This document lays out the Terms and Conditions for the purchase of tickets to the Fitzwilliam College Winter Ball 2018 (hereafter “the Ball”). The Ball will, subject to the conditions laid out below, take place on the Thursday 29th November, 2018. The Agreement is between the principal ticket purchaser (hereafter “applicant”, until the application is successful and “ticket holder” thereafter) and the 2018 Ball Committee (hereafter “the Committee”). The Principal applicant, when purchasing tickets for guests as well, will also submit to this agreement on behalf of the guests. Attendees are deemed to have accepted the terms and conditions contained within this document. In the event of any dispute ,the decision of the Committee is final. Failure to adhere to these terms and conditions can lead to, amongst other things, an application being refused or voided, tickets being cancelled, entry to the Ball refused or the guest being ejected from the Ball.

Purchase of tickets

All ticket purchases must be made online by the applicant using the QPay ticketing system. Applicants must be members of the University of Cambridge. For the purchase, the applicant will be required to give their active CRSID, email address and phone number. By making a purchase, the applicant agrees to have his or her details stored electronically. The details shall under no circumstances be passed onto any third party, except to our ticketing contractors, QPay, and shall remain confidential. Tickets are purchased online by credit or debit card, including a small additional processing fee.


Each applicant may buy up to two additional tickets for their guests, who must be bona fide acquaintances of the applicant. These guests are not required to be members of the University of Cambridge. The applicant will be required to submit each guest’s email address and phone number when purchasing guest tickets.

Ticket administration

Following the purchase of tickets, each guest will be required to download the QPay app. The app must be downloaded on the telephone linked to the mobile number submitted to QPay. On the app, each guest will receive an electronic ticket with a unique (‘one time use’) barcode which will be scanned at the time of entry to the Ball.

Website and ticketing platform

The Committee does not guarantee that all content and/or online services offered through the website and ticketing system will always be available or be uninterrupted, timely, secure or free from bugs, viruses, errors and omissions. The Committee is not responsible for any loss or damage occurring through use or interruption of the site or ticketing system. The website, the ticketing system and their content are delivered on an "as-is" and "as-available" basis.

Transfer of Tickets

Following the purchase of tickets, ticket holders can transfer tickets for a small name change fee. The name change must be carried out using the QPay ticketing system. Under no circumstances may tickets be sold for profit.

Under 18s

All guests must be over the age of 16 on the night of the Ball to gain entry. Each guest must provide an acceptable form of ID, regardless of age - see the section ‘Forms of ID’ above for permitted ID types. Those who are aged 16 or 17 on the night of the ball will be issued an ‘under 18s’ wristband, which will prevent them from being served alcohol. Should a guest aged 16 or 17 consume any alcohol at the Ball, or attempt to do so, they will be ejected from the Ball and dealt with severely by our large professional team of security staff.

Entry to the Ball

All ticket holders will need to show proof of membership of the University of Cambridge to gain entry to the Ball. For students, the only acceptable form of proof is a Cambridge University Card (CamCard). In addition to this, ticket holders and their guests must show photographic ID. For acceptable forms of photographic ID, see the section ‘Forms of ID’ below.

Wristbands will be issued on entry to the Ball. Wristbands must be worn and kept visible at all times during the Ball. During the Ball, you may be asked by security staff, a member of the Committee or Ball workers to present your wristband- failure to do so will result in you being ejected from the Ball immediately. Any attempt to tamper with the wrist band (e.g. attempting to remove or transfer it during the Ball) will result in you being ejected from the Ball.

Bag searches will be in operation: failure to comply will result in entry to the Ball being refused without a refund.

Forms of ID

All ticket holders must show a valid form of photographic ID to gain entry to the ball. Valid forms of photographic ID are limited to: passport, driving licence, national identity card.


If ejected, guests will not be readmitted to the Ball under any circumstances.

Dress code

Acceptable attire is White Tie, Black Tie or national dress. Sports blazers and trainers are not permitted. The dress code will be strictly enforced and those who are not properly attired may be refused entry into the Ball.

Safety and Security

The Committee reserves the right to act as it deems necessary in the interest of safety and security. In order to maintain safety and security in the Ball, the Committee reserves the right to eject any person from the Ball and to take whatever further action they think appropriate. Grounds for such exclusion include violent, loud, indecent, illegal or immoral behaviour, excessive intoxication or possession of illegal drugs.

The Committee reserves the right to terminate attendance of the Ball as a whole in the interest of guests’ safety.

Unauthorised/Fraudulent Entry to the Ball

Any person found inside the Ball, or attempting to enter the Ball, without a valid ticket and wristband, or via any entrance other than the official route, will be dealt with severely by our professional security staff. They will be added to the Ball Presidents’ Committee gatecrashers list, which prevents entry to all future Cambridge Balls.

Loss, Theft, Injury or Damage

Other than negligence by the Committee, Fitzwilliam College, its agents or staff, you and your guest(s) will be responsible for any loss, theft, injury or damage attributable to you or your guest(s).

The Committee, Fitzwilliam College, its agents and staff will not be responsible for any injurious act or omission of any person attending the Ball, unless, and to such extent as, such act or default should have been foreseen and avoided by the exercise of due care on the part of the Committee.

The Ball accepts no responsibility for lost or stolen belongings of Ball guests, including in the Ball cloakroom.

Menu and Entertainment

The committee reserves the right to amend the menu and entertainment at any time and without prior notice, including during the Ball.

Disabled access

We are committed to making the Ball accessible to everyone, but, due to the nature of the event, some areas may be unavoidably inaccessible.

Data Protection Act

We will deal with your information in accordance with the Data Protection Act 1998. We will not pass your information to third parties without your express consent. Your information will only be used for the purpose of the Ball. By purchasing tickets you agree to this. There will be photographers on site during the Ball. By purchasing tickets you are accepting that photographs may be taken of yourself in the Ball and that these may be released into the public domain, such as being published on the website, for journalistic purposes and for a memento of the event. The copyright of these photographs will be retained by the Committee. The Committee reserves the right to photograph people ejected from the Ball.


As an attendee of the Ball you shall have the responsibility to abide by all rules and direction given by the Committee, security staff and agents. The primary ticket holder is responsible for ensuring that their guest(s) are aware of and have a full understanding of all terms and conditions.

Refund policy

Ticket refunds will not be offered in any circumstances, including in the unlikely event of the cancellation of the ball.


The Committee reserves the right to amend, add and/or replace any of these terms and conditions; any such alteration will be published on the Fitzwilliam College Winter Ball website prior to the Ball.

Food Allergy Disclaimer

It cannot be guaranteed that every allergen in the food served throughout the Ball will be identified and/or labelled. Ticket holders who are concerned with food allergies need to be aware of this risk. The Committee will not assume any liability for adverse reactions to food consumed, or items one may come in contact with while attending the Ball. It is the responsibility of all ticket holders to ask for information about the ingredients within the food served throughout the Ball. The ticket holder can ask for this information at each individual food stand.