The Christmas Ball: Santas Grotto & Disco

The Christmas Ball – Terms & Conditions

(Version: October 2025)

These Terms and Conditions (“T&Cs”) apply to all tickets purchased and attendance at The Helpers’ Christmas Ball (“the Event”) organised by [Insert Organisation Name] (“the Organiser”).
By purchasing a ticket, entering the venue, or participating in the Event, you agree to comply with the following terms.

1. General Event Terms

1.1. The Event will take place on Sunday 14 December 2025 at Awesome Christmas, 93 Guilford Street, London WC1N 1DN (“the Venue”).
1.2. Tickets are issued subject to the rules and regulations of the Venue. Please familiarise yourself with these before attending.
1.3. The Organiser reserves the right to alter or vary the programme or activity schedule due to operational requirements, safety considerations, or circumstances beyond its control, without being obliged to refund monies or exchange tickets.
1.4. The Venue reserves the right to refuse admission, and may conduct security checks to ensure the safety of all patrons.
1.5. Every effort will be made to admit latecomers at a suitable break, but entry cannot be guaranteed once the event begins.
1.6. The Venue may operate a No Smoking Policy.
1.7. Tickets are issued for personal use only. Re-sale or transfer for profit or commercial gain by anyone other than the Organiser, Venue management, or DesignMyNight (WFL Media Ltd) will render the ticket void, and entry may be refused.

2. Ticketing, Refunds & Cancellations

2.1. Please check your tickets carefully as mistakes cannot always be rectified.
2.2. All ticket sales are final and non-refundable, except where the event is fully cancelled by the Organiser.
2.3. If the Event is cancelled or postponed, please contact the Organiser for refund or rescheduling information. Refund limitations may be set by the Venue or ticketing partner. It is the ticket holder’s responsibility to confirm any rearranged dates or times.
2.4. If the Event is postponed due to force majeure (including severe weather, public safety risks, or government restrictions), all tickets will automatically transfer to the rescheduled date.
2.5. Refunds are not available for dissatisfaction with entertainment, gifts, or event activities once delivered as described.
2.6. Tickets cannot be exchanged or refunded after purchase unless explicitly stated by the Organiser.

3. Child Safety & Safeguarding

3.1. Children under 16 years must be accompanied by a responsible adult (18+) at all times.
3.2. All team members working with children hold valid DBS (Disclosure and Barring Service) checks.
3.3. A Safeguarding Lead will be present on-site; any child safety or welfare concerns should be reported immediately to staff.
3.4. Parents/guardians remain responsible for their children’s supervision, conduct, and safety throughout the event, including in queues and activity zones.
3.5. Photography or filming of individual children by the Organiser will only occur with written parental consent; general crowd images may be used for marketing.

4. Health, Food & Allergies

4.1. Food and drink supplied by independent vendors may contain allergens. The Organiser and Venue cannot guarantee a nut-free or allergen-free environment.
4.2. Attendees with allergies must inform vendors directly of their dietary needs. The Organiser accepts no liability for allergic reactions or illnesses related to food consumption.
4.3. A first-aid qualified team member will be on-site throughout the event.

5. Property, Personal Belongings & Liability

5.1. All personal items are the responsibility of attendees. The Organiser, Venue, and DesignMyNight accept no responsibility for loss, theft, or damage.
5.2. Any property left unattended may be removed for security reasons.
5.3. Guests participate in all event activities (including inflatables, disco, and games) at their own risk.
5.4. The ticket holder voluntarily assumes all risks and dangers incidental to the event, whether occurring before, during, or after attendance.
5.5. The ticket holder voluntarily agrees that the management, venue, event participants, DesignMyNight (WFL Media Ltd), and their respective agents, officers, directors, and employees are expressly released from any and all claims arising from such causes.

6. Photography, Filming & Media

6.1. The Event will be professionally photographed and filmed for marketing and archival purposes.
6.2. By attending, you consent to the use of your likeness and general imagery in marketing materials, social media, and press publications.
6.3. Guests who prefer not to be filmed or photographed must inform staff upon arrival and will be provided with an identifier (e.g., wristband).

7. Accessibility & Special Needs

7.1. The Venue is wheelchair accessible and includes accessible toilets.
7.2. The Organiser offers sensory-friendly time slots for SEND families.
7.3. Accessibility requests should be submitted via email at least 72 hours before the event date.

8. Behaviour & Conduct

8.1. The Organiser maintains a zero-tolerance policy for antisocial, abusive, or unsafe behaviour.
8.2. Any attendee found acting inappropriately, endangering others, or breaching safeguarding rules may be removed from the event without refund.
8.3. Security and staff directions must be followed at all times.

9. Age Restrictions

9.1. The Event is open to families with children.
9.2. Certain evening or VIP areas (if applicable) may be restricted to guests aged 18+, and valid photo identification may be required for entry.

10. Governing Law

10.1. These Terms and Conditions are governed by the laws of England and Wales.
10.2. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

By purchasing a ticket or attending the Event, you confirm that you have read, understood, and agree to these Terms & Conditions.