Terms and Conditions for Queens' College May Ball 2017



1. Definitions

1.1. "Us", "We", "Our" and "the Committee" denotes the Queens' College May Ball 2017 Committee.

1.2. "You" denotes the primary ticket holder.

1.3. "The Ball" denotes the Queens' College May Ball 2017.

1.4. "Primary ticket holder" denotes the eligible person placing an order.

1.5. "Your guests" denotes any additional persons for whom the primary ticket holder purchases a ticket.

1.6. "The website" denotes the Queens' May Ball website at http://www.queensball.com

1.7. "The ticketing system" denotes the online ticketing system at http://tickets.queensball.com

2. Obligations and Commitments

2.1. The Committee undertakes to organise a Ball to be held at Queens' College, Cambridge beginning on 20th June 2017 for ticket-holders, subject to the terms and conditions in this document.

2.2. This contract is made between you and us. Thus any guests for whom you choose to purchase tickets will be your responsibility if they fail to conform to the requirements. You are required to inform them of the terms and conditions and to ensure payment.

2.3. The name(s) of your guest(s) must be provided as stated on their valid piece of identification; the forms identification which will be considered valid are set out in clause 4.4. This is for security purposes. The valid identification and ticket will be checked at the point of entry to the Ball. If there is any discrepancy then entry will not be permitted.

2.4. The primary ticket holder is responsible for ensuring that the names and email addresses of you and your guests are entered correctly at the point of ordering.

2.5. Admission will not be permitted to any person who is not wearing a wristband. You and your guests are the only persons who will be admitted entrance. Any person on the premises without a wristband will be treated as a trespasser and will be removed. As such, wristbands must be worn and corresponding identification carried for the entirety of the Ball.

2.6. No more than 15% of the ticket price is spent on performance entertainment.

3. Eligibility

3.1. Tickets will be allocated on a first come, first served basis subject to availability.

3.2. The primary ticket holder must be a current or former Member of Queens' College, current Member of the University of Cambridge or a current member of staff at Queens' College.

3.3. All guests of the primary ticket holder must be bona-fide acquaintances but may be from outside of the University of Cambridge.

3.4. In order to purchase tickets before 25th December 2016, the primary ticket holder must be a current or former Member of Queens’ College as defined in 3.2.

3.5. At the discretion of the Committee, during the period between 1st January 2017 and 23rd January 2017, ticket purchases may be opened up to Members of other colleges by invitation in addition to current and former Members of Queens' College.

3.6. Submission of an online order does not constitute purchase of a ticket. Only confirmation of receipt of payment will constitute purchase of a ticket.

3.7. Persons under 18 years of age will not be permitted to enter the Ball. Any person under that age who is found attending the Ball will be required to leave immediately without refund.

3.8. Tickets issued under the ‘Ball swap’ scheme are not transferable and may only be used for access to the Ball by the committee member named on the ticket as part of a negotiated exchange agreement.

4. Payment

4.1. Payment for the order is only accepted directly from the primary ticket holder.

4.2. Payment is due within 72 hours of application approval by bank transfer or cash deposit. Failure to pay within this period may result in your order being cancelled.

4.3. After you have made your payment, you should receive a confirmation email within 5 days. If this is not the case, please email tickets@queensball.com with your full payment details (payment date and place).

4.4. You must ensure that the names declared by yourself on purchasing tickets for yourself and your guest(s) correspond to the names on your personal identification. Valid identification for the purpose of collecting tickets or gaining entry to the Ball is a valid passport, valid photocard driving licence or valid Cambridge University Card for current members. No other form of identification will be sufficient.

4.5. If false, misleading, or incorrect details are provided on booking, then your ticket will automatically be forfeited and the Committee will redistribute for general sale. If you have already made payment then this may be returned in full or part at the discretion of the Committee.

4.6. The primary ticket holder is responsible for any / all bank charges and fees that are incurred.

4.7 Tickets are non-transferable and must not be resold. Any attempt to sell or swap a ticket may result in your order being cancelled. Changes to the names or email addresses associated with guests on a ticket are allowed through the ticketing system in accordance with clause 4.9. Each person changed will incur a £10 charge until 25th December 2016 and a £30 charge thereafter.

4.8. Changes to dietary requirements associated with a ticket are allowed through the ticketing system in accordance with clause 4.9. No charge will be associated with changes to dietary requirements.

4.9. No changes to any tickets or associated details will be accepted after noon on the 1st May 2017.

5. Issue of Tickets and Wristbands

5.1. Tickets and wristbands will only be issued if the full balance on an order, including any additional charges, has been paid.

5.2. A ticket may only be collected by the primary ticket holder or one of the named guests on that ticket unless prior arrangement has been made by email to tickets@queensball.com

5.3. Valid identification as set out in clause 4.4 will be required to collect tickets.

5.4. Times and locations for ticket collection will be advertised by email and on www.queensball.com.

6. Refusal of Entry

6.1. The Committee reserves the right to refuse entry to any person who is not wearing a valid wristband.

6.2. The Committee reserves the right to refuse entry to any person who fails to adhere to the dress code advertised on www.queensball.com in advance of the ball.

6.3. The Committee reserves the right to refuse entry to ticket-holders if, in the reasonable opinion of the Committee, admission of the ticket-holder might be a risk to the safety of the other persons at the Ball and/or the ticket-holder, and/or affect the enjoyment of others and/or the running of the Ball; examples of such behaviour include, though are not limited to, the ticket-holder engaging in any anti-social, offensive, violent, and/or illegal behaviour.

7. Admission Times and Routes

7.1. Admission to the Ball shall be at such times and by such routes as the Committee decides. The specific time period and point of entry will be notified to you via email and will be published on www.queensball.com prior to the Ball.

7.2. Entry after the reasonable time period allocated for entry will be prohibited.

7.3. If you leave the premises at any point during the Ball you will be unable to regain entry.

7.4. You are required to vacate the premises on the morning of Wednesday 21st June 2017 by 0600.

7.5. The Committee and security staff have the absolute right to expel from the Ball any person who behaves in an inappropriate manner or in anyway fails to comply with these terms and conditions. Such inappropriate behaviour will include but is not limited to actions which, in the reasonable opinion of the Committee, might be a risk to the safety of the other persons at the Ball and/or the ticket-holder, and/or affect the enjoyment of others and/or the running of the Ball; examples of such behaviour include, though are not limited to, the ticket-holder engaging in any anti-social, offensive, violent, and/or illegal behaviour.

8. Smoking

8.1. The Health Act 2006 makes it illegal to smoke in the indoor public areas and partially enclosed spaces, including all marquees.

8.2. Queens' College is a designated no-smoking site. Smoking is not allowed anywhere inside the College perimeter except in designated advertised smoking areas. This includes the courts, cloisters and archways between courts.

8.3 Smoking within the Ball will be restricted to dedicated, advertised smoking areas.

9. Menu and Entertainment

9.1. We reserve the right to amend the menu and entertainment at any time and without prior notice, including during the Ball.

10. Dietary Requirements

10.1. It is the responsibility of the primary ticket holder to inform the committee for the dietary requirements of themselves and their guests.

10.2. While the committee will attempt to tailor the range of food available at the ball, we cannot guarantee that all dietary requirements will be met for non-dining guests.

11. Disabled Access

11.1. If you or your guest(s) have specific accessibility requirements it is your responsibility to inform us of this by emailing tickets@queensball.com.

11.2. We are committed to making the Ball accessible to everyone, but, due to the nature of the event, some areas may be unavoidably inaccessible.

12. Security Staff:

12.1. Security staff employed by the Committee shall have full authority to act on their behalf to ensure safety and compliance with these terms and conditions.

13. Refunds

13.1. The ticket price, except where permitted elsewhere in these terms and conditions, is non-refundable. In exceptional, individual, cases the Committee will consider the refund of a ticket price (minus a £30 charge), until noon on the 15th May 2017, after which no such applications will be considered regardless of circumstances. Applications should be made to tickets@queensball.com; the subject of such an email should include your order number.

13.2. No applications for refunds following non-attendance of the Ball will be considered under any circumstances.

14. Cancellation or Curtailment

14.1. If the Ball or any aspect of the Ball has to be cancelled or curtailed owing to unforeseeable circumstances or circumstances beyond our reasonable control, including but not limited to an Act of God, national or local emergency, a period of national mourning, acts or omissions of Government, local or competent authority, the police, industrial disputes of any kind, fire, or severely adverse or inclement weather conditions such as to make the holding of the Ball impossible, a danger to attendees, prohibitively expensive or otherwise impossible to operate or continue with, the Committee are not obligated to refund any part of the ticket price.

14.2. If the Ball or any aspect of the Ball has to be cancelled or curtailed owing to unforeseeable circumstances or circumstances beyond our reasonable control, no additional fees or charges beyond the face value of the ticket(s) will be refunded under any circumstances.

15. Loss, Theft, Injury or Damage

15.1. Other than in cases of negligence or breach of duty by the Committee, Queens' College, its contractors, agents or suppliers, you and your guest(s) will be responsible for any loss, theft, injury or damage attributable to you or your guest(s).

15.2. The Committee, Queens' College, its contractors, agents and suppliers will not be responsible for any injurious act or default of any person attending the Ball unless, and to such extent as, such act or default should have been foreseen and avoided by the exercise of due care and diligence on the part of the Committee.

16. Data Protection Act

16.1. We will deal with your information in accordance with the Data Protection Act 1998. We will not pass your information to third parties without your express consent. Your information will only be used for the purpose of the Ball and will be deleted after the Ball. By entering your email address, you agree to this use of your information and that of your guest(s).

16.2. There may be photographers on site during the Ball. By purchasing tickets you are accepting that photographs may be taken of you during the Ball and that these may be released into the public domain; examples of uses include, though are not limited to, publication on the Ball website, journalistic uses and as part of any mementos of the Ball. The Committee will retain the copyright of these photographs.

17. Responsibility

17.1. As an attendee of the Ball you shall have the responsibility to abide by all rules and directions given by the Committee, security staff and agents.

17.2. You are responsible for ensuring that you and your guest(s) are aware of, have a full understanding of and behave in accordance with all terms and conditions.

17.3. It is your responsibility to inform us of any change in your contact details, or those of your guest(s), particularly email addresses.

17.4. You are responsible for continuing to check the website (www.queensball.com) to keep abreast of any changes.

18. Acceptance of Terms and Conditions

18.1. Attendees are deemed to have accepted the terms and conditions contained within this document. In the event of any dispute, the decision of the Committee is final.

19. Amendments

19.1. We reserve the right to amend, add and/or replace any of these terms and conditions; any such alterations will be published on www.queensball.com prior to the Ball. Any changes are effective immediately.

20. Warranty and Disclaimer

20.1. The Committee does not guarantee that all content and/or online services offered through the site and ticketing system will always be available or be uninterrupted, timely, secure or free from bugs, viruses, errors and omissions.

20.2. The Committee is not responsible for any loss or damage occurring through use or interruption of the site or ticketing system.

20.3. The site, the ticketing system and their content are delivered on an "as-is" and "as-available" basis.


Any ticketing queries should be addressed by email to tickets@queensball.com.


© Queens' May Ball Committee 2017. All rights reserved. Queens' College, Cambridge, CB3 9ET.