EVENT TERMS AND CONDITIONS
Definitions
“KCRF/We/Us/Our” means Kingsclere Cancer Research Fundraiser that has reserved Your place in the Event.
“You/Your/Yourself” means the person agreeing to be bound by these terms and conditions and who is taking part in a KCRF Event.
The “Event” means the KCRF Ball and Gala Dinner to be held at Oakley Hall Hotel on Friday 4th September 2026.
“Fee” means the ticket price or registration fee that You are required to pay to confirm your place on the Event.
Participation
1.1 You agree that you are solely responsible for your actions and save as provided elsewhere in these terms and conditions, KCRF is not responsible for any injury or illness that You may suffer as a result of Your participation in the Event.
Bookings, Payments, Your obligations and Event Information
2.1 In order to take part in the Event, You agree to pay the stated ticket price or registration fee.
2.2 The ticket price is £90 per person. The first instalment/deposit of £45 per person is due upon confirmation from KCRF of your ticket request. The balance of £45 per person is due no later than 31 May 2026.
2.3 Included in the price of the ticket will be Reception drink; 3-course meal; tea/coffee; entry into silent auction; disco; guest speaker/s and other entertainment. At additional cost to You on-site accommodation is available and return coach travel from Kingsclere (subject to demand) may be available. More details will be provided in due course.
Withdrawal, Cancellations or Alterations
3.1 The Fee is non-refundable save that We may in our discretion refund the Fee in limited circumstances such as:
- The Event is cancelled by the venue provided that We receive a refund on sums We paid to the venue for the Event; or another reason We deem reasonable.
3.2 You acknowledge that KCRF tickets and Event places are limited and payment of the Fee and reservation of the place has an effect on expenditure of KCRF and charity income for the Event.
Accordingly, You may only withdraw from the Event where:
- Cancellations will be charged at the amount of £45 per person until the earlier of payment of the balance of £40 per person or 31 May 2024.
- Cancellations made after payment of the balance of £40 per person will be charged at the full total and no refund will be granted.
- In the Event of a guest named on the booking form being unable to attend, a substitution of another guest will be accepted up until the Event date.
3.3 Notice of cancellation from the Event or substitution of another guest must be communicated by emailing events@kingsclerecrf.org.uk. Cancellations must be agreed in writing. Date of receipt of notice will dictate whether cancellation is accepted. And whether You are entitled to a refund of the Fee in such circumstances shall be as set out in clause 3.2 above.
Publicity and Results
4.1 All attendees confirm that they are happy for their names and any footage or photographs taken during the event to be used to publicise or report on the Event, KCRF and CRUK generally. Should special dispensation be required, it is the responsibility of the attendees to inform KCRF of such requirements by emailing events@kingsclerecrf.org.uk.
4.2 We own all rights (including all intellectual property rights) in any material produced by Us or on our behalf (without incurring any costs to You) and You shall obtain no rights in relation to the same.
Our responsibility for loss or damage suffered by You
5.1 You acknowledge that:
- You are taking part in the Event at Your own risk;
- KCRF is not responsible for lost or stolen property at the Event;
- We will not refund any travel or hotel costs associated with the cancellation of the Event.
- KCRF is unable to accept liability for any injury, loss or damage, however arising, or for cancellation of the Event.
- If KCRF has to cancel the event, our liability in the event of cancellation is limited to a refund of the Fee in accordance with 3.1.
Data Protection
6.1 By entering into this agreement, You agree that any personal information provided by You or collected about You in connection with the Event may be held and used by Us in relation to the Event and its promotion.
6.2 We will take all steps reasonably necessary to ensure that Your data is treated securely.
6.3 You agree to inform KCRF of any changes to the information supplied in Your original request as soon as such changes occur.
6.4 We will ask how You prefer to be contacted and You can change how we communicate with You or withdraw Your consent at any time by emailing events@kingsclerecrf.org.uk
Other
7.1 KCRF reserves the right to update its terms and conditions in relation to the Event at any time prior to the event. Any updates will be advised by email to You.
7.2 The Event menu will be shared following payment of the balance of £45 per person due no later than 31 May 2026 along with a request for dietary requirements/allergies and guest names.