Event terms and conditions

Thank you for booking on for a Queen’s Old Member event. By registering to attend you (and your guest(s)) agree to the Terms and Conditions on this page.  

Cancellation by the Event Registrant

If you are unable to attend an event you have booked, please inform The Old Members’ Office as soon as possible. Cancellations will be accepted in writing via email, letter, phone call to: 

Old Members’ Office 
The Queen’s College 
High Street 
Oxford 
OX1 4AW 
oldmembers@queens.ox.ac.uk 
+44(0)1865 279217 

For paid events, and unless specifically stated otherwise on the event’s registration materials, the deadline to receive a refund for your cancellation is  

• 7 days before the event for events held at Queen’s 

• 14 days before the event for events held at an external venue 

Unfortunately, any cancellations received after these deadlines will not be eligible for a refund, except in cases where we are able to offer your place to another participant held on a waiting list. We will issue refunds only after we have confirmed your place has been allocated to another participant on the waiting list. 

Queen’s welcomes substitute Old Members at no additional cost. A minimum of three days in advance (i.e. no later than the Wednesday prior to a Saturday event). Substitutes must meet the eligibility criteria for attending the event. 

In the case of online event bookings and payments, refunds will be credited back to the original credit/debit card used for payment. Payments made via cheque, or external card payments, will be refunded via BACS. 

Cancellations by The Queen’s College

Queen’s reserves the right to cancel an event due to low enrolment, or other circumstances which in our discretion would make the event non-viable. 

In the event of cancellation, Queen’s will make all reasonable endeavours to alert those who have registered to attend via email or telephone call. Attendees are encouraged to check this information prior to the event and to read email messages received in advance.   

If Queen’s cancels an event in full, registrants will be offered a full refund. For events cancelled partially, registrants will be offered a refund for the amount appropriate to the cancelled element, or the option to cancel their place in full and receive a full refund. If Queen’s cancels an event, the College can accept no responsibility for covering travel, hotel, or other costs incurred by guests or participants. 

Queen’s shall not be liable to refund of fees or for any other penalty should the event be cancelled due to war, terrorism, fire, strike lock-out, industrial action, natural disaster, pandemic, accident, civil disturbance or any other cause beyond its control. 

Guests (including children)

Guests of Old Members are warmly welcomed to attend many Queen’s events, please check the event invitation for information whether guests are included or not.  

We regret that under-18s cannot be accommodated at formal meals with allocated seating unless explicitly stated in the event information. If it is unclear if an event will be suitable for children, please contact the Old Members’ Office to confirm before booking.  

A very young baby may be able to attend some of our day-time events on a case-by-case basis, at the discretion of Queen’s, to which full care remains the responsibility of the attending care giver(s).  

Payment 

Event booking fees must be received in full prior to the event. Participants will be asked for payment on arrival at the event should any part of their fee be outstanding. Participants will be invoiced after the event for any part of their payment outstanding, should this not have been collected on the day of the event. 

Payments may be made via cheque, external credit/debit card, online or bank transfer.  

Special event requirements

Participants are responsible for informing the Old Members’ Office of any special dietary or mobility requirements they may have in order to attend the event. This information must be received by the booking deadline stated on the registration materials. 

Queen’s will take all reasonable measures in order to meet these requirements. Where particular dietary requirements cannot be offered by Queen’s, the College will endeavour to offer a suitable alternative in advance of the event.  

Please be aware that we will always do our best to fulfil mobility requirements, but due to the old fabric of the buildings, we may not be able to meet all requests. Attendees are responsible for checking information about disabled access prior to the event: https://www.queens.ox.ac.uk/accessibility-health-and-welfare 

We regret that it may not be possible to cater for special requirements where Queen’s is informed of them after the booking deadline stated on registration materials. 

Acceptable behaviour at events

Queen’s is committed to providing its Old Members and guests with the warmest welcome at its events. To help us, we expect that all those visiting or taking part in College events will behave with courtesy and respect to everyone they meet, including College staff and students. 

If you feel that a Member of the College has behaved in an unacceptable manner at an Old Members’ Office event, whether on or off College premises, please consult the College’s Harassment Policy, which provides details of both informal and formal complaint procedures and advice on confidentiality.  

If your complaint concerns an Old Member who is not a current student or staff member, please contact the Old Members’ Office and you will be advised of other possible ways to pursue a complaint. 

Where a finding of harassment is upheld against an event participant, the Old Members’ Office reserves the right to exclude them from future events.