Policies

These policies explain how bookings, payments, weather, setup, and safety work for Summit Mobile Golf Co. mobile simulator rentals.

By placing a booking, paying any fees, or signing electronically, you agree to our Mobile Golf Simulator Rental Agreement. If there’s ever a conflict between this page and the full Agreement, the Agreement controls.

Booking & Payment Policy

Booking Fee & Deposits

To reserve your event date and time:

  • A non-refundable Booking Fee is required to start a reservation (as shown during checkout).

  • Once we approve your event details (location, timing, access, safety), a non-refundable 50% Confirmation Deposit of the total event price is due within 48 hours.

  • The remaining balance (Final Payment) is due no later than 48 hours before your scheduled event start time.

If the Confirmation Deposit or Final Payment is not paid on time, we may release your date and treat the booking as cancelled, and amounts already paid may be forfeited in line with the Rental Agreement.

No Service Without Payment

We won’t travel, set up, or operate the simulator until all required payments have been received and cleared.

Non-Refundable Payments

Unless a specific credit or refund is described under our Weather Policy or elsewhere in our Rental Agreement:

  • The Booking Fee

  • The Confirmation Deposit

  • The Final Payment

are treated as non-refundable.

Cancellation & Rescheduling Policy

Client Cancellation

If you cancel your event for any reason:

  • The Booking Fee is refundable only in the narrow cases described in the Rental Agreement (for example, if we decline your event for safety/logistical reasons or your HOA/venue rejects the setup despite good-faith efforts).

  • The Confirmation Deposit and Final Payment are non-refundable.

Rescheduling Your Event

We understand that plans can change. Subject to availability, you may be able to reschedule:

  • More than 72 hours before the event start time

    • You may reschedule once with no rescheduling fee.

    • All amounts paid apply to the new date.

  • Between 72 and 48 hours before the event start time

    • A one-time rescheduling fee applies (as stated in your Rental Agreement or invoice).

    • All other amounts paid apply to the new date.

  • Less than 48 hours before the event start time

    • No rescheduling credit is provided.

    • The change is treated as a cancellation, and all payments may be forfeited.

Any rescheduled event must take place within 12 months of the original event date or all credits are forfeited.

Cancellation by Summit Mobile Golf Co.

If we must cancel solely due to an internal issue (for example, unexpected personnel unavailability or equipment failure not related to weather, site conditions, or safety):

You may choose:

  • A refund of all event fees paid (excluding the non-refundable Booking Fee), or

  • A credit in the same amount toward a future event (valid for 12 months).

If a cancellation is due to weather, site conditions, unsafe setup, venue restrictions, non-payment, or safety concerns caused by guests or the environment, then our Weather Policy, Venue & Setup Requirements, and other sections below will apply instead.

Weather Policy

We operate outdoors, and weather can impact safety. The inflatable simulator must be safely anchored and operated at all times.

Unsafe Weather Conditions

We reserve the right, in our reasonable discretion, to delay, suspend, or stop setup or operation if we determine weather is unsafe. Unsafe Weather Conditions include (but aren’t limited to):

  • Sustained winds above 20 mph

  • Wind gusts above 25 mph

  • Lightning within 10 miles

  • Heavy rain, snow, ice, or other hazards that prevent safe anchoring or operation

Before We Arrive

If weather is unsafe before we leave for your event and we cannot travel or safely set up:

  • You receive a 100% credit of event fees (excluding the Booking Fee),

  • Valid for 12 months from the original date.

  • No cash refunds are provided.

After We Arrive – Weather Interruptions

If we’ve already arrived and weather forces changes:

  • Before Setup begins

    • You receive a 100% credit of event fees (excluding the Booking Fee).

  • After Setup but before guests start using the simulator

    • You receive a partial credit (typically 75% of event fees) as described in the Rental Agreement.

  • After guests have started using the simulator

    • Credits are based on how much time remains in the original package at the time we must permanently shut down.

    • Depending on remaining time, this may be a partial credit or no credit.

All weather credits are:

  • Non-cash,

  • Non-transferable, and

  • Valid for 12 months from the original event date.

Because our simulator is rented as a fixed event package (e.g., 4-hour or 6-hour blocks), we do not prorate by the minute or hour beyond these defined credit rules.

If you’d like more detail before booking, please review the full Weather Policy section in our Rental Agreement or contact us.

Venue, Setup & Access Requirements

To provide a safe and smooth setup, we need the right space and access.

Space & Clearance

You are responsible for providing a suitable area for the simulator. Most driveways, backyards, and indoor venues with sufficient ceiling height work.

Current footprint options:

  • Standard Inflatable: 10 ft L × 13 ft W × 10 ft H

  • XL Inflatable: 18 ft L × 14 ft W × 11 ft H

For best results and safe swings, please allow:

  • An additional 2–3 ft of clearance behind the simulator

  • Reasonable clearance to the sides and overhead

If, upon arrival, we determine the space is too tight or unsafe, we may decline setup or modify placement. If we cannot safely set up due to space, access, or restrictions, it is treated as a Client-caused issue and no refund or credit is required beyond what is stated in the Rental Agreement.

Access & Load-In

You agree to provide:

  • Safe, legal vehicle access for our delivery vehicle(s)

  • A clear path to the setup location (no locked gates, steep stairs, or major obstacles)

If we cannot access the site to unload and set up, the event may need to be canceled or shortened without refund.

Surface Requirements

We can set up on:

  • Grass or turf

  • Concrete or asphalt

  • Gym floors or similar flat, stable indoor surfaces

The surface must be:

  • Reasonably level

  • Free from hazards, holes, debris, and sharp objects

If the surface is unsafe or unsuitable, we may refuse setup or remove the simulator, and the event may be treated as a Client-caused cancellation.

Power Requirements

Unless you have arranged a battery/power-station or generator through us:

  • You must provide a dedicated 110V outlet within approximately 50 ft of the setup area.

  • The circuit should not be overloaded by other large appliances or equipment.

If adequate power is not available, we may not be able to operate the simulator; in that case no refund is owed beyond what is expressly stated in the Rental Agreement.

Venue & HOA Approval

You are responsible for:

  • Obtaining any required venue, HOA, property owner, or facility approvals

  • Confirming that inflatables, generators, and/or outdoor equipment are allowed

If we arrive and cannot set up due to venue or HOA rules or revoked approval, it is treated as a Client-caused issue, and normal cancellation rules apply.

Anchoring & Ballast Policy

Safe anchoring is non-negotiable.

  • We will determine the appropriate anchoring method (stakes, water ballast, or a combination) based on your site and venue rules.

  • Where stakes are not allowed, we may use water ballast or other approved weight.

  • You may be asked to provide access to a water source nearby, or to approve a ballast transport fee if pre-filled bags are required.

If the simulator cannot be safely anchored due to site conditions, rules, or weather, we may decline setup or stop operation. In such cases, credits or rescheduling (if any) are governed by the Rental Agreement and Weather Policy.

Safety & Guest Conduct

Our goal is a fun and safe experience for everyone.

Operator Authority

Our on-site staff (if present) has full authority to:

  • Control access to the simulator

  • Enforce safety rules

  • Pause or stop the activity if guests are behaving dangerously, are overly intoxicated, or if crowding or conditions become unsafe

If we must stop due to unsafe behavior, intoxication, or lack of crowd control, no refund or credit is required.

Supervision

Unless specifically stated in your booking:

  • Our team does not provide childcare or full supervision of all guests.

  • You are responsible for:

    • Supervising children and minors

    • Ensuring guests follow safety instructions

    • Preventing unsafe behavior around the simulator, cables, and equipment

Safe Use

We require that:

  • Clubs and balls are used only in the designated hitting area

  • No one stands behind the golfer in the swing path

  • Food and drinks are kept away from the hitting mat and electronics

  • Guests with significant mobility or medical issues exercise extra caution

Equipment & Damage Policy

The simulator includes high-value electronics and hardware.

  • You are responsible for any damage caused by misuse, negligence, vandalism, or failure to follow instructions, beyond normal wear and tear.

  • If damage occurs, you may be billed for repair or replacement costs.

  • We do not guarantee perfectly uninterrupted operation. Technical equipment can fail or need rebooting; minor interruptions do not qualify for refunds.

If a major malfunction occurs, your remedies are limited to any credits, rescheduling, or partial refunds specifically described in the Rental Agreement.

Travel & Service Area Policy

Summit Mobile Golf Co. currently serves:

  • Colorado – primarily the Denver metro and surrounding communities

  • O‘ahu, Hawai‘i – for Honolulu and island-wide events

For some events:

  • Travel fees may apply based on distance, access, or ferry/toll/logistics.

  • Certain venues (resorts, hotels, campuses) may require longer load-in times or special permissions.

For full details on where we operate, visit the Service Area page in the main navigation.

Photo & Video Policy

Unless you request otherwise before your event, you grant Summit Mobile Golf Co. permission to:

  • Capture photos and video of the simulator in use at your event

  • Use this content in marketing, on our website, and on social media

  • Without additional compensation

If you prefer not to be photographed or filmed, please notify us in writing before your event date.

Privacy & Data Policy (Summary)

We respect your privacy.

  • We collect basic information (name, contact details, event info) to manage bookings and provide service.

  • Online bookings and payments are processed securely through our scheduling and payment partners (e.g., Squarespace, Acuity, Stripe).

  • We do not sell your personal information to third parties.

  • You may receive booking confirmations, event reminders, and follow-up messages related to your event.

For full details, refer to our Privacy Policy, or contact us with any questions.

Chargeback & Dispute Policy

To keep things fair and predictable:

  • You agree not to initiate credit card chargebacks for amounts properly charged under our Rental Agreement and these Policies.

  • If a chargeback is filed, we may:

    • Re-charge the card on file once the dispute is resolved, and/or

    • Pursue recovery of the disputed amount plus any related fees or collection costs, as allowed by law.

Disputes should always start with direct communication. We’re happy to review your concerns and work through them together.

Governing Law & Dispute Resolution

  • Our Rental Agreement is governed by the laws of the state where Summit Mobile Golf Co. maintains its principal place of business.

  • Disputes are subject to mandatory mediation and, if needed, binding arbitration, as outlined in the Rental Agreement.

  • Eligible claims may alternatively be filed in small claims court.

  • Class actions are not permitted; disputes must be resolved on an individual basis.

For complete details, please review the Dispute Resolution section in the Mobile Golf Simulator Rental Agreement.