TICKET TERMS AND CONDITIONS

ACCEPTANCE OF TERMS AND CONDITIONS

Applicants and attendees are deemed to have accepted the terms and conditions contained within this document which will be on the ticketing website. In the event of any dispute, the decision of the Committee is final.

AMENDMENT TO TERMS AND CONDITIONS

We reserve the right to amend, add and/or replace any of these terms and conditions. Any such alteration will be published on the Trinity May Ball website prior to the Ball.

TICKET ELIGIBILITY

Only current members of Trinity College, alumni of Trinity College, or current members of the University of Cambridge may apply for tickets. Guests must be bona fide acquaintances of ticket holders, but need not be connected with the University. The Committee reserves the right to withdraw tickets from any applicant found breaking these terms and conditions. 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 and be prepared to show valid photographic identification as proof.

TICKET ALLOCATION & PRICES

All tickets are sold as “doubles” (i.e. to admit two people). It is not possible to purchase single tickets.

For allocation purposes, applicants will be assigned one of three mutually exclusive categories: “internal” for Trinity College students, “alumni” for Trinity College alumni or “external” for general members of the University of Cambridge.

No application guarantees the allocation of a ticket to the event. The Committee have set quotas for ticket allocation based upon applicant category, and applications shall be considered with relation to this quota. Where the number of applications exceeds the assigned quota, a ballot system shall be used to determine allocation.

Trinity College students may apply for one internal double at the reduced price of £330. Trinity College students may also apply for one second double, subject to the conditions listed below. Internal and second double sales will be open at midday on 13th February 2017 and close at midday on 20th February 2017.

Alumni of Trinity College may apply for one alumni double at the standard price of £410. Alumni double sales will be open at midday on 13th February 2017 and close at midday on 20th February 2017.

Current resident members of the University may apply for one external double at the standard price of £380. External double sales will be open at midday on 20th February 2017 and close at midday on 27th February 2017.

TICKET APPLICATION

All applications must be made online via www.trinityball.co.uk. If an application is submitted with incorrect or misleading details, it shall be rendered void. Any change in applicant details (such as change of address) must thus be communicated to the Ticketing Officer at the earliest opportunity. 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.

Confirmation of application will be generated online by the ticketing system supplying with a unique reference number; applicants are strongly advised to keep this number private and not disclose it to anyone.

Payments may only be made via Bank Transfer. When applying, payment instructions will be issued. You will not be required to pay until your ticket has been approved. Once your ticket has been approved, we require payment within seven days. Please make sure instructions are followed closely, paying close attention to reference number, amount and bank details. Should the Ticketing Officer be unable to clearly identify the transaction into the Trinity May Ball account with the appropriate ticket applicant, the Committee reserves the right to assume no payment has been made.

You will be sent payment receipts via email shortly after making your payment. If this is not the case, please contact the Ticketing Officer.

SECOND DOUBLES

All Trinity College students may apply for one second double at the standard price of £380.  The person named on the second double must be a bona fide acquaintance, and the Committee reserves the right to withdraw tickets from those found breaking this condition.

Unsuccessful applicants will automatically be added to the waiting list. Unless otherwise informed, we assume that applicants for more than one double ticket are prepared to accept one double ticket only.

ALUMNI DOUBLE

A limited number of doubles has been reserved for Trinity College alumni at the standard price of £410. These will be allocated on a first-come, first-serve basis during the alumni double window. Relevant information regarding alumni tickets will be distributed through the Alumni Relations and Development Office.

DINING UPGRADE

A limited number of dining upgrades are available to guests holding any ticket category. This provides a four-course dinner in the Great Hall on the night of the Ball, with entry from 19:00. Each dining upgrade must be assigned to a double and costs an additional £150. Upgrades will be allocated by ballot after all ticket applications have closed. Once confirmed, they cannot be removed from their assigned doubles; any ticket transfers must include transfer of the upgrade.

VIP RECEPTION UPGRADE

A limited number of VIP reception upgrades are available to guests holding any ticket category. This provides expedited entry to the Ball from 20:00 and a reception with canapés and champagne before remaining guests enter at 21:00. Each VIP reception upgrade must be assigned to a double and costs an additional £90. Upgrades will be allocated by ballot after all ticket applications have closed. Once confirmed, they cannot be removed from their assigned doubles; any ticket transfers must include transfer of the upgrade.

POSTERS

Posters can be ordered on the ticket application form and cost £6 each. Arrangements for collection of posters will be notified by email. If you wish to purchase a poster after applications have closed, please contact the Ticketing Officer.

TRANSFER OF TICKETS

The Committee recognises that there may be unforeseeable circumstances that prevent ticketholders from attending the Ball. Doubles may be transferred to other members of the University of Cambridge from 7th April 2017 to 4th June 2017 and will incur an administrative charge of £40. Ticket eligibility conditions apply to all transfers. Where an internal double is transferred to a new ticketholder outside of Trinity College, the difference between reduced and standard prices (i.e.: £50) must also be paid to reflect the change in ticket category. Alumni double tickets are non-transferable.

In order to conduct a transfer, please see the relevant link on our website at the opening of the window. The transfer will only be registered after all relevant confirmations and payments have been received and cleared. If the ticket includes upgrades, then these must be transferred as well.

Under no circumstances may tickets or guest places be sold for profit. Tickets may only be re-sold at cost price through the transfer arrangements described above. 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. The sale of tickets must not be advertised to the public beyond the University of Cambridge.

REFUNDS

Full refunds are available through the Senior Treasurer until 14th May 2017. Applications for refunds must be made in writing to the Senior Treasurer before this date. Partial refunds of dining and VIP tickets will not be provided. After 15th May 2017, refunds may be available only under exceptional circumstances and at the discretion of the Senior Treasurer with an administration cost of £40.

TICKET DISTRIBUTION

Physical tickets for all internal and second doubles will be delivered to rooms owned by Trinity College during the week before the Ball. Internal ticketholders not resident in College accommodation may collect their tickets from the Committee Room between 10am and 5pm from 13th to 16th June 2017. Photographic identification must be provided on collection.

Trinity College alumni should collect physical tickets from the Committee Room between 10am and 5pm from 13th to 16th June 2017. If the applicant considers this impossible, the Ticketing Officer must be contacted by 9th June 2017.

Physical tickets for any external doubles will be delivered to the main Porters’ Lodge of the ticketholder’s College. They must be collected from there with photographic identification and signature.

The Ticketing Officer must be notified of any change of address by 9th June 2017. The Committee accepts no responsibility for tickets delivered to an incorrect address through lack of notification.

Tickets cannot be collected at the door on the night of the Ball under any circumstance.

ENTRY TO THE BALL

All doubles are registered by name to the ticketholder, and photographic identification for the ticketholder will be required to gain entry into the Ball for themselves and their guest. The only acceptable forms of identification for this purpose are a Cambridge University card that includes Date of Birth, a driver’s licence or a passport.

Guests on doubles must accompany the ticketholder throughout the entire entry procedure and provide valid photographic identification confirming that they are over the age of eighteen on the day of the Ball. The only acceptable forms of identification for this purpose are a Cambridge University card that includes Date of Birth, a driver’s licence or a passport. The Committee reserves the right to refuse admission and act as it deems necessary in the interest of safety and security of the Ball and its guests.

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 not properly attired will be refused entry into the Ball.

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, but are not exclusive to, behaviour deemed to be violent, loud, indecent, illegal or immoral; suspected excessive intoxication; possession of illegal substances; and refusing to comply with a search by SIA-certified professional security.

The Committee reserves the right to terminate the Ball as a whole in the interest of guests’ safety.

The Ball accepts no responsibility for any financial compensation in the event that removal of a guest from the Ball is required. The Committee reserves the right to photograph people ejected from the Ball.

SECURITY STAFF

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.

UNAUTHORISED ENTRY TO THE BALL

Any person found inside the Ball, or attempting to enter the Ball, without a valid ticket or wristband will be dealt with by professional security and may receive a fine up to the value of half an external double (i.e. £190).

SMOKING

Trinity May Ball is a non-smoking event. No guest will be permitted to smoke during the Ball except where specifically designated.

MENU AND ENTERTAINMENT

We reserve the right to amend the menu and entertainment at any time and without prior notice.

RESPONSIBILITY

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.

The primary ticketholder is responsible for ensuring that their guests are aware and have a full understanding of these terms and conditions.

The Committee, Trinity College, its agents and servants 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.

The Committee, Trinity College, its agents and servants will not be responsible or liable for any loss or damage to the property of any person attending the Ball.

DATA PROTECTION ACT

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.

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.

CANCELLATION OR CURTAILMENT

If the Ball or any aspect of the Ball has to be cancelled or curtailed owing to circumstances beyond our reasonable control, no part of the ticket price will be refunded.

FILMING DURING THE BALL

By being present at the Event you consent to being filmed and/or recorded. You also agree not to assert any moral (or similar) rights and give all necessary consents under the Copyright Designs and Patents Act 1988 (as amended) and all other applicable legislation in respect of any film and/or recordings. The Trinity May Ball is entitled to make full use of any film and/or recording in all current and future media worldwide without any liability or payment to you, including permitting others to do the same.

CCTV and film cameras may be present at and around The Trinity May Ball, this includes filming by the police or security staff carried out for the security of visitors, and filming and/or photography by Event Organisers. By purchasing a Ticket to an Event and/or attending The Trinity May Ball you give your express consent to all such filming and to your actual or simulated likeness being included within any film, photograph, audio and/or audiovisual recording (“Footage”), all rights in which will be owned by us, the Organiser or the relevant third party. You also agree that any such Footage may be used by us or the Organiser in any and all media for any purpose at any time throughout the world, including (with the exception of CCTV or security Footage) for commercial purposes, such as merchandising or DVDs, without payment or compensation to you.