Online Events Terms and Conditions

This document sets out the terms and conditions of your booking for an online 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 online events 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 bring the Society or the event into disrepute 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.
    6. The Society may refuse to accept registrations for any event at its sole discretion.
    7. Recording any part of the event for commercial purposes is forbidden unless written permission of the Society is obtained in advance of the event. Recording for private use is permitted provided that those being recorded have agreed and the 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 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 If, subsequent to an event, you wish to use for some other purpose recordings which you originally made for private use then you must first obtain the Society’s permission in writing and a fee may be payable; you may also have to seek the permission those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 recordings. Permission from the Society for Recording of, or at any part of, the event does not imply copyright permission of the works 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. 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.
  4. 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: