Funding Agreement

To run this game we will have to book three nights in a venue big enough to house the Out of Character, Quiet and Play areas, and sleep all our players.We will also require money to provide food for everyone, and hopefully some to cover props and decorations that we believe will improve the experience.

To finance this we will be requesting donations from players. There is no minimum to secure your spot, but between the player base we will need combined funds to make the event possible so small donations may not be sufficient. We would encourage everyone to give as they feel able, as we believe the game will be best with as many players as we can afford and an additional prop budget. To incentivise this our three highest donors will receive small tokens of our gratitude as items that may be helpful in play.

Some key details to keep in mind:

No minimum donation.
You can donate however suits you, whether that’s all at once or in monthly installments.
You will get all of your money back if we don’t reach our goal.
Your money will cover food for the 4 days as well.
You can donate prop money after our deadline, so long as we reach the residential and food budgets we can book.

Outline of funding Campaign

We’ll be receiving donations in the period from 29/11/25 to 01/07/26.
Players are welcome to donate at any point in that period, in any number of increments.
Money will be stored in a bank account unused for any other purposes, and empty as of 29/11/25. Any interest will be added to our total donations.
When making a donation donors will be required to fill out an availability poll, which they must keep up to date until we book the venue as we will use this to select the final date.

Budgets

We’re calculating the cost based on three different budgets, filled in this order:

Residential budget is the cost to rent accommodation to function as both play and sleeping space. This will vary depending on the number of players booked, but may be flexible depending on the exact venue. We must raise this much per player to be able to provide the game.

Food budget will be around £16.50 per person, which will include 8 meals as well as warm drinks and some soft drinks and snacks. Given the number of players and relatively remote location of some of the venues, we can’t rely on having the amenities to have people feeding themselves individually or with takeaways, so we believe this is the most practical way to achieve this. This will also have the benefit of coming at a reduced cost because we’re preparing it in bulk. We must raise this much per person to be able to run the game.

Prop budget is the most flexible of the three categories, and is what any money above the previous two will be spent on. We believe props and decorations will significantly improve the quality of the game, but these are not required for us to be able to provide it.

Service Guarantee

In addition to the What to Expect and Code of Conduct pages, we want to make the below points clear as regards what you can expect for your donation.

We’ll run the game to the best of our ability.
This is a game designed by us in format and ruleset - while we have borrowed many elements from LARP and other RPG games and formats, it may differ from previous experiences you’ve had.
We will have established quiet areas for players who need them.
We will uphold the players code of conduct to ensure your wellbeing, and welcome any concerns being brought to our attention.
If you violate the code of conduct we reserve the right to remove you from the game with no refund available.
You are partially responsible for your own fun and fully responsible for your adherence to the player code of conduct.
We will provide suitable accommodation - this may include sharing a bed, but we will ensure everyone is comfortable as far as we are able.
You must take care to look after our rented accommodation.
We will provide food suitable to your dietary requirements.
We will treat your money fairly, and always seek to return to you as much as possible in the event of cancellation by you or us. Given the amount of the money involved, we will not be able to refund money that has already been spent.
You will be responsible for your own travel to and from the venue.

Lack of Funding

Should we fail to raise enough funding for the viability of the experience to be beyond question, we’ll take the following steps.

On 24/06/26 we will determine whether or not we have the funds to run the game, and alert all current donors to any shortfall. If we can mend the shortfall within the week after that announcement we will begin booking, and if not we will have to cancel the project.

If the project cannot be run all money will be returned to donors.

Early Funding

In the event that we are fully funded early, we will inform all players of this, but may not book early as player numbers may not be finalised.

We will continue to receive donations, and use any additional funds to expand our budgets for food, decorations and props.

Venue Booking

Following 01/07/26 if we have passed our funding goal we will select a weekend from the availability poll that has enough available players and sufficient funding to match their numbers.

We will contact the relevant players and confirm they are available on those dates. If they aren’t available we will return to the poll and consider alternative dates until we can find one that works.

Once we have selected a date we may provide venue options to available players, or may proceed to book if we don’t think we have two suitable options.

We expect to require 14 players to run this game. If we don’t have a viable group of 14 players by 01/07/26 but have reached the 14 player minimum cost, we will open a lottery to interested players, and randomly select enough to make up the shortfall.

Player Cancellation

Donors cancelling prior to us booking the venue are entitled to full refund.

Donors who cancel after we have booked the venue are entitled to a refund of a proportion of their donation that exceeded the residential cost, based on how much of the prop and food budget we have already spent.

When we receive a cancellation we will offer the remaining space to another player, with preference for those who’ve donated some money, and random selection between ties.

If we cannot fill a replacement for a 14th slot, we may cancel the project, and refund as much money as we can get refunded.

Unfortunately due to the financial commitment of running this project we will not be able to refund any portion of money once it has been spent, regardless of the reason for cancellation.

Prop Usage

We will use the prop budget to buy prop items, decorations and accessories as we think best to support the playing of the game.

These props are ours to use as we deem fit for the duration of the game, and shouldn’t be mistreated or damaged by players.

After the event we will store as many of these as practical for a period of 18 months. Any props we deem impractical to store may be offered to players to store instead.

After 18 months we will consider whether or not the props will be used for any upcoming games in our group. If they will be we may continue to store them ourselves, or request new game managers store them with the agreement that they still belong to us.

If no upcoming games are likely to use props after 18 months we may sell any which are likely to have a meaningful resale value, and redistribute this money to players evenly based on their proportion of donation.

Overfunding

If we are fortunate enough to find the project overfunded we will review whose money exceeded the requirements for residential, food and props, and approach these donors to help us decide how to allocate these funds.

They can choose to withdraw this excess and have any of their remaining donation returned to them, or ask for us to reinvest it in the project. We will welcome their input on where it could be best spent.