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This is my 2 cents, having run some mid sized games around London area. My policy for larger games that are not just run of the mill skirmishes, each team or players EMT is transferred to an account, where it stays till game day.
Any props, rentals, and other overhead are paid for out of my own pocket. There are no refunds to the event, you are responsible to cover your spot.
Should the game be cancelled by me or extenuating circumstances cause the event not to go off due to whatever reason, then each player is given either a credit to future events or I return them their full entry.
Unless you are running a game for buddies and charging a minimal fee to cover costs, then its a business, and should be treated as such. Players are the customer and should be treated the same way any other customer is.
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