1. Definitions

In these Booking Terms & Cancellation Policy (the "Terms"), the following words have the meanings set out below:

• "Total Booking Fee" means the full amount payable by the customer for the booking, as confirmed in the booking confirmation, inclusive of any applicable taxes unless stated otherwise.
• "Deposit" means the upfront payment required under Clause 2 to secure a booking, which is deducted from the Total Booking Fee.
• "Booking Date" means the scheduled start date and time of the event as set out in the booking confirmation. All time periods in Clause 3 are calculated by reference to this start time.
• "Regular Customer" means a customer who has completed three (3) or more bookings with Cloud Infinity within the preceding twelve (12) months, or who otherwise qualifies under Cloud Infinity’s published customer rate card.
• "Cloud Infinity" means Plus Forwarding LTD, trading as Cloud Infinity, and "customer" means the individual or organisation making the booking.

2. Booking Confirmation

A booking is confirmed once the required Deposit has been received by Cloud Infinity. Payment of the Deposit constitutes the customer’s acceptance of these Terms in full.

• 2.1 One-off bookings and bookings exceeding 6 hours: a Deposit equal to 30% of the Total Booking Fee is required to secure the reservation.
• 2.2 Regular Customers: a flat Deposit, as set out in Cloud Infinity’s current published rate card, is required to secure the reservation.
• 2.3 The Deposit will be deducted from the final Total Booking Fee.
• 2.4 Where a booking could fall under both Clause 2.1 and Clause 2.2 (for example, a Regular Customer booking that also exceeds 6 hours), the flat Deposit for Regular Customers under Clause 2.2 applies, unless Cloud Infinity’s current published rate card states otherwise.

3. Cancellation Policy

Should a customer wish to cancel their booking, the following terms apply based on the notice given before the Booking Date, calculated from the time of cancellation to the Booking Date.

• 3.1 More than 7 days before the Booking Date
  • No cancellation fee will apply.
  • Any Deposit paid will be refunded in full.
  • Alternatively, the customer may reschedule the booking once at no additional charge, subject to venue availability and Clause 4.
• 3.2 72 hours up to and including 7 days before the Booking Date
  • A cancellation fee equal to the Deposit will apply.
  • The customer may instead reschedule the booking once at no additional charge, subject to venue availability and Clause 4.
• 3.3 24 hours up to (but not including) 72 hours before the Booking Date
  • A cancellation fee equal to 50% of the Total Booking Fee will apply.
  • Requests to reschedule during this period may be approved at Cloud Infinity’s discretion and are subject to venue availability.
• 3.4 Less than 24 hours before the Booking Date, or failure to attend (no-show)
  • 100% of the Total Booking Fee will be charged.
• 3.5 Any Deposit already paid is credited towards the cancellation fee due under this Clause 3 and is not charged in addition to it. Where the applicable cancellation fee is less than the Deposit paid, Cloud Infinity will refund the difference to the customer; where it is more, the customer must pay the balance.

4. Date Changes

Customers may request to change their Booking Date in accordance with Clause 3.

• 4.1 One complimentary date change in total is permitted per booking where eligible under Clause 3. This is not in addition to any reschedule referenced elsewhere in these Terms. Only one complimentary change applies per booking.
• 4.2 All date changes are subject to venue availability.
• 4.3 Any additional date change beyond the one complimentary change may incur an administration fee, as set out in Cloud Infinity’s current rate card, or be treated as a cancellation and new booking, at Cloud Infinity’s discretion.

5. Payment

• 5.1 The remaining balance of the Total Booking Fee must be paid on or before the day of the event, unless otherwise agreed in writing.
• 5.2 If the remaining balance is not received by the due date, Cloud Infinity may refuse the customer entry to, or use of, the venue until payment is received in full. If, as a result, the event does not proceed or the customer fails to attend, this will be treated as a no-show under Clause 3.4, and 100% of the Total Booking Fee will be charged.

6. Exceptional Circumstances

Cloud Infinity understands that unforeseen circumstances may arise. Requests for refunds, fee waivers, or additional date changes due to exceptional circumstances will be considered on a case-by-case basis at the sole discretion of Cloud Infinity. Making such a request does not guarantee a particular outcome.

7. Force Majeure

Neither party will be liable for any failure or delay in performance caused by circumstances beyond its reasonable control, including but not limited to extreme weather, natural disaster, fire, government order or restriction, pandemic, strike, or failure of essential utilities or infrastructure (a "Force Majeure Event").

• 7.1 Where a booking is affected by a Force Majeure Event, Cloud Infinity will offer the customer either a rescheduled date (subject to availability) or a refund of amounts paid, less any costs already reasonably and necessarily incurred by Cloud Infinity in connection with the booking.
• 7.2 Neither party will be liable to the other for any delay or failure to perform its obligations as a result of a Force Majeure Event.

8. Cancellation by Cloud Infinity

If Cloud Infinity is unable to provide the venue for reasons within its control (i.e. not a Force Majeure Event), the customer will be offered either:

• a full refund of all payments made; or
• the option to transfer the booking to another available date.

Cloud Infinity will not be liable for any indirect or consequential losses resulting from such cancellation, subject to Clause 9.

9. Limitation of Liability

• 9.1 To the maximum extent permitted by law, Cloud Infinity’s total liability to the customer arising out of or in connection with a booking, whether in contract, tort, or otherwise, will not exceed the Total Booking Fee paid by the customer for that booking.
• 9.2 Cloud Infinity will not be liable for any indirect, special, or consequential loss, including loss of profits, business, or opportunity, arising from or in connection with a booking.
• 9.3 Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or fraud.

10. Damage, Conduct & Venue Rules

• 10.1 The customer is responsible for any loss or damage to the venue, fixtures, fittings, or equipment caused by the customer or their guests during the booking, beyond fair wear and tear. No separate damage deposit is charged; instead, where an item is broken, damaged beyond repair, or lost, the customer must pay the full cost of a new replacement item.
• 10.2 Noise: Excessive noise is not permitted, in consideration of neighbours and to avoid local noise complaints. Cloud Infinity may end an event early, without refund, if noise levels result in complaints or breach local regulations.
• 10.3 Weapons: Weapons of any kind are strictly prohibited on the premises at all times.
• 10.4 Customers and their guests must comply with Cloud Infinity’s venue rules and capacity limits, a copy of which is available on request or attached as a schedule to these Terms (see Schedule: Venue Rules). If a customer is uncertain whether an item, activity, or arrangement is permitted, they must raise this with Cloud Infinity in advance for confirmation, rather than assuming it is allowed.

11. Data Protection

• 11.1 Cloud Infinity collects and processes customer personal data (such as name, contact details, and payment information) solely for the purpose of managing and fulfilling the rental booking, and, where applicable, for the marketing use described in Clause 11.2, in accordance with applicable data protection law. This data will not be used for any other purpose.
• 11.2 Cloud Infinity may take photographs or video during the event and use these on its social media and marketing channels to advertise the venue and the event itself, particularly where the event is open to the public. Customers who do not wish to be identifiable in such content, or who wish to restrict this for a private event, must notify Cloud Infinity in writing before the Booking Date.

12. General

• 12.1 Governing Law: These Terms are governed by the laws of Japan, and any disputes arising out of or in connection with these Terms or a booking are subject to the exclusive jurisdiction of the courts of Osaka, Japan.
• 12.2 Entire Agreement: These Terms constitute the entire agreement between the customer and Cloud Infinity in relation to the booking and supersede any prior representations, whether written or oral.
• 12.3 Variation: These Terms may only be varied or waived in writing signed by an authorised representative of Cloud Infinity.
• 12.4 Severability: If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect.

Schedule: Venue Rules

These rules apply to every booking and form part of these Terms (see Clause 10.4).

• Respect the venue: do not do anything that damages or devalues the property, its fixtures, fittings or equipment.
• No loud noise: please keep noise at a considerate level for our neighbours at all times (see Clause 10.2).
• If you break it, you buy it: anything broken, damaged beyond repair or lost must be paid for at the full cost of a new replacement (see Clause 10.1).
• Capacity: a maximum of 30 people may be in the venue at any time.