Recurring booking policy

Applies to groups reserving table or room space at the shop on a recurring basis: ongoing campaigns, weekly clubs, standing game nights. One-off ticketed events follow the event ticket policy instead.

A recurring booking holds the space across multiple sessions on a set schedule. Because that hold takes the space off the calendar for everyone else, the terms below apply.

Deposit

• A non-refundable deposit is required to open a recurring booking. The amount is set per booking in the signed agreement.
• The deposit applies as store credit toward purchases made during sessions.
• Unused credit does not carry past the end of the booking term.
• The deposit is forfeited on no-show or on cancellation that breaks the notice window below.

Per-session minimum spend

• Each session carries a minimum spend across the group (food, drink, retail, table fees combined). The amount is set per booking in the signed agreement.
• If the group lands under the minimum, the difference is charged to the organizer at the end of the session.

Minimum player count

• A recurring hold needs a minimum number of regular players to stay viable. The threshold is set per booking in the signed agreement.
• Below the threshold for two consecutive sessions, the shop may convert the booking to a shared-space arrangement or end it.

Cancellation and relocation

• 72 hours’ notice is required to cancel or relocate a session.
• Unannounced relocation, no-show, or notice inside 72 hours forfeits the deposit and ends the recurring arrangement.
• The shop learning of a move from a third party (a player, a Discord channel, social media) counts as unannounced.

Written agreement

• Before the first session, the organizer signs a short agreement covering: deposit amount, dates, per-session minimum, player-count threshold, and cancellation terms.
• No session runs under a recurring hold until the agreement is signed.

Exclusive holds

• A recurring booking does not, by default, lock the rest of the space or other tables. Other customers and events continue alongside.
• A group wanting exclusive use of a weeknight, room, or zone pays an exclusivity premium on top of the standard terms. The premium is quoted by staff and captured in the signed agreement.
• Without the premium, the shop may seat other parties or run other events in the same space.

Why

A recurring hold takes a slot off the calendar for the whole term. Staffing, utilities, and turning away other bookings cost the shop money whether the table fills or not. The deposit, minimum spend, and notice window keep that math workable for both sides.