Events Terms and Conditions

This document sets out the terms and conditions of your booking for an in-person event organised by The Tolkien Society.

  1. Introduction
    1. The Tolkien Society (“Society”) is a charity registered with the Charity Commission for England and Wales under charity number 273809. Its registered address is 3 Tithe Barn, Merton, Bicester OX25 2NF, United Kingdom.
    2. All queries concerning bookings should be directed to the Society’s Bookings Officer. Email: bookings [at] tolkiensociety [dot] org.
  2. Booking
    1. Attendance at events and provision of meals and or accommodation is subject to payment being received in full by the Society by the appropriate dates advertised for the event.
    2. Where payment is made in any currency other than British pounds or which is drawn on a bank which is not a member of the United Kingdom’s clearing system, then the amount received by the Society for purposes of this contract is the amount after conversion to British pounds.
    3. In the event that a payment fails or is rejected prior to the closing date for an event, the Society will cancel the booking to which it relates. A fresh booking will be made subject to availability on receipt of valid payment of the full fee. If a payment fails or is rejected after the closing date for an event booking, you remain liable to pay the Society the full amount.
    4. The Society reserves the right to exclude people from any event, or any part of the event where: their behaviour may put the safety of attendees, or others, or buildings or other property at risk; their behaviour may bring the Society or the event into disrepute; the Society is instructed to do so by the venue manager(s); or the Society believes that they may be breaking the law.
    5. Attendees are required to follow the instructions of the Society’s volunteers managing the event and those of any stewards appointed by them. Attendees are also required to follow the instructions of the venue’s staff.
    6. Attendees are required to adhere to any health and safety requirements set out by the organiser or the venue. Such requirements might include but are not limited to limits on numbers within specific venues.
    7. The Society may refuse to accept registrations for any event at its sole discretion.
    8. Under no circumstances will the Society be liable for attendees’ travel costs or for the cost of any accommodation that was not booked and paid for through the Society.
    9. Where accommodation is booked and paid for via the Society, the attendee agrees to pay any charges that they authorise to be made to their room account. Payment should be made directly to the venue before departure. If the attendee fails to pay all or part of the costs that they authorise to be made to their room account and the Society pays some or all of the unpaid amount then the Society may recover that amount plus all costs resulting from its recovery from the attendee.
    10. Photography, filming, video recording or sound recording of or at any part of the event for commercial purposes is forbidden unless written permission of the Society is obtained in advance of the event. Photography, filming, video recording or sound recording for private use is permitted provided that those being photographed, filmed or recorded have agreed and the photograph, filming or recording does not interfere with the enjoyment of the event by others. Where the recording is not being made for private use a fee may be payable. Specific restrictions on photography, filming or recording may be announced or published for individual events or parts of events which you must abide by. If, subsequent to an event, you wish to use for some other purpose photographs, films or recordings which you originally made for private use then you must first obtain the Society’s permission in writing and a fee may be payable; you may also have to seek the permission those featured in the photographs, films or recordings. Permission from the Society for photography, filming, video recording or sound recording of, or at any part of, the event does not imply copyright permission of the works photographed, filmed or recorded. Copyright in lectures, art, panel discussions and entertainments does not necessarily belong to the Society. It is your responsibility to seek copyright permissions from performers, artists, lecturers and other copyright holders. Permission must be gained for ‘private use’, as well as ‘commercial use’ (which includes not-for-profit purposes).
  3. Specific Requirements relating to Covid-19
    1. The Society will implement Health & Safety restrictions to assure the safety of attendees, volunteers, venue staff and anyone else involved in the event. These may include but are not limited to social distancing requirements, restrictions on numbers within venues, hand sanitising, wearing face coverings (except if exempt), and/or testing prior to arrival and during the event.
    2. Attendees are required to comply with any such restrictions which are defined at the time of the event.
    3. Should any attendee test positive for Covid-19 or develop Covid-19 symptoms during the event, they will be required to self-isolate until arrangements can be made for them to get home.
  4. Cancellation
    1. You have no statutory right to cancel this contract upon its conclusion. Under paragraph (h) of section 28(1) of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, your booking is a circumstance—the supply of accommodation, catering and/or services related to leisure activities—exempt from the right to cancel set out in the same statutory instrument.
    2. Registration fees are not refundable, except where the event is cancelled by the Society, in which case they will be refunded in full.
    3. In the case of a “hybrid” event (consisting of both in-person and online elements), if the in-person element is cancelled by the Society, the attendee is not entitled to an automatic place in the online event and will need to re-book.
    4. Charges for meals and accommodation will be refunded in full if a cancellation is received in writing by the Bookings Officer before the advertised closing date for booking the relevant meal or accommodation. Charges for meals and accommodation may be refunded at our discretion if the cancellation is received after the closing date. The refund in these circumstances may only be a partial refund. Where the Society cancels or fails to provide meals, you will be refunded the full amount paid for that meal. If the Society cancels or fails to provide accommodation, you will be refunded the full amount paid for those nights’ accommodation.
    5. Partly paid registration fees will not be refunded, and partly paid fees for meals and or accommodation will be made as set out in section 3.3 only if notice of cancellation has been received.
  5. Governing Law and Jurisdiction
    1. These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales.
    2. Any dispute arising under these terms and conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.
    3. If you have a complaint concerning the delivery of this contract, please contact the Society in the first instance (see section 1.2 for contact details). Please note that disputes may be submitted for online resolution to the European Commission Online Dispute Resolution platform: