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Merton College Winter Ball Terms and Conditions

By purchasing a Ticket for the Merton College Winter Ball, the purchaser accepts the Terms and Conditions set out as follows:

 

I. GENERAL

A       Merton College JCR and MCR Winter Ball (hereafter "the Ball") is organised and run by the Merton College Winter Ball Committee of the Junior and Middle Common Rooms of Merton College (hereafter "the Committee”) of Merton College (hereafter “the College”)

B       The Committee may be contacted at the following address: Dylan Gutt, Ball Secretary, Merton College, Merton Street, Oxford, OX1 4JD, United Kingdom or at: ball.secretary@merton.ox.ac.uk

C       Participation in the Ball is subject to the following Terms and Conditions. Failure to adhere to these Terms and Conditions may result in refusal of entry or ejection from the Ball without refund for the Ticket Holder or their Guests.

D       The Committee reserves the right to alter these Terms and Conditions to address any issues of safety and protect the interests of the College, Merton JCR and Merton MCR.

 

II. TICKET ELIGIBILITY

A       Ticket purchases are only valid where the main purchaser (hereafter “the Ticket Holder”) is a current student, alumnus or employee of the College, or current student of the University of Oxford (hereafter “the University”) and/or its constituent colleges and halls.

B       The Ticket Holder may purchase tickets on behalf of guests (hereafter “the Guest[s]”). The guests do not need any affiliation with either the University or one of its constituent colleges or halls.

C       All Ticket Holders and Guests must be 18 or over on the 30th November 2019 and be able to produce photographic ID upon request to verify this.

 

III. TICKET PRICE

A.      Tickets for ‘Mertonians’ will cost £171 (hereafter “a Mertonian Ticket”).

B.      The term ‘Mertonian’ includes all members of the Merton College JCR, MCR, SCR and staff. This includes graduating students who are members at the time of the ticket purchase but not at the time of the Ball, all Lecturers and Fellows of the College at the time of the ticket purchase but not at the time of the Ball and those members who have not yet matriculated but will have by the time of the Ball (i.e. those matriculating in Michaelmas Term 2019).

C.      The term ‘Mertonian’ excludes all alumni of the College, members of the wider University and guest[s] that do not satisfy the requirements of III.B.

D.      Tickets for alumni of the College, members of the wider University and guests will cost £191 (hereafter “a Non-Mertonian Ticket” or “Merton Alumni Ticket”).

E.      The term ‘Non-Mertonian’ only includes matriculated members of the wider university. It excludes any persons not affiliated with the University of Oxford in this manner. 

F.      The term ‘Merton Alumni’ only includes graduated alumni of the College (and not alumni of other colleges). It excludes any persons not affiliated with Merton College in this manner.

G.     A limited number of tickets will become available after the initial release for the Ball’s formal dinner preceding the main Ball. This ticket will be available to purchase as an add-on and are only valid in combination with a general ticket; the cost of the formal dining add-on and its terms and conditions will be confirmed in a separate terms and conditions.

 

IV. TICKET RELEASE AND PURCHASE

A.      Tickets will only be available to purchase to Mertonians, alumni of the College, members of the wider university, and guests of these three categories. Any persons not affiliated with Merton College or the University of Oxford in this manner will not be able to purchase a valid ticket. Any purchase by such a person will be deemed invalid and may not be refunded.

B.      Mertonian Tickets will be released at 17:00 on Sunday, 19th May 2019.

C.      Mertonian Tickets will be available via a link to the appropriate FIXR platform distributed by e-mail to members of the JCR, MCR, staff and SCR. This link will allow Mertonians to purchase a ticket for themselves and up to four additional guest tickets.

D.      A separate FIXR event has been created entitled ‘Merton Winter Ball - Merton Student Deposit’ which is operated by the Merton Winter Ball Committee. This event allows a strictly non-refundable 50% deposit to be paid with the remainder of payment due by 23:59 on 4th August 2019. This is only available to current students of Merton College. Any incomplete payments may result in the invalidation of the ticket without refund. On 4th August 2019 all complete payments will be transferred to the primary ‘Merton Winter Ball’ event.

E.      Purchase of a Mertonian ticket will require a Merton e-mail address and a student ID number as it appears on their University of Oxford University Card. Failure to provide these may invalidate the ticket.

F.      When purchasing a Mertonian ticket, Ticket Holders should register under the name that appears on their University of Oxford University Card. Any discrepancy between the two names may invalidate the ticket.

G.     If a ticket is deemed invalid, the purchase will be cancelled and may not be refunded, at the discretion of the Ball Committee.

H.      Associate members of the College will receive access to the link on First Release but will pay the non-Mertonian price.

I.        Mertonians may only purchase one Mertonian ticket (for themselves), and as such are unable to purchase Mertonian tickets on behalf of other Mertonians.

J.       All guest tickets may only be purchased in conjunction with a valid Current Mertonian, non-Mertonian or Merton Alumni Ticket. Failure to do so may result in the invalidation of the ticket without refund. lsoso

K.      Non-Mertonian and Merton Alumni Tickets will be released at from 17:00 on Sunday, 9th June 2019.

L.       The link to these tickets will be posted on social media accounts including Instagram and Facebook, as well as at mertonwinterball.co.uk (hereafter “the Ball Website”). This link will allow all Non-Mertonians to purchase a ticket for themselves and up to four additional guest tickets.

M.     Purchase of a Non-Mertonian ticket by a current member of the university will require an Oxford University e-mail address and student number as it appears on their University of Oxford University Card; purchase of a Merton Alumni ticket by an alumnus will require the e-mail address through which they receive correspondence from the Merton Development Office. Failure to provide these may invalidate the ticket.

N.      When purchasing a ticket, all main purchasers must confirm whether they are Mertonians, members of the university or Merton alumni. Failure to answer this question correctly may invalidate their ticket or subject the purchaser to additional administration costs (see below).

O.     If a Mertonian incorrectly purchases a Non-Mertonian or Alumni Ticket, they will be refunded the amount of overpayment upon request to the Ball Secretary, as long as this request is communicated by 31 October 2019.

P.      If a Mertonian incorrectly purchases a Mertonian Ticket for their guest, they will be charged an additional fee of £35 to convert their ticket into a Non-Mertonian Guest Ticket. This includes a £20 fee to cover the ticket upgrade and a £15 administration fee to be donated to the nominated Ball charity.

Q.     If a Non-Mertonian or Merton alumni fails to pay the correct amount for themselves and/or their guest, by purchasing a Mertonian Ticket, they will be charged an additional fee of £35 to convert their ticket into a Non-Mertonian Ticket. This include a £20 fee to cover the ticket upgrade and a £15 administration fee to be donated to the nominated Ball charity.

R.      Any Mertonian ticket purchased by a Non-Mertonian will be void, unless the purchaser adheres to the proper conversion schema outline in the provision above.

 

V. TICKET CONDITIONS

A.      Tickets may only be purchased via the official FIXR event organised by the Merton Winter Ball Committee. Any FIXR events of similar titles not organised by the Merton Winter Ball Committee are not recognised as an official event and those tickets will not be valid.

B.      All Tickets are strictly non-refundable. Transfers may only be made via the FIXR platform and with the written discretion of the Committee; if transfers are made between two parties paying different prices for the Ticket the transfer will not be deemed valid until the Committee has received full payment. If the Committee is not informed of a transferred ticket, the ticket may be deemed invalid.

C.      The sale of tickets to the Ball is subject to availability.

D.      The number of guest tickets a Ticket Holder is permitted to purchase accords to the schema given by these terms and conditions. The Committee reserves the right to alter the number of guest tickets available per purchaser at their discretion.

E.      Tickets may not be resold for the purpose of commercial gain. If there is evidence that a person is found to be reselling for commercial gain both the ticket seller and buyer[s] will be refused entry to the Ball and their tickets will be forfeited without refund.

F.      It is the responsibility of the Ticket Holder to give the details of themselves and their Guests accurately on the FIXR form when purchasing tickets. Incorrect details may render a ticket invalid.

G.     The Ticket Holder must notify their Guest[s] of these Terms and Conditions. The Ticket Holder submits, upon purchasing the tickets, to these Terms and Conditions on behalf of their Guest[s] as well as themselves.

H.      If a Mertonian fails to pay the correct amount for themselves by accidentally purchasing a Non-Mertonian Ticket, they will be refunded the amount of over-payment as per the conditions of clause IV.L.  

I.        If a Non-Mertonian or Merton alumni fails to pay the correct amount for themselves and/or their guest, by purchasing a Mertonian Ticket, they will be charged an additional fee of £35 to convert their ticket into a Non-Mertonian Ticket. This include a £20 fee to cover the ticket upgrade and a £15 administration fee to be donated to the nominated Ball charity.

J.       Any Mertonian ticket purchased by a Non-Mertonian will be invalid, unless the purchaser adheres to the proper conversion schema outline in the provision above in clause V.H.

K.      In the event that the Ball sells out, the Committee reserve the right to create a waiting list of prospective Ticket Holders and distribute tickets according to availability. The Committee may prioritise members of the College over other prospective Ticket Holders on this waiting list when distributing further tickets.

L.       Ticket purchase will be conducted through an online ticketing platform provided by FIXR. Only at the written discretion of the Committee, and under exceptional circumstances, may payment be made by other means.

M.     Prospective Ticket Holders are advised to follow the purchase instructions on the FIXR website carefully. The Committee is not responsible for any pecuniary loss arising from failure to follow the instructions on the FIXR site or from failure to adhere to these terms and conditions.

N.      Only the confirmation email from FIXR will be accepted as proof of purchase of a Ball ticket[s].

O.     Until the Ticket Holder receives their wristband[s] the Committee reserves the right to terminate the contract without prior notice and will refund any payment made by the Ticket Holder to the Committee in this case.

 

VI. REFUNDS

A.    No refunds will be offered for any Ball tickets or formal dining add-on tickets, except in exceptional circumstances and at the discretion of the Committee.

B.    If a refund is offered, the Committee will pay the refund by a method of their choosing.

 

VII. ALTERATIONS TO TICKET INFORMATION

A.    At the request of the Ticket Holder to the Committee, one or more of the names associated with their tickets may be changed before the distribution of wristbands commences. Such a change will be subject to a fee.

B.    There will be an administrative charge per name change of £5 which will be a donation to our nominated Ball charity.

C.    For those who have purchased a formal dining ticket, dietary requirements may be changed without charge up to a month before the Ball (31 October 2019).

D.    As outlined above, any Mertonian wishing to change their Non-Mertonian ticket to a Mertonian Ticket will be refunded the amount of overpayment as per the conditions outlined above.  

E.    As outlined above, any Non-Mertonian wishing to change their Mertonian Ticket to a Non-Mertonian Ticket will be charged a £35 fee for this conversion.

F.    All Name changes must be requested via the appropriate FIXR form and made before  20 November 2019 at 17:00. For security reasons, no name changes may occur after this date.

G.   All other changes or enquires should be directed to the Ball Secretary at ball.secretary@merton.ox.ac.uk, who has the sole discretion of the application of the terms and conditions and will have the final say the case of any disputes or uncertainties.

 

VIII. RESALE

A.    Tickets may not be resold outside of the framework provided by the FIXR platform, except at the discretion of the Committee under exceptional circumstances.

B.     The Ball Committee will organise a ticket swap, which will allow those hoping to resell their tickets to be matched with someone on the waiting list (see clause V.J).

C.    If a willing party can be found on both sides of the transaction the name may be changed prior to Wristband collection with a £5 administration fee to be donated to the nominated Ball charity.

D.    No swaps may occur after 20 November 2019 at 17:00 for safety and security reasons. Any parties attempting swap after this point may have their tickets invalidated.

E.     Any resale for the purpose of commercial gain is strictly prohibited. If there is evidence that a person is found to be reselling for commercial gain both the ticket seller and buyer[s] will be refused entry to the Ball and their tickets will be forfeited without refund.

 

 

IX. WRISTBAND COLLECTION

A.    No Ticket Holder or Guest may enter the Ball without a valid wristband. Wristbands grant entry to the Ball, proof of ticket purchase or any other related document does not grant entry.

B.    Once a Wristband has been issued, it may not be removed, swapped, or changed.

C.    Wristbands that appear in the judgement of the Ball’s Security to be false or tampered with will not grant entry to the Ball.

D.    The Committee takes no responsibility for wristbands lost or damaged after collection by the Ticket Holders or their Guest[s].

E.    Wristband Collection will be available at Merton College within specific time slots indicated by the Ball website and communicated to all Ticket Holders in advance.

F.    There will be one collection time slot on the day of the ball itself and this will be reserved for alumni of the College and guests collecting wristbands. All other wristbands must be collected in one of the previous slots. 

G.   All wristbands must be collected by the person whose name is on the ticket. Ticket Holders may not collect wristbands on behalf of other Ticket Holders or on behalf of their guests.

H.    In order to collect their wristbands, Ticket Holders must come themselves and present their valid FIXR ticket alongside photographic ID and University of Oxford University Card or University of Oxford Alumni Card.

I.      In order to collect their wristbands, Guests must come themselves and present their valid FIXR ticket alongside photographic ID.

J.     If a Ticket Holder or Guest is unable to collect their wristbands during any of the allotted collection times, they may request an alternative arrangement from the Committee. However, the Committee will only agree to such a request in exceptional circumstances and at its own discretion. Requests should be made to ball.secretary@merton.ox.ac.uk.

 

X. ADMISSION TO THE BALL

A.    Entrance times to the Ball for general tickets and for dining tickets (commencing earlier) will be communicated to Ticket Holders well in advance of the Ball. Entrance outside of these times will only be permitted with prior written permission of the Committee.

B.    Entrance is final: once a ticket holder has entered the ball, they may not leave and re-enter the premises. No re-entry will be permitted except with the prior written permission of the Committee or in exceptional circumstances at the discretion of the Committee.

C.    Entry will only be granted to both Ticket Holders and Guests with the presentation of worn wristbands and photographic ID. The name given on the photographic ID must match the Committee’s database for both Ticket Holders and Guests for entry to be granted to the Ball.

D.    The Committee reserves the right to inspect clothing, containers, bags and packages in the possession of Ticket Holders and Guests on entry and at any point during the Ball, in order to confirm that these Terms and Conditions are being adhered to.

E.    Use of the cloakroom is at the Ticket Holder or Guest’s own risk. The Committee is not responsible for the security of personal possessions left in the cloakroom or in any other location in the Ball.

 

XI. CONDITIONS OF ADMISSION

A.    The Committee and, by delegated authority, the security team reserve the right, with reasonable cause, to refuse entry or remove any Ticket Holder or Guest from the Ball without refund. Reasonable cause includes, but is not limited to:

a.     A Ticket Holder or Guest being incapacitated by alcohol;

b.     A Ticket Holder or Guest being under the influence of or in possession of any illegal substance;

c.     A Ticket Holder or Guest not being in possession of a wristband and a photographic ID with a name matching our database;

d.     A Ticket Holder or Guest is under the age of 18;

e.     A Ticket Holder or Guest is in possession of a prohibited item. These include but are not limited to:

                                               i.     Alcohol other than that provided by the Ball;

                                              ii.     Animals except service animals (e.g. guide dogs);

                                             iii.     Weapons;

                                            iv.     Any item that could be considered a weapon;

                                             v.     Fireworks;

                                            vi.     Glass (including bottles);

                                           vii.     Musical instruments;

                                          viii.     Amplification equipment;

                                            ix.     Unauthorised advertising or marketing material;

                                             x.     Food and drink other than that provided by the Ball;

                                            xi.     Containers in excess of one (1) litre;

                                           xii.     Banners, signs and flags;

                                          xiii.     Monopods and tripods;

                                          xiv.     Bicycles, roller blades and skateboards;

                                           xv.     Any substances whose possession is prohibited by Law.

                                          xvi.     Any edition of Homer’s Odyssey other than Allen’s Oxford Classical Text.

 

f.      A Ticket Holder or Guest attempting to:

                                               i.     Cause wilful damage to the College premises or Ball infrastructure;

                                              ii.     Interfere with the Committee, their contractors, College employees, or College Officials in the exercise of their powers, functions or duties;

                                             iii.     Interrupt any event or entertainment;

                                            iv.     Engage in conduct which poses risk to the safety of themselves or others;

                                             v.     Engage in conduct, or speak to, any person in a manner which offends, insults, humiliates, intimidates, threatens, disparages or vilifies that other person on the basis of race, religion, colour, sexual orientation, gender, descent or national/ethnic origin.

                                            vi.     Take photographs and recordings for any purpose other than personal use;

                                           vii.     Enable someone without a valid ticket, or who has been previously refused entry or removed from the Ball, to enter the Ball by any means. Such enabling actions may include but are not limited to:

a.     Opening an entrance into the College premises;

b.     Concealing someone within the College premises, including within one’s room;

c.     Distracting a member of the Committee or the security team;

d.     Providing material to an individual with which they could manufacture a counterfeit wristband;

e.     Providing false information to the Committee or the security team;

B.    For security purposes the Committee, their contractors, the security team and the College may operate surveillance equipment on the premises including security cameras. By entering the Ball, you consent to information about yourself (including photographs and videos) being recorded and disclosed to others including, without limitation law enforcement bodies and persons involved in relevant legal or disciplinary actions to the extent that the Committee deems such disclosure to be necessary so as to protect their lawful interests, the public interest or the safety of persons or property present at the Ball.

C.    The Ball is a white tie event. We expect all guests to adhere to this dress code. Any Ticket Holders not in appropriate dress may be refused entry.

D.    For our purposes, White Tie can consist of any of the following: white tie, mess dress, highland dress, ball gown, national dress.

 

XII. HEALTH AND SAFETY

A.    Ticket Holders and Guests must comply with Health and Safety Laws and Regulations, and with instructions and rules given in this regard by the Committee, their contractors and the security team.

 

XIII. DISABILITIES AND ALLERGIES:

A.    Ticket Holders and Guests who are likely to require special measures should contact the Committee before 31 October 2019 (at ball.secretary@merton.ox.ac.uk) such that adjustments can be made to ensure they enjoy as much of the evening and entertainment as possible.

B.    Ticket Holders and Guests should be aware that:

a.     Some areas of the College may remain inaccessible for those with certain physical disabilities despite the best efforts of the Committee;

b.     Some entertainment may remain inaccessible despite the best efforts of the Committee;

c.     There will be substantial use of flashing lights throughout the Ball, Ticket Holders and Guests who suffer with epilepsy or a similar condition should take note of this in particular

C.    Ticket Holders and Guests with allergies should specify these on the FIXR form when purchasing tickets and notify the committee of any changes before 31 October 2019 (at ball.secretary@merton.ox.ac.uk)

D.    Within the Ball Guide (to be distributed on the collection of wristbands and at the Ball itself) will be a dietary guide to the Ball to aid those with allergies. The Committee cannot guarantee that this guide will be completely accurate despite making every effort in this regard. The Committee cannot guarantee that food marked as allergen free is also free from any trace of the allergen.

E.    The Committee does not accept any liability for mislabelled food or drink or any allergic reaction which occurs as a result.

 

XIV. LIABILITY:

A.    To the maximum permitted extent under Law, the Committee and the College accepts no liability for any injury, loss, or damage to personal property suffered by a Ticket Holder or Guest during the Ball.

 

XV. PROGRAMME:

A.    The programme of the Ball is at the discretion of the Committee and is subject to change without notice.

B.    No refunds will be made for a change in the programme

 

XVI. DATA PROTECTION

A.   Information regarding Ticket Holders and Guests will be dealt with in accordance with the Data Protection Act 1998:

a.     We will not pass your information on to third parties other than Merton College without your express consent;

b.     Your information will only be used for the purposes of the Ball;

c. We will not sell or otherwise distribute your personal data to third parties for marketing or commercial purposes.

B. By purchasing a ticket, the Ticket Holder consents to have their information shared with Merton College for safety and security purposes, including but not limited to verification of the person’s identity and status as a student or alumni.

C. By purchasing a ticket, the Ticket Holder consents to have their necessary information shared with our Security Team and Our Medical Team, including but not limited to contractors and employees of both the Security Company and Medical Company employed by the committee.

D. By purchasing a ticket, the Ticket Holder consents to have their necessary dietary information shared with all food providers at the Ball, including but not limited to all catering companies, kitchens and dining staff.

E. Other than the exceptions mentioned above, your personal data will only be shared with a third party where we are allowed or required to do so by law, including but not limited to law enforcement agencies, or in the case where doing so is necessary to protect the safety and security of the ball attendees or staff.

F. There will be photographers operating during the Ball. By purchasing tickets the Ticket Holder and their Guest[s] are consenting to photographs being taken of them at the Ball and that these may be released into the public domain. The copyright of these photographs will be retained jointly by the Committee and the photographers.

 

XVII. FORCE MAJEURE

A.    No refunds will be made if the Ball or any part of the programme has to be cancelled due to an "Event of Force Majeure", including but not limited to: Acts of God (such as, but not limited to, fire, flood, earthquake, storm, hurricane or other natural disaster); war; invasion (whether by humans or any other species); act of foreign enemies; hostilities (regardless of whether war is declared); civil war; rebellion; revolution; insurrection; military or usurped power or confiscation; terrorist activities; nationalisation; government sanction; blockage; embargo; labour dispute; strike; lockout or interruption or failure of electricity or telephone service; contamination by radioactivity from any nuclear fuel, or from any nuclear waste from the combustion of nuclear fuel, radioactive toxic explosive, or other hazardous properties of any explosive nuclear assembly or nuclear component of such assembly; contamination by substance with chemical or biological hazard.