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OXFORD CALEDONIAN SOCIETY MICHAELMAS 2023 CASUAL KILTS

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TERMS & CONDITIONS

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  1.    Acceptance of Terms and Conditions

 

  1. This document lays out the Terms and Conditions for attendance at the Oxford Caledonian Society Hilary 2024 Casual Kilts (“the Event”)

  2. The Event, subject to the conditions laid out below, will take place at St. Columba’s United Reformed Church (“the Venue”) 

  3. The Event is organised by the Committee of the Oxford Caledonian Society 2022-23 ("the Committee”). The Committee may be contacted at: oxfordcalsoc@gmail.com.

  4. Failure to adhere to these Terms and Conditions may result in refusal of entry or ejection from the Event premises.

  5. The Committee reserves the right to alter these Terms and Conditions to address any issues of safety and protect the interests of the Society and the Venue.

  6. Updates and advertisements regarding the Event shall be conveyed by the Committee via the relevant Facebook Event Page (“Event Page”)

  7. A ticket purchaser shall be referred to as the “Purchaser”.

 

 

  1. Ticket Purchase

 

  1. The date for ticket purchase for the Event will be announced in good time by the Committee.

  2. Ticket purchases will occur through the official FIXR website as displayed on the Event Page.

  3. The purchase of tickets is open to current students and alumni of all universities in the United Kingdom.

  4. Each Purchases will occur individually and any purchaser may obtain a maximum of one ticket.

  5. All Purchasers will be required to provide their details as requested by FIXR in order to obtain their dance card and wristband (see Section VI).

  6. All successful Purchasers will be responsible:

    1. For the payment of their own ticket

    2. For remaining in communication with the Committee for all and any purposes relating to the Event for which the Committee may need to get in touch

  7. In the event that the Committee has reason to believe that a successful Purchaser has been negligent with respect to their responsibilities stated above, the Committee reserves the right to void their ticket.

    1. Further to this the Committee has the ability to refund tickets if they have reason to believe that the purchaser will present an issue or problem at Casual Kilts based off previous events.  

 

 

  1. Ticket Allocation

 

  1. Tickets are to be allocated to Applicants entirely at the discretion of the Committee.

  2. Purchases shall be confirmed via an email from FIXR directly.

  3. Only the confirmation email from FIXR with the appropriate barcode will be accepted as proof of a successful ticket application.

  4. If the Event sells out, the Committee reserves the right to create a waiting list of all potential Purchasers and distribute tickets according to availability.

 

 

  1. Ticket Purchase

 

  1. Tickets for the Event cost £15 per Guest.

  2. Tickets shall be purchased through FIXR

    1. Only at the discretion of the Committee, and under exceptional circumstances, may payment be made by other means.

  3. It is the responsibility of the Purchaser to send payment for themselves.

  4. In the event that a Purchaser fails to pay the correct amount according to the schema above, or does not send the correct amount within the designated time period, the Committee reserves the right to ask for an additional payment in rectification, or to render the ticket void.

  5. By purchasing a ticket to the Event, Purchasers accept these Terms and Conditions.

  6. There shall be two types of tickets in accordance with the nature of highland dancing:

    1. The tickets shall be distinguished by the terms “Follower (traditionally female)” and “Leaders (traditionally male)”.

    2. Any labelling is purely for logistical purposes and does not reflect any prejudices.

 

 

  1. Ticket Returns, Refunds, Resales and Information Changes

 

  1. The ticket price is non-refundable.

  2. All purchasers must adhere to FIXR’s policy on ticket resale and transfer.

  3. It is the responsibility of the Purchaser to inform the Committee of any changes in their contact details (particularly email addresses).

  4. All ticket changes or refund enquiries should also be directed to oxfordcalsoc@gmail.com by the Purchaser.

  5. If any such change as listed above initially occurs without the knowledge of the Committee, both the ticket seller and buyer[s] may be refused entry to the Ball and their tickets will be forfeited without refund.

  6. The distribution of purchased FIXR barcodes/tickets without permission from the Committee is strictly prohibited and shall entitle the Committee to refuse entry.

  7. Proof of identity may be requested in order to confirm the identity of the ticket holder.

  8. No refunds will be made following non-attendance of the Ball under any circumstances.

 

 

 

  1. Wristbands and Dance Cards

 

  1. All tickets bought by a Purchaser will have an associated wristband and dance card.

  2. Dance cards and wristbands shall be allocated at the Event following a successful scan of the FIXR ticket barcode.

  3. In exceptional circumstances, postage may also be arranged.

    1. If the ticket is to be posted, it is the responsibility of Guests to provide delivery information to the Committee for the dispatch of wristbands and dance cards. This must be done in response to a request of such information by email which the Committee will send out within 3 weeks of the Ball.

    2. The Committee takes no responsibility for wristbands or dance cards lost after distribution to the Purchaser.

    3. Until the Guest receives their wristband and dance card, the Committee reserves the right to terminate the contract without prior notice.

    4. In the event that a wristband and/or dance card is discovered to have been handed out to anyone other than the designated Purchaser, the Committee reserves the right to render that ticket void.

 

 

  1. Obligations regarding the Nature of the Ball

 

  1. The Event is a “smart casual” affair.

    1. This could consist of any of the following for men: Shirt and Chinos; Shirt and Kilt; Shirt and Trews; Shirt and Jeans.

    2. Ladies are expected to wear smart trousers, jumpsuit, short dresses or skirts and where applicable, any corresponding top.

  2. It is the responsibility of individual Purchasers to conform with the dress code of the Event. Any Purchaser who is inappropriately dressed may be asked to leave and return appropriately changed.

  3. The Event is a highland dancing event. Although the Committee welcomes newcomers and less experienced reelers, it expects a minimum familiarity on the part of all ticket holders with the dances to be performed.

    1. These will likely include (but are not limited to): The Dashing White Sergeant, The Reel of the 51st Highland Division, The Eightsome Reel, The Foursome Reel, The Duke and Duchess of Edinburgh, The Duke of Perth, Hamilton House, The Inverness Country Dance (also known as Speed the Plow), and Mairi’s Wedding.

  4. It is the responsibility of the Purchaser to ensure that their own ability to reel is of an appropriate standard for the Event.

  5. The Committee will ensure that at least three dance practices will be take place in Oxford (exact location to be confirmed) in the weeks prior to the Ball. This will be done with a view to teach beginners and to re-familiarise any others of the dances to be performed on the night of the Ball.

  6. The Committee will ensure that the order of dance for the Ball will be published no later than one weeks before the Ball.

 

 

  1. Admission to the Event

 

  1. Admission to the Event shall be at such times and by such routes as the Committee decides.

  2. The Guest shall be notified of the specific time period and point of entry via email and/or by posting on the Event Page

    1. All relevant information shall also be published on the Event Page prior to the Event.

  3. Entry after the reasonable time period allocated shall be prohibited. Entry outside of this time period will only be permitted with prior written permission of the Committee.

  4. Entry will only be granted to Purchasers with the presentation of a valid FIXR ticket or worn wristband.

  5. Only valid FIXR tickets shall grant initial entry to the Event.

  6. Wristbands are solely used for the purpose of admitting re-entry to the Event via the second entrance point

  7. It should be noted that the primary entrance shall be locked after the time period allocated for entry.

    1. The Hall Fire Escape shall be open throughout the duration of the Event.

  8. Wristbands that appear to be false or have been tampered with shall not grant re-entry.

  9. The Committee reserves the right to inspect clothing, containers, bags and packages in the possession of Purchasers on entry and at any point during the Ball in order to ensure adherence with these Terms and Conditions.

    1. This is conditional to any reasonable suspicion of inappropriate behaviour.

  10. Use of the cloakroom is at the Purchaser’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 Venue.

  11. All ticket holders are required to vacate the premises at the end of the Event. 

 

 

  1. Safety, Security, and Liability

 

  1. To the greatest extent permitted under Law, the Committee, and its contractors will not be liable for any injury, loss, or damage to personal property suffered by any Purchaser during the Event.

  2. All Purchasers must comply with Health and Safety Laws and Regulations, and with instructions and rules given in this regard by the Committee, its contractors and the security team.

  3. Smoking is not allowed anywhere inside the Venue. The Health Act 2006 makes it illegal to smoke in the indoor public areas and partially enclosed spaces.

  4. The Committee and, by delegated authority, the security team reserve the right, with reasonable cause, to refuse entry or remove any Purchaser from Event without refund. Reasonable causes include, but are not limited to:

    1. A Purchaser being incapacitated by alcohol;

    2. A Purchaser being under the influence of or in possession of any illegal substance;

    3. A Purchaser not being in possession of a wristband and a photographic ID with a name matching our database;

    4. A Purchaser being in possession of a prohibited item. These include but are not limited to:

      1. Alcohol other than that provided by the Event

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

      3. Weapons, or any item that could be considered a weapon;

      4. Fireworks;

      5. Any substances whose possession is prohibited by Law.

    5. A Purchaser attempting to:

      1. Willfully cause damage to any Venue or Event infrastructure;

      2. Unlawfully remove any item not belonging to them from the premises;

      3. Interfere with the Committee, its contractors, and the security team in the exercise of their powers, functions and/or duties;

      4. Interrupt any event or entertainment;

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

      6. 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;

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

      8. Enable someone without a valid ticket, or who has been previously refused entry or removed from the Event, to enter the Event by any means.

 

  1. Disabilities and Allergies

 

  1. Purchasers who are likely to require special measures should contact the Committee at least a month before the Ball (at oxfordcalsoc@gmail.com) such that adjustments can be made to ensure they enjoy as much of the evening and entertainment as possible.

  2. Purchasers should be aware that:

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

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

    3.  Purchasers with allergies should specify these to the Committee at least three weeks before the Ball (at oxfordcalsoc@gmail.com).

 

 

 

  1. Data Protection

 

  1. Information regarding Guests will be dealt with in accordance with the Data Protection Act 1998:

    1. We will not pass your information onto third parties without your express consent;

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

  2. There will be photographers operating during the Event. By purchasing tickets, the Guests 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.

 

 

 

  1. Amendments and Cancellations

 

  1. The Committee reserves the right to amend the order of dance, or any aspects of the entertainment at any time and without prior notice, including during the Ball itself.

  2. 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: The overthrow of the monarchy of the United Kingdom of Great Britain and Northern Ireland by forces foreign and/or domestic; 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; outbreak of the bubonic plague.

 

 

Agreed by the Oxford Caledonian Society Committee 2022-2023 on Tuesday, 4th November 2022.

 

President:         Hamish Fraser (New College)


Committee:     Polly Brown  (Oriel College)

                           Martha Rigby (Queen's College)

                           Ralph Ellison (St Edmund Hall)

                           Angus Barrett (Magdalen College)

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