Booking Terms

These terms apply to public sessions, recurring public tables, privately reserved tables, private events and other services booked with The Ember Guild. They are intended to make booking, attendance and cancellations predictable. Nothing in these terms limits rights that cannot legally be waived.

1. Booking and payment

Public sessions and recurring tables

• A public seat is confirmed only after full payment and any required youth consent have been received. When payment is arranged manually, a requested seat may be held for up to 24 hours; the payment request will state the deadline.
• Public sessions are sold as individual seats for the listed dates. A discounted multi-session block or privately reserved table is available only when expressly offered and confirmed in writing; a single-session purchase does not reserve future dates.
• An automatic booking or calendar email acknowledges the reservation. It does not establish that payment or youth consent has been received. If payment is not received by the stated deadline, the seat may be released.
• Prices are stated in Canadian dollars. Any applicable tax, fee or optional add-on will be identified before payment.
• Accepted payment methods and any payment deadline are shown with the booking or payment request. Card payments are available only once the payment processor is enabled. Do not send card details by email or a booking note.

Private events

• A deposit is required to secure a private booking and is applied to the event total. The deposit amount and payment terms are defined in the final written private-booking terms.
• The remaining balance is due seven calendar days before the event. An unpaid balance may result in cancellation and release of the date.
• The written quote or booking confirmation controls the agreed date, location, duration, attendance, travel, custom preparation, add-ons and total price. Material changes require written agreement.

2. Cancellations replacement sessions and refunds

Public sessions

• Public-session payments are not refunded for a client cancellation, except where law requires a refund. An eligible cancellation provides one replacement public session for the same participant, of the same session type and duration, at no additional charge. It is a specific service entitlement, not a dollar balance, and cannot be transferred, converted to cash or applied to private events or add-ons. The same participation requirements apply.
• The replacement session must take place within 60 calendar days after we receive the cancellation notice, subject to available seats. We state the deadline when confirming the replacement entitlement. If we cannot offer an eligible seat within that window, we will agree an extended date with the client or refund the unused service. We will not forfeit an entitlement because we cannot supply the replacement.
• One replacement is permitted for each eligible cancelled paid session. Cancelling or missing the replacement does not create another replacement or refund unless required by law or expressly approved as an exception. If The Ember Guild cancels the replacement, the business-cancellation terms below apply.
• A discretionary exception or goodwill replacement does not create an ongoing entitlement or change these terms.
• To cancel, use the cancellation link in the booking email or contact The Ember Guild. The received timestamp determines eligibility. Contact The Ember Guild to choose the replacement from eligible sessions with an available seat; we can add the participant manually. An online cancellation or date change does not itself approve an exception, extend the deadline or create a refund.

Private events

• The required reservation deposit is non-refundable unless the final written private-booking terms state otherwise or a refund is required by law.
• If cancellation is received at least seven calendar days before the event, any amount paid above the deposit will be refunded.
• If cancellation is received less than seven calendar days before the event, rescheduling or any credit is at The Ember Guild’s discretion and may be subject to availability, changed costs or new terms.

Recurring tables and blocks

• Where a paid four-session recurring block is expressly offered, one notified absence may be carried forward as one replacement public session. Notice must be received before the missed session begins; a no-show does not qualify. The replacement must take place within 60 calendar days after notice is received, using the replacement rules above. The player’s seat remains reserved for the dates included in the block. This block benefit does not apply to separately purchased single-session seats.
• A second missed session in the same four-session block is normally forfeited and does not create another replacement. Two consecutive absences or repeated absences may lead to a conversation about fit and renewal. Attendance, communication and table stability may be considered when renewal priority is decided.
• The Ember Guild may make a documented exception, including for a player who has purchased multiple consecutive blocks or where circumstances reasonably warrant it. An exception is not guaranteed and does not create a precedent.
• For a privately booked or reserved whole table, the organizer has purchased the table time. Individual absences do not create refunds, credits or price reductions; the session proceeds for those who attend unless the whole table is cancelled under the private-event terms.

Cancellations by The Ember Guild

If The Ember Guild cancels a paid session or event, including a replacement session, the client may choose a suitable replacement or rescheduled date, or a refund for the unused cancelled service. If unsafe travel or severe weather affects a client while The Ember Guild remains open, the ordinary cancellation terms apply unless an exception is offered. Rights to a refund required by law remain available.

3. Table formation and continuity

• A new public table will normally form only after at least three players have confirmed and paid. This minimum does not apply to a privately booked or reserved whole table.
• The formation decision will normally be made 72 hours before the first scheduled session. If the table does not form, each paid player may transfer to another suitable offering or receive a full refund.
• After a table has begun, The Ember Guild may continue with fewer players, including two, when the session remains workable.

4. Arrival, access and attendance

• Session times and payment deadlines are stated in Edmonton local time (America/Edmonton), unless expressly stated otherwise. Exact arrival instructions, the permitted entrance and parking information will be provided with the booking details.
• Please arrive no more than 10 minutes early unless another arrangement is confirmed. Late arrival does not extend the scheduled end time.
• Clients and guests may use only the designated entrance, hall, game room and client washroom. Other areas of the home are private.
• Unregistered guests may not attend without advance approval. Vehicles must be parked legally and without blocking neighbours, sidewalks, driveways or emergency access.

5. Food, drinks and property

• Light snacks may be brought without advance arrangement.
• Non-alcoholic drinks are permitted in closed, stable containers. Use care around game materials, equipment and furnishings, and report any spill or damage immediately.
• Ordinary wear and minor accidents will be handled reasonably. The participant or booking contact may be asked to pay reasonable repair or replacement costs where damage results from intentional conduct, recklessness or repeated failure to follow a clear handling instruction. The circumstances will be considered before payment is requested.
• Two cats live in the home and are normally kept out of the game room. Clients should disclose significant allergies before booking; an allergen-free environment cannot be guaranteed.

6. Alcohol, smoking and other prohibited items

Alcohol is not permitted at any session or event. Cannabis, illegal drugs, smoking, vaping, intoxication, weapons and open flames are also prohibited. A participant who arrives impaired, possesses a prohibited item or uses a prohibited substance may be refused entry or removed without refund.

7. Conduct and table safety

• Treat participants, staff, neighbours, the home and shared materials with respect.
• Harassment, bullying, threats, discriminatory slurs, deliberate humiliation, unwanted sexual conduct, intimidation, violence and deliberate disruption are not permitted.
• Follow table safety tools, content boundaries, house instructions and reasonable directions from the Game Master.
• The Ember Guild may pause play, set a boundary, separate participants, contact a parent or guardian, refuse entry or remove a participant when necessary for safety or orderly operation. Serious misconduct may result in immediate removal without refund.

8. Age and youth participation

• Adult offerings are for participants aged 18 or older unless the written offering states otherwise.
• Youth offerings are normally for participants aged 13–17.
• A participant under 13 may attend only a pre-approved private or family game with a responsible adult present and any required insurance approval.
• A youth booking must be made by the participant’s parent or legal guardian. A completed Youth Parent/Guardian Consent Package and full payment must be received before the youth booking is confirmed or the youth participates. An automatic scheduling email does not replace these requirements. The parent or guardian must remain reachable during the session and keep emergency information current.

9. Photos, recordings and testimonials

• Participants may not photograph, record or publicly post another person without that person’s permission and, for a youth, the required parent or guardian permission.
• Promotional photos, video, audio or testimonials are used only with separate express permission. For a youth, both written parent/guardian permission and the youth’s agreement are required. Refusing promotional permission does not affect participation.
• Security-camera recordings are governed by the separate Privacy and Security Camera Policy and are not used for promotion.

10. Accessibility and accommodation

Clients are encouraged to raise mobility, sensory, communication, dietary or other accommodation needs before booking. The Ember Guild will discuss practical options in good faith and will describe known limits accurately. Not every request can be supported in a private home setting.

11. Refusal, removal and complaints

• A booking may be declined or cancelled for non-payment, inaccurate material information, capacity, incompatibility with the offering, safety, unlawful activity or serious/repeated breach of these terms. Decisions will not be made on a prohibited discriminatory ground.
• For questions or complaints, contact The Ember Guild with the booking name, date and a concise description. The Ember Guild acknowledges and reviews the concern, requests any needed information and provides a response.

12. Privacy, cameras and changes

• Personal information is handled under The Ember Guild Privacy and Security Camera Policy. Video-only security monitoring operates for participant and visitor safety, property protection and investigation of specific incidents. Security-camera audio recording is disabled. Clear notice identifies monitored areas before entry.
• The version accepted at booking applies to that booking. Material changes will not be applied retroactively except where required by law or reasonably necessary for immediate safety.
• If any term conflicts with a right that cannot legally be waived, that right prevails and the remaining terms continue to apply.