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 with a Date of Birth 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 five mutually exclusive categories: “internal” for current Trinity College students, “discounted internal” for current Trinity College students in receipt of a full Cambridge bursary, “recent alumni” for Trinity College alumni who matriculated in 2018 and later, “alumni” for all other Trinity College alumni, or “external” for current general student members of the University of Cambridge.

No application guarantees the allocation of a ticket to the event. Where the number of applications exceeds capacity, a ballot system shall be used to determine allocation.

Trinity College students may apply for one internal double at the reduced price of £410. Trinity College students in receipt of a full Cambridge bursary may apply for one discounted internal double ticket at the price of £360. By applying for a discounted internal double ticket students give permission to the Trinity May Ball to validate whether they are in receipt of a full Cambridge bursary. Trinity College students may also apply for one second double, subject to the conditions listed below, at a price of £485. Internal and second double sales will be open at midday on Monday the 13th February and close at midday on Sunday the 19th February.

Alumni of Trinity College may apply for one alumni double at the reduced price of £485 (for alumni who matriculated in 2018 and later), or the standard price of £515. Alumni double sales have now closed.

Current resident members of the University may apply for one external double at the standard price of £485. External double sales will be open at midday on Monday the 20th February and close at midday on Sunday the 26th February.

PAYMENTS

All payments are to be made via bank transfer to sort code 20-17-19 and account number 10624845. You will receive an email prompting for payment once a purchase has been approved: please refrain from sending money prior to this. If you receive an email claiming to be from the Trinity May Ball requesting payment to an account with details different from these, please alert the Ticketing Officer.

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 ten working days for current Trinity students and five working days for all other categories. 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 confirmation via email shortly after making your payment. If this is not the case after 48 hours, please contact the Ticketing Officer.

SECOND DOUBLES

All Trinity College students may apply for one second double at the standard price of £485. The ticket-holder 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. We assume that applicants for more than one double ticket are prepared to accept one double ticket only.

ALUMNI DOUBLE

A number of doubles have been reserved for Trinity College alumni, divided into the two categories of “recent alumni” (matriculated in 2018 and later) and “alumni” (all other alumni). These are priced at £485 and £515 respectively, and will be allocated through a ballot system. Relevant information regarding alumni tickets will be distributed through the Alumni Relations and Development Office.

MISCELLANEOUS TICKET CATEGORIES (TICKETS FROM SWAPS)

Gift tickets are subject to the terms arranged by the Trinity May Ball Committee. In the event of dispute, decisions of the Committee are final.

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 £190. 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 £120. 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. The price is £8, which includes a £1 charitable donation to Teenage Cancer Trust. Arrangements for collection of posters will be notified by email.

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 6th March 2023 to 27th March 2023 and will incur an administrative charge of £60. Ticket transfers from 28th March to 24th April 2023 will still be accepted, but the administrative fee will increase to £75. 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. £75) must be paid on top of the administrative charge to reflect the change in ticket category. Where a discounted internal double is transferred to a Trinity College student not in receipt of a full Cambridge Bursary, the difference between discounted and full internal prices (i.e. £50) must be paid on top of the administrative charge to reflect the change in ticket category. Where a discounted internal double is transferred to a new ticketholder outside of Trinity College, the difference between reduced and standard prices must be paid on top of the administrative charge to reflect the change in ticket category.

Alumni double tickets may only be transferred to other Trinity College alumni. The difference between the discounted alumni double and the alumni double (i.e. £30) must be paid. Post-doc tickets are non-transferable.

In order to conduct a transfer, please purchase the relevant ticket transfer product in our store. 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.

NAME CHANGES

If your ticket application is successful and after payment has been made, guest name changes will incur an administrative charge of £15 between 6th March 2023 to 27th March 2023. Between 28th March to 24th April 2023, guest name changes will also be accepted, but the administrative charge will increase to £20.

REFUNDS

Refunds may be available only under exceptional circumstances prior to the cut-off date and at the discretion of the Senior Treasurer. Applications for refunds must be made in writing to the Senior Treasurer before Sunday 8th May. Partial refunds of dining and VIP tickets will not be provided. All refunds will entail an administration charge of £50 being levied.

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, such as graduates living in Bidwells managed accommodation, may collect their tickets from the Committee Room between 10am and 5pm from dates to be confirmed. Photographic identification must be provided on collection.

Trinity College alumni may collect physical tickets from the Alumni Relations & Development Office in Angel Court from 9am-5pm on the day of the Ball. Should alumni be unable to collect their tickets during these hours, they should contact the Alumni Relations & Development Office in advance.

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 the 28th May 2023. 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. It is not possible for tickets to be available for collection from the Trinity College Porter’s Lodge.

ENTRY TO THE BALL

All doubles are registered by name to the ticketholder. Photographic identification that includes a Date of Birth of the ticketholder will be required to gain entry into the Ball for all attendees 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 ticket name must exactly match the ID of the guests attending (i.e. legal names rather than nicknames; middle names are not required).

Guests on doubles must accompany the ticketholder throughout the entire entry procedure. The Ball has a zero-tolerance drug policy. Guests may be searched upon entry, and will be refused entry if drugs are found.

The Ball may at any point institute a Covid-19 entry policy, following any relevant government guidance and regulations. Guests may be required to show proof of vaccination or a negative lateral flow test result in order to enter the Ball. Any guest who fails to comply with the Covid-19 entry requirements will not be admitted to the Ball, and their ticket will not be refunded.

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 traditional Black Tie, White Tie or formal national dress. Lounge suits and sports blazers are not permitted. Dresses must be appropriate formal evening wear and below the knee; floor-length gowns are typically worn. As we are a “Black Tie minimum” Ball, the dress code will be strictly enforced; those who are not properly attired will not be allowed entry into the ball. Only small bags are permitted.

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, including the spiking of another’s drink; suspected excessive intoxication; possession of illegal substances; and refusing to comply with a search by SIA-certified professional security. Incidents may be shared with the Committees of other balls.

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.

All food and drink venues shall display a detailed allergy statement. Guests with allergies will be responsible for querying allergen information if they are unsure, and for bringing their own EpiPen to the ball, where needed.

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.

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.

GENERAL DATA PROTECTION REGULATION

We will deal with your information in accordance with the General Data Protection Regulation (GDPR). 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 the Committee’s control, the Committee will not be liable to refund any part of the ticket price.

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. 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 (except CCTV or security Footage) for commercial purposes, such as merchandising or DVDs, without payment or compensation to you.

DISRUPTIVE BEHAVIOUR

The Trinity May Ball has a zero-tolerance policy towards disruptive and disorderly behaviour, which includes intentional property damage and rudeness to staff. The Trinity May Ball reserve the right to, at the discretion of the Committee, request guests to leave and escort individuals off the premises if necessary where they have acted unacceptably. All guests removed from the Ball will be photographed to confirm their identification. If appropriate, we may request that college authorities fine particular individuals.

WORKERS

Where workers have committed themselves to a contract for the Trinity May Ball 2023, should they cancel this following the 1st of March 2023, the Trinity May Ball reserves the right to refuse them guest entry to the ball this year and revoke any privileges they may have received.