Peterhouse May Ball 2015 Ticketing Terms and Conditions

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1 Peterhouse May Ball 2015 Ticketing Terms and Conditions This document lays out the Terms and Conditions for the purchase of tickets to the Peterhouse May Ball The May Ball will, subject to the conditions laid out below, take place on the 17 th June, The Agreement is between the principal ticket purchaser (hereafter applicant, until the application is successful and ticket holder thereafter) and the Peterhouse May Ball 2015 Committee (hereafter the Committee ). The Principal applicant, when purchasing tickets for guests as well, will also submit to this agreement on behalf of the guests. Failure to adhere to these terms and conditions can lead to, amongst other things, an application being refused or voided, tickets being cancelled, entry to the Ball refused or the guest being ejected from the Ball. Eligibility for Ticket Purchase and Admission to the Ball Only members of Peterhouse, Peterhouse Alumni or current members of the University of Cambridge may apply for tickets. Guests must be bona fide acquaintances of the applicant, but need not be connected with the University. Tickets may be transferable subject to the conditions listed below and at the discretion of the committee. All guests must be aged eighteen or over on the night of the Ball. Admission to the May Ball is by valid ticket only, plus photographic ID: for all current members of the University of Cambridge, university card is required at entry, for those not connected with the University, driving license or passport will be acceptable. Ticket types and application Tickets shall be sold in pairs. There are 3 types of tickets available; Standard, Champagne reception and Dining. Other than the differences laid out below, all tickets are subject to these terms and conditions. All ticket types only allow entry into the ball site proper exclusively between 9:00pm and 10:30pm.

2 All current Peterhouse members have the right to apply for a second pair of tickets, at the standard prices. Where possible, the committee will try to allocate all those applied for a second pair of tickets with a second pair. However, if the demand is greater than the number of tickets available, the second pair will be allocated through a random ballot. The guests named on the second pair of tickets must be bona fide acquaintances of the applicant and the May Ball committee reserves the right to withdraw tickets from those found breaking these rules. Following the release of the ballot result, there will be a grace period, where applicants can change the names of their guests for free. After the grace period the ticket holder may change the name of any guests, but an administrative fee will be charged. After this period, the names can only be changed at the Committee s discretion and a charge will be made. Unsuccessful applicants for the second pair will automatically be added to the waiting list. Any application by Peterhouse students or other members of the University of Cambridge must be made online. For the application, an active CRSid will be required. If an application containing incorrect, misleading or false details is submitted, such an application shall be automatically rendered void save in case of a contrary decision of the committee. Any change in details, must be immediately communicated to the Ticketing Officer or the application shall be rendered void. By submitting an application the applicant agrees to have his or her details stored electronically. The details shall under no circumstances be passed onto any third party and shall remain confidential. Ticket sale to the rest of the University is subject to ticket availability, the Committee cannot guarantee this will take place. However, all members of the University can add their names to the waiting list when it opens. Dining tickets A limited number of dining tickets are available to students who wish to dine on the night of the Ball from 6:30pm. These are allocated on a first-come-first-served basis. Champagne reception tickets A limited number of champagne reception tickets are available to students who wish to enjoy a champagne and canapés reception. These are allocated on a first-come-first-served basis. Ticket sales to the rest of the University of Cambridge Ticket sales to the rest of the University will be allowed. Ticket availability is subject to internal ticket sales to current members of Peterhouse. Tickets will be sold at the standard ticket prices. Tickets are only available to current members of the University of Cambridge. If all tickets are sold out, members of the University can sign up to the waiting list.

3 Notification of Status of Application Once all the required information has been submitted, the applicant will be notified of their success of gaining a ticket. This will include a summary of the information submitted in the ticket application and instructions on how to proceed with ticket payment. However, applicants are only finalized tickets after their payments have cleared. Transfer of Tickets The committee recognizes that there may be unforeseeable changes of circumstances that prevent guests from attending the Ball. Transfer of tickets to other bona fide undergraduate or graduate students in the University of Cambridge are permitted but will incur an administrative charge. For a transfer, both the original ticketholder and the persons to whom the ticket is being transferred to must contact the Ticketing Officer by , giving all relevant details. The transfer will only be registered after all relevant payments have been received and cleared. If the original ticket included Champagne reception or dining, then it must be transferred as such. If a there is a transfer of a pair of internal tickets to external students, as well as the transfer fee an additional cost will be added. Under no circumstances may tickets or guest places be sold for profit. Tickets may only be sold for at most the advertized cost price, and only to bona fide acquaintances of the ticket holder. Anyone found in breach of this condition, either having sold tickets or guest places for profit, or attempting to make such a sale, will have ALL their tickets cancelled without refund, and will be refused admission to the Ball. Advertizing the sale of tickets, whether for profit or not, online or by any other means that may reach the public is not permitted. Ticket administration Confirmation of your application shall be generated by the ticketing system, which will supply you with the details you have entered and payment details. Applicants are strongly advised to keep this for reference. Once successful applications for tickets are made you will be required to pay for the tickets within 30 days in order to successfully purchase your tickets; However, any successful applications for tickets made after 1st April will be required to pay within 7 days in order to successfully purchase your tickets. There are 3 methods of payment; Paypal, cheque (made payable to the Peterhouse May Ball Committee and to be delivered to Peterhouse) or a bank transfer.

4 Refunds After applying for your ticket you will have 30 days to pay (or 7 days to pay if your application is after 1st April). If you do not pay after the required days are up your ticket will be given to someone on the waiting list. If you pay within the required amount of time the purchase of your ticket will be successful and non-refundable. Name Change It will be possible to change the name on the ticket. In order to do so the ticket holder must the ticketing officer providing all relevant details. Name changes are free until the end of Lent Term i.e. Friday 13th March. The fee for name changes after that date is 10 March, 20 during April and May and 35 during June. After Friday 12th June the ticket holder will be unable to change the name on the ticket, except at the discretion of the Committee. In order to ask for a name change the ticket holder must the ticketing officer. Entry to the Ball All tickets will be registered by name to each individual guest, and photo identification for each guest will be required to gain entry into the Ball. The only acceptable form of identification is a Cambridge university card for ALL CURRENT MEMBERS OF THE UNIVERISTY. For alumni and external guests, passport or drivers license are acceptable. The photographic identification must also prove the guest is over the age of 18 on the night of the Ball. Anyone found to have tampered with the ticket, the barcode and other security measures on the ticket will be refused entry to the Ball, and no refund will be provided. The Committee reserves the right to refuse admission, to alter the program and menu without notice, and act as it deems necessary in the interest of safety and security. Wrist bands will be issued at the gate; these must be worn and kept visible at all times while in the Ball. During the ball, you may be asked by security staff to present your wrist band, failure to do so will result in you being ejected from the Ball immediately. Any attempt at tampering with the wrist band (e.g. attempting to remove it during the Ball) will result in you being ejected from the Ball. Guests will not be readmitted to the ball under any circumstances. Dress code The only acceptable attire is Black Tie, White Tie or national dress. Sports blazers are not permitted. The dress code will be strictly enforced and those who are not properly attired will not be allowed entry into the Ball.

5 Safety and Security The Committee reserves the right to act as it deems necessary in the interest of safety and security. In order to maintain safety and security in the Ball, the Committee reserves the right to eject any person from the Ball and to take whatever further action they think appropriate. Grounds for such exclusion include violent, loud, indecent, illegal or immoral behavior, excessive intoxication or possession of illegal drugs. Any breach of these Terms and Conditions will be seen as requiring positive action in order to preserve the security of the Ball. The Committee reserves the right to terminate attendance of the Ball as a whole in the interest of guests safety. The Ball accepts no responsibility for lost or stolen belongings of Ball guests or for financial compensation in the event that removal of a guest from the Ball is required. The Committee reserve the right to photograph people ejected from the Ball. Unauthorized entry to the Ball Any person found inside the Ball, or attempting to enter the Ball, without a valid ticket and wristband, or via any entrance other than the official route, will be dealt with severely by our professional security staff and may receive a fine from the Ball. Smoking Except where specifically designated, the Ball is a non-smoking event. You and your guest(s) will not be permitted to smoke during the ball except where this is explicitly allowed. Menu and Entertainment The Committee reserves the right to amend the menu and entertainment at any time without prior notice. Loss, Theft, Injury or Damage Other than negligence or breach of duty by the Committee, Peterhouse, its agents or staff, you and your guest(s) will be responsible for any loss, theft, injury or damage attributable to you or your guest(s). The Committee, Peterhouse, its agents and staff 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. Data Protection Act We will deal with your information in accordance with the Data Protection Act We will not pass your information to third parties without your express consent.

6 Your information will only be used for the purpose of the Ball. By purchasing tickets you agree to this. There will be photographers on site during the Ball. By purchasing tickets you are accepting that photographs may be taken of yourself in the Ball and that these may be released into the public domain, such as being published on the website, for journalistic purposes and for a memento of the event. The copyright of these photographs will be retained by the Committee. Responsibility As an attendee of the Ball you shall have the responsibility to abide by all rules and direction given by the Committee, security staff and agents. The primary ticket holder is responsible for ensuring that their guest(s) are aware of and have a full understanding of all terms and conditions. Cancellation or Curtailment 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 part of the ticket price will be refunded. Acceptance of Terms and Condition 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. Amendments The Committee reserves the right to amend, add and/or replace any of these terms and conditions; any such alternation will be published on the Peterhouse May Ball website prior to the Ball. Food Allergy Disclaimer It cannot be guaranteed that every allergen in the food served throughout the Peterhouse May Ball 2015 will be identified and/or labeled, ticket holders who are concerned with food allergies need to be aware of this risk. The Committee will not assume any liability for adverse reactions to food consumed, or items one may come in contact with while attending the Peterhouse May Ball It is the responsibility of all ticket holders to ask for information about the ingredients within the food served throughout the Peterhouse May Ball. The ticket holder can ask this information at each individual food stand. It is the responsibility of ticket holders with Dining tickets to notify the Food Officer of all dietary requirements by 31/3/2015. All ticket holders with Dining tickets MUST

7 NOTE that beyond this date the menu cannot be changed in order to take into account any specific dietary requirements.

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