Terms and Conditions

Last Updated: June 8, 2026

These Terms and Conditions consist of three sections:

1. Sales and Reservation Terms
2. Participant Rules and Regulations
3. Miscellaneous Provisions

They apply to every participant who makes a reservation or takes part in activities at VIRTUA3000. The most up-to-date version is always available at www.virtua3000.be.

1. Information About VIRTUA3000

Commercial Name: VIRTUA3000

Company: KONG BV

Registered Office: Bondgenotenlaan 122, 3000 Leuven (RPR Leuven)

Location:

• Bondgenotenlaan 122, 3000 Leuven

VAT number: BE0646.710.579

Email Address:

• [email protected]

2. Definitions

Participant: any person taking part in an activity at VIRTUA3000.

Reservation: the agreement between the participant and VIRTUA3000 for participation in an activity.

Activities: all game and entertainment experiences organized by VIRTUA3000 (including VR simulators).

Group Booking: a reservation for 10 or more participants.

No-show: failure to attend a booked activity without prior cancellation.

3. Reservation Conditions

3.1 Making a Reservation

Reservations are made through our online booking system and are only considered final once the participant has received a confirmation email.

3.2 Cancellation or Modification

• A reservation may be modified or cancelled free of charge up to 72 hours before the scheduled activity.
• Cancellations made within 72 hours of the activity, as well as no-shows, will be charged 100% of the total reservation amount.
• Cancellations or modifications can only be submitted in writing via the appropriate email address of the respective location.

3.3 Group Bookings

Specific arrangements may apply to group bookings. VIRTUA3000 reserves the right to request a deposit, subject to prior agreement with the participant.

3.4 Payment

Payments must be made within 14 days of the invoice date, unless otherwise stated. In the event of non-payment, the participant will first receive a free payment reminder. If payment remains outstanding, an administrative fee of 10% (with a minimum of €25) and statutory late payment interest will be charged, in accordance with the Belgian Act on Combating Late Payment in Commercial Transactions.

3.5 Right of Withdrawal

Reservations fall under the exceptions to the right of withdrawal (Article VI.53, 12° of the Belgian Code of Economic Law). This means that a confirmed reservation cannot be cancelled without obligation.

3.6 Changes by VIRTUA3000

VIRTUA3000 reserves the right to modify or adjust opening hours, programs, and activities without giving rise to any right to a refund.

4. House Rules for Participants

4.1 Admission and Age Requirements

The minimum age for participation in the VR simulators is 6 years. Participants aged 16 years or younger must be supervised by an adult during their visit. This adult is not required to participate in the activity. A reservation is valid only for the date and time booked. Participants must arrive at least 15 minutes before the scheduled start time.

4.2 Health and Safety Restrictions

Participants are responsible for assessing whether participation is suitable for them, taking their own health and medical condition into account.

Particular caution is advised for:

• Individuals with epilepsy, serious heart conditions, or other medical conditions for which physical exertion may pose a risk.
• Pregnant individuals (please consult your general practitioner before participating).

4.3 Conduct

To ensure safety and provide the best possible VR experience:

• Participants must strictly follow all instructions given by staff before and during the experience.
• Misuse, tampering with, forcing, or manipulating the VR equipment (including VR headsets, controllers, seats, or motion platforms) is strictly prohibited.
• Safety equipment, such as seat belts or harnesses, must be worn correctly and may not be removed during the experience.
• Running, jumping, or making uncontrolled movements is not permitted while using the VR simulators.
• The use of the VR simulators while under the influence of alcohol or drugs is strictly prohibited.
• In the event of disruptive or dangerous behavior, the experience may be terminated immediately.

VIRTUA3000 reserves the right to refuse admission to, or remove, any participant who violates these rules or poses a risk to themselves, others, or the equipment, without any entitlement to a refund.

4.4 Liability

Participation in activities at VIRTUA3000 is entirely at the participant’s own risk. VIRTUA3000 shall not be liable for any accidents, injuries, or discomfort resulting from the use of the VR simulators, except in cases of intentional misconduct or gross negligence.

VIRTUA3000 shall not be liable for temporary effects that may occur as a result of VR use, including disorientation, dizziness, or motion sickness.

Visitors are solely responsible for any loss, theft, or damage to their personal belongings.

Any damage to equipment or infrastructure caused by misuse, negligence, or failure to follow instructions may be recovered from the participant responsible.

4.5 Damage to Equipment

In the event of damage to equipment or infrastructure caused by negligent, careless, or intentional behavior, VIRTUA3000 reserves the right to recover all repair or replacement costs from the responsible participant or group.

Indicative amounts:

• VR headset (including controllers and accessories): €1,200 per unit
• Other damage to VR equipment (such as cables, sensors, or mounting components): repair costs based on the actual invoiced amount

For damage to VR simulators (including motion platforms, seats, mechanical components, or electronic systems), the following conditions apply:

• Repairs will be carried out based on an external assessment and quotation.
• If repair is not possible or is deemed economically unreasonable, the full replacement cost may be charged.
• Any consequential damages, including temporary unavailability of the simulator and resulting loss of revenue, may also be recovered from the responsible participant or group.

5. Photos, CCTV Footage and Privacy

5.1 Use of CCTV

For security purposes, CCTV footage is recorded at our locations. These recordings are retained for a maximum period of 3 months, unless they are required for the investigation of an incident or criminal offence.

5.2 Photographs and Video Recordings

During activities, photographs and video recordings may be taken (for example, for promotional purposes or to capture the atmosphere of the experience). By participating in activities, the participant consents to the creation and use of such photographs and video recordings by VIRTUA3000, unless a written objection has been submitted prior to the visit.

5.3 Privacy Policy

VIRTUA3000 processes personal data in accordance with applicable data protection legislation. The full Privacy Policy is available at www.virtua3000.be/privacy.

6. Force Majeure

In circumstances beyond the reasonable control of VIRTUA3000 (including pandemics, power outages, strikes, fire, government measures, or other exceptional circumstances), VIRTUA3000 reserves the right to cancel, postpone, or reschedule an activity. If an activity is interrupted due to force majeure after it has commenced, no full or partial refund will be provided.

7. Complaints

Complaints must be submitted in writing to the appropriate email address of the relevant location within 5 days of the activity. Claims relating to damage must be reported within 10 days of the incident. VIRTUA3000 undertakes to respond to complaints within 10 business days. Any legal claim shall lapse if it is not initiated within 1 year.

8. Limitation of Liability

Except in cases of intentional misconduct or gross negligence, the liability of VIRTUA3000 shall be limited to the amount paid for the reservation.

9. Governing Law and Competent Courts

These Terms and Conditions shall be governed exclusively by Belgian law. Any dispute arising out of or in connection with these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of the judicial district of Leuven.