Peterhouse May Ball 2017

Terms & Conditions

This document lays out the Terms and Conditions for the purchase of tickets to the Peterhouse May Ball 2017. The May Ball will, subject to the conditions laid out below, take place on the 23 June, 2017.
The Agreement is between the principal ticket purchaser (hereafter “applicant”, until the application is successful and “ticket holder” thereafter) and the Peterhouse May Ball 2017 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.
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.

Eligibility for Ticket Purchase and Admission to the Ball

  • Only current members of Peterhouse, Peterhouse Alumni, current members of the University of Cambridge may purchase tickets, or those seconded by a member of the Committee. Guests must be bona fide acquaintances of the applicant, but need not be connected with the University. Tickets may be transferable subject to the conditions listed below and at the discretion of the committee. All guests must be aged eighteen or over on the night of the Ball.
  • Admission to the May Ball is by valid ticket only, plus photographic ID: only driving license or passport will be acceptable. This must prove the ticket holder is 18 years of age or over on the night of 23 June 2017.
  • Individuals listed on the May Ball Presidents’ Committee gatecrashers list will not be able to purchase tickets or be named as a guest, even if they meet the above criteria.
  • Peterhouse Alumni who wish to attend the Ball must register interest with Holly Ashcroft, at the Development Office, by Friday 6th January. Only Alumni who register interest will have access to tickets on the online site, and only through the email given to Holly Ashcroft. Please note that registering interest does not automatically guarantee a ticket. Alumni will have exclusive access to specific VIP tickets.

Ticket types and purchase

  • All tickets are subject to these terms and conditions.
  • All ticket types only allow entry into the ball site proper exclusively between 9:00pm and 10:30pm, unless specifically specified.
  • All current Peterhouse members have the right to purchase up to two tickets initially (‘round one’), at the standard prices. The option to buy an additional four tickets (‘round two’) will be opened four days after round one, unless and until tickets are sold out.
  • Ticket sales to Peterhouse alumni and to those seconded by the Committee open with round two. Peterhouse alumni will be permitted to purchase up to two tickets.
  • Ticket sales to all University members (‘round three’) will open two days after round two. University members will be permitted to purchase up to two tickets.
  • Any purchase must be made online through the ticketing system. For the purchase, an active CRSid will be required or other authorized email address as agreed by the Committee. 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 for our ticketing contractors, Cashew, and shall remain confidential.
  • Tickets are purchased online by card, including a small additional card charge.

Champagne reception, Queue Jump, and VIP tickets

  • A limited number of champagne reception tickets are available to students who wish to enjoy a champagne reception just prior to the Ball’s opening. Champagne ticket holders will be in a restricted area inside the Ball area prior to its start, and will be permitted to enter the Ball at 9pm, before any other guests. These are allocated on a first-come-first-served basis.
  • A limited number of queue jump tickets will be allocated on a first-come-first-served basis. These are allocated on a first-come-first-served basis.
  • VIP tickets grant holders a champagne reception in the Master’s Lodge prior to the Ball, entry to the Ball and a special VIP area during the Ball. These ticket types are only open to Alumni.
  • Dining tickets are by invitation only, and are subject to these terms and conditions.

Transfer of Tickets

  • Following the sale of tickets, ticket holders can change the names on their tickets for free. From one month before the Ball, the names cannot be changed, unless under the discretion of the Committee, for which an administrative fee may be charged.
  • The primary ticket holder must always be an individual who is a member of the University of Cambridge, a Peterhouse alumnus, or an individual seconded by the Committee.
  • Transfer of tickets is made through the online ticket system.
  • Transfer of any payment for any ticket transfers is the sole responsibility of the ticket holder.
  • Under no circumstances may tickets or guest tickets be sold for profit. Tickets may only be sold for at most the advertised cost price, and only to bona fide acquaintances of the ticket holder. Anyone found in breach of this condition, either having sold tickets or guest places for profit, or attempting to make such a sale, will have ALL their tickets cancelled without refund, and will be refused admission to the Ball.

Ticket administration

  • Confirmation of your purchase will be through an emailed receipt, and your account on the ticketing website will be updated accordingly.
  • Tickets will be in the form of a paper ticket, including a unique barcode linked to the ticket holder’s name. The primary ticket holder is responsible for the collection of all tickets linked to their account, including any guest tickets.
  • Details of ticket collection will be circulated prior to the Ball, and arrangements made for those unable to collect their ticket in person. ID must be provided when collecting tickets, in addition to at entry to the Ball..

Entry to the Ball

  • The unique barcode will be scanned at entry to the Ball, and cross-checked with the photographic identification of the ticket holder. Once scanned successfully, the ticket holder will be given a wristband which grants entry to the Ball.
  • Anyone found to have tampered with the ticket, the barcode and other security measures on the ticket will be refused entry to the Ball, and no refund will be provided.
  • The Committee reserves the right to refuse admission, to alter the programme and menu without notice, and act as it deems necessary in the interest of safety and security.
  • Wristbands will be issued at the gate; these must be worn and kept visible at all times while in the Ball. During the Ball, you may be asked by security staff, a member of the Committee or Ball workers to present your wrist band, failure to do so will result in you being ejected from the Ball immediately.
  • Any attempt at tampering with the wrist band (e.g. attempting to remove it during the Ball) will result in you being ejected from the Ball.
  • Guests will not be readmitted to the ball under any circumstances.

Dress code

  • The only acceptable attire is White Tie, Black Tie or national dress. Sports blazers 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 behavior, excessive intoxication or possession of illegal drugs. Any breach of these Terms and Conditions will be seen as requiring positive action in order to preserve the security of the Ball. The Committee reserves the right to terminate attendance of the Ball as a whole in the interest of guests’ safety.
  • The Ball accepts no responsibility for lost or stolen belongings of Ball guests, including in the Ball cloakroom, or for financial compensation in the event that removal of a guest from the Ball is required. The Committee reserve the right to photograph people 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.

Unauthorized 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 and may receive a fine from the Ball. They will be added to the May Ball Presidents’ Committee gatecrashers list, which prevents entry from any future May Balls.


  • Except where specifically designated, the Ball is a non-smoking event. You and your guest(s) will not be permitted to smoke during the Ball except where this is explicitly allowed.

Menu and Entertainment

  • The Committee reserves the right to amend the menu and entertainment at any time without prior notice.

Loss, Theft, Injury or Damage

  • Other than negligence or breach of duty by the Committee, Peterhouse, 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, Peterhouse, its agents and staff will not be responsible for any injurious act or default 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 and diligence on the part of the Committee.

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.


  • 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.

Cancellation or Curtailment

  • If the Ball or any aspect of the Ball has to be cancelled or curtailed owing to unforeseeable circumstances or circumstances beyond our reasonable control, no part of the ticket price will be refunded.

Acceptance of Terms and Condition

  • 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.


  • 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 Peterhouse May Ball website prior to the Ball.

Food Allergy Disclaimer

  • It cannot be guaranteed that every allergen in the food served throughout the Peterhouse May Ball 2017 will be identified and/or labeled, 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 Peterhouse May Ball 2017.
  • It is the responsibility of all ticket holders to ask for information about the ingredients within the food served throughout the Peterhouse May Ball. The ticket holder can ask this information at each individual food stand.
  • It is the responsibility of ticket holders with Dining tickets to notify the Development Office of all dietary requirements by the deadline given by the Office.