Member Events Terms and Conditions

These Terms and Conditions apply to all bookings for member events organised by the Development Office of Emmanuel College and/or the Emmanuel Society. By registering to attend an event, you agree to the provisions set out below on behalf of yourself and any guests included in your booking.

For all enquiries related to member events, please contact the Development Office.

Interpretation

1. A ‘member event’ refers to any event arranged or delivered by the Development Office and/or the Emmanuel Society, whether held in person or online.

2. The ‘event fee’ refers to the amount payable to attend the event, as specified at the time of booking.

General Principles

1.  Event fees are set with the intention of covering costs. The College and/or the Emmanuel Society does not ordinarily seek to generate a surplus from member events. On occasions when a surplus is generated from Emmanuel Society events, these monies will be used to subsidise elements of future events (for example refreshments that are available to all attendees) or student and recent graduate places.

2. The College and/or Emmanuel Society cannot accept liability for any personal injury, loss, or damage sustained by attendees, except where resulting from negligence on the part of the College.

3. Any views or materials shared during an event remain the responsibility of the relevant speaker or presenter. The College and/or the Emmanuel Society shall not be held responsible for any reliance placed on such content.

4. Unless expressly permitted, event materials must not be reproduced, distributed, or published in any form.

Bookings and Information

1. It is your responsibility to ensure that all information provided at the point of booking is accurate and complete.

2. Submission of a booking constitutes confirmation that the details supplied are correct.

3. If you need to check or amend any booking details, you should contact the College as soon as possible before the event date.

4. Attendees must notify the College of any dietary requirements, medical needs, or accessibility considerations by the stated deadline. Requests received after this date may not be accommodated.

5. The College reserves the right to decline or cancel any booking where necessary.

Eligibility and Attendance

1. Attendance at member events may be restricted to members of Emmanuel College and their guests, as specified for each event.

2. Unless explicitly permitted, attendance by individuals under the age of 18 is not allowed.

3. All attendees are expected to behave in a courteous and responsible manner. The College may require any individual to leave an event where their conduct is deemed inappropriate or disruptive. In such cases, fees will not be refunded.

4. Where alcohol is served, attendees are expected to consume responsibly. The College reserves the right to refuse service where appropriate.

Photography and Recording

1. Events may be photographed or recorded for use in college communications, publications, and promotional materials.

2. By attending, you acknowledge that you may be included in such material.

3. Photography of students and college staff is prohibited.

4. If you would prefer not to appear in photographs or recordings, please email events@emma.cam.ac.uk prior to the event.

Cancellations and Refunds

By attendees

1. Requests to cancel attendance must be received no later than 14 days prior to the event to qualify for a refund.

2. Cancellations received after this time will only be considered in exceptional circumstances, at the discretion of the College.

3. Where refunds are made, the College may retain an amount to cover any non-recoverable costs or processing charges.

By the College

4. The College may cancel an event where circumstances require, including but not limited to insufficient bookings or external factors beyond its control.

5. If an event is cancelled by the College, any event fees paid will be refunded. The College cannot reimburse associated costs such as travel or accommodation.

6. The College and/or Emmanuel Society will not be held liable for circumstances beyond its reasonable control which may prevent it from meeting its obligations in respect of a booking.

Event Changes

1. From time to time, it may be necessary to make adjustments to event arrangements, including changes to venue, schedule, speakers, or format.

2. The College will endeavour to notify attendees of any significant changes in advance.

Responsibility and Risk

1. Attendance at events is undertaken at the attendee’s own risk.

2. The College is not responsible for the loss or damage of personal belongings brought to an event.

3. Attendees must comply with all applicable health and safety requirements and any reasonable instructions issued by College staff or venue representatives.

Data Protection

1. Personal information collected during the booking process will be used for the administration and delivery of the event, including necessary communications.

2. All personal data will be processed in accordance with applicable data protection legislation and the College’s privacy practices. The college's data protection statement is available here.

Date of last revision: June 2026