Booking Terms & Conditions

1. Welcome to Destination Dice

Thanks for considering a Destination Dice residential tabletop adventure! We want the experience to be memorable for all the right reasons, so these terms explain how bookings, rooms, payments and changes work.

These terms are intended for publicly advertised Destination Dice residential retreats offered by Sense & Flow. They do not retrospectively alter arrangements already agreed for the March 2027 friends' pilot. Bespoke private-group events may have separately agreed, clearly stated conditions.

Read these terms together with your event listing, the information displayed before payment and your written booking confirmation. We will retain a record of the terms that applied when your booking was accepted.

2. What your weekend includes

Unless the specific event listing says otherwise, a standard Destination Dice public retreat includes:

• Two nights' accommodation, usually from Friday to Sunday.
• At least 12 hours of professionally hosted tabletop roleplaying with immersive sound, lighting, terrain and miniatures.
• Friday dinner, Saturday lunch, Saturday evening banquet and Sunday breakfast.
• Selected snacks and non-alcoholic drinks.
• An online character-preparation session before the weekend.

Guests arrange their own transport. Alcoholic drinks, travel costs and personal purchases are not included unless clearly stated. The event listing will set out the venue, room options, price, dates and any differences from this standard format.

3. Age and guest eligibility

Our public overnight retreats are intended for guests aged 18 or over at the start of the event. This is the proposed public-events policy and must be approved by the organisers before launch. A person booking for others is responsible for passing on the age requirement and these booking conditions to everyone included in the reservation.

We may ask for suitable proof of age where there is a reasonable need to verify eligibility. Young Adventurers events and other family activities have different arrangements and are not covered by this adult residential policy.

4. Booking, deposit and final payment

£100 deposit per paying guest is requested when a public retreat is booked. The deposit is part of the total price, not an extra charge. We confirm a booking after accepting it, verifying the required payment and sending written confirmation.

The remaining balance is due 28 calendar days before arrival. For bookings made within 28 days of arrival, the full price is payable at booking. Instalments can be arranged by written agreement, provided the full balance arrives by the due date.

We will send a balance reminder. If a payment is overdue, we will contact you and give you a reasonable opportunity to resolve it before considering cancellation. Any resulting cancellation charge must be lawful, reasonable and justified rather than an automatic forfeiture.

Keep your booking confirmation and the copy of the terms provided with it; they form part of your booking record.

5. Cancellation and refunds requested by you

If you cannot join us, please cancel in writing using the contact address in your booking confirmation. Our proposed maximum standard cancellation charges depend on how much notice we receive:

In plain English: cancel at least 29 days before arrival and our standard cancellation charge will be no more than the £100 deposit. In particular, we do not charge 25% of the total price for a cancellation 29– 56 days out.

These amounts are caps, not automatic penalties. We will consider what costs we have incurred, what costs we have saved and whether we can reasonably refill the space. Any refund will reflect our reasonable, justifiable net loss. We will explain the calculation if you ask, and we will not keep payment twice for a place that has been resold.

The deposit is counted within any applicable cancellation charge, not added to it again. If the justified charge is lower than £100, any excess deposit will be refunded. Where money has been paid in advance, we will refund the amount over the justified charge without undue delay and within 14 days where the package travel rules require that.

Any overriding statutory rights, including rights concerning exceptional circumstances or organiser changes where applicable, take priority over this schedule.

6. Moving your adventure to another date

Sometimes real life wins initiative. We'd much rather find you another adventure than lose you from the table!

• 29 days or more before arrival: request one complimentary change to another available public Destination Dice retreat.
• Within 28 days: we will consider a date change where practical, especially if the original place can be filled. Any justified, unrecovered costs will be discussed before you agree.
• The replacement event should normally take place within 12 months of the original arrival date, subject to events actually offered and availability.
• If the new retreat is more expensive, the guest pays the difference. If it costs less, we will discuss a refund or credit, adjusted only for any fair and evidenced transfer costs.

A change of date is only secured when confirmed by us in writing. This additional flexibility does not replace the right to cancel or other legal rights. Further voluntary date changes may incur reasonable costs.

7. Transferring your place to another person

You can ask for another suitable guest to take over your booking, provided they meet the event's eligibility, room-sharing and safety requirements. Please tell us as soon as possible and provide the new guest's contact details so we can arrange their booking information and accessibility or dietary needs.

Where the Package Travel Regulations apply, a request in a durable form received at least seven days before the retreat is considered reasonable notice. Charges for transferring to another person will be limited to actual, supportable costs as the law requires. The original and replacement travellers may be jointly responsible for the remaining balance and legitimate transfer costs.

Substituting a person for the same event is different from voluntarily moving to a different event date.

8. Changes or cancellation by Destination Dice

If we need to cancel your booked retreat before it starts, you may choose a full refund of all sums paid or, if you prefer, transfer to another available weekend. You will never be required to accept event credit instead of a refund where a refund is due.

We may cancel for insufficient bookings only where the minimum number of guests and cancellation notification deadline were clearly communicated at booking, and where applicable law permits. We will give the notice required by the contract and any applicable package travel rules. Other unforeseen circumstances, including serious property problems, may also require changes; we will contact affected guests promptly.

We may make reasonable minor adjustments to timings, menu selections, game material or production where they do not materially reduce what was sold. If an essential part of your booking must change significantly, we will explain your choices and honour any legal right to reject the change, cancel without a fee, obtain a refund or claim an appropriate remedy.

We do not exclude compensation or other rights that may be available under applicable law.

9. Accommodation, room allocations and arrival times

Your booking confirmation will set out the property, room type and whether you have reserved a single room or a room shared with a named companion. We will not place you in a bedroom with an unfamiliar guest without your express agreement.

If a guest in a shared booking cancels, we will discuss reasonable arrangements with the remaining guest. A switch to a single-room price or different room will not be imposed automatically without agreement. Necessary changes caused by maintenance or other genuine venue issues will be discussed promptly, with legal rights preserved if the changes are significant.

Check-in and check-out times are venue-specific and will be given in the event listing or joining instructions. Please do not assume a standard 3pm check-in or 11am departure for every venue.

Guests must respect the accommodation and its house rules. We may recover reasonable, evidenced repair or replacement costs for damage for which a guest is responsible, taking into account normal wear and tear. Any rules about smoking, pets, parking and facilities will be communicated before arrival.

10. Food, allergies and accessibility

Food is a major part of the weekend, and we want everyone to eat comfortably and safely. Please disclose food allergies, intolerances, dietary restrictions and relevant accessibility requirements before booking, so we can check the actual property and caterer's ability to meet your needs.

We will ask for confirmed dietary details no later than 21 days before arrival (or at booking if there is less notice). Our caterers and hosts will use this information to manage risks and discuss alternatives where needed. If a requested arrangement cannot safely or reasonably be accommodated, we will discuss this with you before confirming the booking wherever possible.

Shared kitchens and food-handling environments may involve cross-contact risks. We will not describe food as allergen-free unless this has been specifically verified. Guests with serious allergies should tell us in advance so the options and precautions can be considered together. This clause does not remove our legal food-safety responsibilities.

11. Code of conduct and tabletop safety

Destination Dice should be welcoming whether you're on your first quest or your fiftieth campaign. Please treat other guests, hosts, caterers and property staff with respect. Harassment, discrimination, intimidation, aggression and seriously disruptive behaviour are not acceptable.

We use tabletop safety tools, including a pre-event Lines & Veils questionnaire, to help understand and respect boundaries. Please follow reasonable safety instructions regarding the venue, equipment, fire precautions and food service. Alcohol, where permitted by the venue, must be enjoyed responsibly.

If a guest creates a serious safety risk or persists in serious misconduct after reasonable intervention where appropriate, we may require them to leave. Any payment consequences will be assessed fairly in the circumstances and in accordance with the law; there is no blanket promise that every removal automatically forfeits every payment.

12. Travel, personal belongings and insurance

Transport to and from the venue is not included unless the event listing explicitly says otherwise. We recommend considering suitable UK-break insurance to cover illness, inability to attend and personal possessions.

Please take sensible care of your belongings and notify us promptly about any loss or incident. We are not automatically responsible for damage or theft caused by unrelated third parties, but nothing in these terms excludes liability where we are legally responsible.

Where unavoidable and extraordinary circumstances at or near the destination significantly affect the performance of a regulated package, we will respect any applicable right to cancel without charge.

13. Photography, filming and personal information

Guests may take personal photographs where doing so respects others' privacy, the venue and the comfort of fellow adventurers. Please ask before photographing or recording another guest, and do not publish other people's private information without permission.

We may take photographs of scenery, miniatures and the event setup. We will request separate permission before using identifiable pictures or footage of guests in promotional material. You can decline this permission without affecting your booking.

We use personal information to administer bookings, payments, accommodation, catering, agreed safety arrangements and essential event communication. We will explain this in our Privacy Policy and handle information in line with UK data-protection requirements. Marketing emails require an appropriate lawful basis.

14. Our responsibility and liability

We will organise and provide booked services with reasonable care and skill. If our retreat is a regulated package, we will meet the organiser responsibilities that apply to accommodation and other included services, including those delivered by suppliers.

We do not exclude or limit liability where doing so is unlawful, including liability for death or personal injury caused by negligence, fraud, or rights under consumer and package travel law. Reasonable remedies and proven losses will be considered according to the contract and applicable law.

Joining tabletop games and shared meals is voluntary, but a guest's participation does not waive our duties of care.

15. Questions, concerns and complaints

Before your retreat, contact us by replying to your booking confirmation or using the booking contact shown in that message. If something is not right during the event, please tell a host promptly so that we can address it while you are there. Afterwards, we welcome written feedback or a complaint and will investigate and respond within a reasonable period.

Keep your booking reference in any correspondence so we can locate the correct event and terms version.

16. Governing law and disputes

These terms are intended to be governed by the laws of England and Wales, without removing any mandatory consumer protections or rights to bring proceedings in a court that has jurisdiction under applicable law.

17. Legal information and intellectual property

Event brand: Destination Dice, a Sense & Flow event experience.

Legal operator: full sole-trader details will be confirmed in the final booking information before bookings open.

All original Destination Dice stories, sound design, music and promotional material remain the property of their respective rights holders unless stated otherwise. Guest recordings must not be commercially exploited without permission.

Dungeons & Dragons and D&D are trademarks of Wizards of the Coast LLC. Destination Dice and Sense & Flow are independent fan-oriented events and are not affiliated with, sponsored by or endorsed by Wizards of the Coast. This statement does not grant rights to use third-party game content beyond applicable licences and permissions.

18. Your consumer rights and important booking disclosures

Your statutory rights always take precedence over any inconsistent term. Depending on the final legal classification of this experience, these may include protections under the Package Travel and Linked Travel Arrangements Regulations 2018 and other UK consumer laws.

Before accepting any public booking, we will provide all legally required pre-contract information, including any applicable financial protection, along with the full event details and booking contact information.