adult on a case-by-case basis.
Booking Form
After purchase, you will receive a confirmation email followed by a separate Booking Form.
Your ticket purchase secures your place at the event. However, your campaign assignment, housing details, dietary accommodations, roommate requests, accessibility needs, and emergency contact information cannot be finalized until your Booking Form is completed.
Please complete the Booking Form promptly after checkout so we can properly prepare for your attendance.
Ticketed Players Only
All attendees must be registered, ticketed players. Non-players, observers, and non-playing guests are not permitted at our events, meals, activities, or on-site housing without the express written permission of The Game Theatre. Meals and housing are reserved exclusively for ticketed players. Anyone wishing to attend must purchase a ticket.
Solo Travelers
There are no surcharges or additional fees for attending alone. The only optional upgrade is single-occupancy housing, which provides a private bedroom rather than a shared suite room. This option may be available at checkout depending on the event and venue.
No Vending, Promotion, or Solicitation
Guests may not sell, distribute, solicit, advertise, recruit, record for commercial purposes, or promote goods, services, campaigns, channels, communities, organizations, or outside events without prior written consent from The Game Theatre.
This includes vending, giveaways, promotional materials, business solicitation, content campaigns, and organized promotion of outside communities or events.
VENUE, HOUSING & EVENT RULES
Venue Rules
Guests must follow all rules and instructions provided by The Game Theatre, venue staff, lodging providers, event personnel, and security personnel.
This includes rules relating to restricted areas, historic or sensitive spaces, parking, quiet hours, smoking or vaping, alcohol, food and beverage restrictions, housing areas, property care, and the protection of venue grounds, furniture, floors, carpets, artifacts, artwork, and equipment.
Many of our events take place in historic venues, museums, estates, colleges, castles, or other special locations. Guests are expected to treat these spaces with care and respect. Guests may be held responsible for damage they cause to venue, lodging, or event property.
Alcohol
Alcohol may be available at certain events or venues only in accordance with applicable law, venue rules, and The Game Theatre policies.
Guests are expected to drink responsibly. The Game Theatre reserves the right to refuse service, restrict alcohol access, involve venue staff or security, or remove guests whose intoxication creates a safety concern, disrupts the event, damages property, or negatively impacts other attendees. Gross intoxication is not permitted.
Accessibility
The Game Theatre makes reasonable efforts to accommodate accessibility needs when shared in advance through the Booking Form or by email.
Because some events take place in historic venues, museums, estates, colleges, castles, or other older properties, certain locations may include stairs, uneven surfaces, limited elevator access, long walking distances, shared housing layouts, or other physical limitations outside our control.
If you have accessibility concerns, please contact us as early as possible so we can discuss available options.
PHOTO, VIDEO & MEDIA
Guests should expect photography and video recording to occur in shared event spaces, including game rooms, dining areas, common areas, venue exteriors, group activities, and other event locations.
By registering for and attending an event, guests acknowledge that photo, video, and audio media may be captured during the event and may be used by The Game Theatre, its event partners, approved sponsors, or approved promotional vendors for commercial, editorial, archival, or promotional purposes. Attendance and registration constitute consent to this use and a waiver of any right to compensation in connection with such use.
If you prefer not to be photographed or filmed, please let our on-site team know at any time. We will make reasonable efforts to avoid photographing or filming guests who notify us of this preference.
If you appear in published materials and would like to request removal, contact us at sales@thegametheatre.com and we will address the request promptly where reasonably possible.
SAFETY, INCLUSION & CONDUCT
Our Commitment
The Game Theatre is committed to creating events where every player feels genuinely safe, respected, and welcome—regardless of race, gender, sexual orientation, religion, disability, identity, or background. This commitment extends to all attendees, Game Masters, staff, contractors, and venue personnel without exception.
Our events are designed to be an escape from the noise of everyday life. Real-world politics and divisive ideologies belong outside the game room. Inside, we are all just adventurers.
Code of Conduct
Our events involve extended time together in close quarters, which makes trust and mutual respect essential. All guests agree to treat fellow players, Game Masters, staff, venue personnel, and service providers with respect, courtesy, and goodwill throughout the event.
The following are not tolerated under any circumstances:
• Harassment, threats, intimidation, stalking, or abusive behavior of any kind
• Unwanted physical contact or sexual advances — in-game or out-of-game
• Deliberately ignoring repeated requests from a Game Master, staff member, or fellow player to adjust your behavior or your character’s behavior
• Discrimination or hate speech based on race, gender, sexuality, disability, religion, identity, or background
• Deliberate misgendering of any person—mistakes happen; if corrected, simply acknowledge it, correct yourself, and continue, respectful communication keeps everyone in the game
• Use or distribution of illegal substances
• Gross intoxication
• Theft, vandalism, or intentional damage to property
• Unsafe, aggressive, or disruptive conduct
• Real-world harmful symbols, rhetoric, or ideologies
Immersion & Consent
Deep character immersion is encouraged but never required. A culture of consent and clear communication makes the experience richer for every table. In-character conflict is part of many stories, but it should never become an excuse for out-of-character cruelty, pressure, harassment, or unwanted behavior. Be kind, be clear, and have fun.
Reporting a Concern
If you experience or witness a safety issue, harassment, health concern, conduct concern, or any situation requiring immediate attention, please speak directly with Christopher Batarlis or Evan Michaels, Event Directors, or with any Game Master or staff member on-site.
Every report is treated seriously, discreetly, and with as much confidentiality as the circumstances reasonably allow. There is no wrong way to raise a concern. We would always rather know.
For non-urgent matters, contact: sales@thegametheatre.com
Removal Policy
The Game Theatre reserves the right to limit or terminate the participation of any guest whose conduct seriously impacts the safety, comfort, property, or experience of others. Guests removed for violations of this Code of Conduct, venue rules, housing rules, or event policies forfeit any right to a refund or compensation. Security personnel, venue personnel, lodging personnel, or law enforcement may be engaged to ensure a safe and orderly removal when necessary.
LIABILITY & RISK
We want to be transparent about how liability works at our events. This section is standard for events of this nature and is not intended to discourage you. It simply ensures everyone understands the framework we operate within.
Assumption of Risk
Guests voluntarily participate in all activities associated with The Game Theatre events and assume the risks associated with such participation. These risks may include, but are not limited to, travel risks, physical movement through venues, stairs or uneven surfaces, shared spaces, food and beverage service, interaction with other guests, emotional or dramatic roleplaying content, and other ordinary risks associated with live events, travel, lodging, and group activities.
The Game Theatre, its owners, employees, contractors, representatives, partners, and agents are not responsible for loss, damage, or injury to person or property during or as a result of the event, except where prohibited by law.
Limitation of Liability
While The Game Theatre carefully selects Game Masters, venues, lodging providers, caterers, service providers, and event partners, guests understand that individual actions by contractors, venue personnel, service providers, or other attendees may be outside The Game Theatre’s direct control.
The Game Theatre is not responsible for loss or damage caused by the actions of any guest, Game Master, venue, venue staff member, lodging provider, service provider, contractor, or third party, except where prohibited by law.
Guest Responsibility & Indemnity
Guests agree to act responsibly and to follow all event policies, venue rules, housing rules, staff instructions, and applicable laws. Guests agree to indemnify and hold harmless The Game Theatre, its owners, employees, contractors, representatives, partners, and agents from any damage, claim, loss, cost, or expense caused by the guest’s actions, whether negligent, willful, or otherwise.
Health & Safety
The Game Theatre is committed to the health and safety of all attendees. Measures relating to the spread of infectious diseases or other public health issues will adhere to the protocols set forth by the leading recognized public health authority applicable to the location of the event, as well as applicable venue, lodging, and governmental requirements.
Guests who are sick, symptomatic, or aware of a contagious exposure should contact The Game Theatre before attending so we can discuss the situation appropriately.
Force Majeure
The Game Theatre is not liable for delays, cancellations, changes, interruptions, or failures caused by events beyond our reasonable control, including but not limited to acts of God, extreme weather, natural disasters, labor disputes, public health emergencies, venue closures, travel disruptions, power outages, acts of terrorism, civil unrest, or actions of governmental authorities.
In the event of a cancellation, delay, or material change outside our control, we will communicate with all registered guests as promptly as possible and explore available options on a case-by-case basis. Depending on the circumstances, available options may include rescheduling, event credit, modified programming, venue substitution, or other remedies determined by The Game Theatre in its discretion.
QUESTIONS?
We are a small, passionate team, and we genuinely want every player to have a great experience from the moment they purchase a ticket to the moment they head home. If anything in these policies is unclear, or if your situation falls outside what is covered here, please reach out. We will always do our best to work with you.
— The Game Theatre Team