Terms and Conditions
Introduction
These terms and conditions govern the sale and resale of tickets to the Event, and admission to the Event.
Definitions
“Event” means the event known as “UK PonyCon 2024”, scheduled to take place on 5th and 6th October 2024.
“Venue” means Nottingham Trent University, located on Goldsmith Street, Nottingham, England.
“We”, “us”, “our” and “the Organiser” mean UKPC Events Ltd, a company limited by guarantee registered in England and Wales with company number 10652501 and registered office at Jubilee House, East Beach, Lytham St. Annes, England, FY8 5FT.
“You” and “your” mean you as the ticket holder and/or purchaser.
“Personal Assistant” means a person who is supporting and accompanying a disabled person in order to allow them to make the most of their ticket. The support and its frequency will vary on a case-by-case basis, however typical activities for a Personal Assistant include providing support with communication, physical mobility, mental health and/or personal care.
“Premium Ticket” means a Bronze, Silver or Gold Sponsor Ticket that provides additional benefits over and above the standard admission tickets to the Event.
“Child Ticket” is for a person aged between 5 and 13 years inclusive at the start of the Event
“Adult Ticket” is for a person aged 14 years or over at the start of the Event
A “Pass” is the lanyard and badge received upon arrival at the Event in exchange for your ticket.
“Cancellation” means the event is cancelled in its entirety without a replacement date, or intent to establish a replacement date.
“Postponement” means changing the dates and/or Venue of the Event.
“Material Changes” are selected changes to the nature of the event, as qualified later in this document.
“Special Guest” means any individual or group named in promotional material for the Event, including but not limited to our website, social media, printed material and email newsletters, who We reasonably expect will be involved in the Event and their inclusion in promotional material is done in order to promote sales of tickets to the Event.
Sale of Tickets
Tickets are exclusively available to buy online via our website at https://www.ukponycon.co.uk.
Tickets are not available to buy in-person, over the phone, by post, by email or on the door at the event.
We accept payment via credit and debit cards, including Visa, Mastercard, American Express, Discover and Maestro via our payment processors PayPal and Stripe. A PayPal account is not required to pay by card.
There are no surcharges associated with any payment method.
Follow these instructions to place an order:
Browse the website and add the items you want to your cart. Some items may require you to select one or more options or provide extra information (such as size, design or names).
You can check what's in your cart by clicking the cart icon on the main menu. You can also amend quantities and remove items from this page.
When you are ready to place your order, go to the Cart page and then click the Checkout button.
You will be prompted to enter your email address and billing address.
Choose to pay by card or by PayPal. Enter your card details or click “Pay With PayPal”. A popup window will appear where you can sign in to your PayPal account. Follow the instructions provided by PayPal. You will not be charged until you click the Purchase button later in the flow.
Then you will be directed back to the checkout page, with the option to review your order details, the terms of service and privacy policy.
Place your order by clicking the “Purchase” button. This will charge your card or PayPal account.
You can abandon your purchase at any time before clicking the “Purchase” button without being charged.
Once placed you will receive an email confirming receipt of your order. Please check the email carefully for any errors. If there are any problems, please contact us by email at store@ukponycon.co.uk as soon as possible so that we can resolve them.
The order confirmation email is not your ticket. You will receive a separate email containing your tickets. You must present the tickets upon arrival at the Event to exchange for your Pass. You may print it or show it on a mobile device.
Your order and all correspondence relating to your order must be in English.
If you have any queries relating to purchasing tickets, please contact us by email at store@ukponycon.co.uk
All ticket sales are final, with no right for cancellation or refund, except in the limited circumstances described later in these terms and conditions.
Some tickets include physical goods. The following additional terms apply to purchases of such tickets:
The goods will be available for collection at the Event.
The goods will not be delivered to you.
If you do not collect the goods, you may request by emailing store@ukponycon.co.uk no later than 30 days after the end of the Event for a quotation for packaging and posting the goods to you. If we provide a quote and you accept it, you must make payment within the stated time frame. In some circumstances we will not be able to provide this service.
If you do not collect the goods, and either you do not request a quotation for packaging and posting the goods to you, you reject our quotation, or you do not complete payment within the stated time period, you forfeit your right to the goods and you will receive no refund or compensation.
If you receive goods that are faulty, not as described or not fit for purpose, we ask that you notify us immediately in-person so that we can promptly rectify the situation by repairing, replacing or offering a proportionate refund reflecting the value of the physical goods portion of the ticket. If you are unable to notify us in person or only learn of the issue after the end of the Event, please notify us via email at store@ukponycon.co.uk and we will take remediation action.
Sale of Physical Goods for Delivery
The information in this section applies only for orders that are for physical goods for delivery.
Delivery
All orders will be posted within 5 working days from the UK via Royal Mail. You will receive an order dispatch email when your order has been posted.
The postage cost depends on the delivery country and the option selected. The actual amount will be shown at checkout before placing your order.
UK PonyCon is not responsible for any import fees that you may be required to pay. Please check with your local government whether any fees may be applicable before placing an order.
We may restrict delivery to selected geographic regions. If you place an order for delivery to an unsupported region, we will cancel and refund your order.
Payment Options
We accept payment via credit and debit cards, including Visa, Mastercard, American Express, Discover and Maestro, and via PayPal accounts, via our payment processors PayPal and Stripe. A PayPal account is not required to pay by card.
How to place an order
Browse the website and add the items you want to your basket. Some items may require you to select one or more options (such as size or design).
You can check what's in your basket by clicking the Basket link on the main menu. You can also amend quantities and remove items from this page.
When you are ready to place your order, go to the Basket page and then click the Checkout button.
You will be prompted to enter your email address, delivery address, billing address (if different), select a delivery option and review the order.
Choose to pay by card or by PayPal. Enter your card details or click “Pay With PayPal”. A popup window will appear where you can sign in to your PayPal account. Follow the instructions provided by PayPal. You will not be charged until you click the Purchase button later in the flow.
You will see a summary of your order where you can confirm that you still want to place it. You can abandon the process here if there is a mistake or you no longer want to place the order.
Once placed you will receive an email confirming receipt of your order. Please check the email carefully for any errors. If there are any problems, please contact us by email at store@ukponycon.co.uk as soon as possible so that we can resolve them.
You will receive a further email when your order has been dispatched
Orders must be placed in English.
Your right to cancel and refunds - orders for merchandise
The cancellation terms below do not affect your statutory rights.
Right to cancel
You have the right to cancel this contract within 14 days without giving any reason.
The cancellation period will expire after 14 days from the day on which you acquire, or a third party other than the carrier and indicated by you acquires, physical possession of the goods.
To exercise the right to cancel, you must inform us of your decision to cancel this contract by a clear statement (e.g. by email to store@ukponycon.co.uk or by post to our registered office). You may use the model cancellation form below, but it is not obligatory.
To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.
Effects of cancellation
If you cancel this contract, we will reimburse to you all payments received from you, including the costs of delivery (except for the supplementary costs arising if you chose a type of delivery other than the least expensive type of standard delivery offered by us).
We may make a deduction from the reimbursement for loss in value of any goods supplied, if the loss is the result of unnecessary handling by you.
We will make the reimbursement without undue delay, and not later than-
(a)14 days after the day we receive back from you any goods supplied, or
(b) (if earlier) 14 days after the day you provide evidence that you have returned the goods, or
(c) if there were no goods supplied, 14 days after the day on which we are informed about your decision to cancel this contract.We will make the reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of the reimbursement.
You shall send back the goods or hand them over to us without undue delay and in any event not later than 14 days from the day on which you communicate your cancellation from this contract to us. The deadline is met if you send back the goods before the period of 14 days expired.
You will have to bear the direct cost of returning the goods.
Items that are faulty, not as described or not fit for purpose
Please notify us as soon as possible if the items received are faulty, not as described or not fit for purpose.
If we ask you to return the items to us, we will reimburse you the reasonable expenses of returning via standard postage upon production of a receipt. Reimbursement of postage expenses will be made at the same time as reimbursement for the purchase of the items.
Model cancellation form
To UKPC Events Ltd (Jubilee House, East Beach, Lytham St. Annes, England, FY8 5FT, store@ukponycon.co.uk):
I/We [*] hereby give notice that I/We [*] cancel my/our [*] contract of sale of the following goods,
Ordered on [*] / received on [*],
Name of consumer(s),
Address of consumer(s),
Signature of consumer(s) (only if this form is notified on paper)),
Date
[*] Delete as appropriate.
Event Cancellation, Postponement and Material Changes
You acknowledge that we will make best efforts to run the event as planned and advertised, however it may become necessary for us to cancel, postpone or make changes to the event, potentially at short notice.
In no case will we be responsible for any additional costs you may incur as a result of a Cancellation, Postponement or Material Change, such as accommodation or travel costs.
In the case of Cancellation, we will:
Publish notice of the cancellation on our website and social media accounts.
Notify you by email of the cancellation and inform you of your options.
Attempt to refund all tickets via the original payment method within 30 days of announcing cancellation of the event.
If we are unable to issue you with a refund, we will contact you via email and provide you with 60 days to agree to an alternative refund method (UK bank transfer or PayPal transfer).
If we are unable to issue you with a refund and you do not respond to our requests for an alternative refund method or we are unable to agree with your request for an alternative refund method, we will cancel your tickets and donate the value of your ticket to the Riding for the Disabled Association Incorporating Carriage Driving, a charity registered in England & Wales (No 244108) and Scotland (No SC039473).
If we make a donation to charity in place of a refund, we will notify you via email.
In the case of Postponement, we will:
Publish notice of the postponement on our website and social media accounts.
Notify you via email of the postponement and inform you of your options.
Endeavour to establish the new dates and Venue for the event at the time of Postponement, however you acknowledge this may not be possible, in which case the timescales below relate to the time from when the new date and Venue are published.
Automatically transfer your ticket to the closest equivalent ticket for the new date and Venue.
Provide you with 60 days to request a refund instead of a transfer. Requests after this date will be refused.
If we receive a request for a refund, we will issue it to the original payment method within 30 days. If we are unable to issue you with a refund, we will contact you via email and provide you with 60 days to agree to an alternative refund method (UK bank transfer or PayPal transfer).
If you request a refund and we are unable to issue you with a refund and you do not respond to our requests for an alternative refund method or we are unable to agree with your request for an alternative refund method, we will cancel your tickets and donate the value of your ticket to the Riding for the Disabled Association Incorporating Carriage Driving, a charity registered in England & Wales (No 244108) and Scotland (No SC039473).
If we make a donation to charity in place of a refund, we will notify you via email.
We may need to make Material Changes to the event, potentially at short notice.
The following changes are considered Material Changes:
Changing the Venue of the Event
Complete cancellation of the events and activities programme
Complete cancellation of the stalls area
Reduction to the duration of the event in excess of three hours per day
Changes to the start and/or end times of each day in excess of two hours of the originally published times
The following changes are not considered Material Changes:
Changing the spaces used within the Venue’s overall site
Cancellation, rescheduling or substitution of one or more individual events, activities
Cancellation of Special Guests, or changes to the format, times, duration or number of their appearances and/or activities at the Event
Cancellation or substitution of one or more stalls
Reduction to the duration of the event not exceeding three hours per day
Changes to the start and/or end times of each day of the event not exceeding two hours of the originally published times.
Adverse weather conditions
Minor changes to comply with legal or venue Covid-19 risk mitigation measures
Our opinion is the final opinion of whether a change constitutes a material change.
Only notices of changes specifically marked as “material changes” may trigger this policy.
In the case of a material change, we will:
Publish notice of the material change on our website and social media accounts.
Notify you via email of the material change and inform you of your options.
If you have not attended the event, provide you with the option for a full refund.
If you have attended a portion of the event, make an offer for a refund with consideration for the impact of the material change on your overall experience.
Set out a time period in which you must respond to claim your refund.
If we receive a request for a refund, we will issue it to the original payment method within 30 days. If we are unable to issue you with a refund, we will contact you via email and provide you with 60 days to agree to an alternative refund method (UK bank transfer or PayPal transfer).
If you request a refund and we are unable to issue you with a refund and you do not respond to our requests for an alternative refund method or we are unable to agree with your request for an alternative refund method, we will cancel your tickets and donate the value of your ticket to the Riding for the Disabled Association Incorporating Carriage Driving, a charity registered in England & Wales (No 244108) and Scotland (No SC039473).
Covid-19 Risk Mitigation Measures
You acknowledge that regulations concerning Covid-19 risk mitigation are subject to change and regularly revised, and therefore we cannot confirm what these will be at the time of entering into the contract.
You acknowledge that the Covid-19 risk mitigation measures may adversely affect your experience of the event.
We will follow legal and Venue requirements for the running of a safe event.
By attending the event, you agree to comply with all Covid-19 risk mitigation measures that we take.
The Covid-19 risk mitigation measures may include, but are not limited to:
Registration of contact tracing details
Wearing of face coverings
Social distancing
Requiring evidence of vaccination or exemption from a medical professional
Requiring evidence of a recent negative test, which may be of a prescribed type of test
Changing provision of food and drink
Limiting capacity of specific areas of the Event
Requiring registration to participate in or spectate events or activities within the Event
Make changes to planned events and activities
Covid-19 Ticket Promise
Notwithstanding the above, should the Event take place but you are not able to attend the Event for one of the reasons listed below relating to Covid-19, you may request a refund of your ticket.
Valid reasons under this policy:
Covid-19 related travel restrictions forbidding your travel to the Event, or otherwise making it impractical to travel
Covid-19 related travel restrictions changing during the Event that lead you to curtail your attendance at the Event
A requirement for you or a member of your travel party to self-isolate in relation to Covid-19, such that it prevents you from attending the Event or to curtail your attendance at the Event
You or a member of your travel party testing positive for Covid-19 in the seven days prior to the Event, such that you do not attend the Event or to curtail your attendance at the Event
Excluded reasons under this policy:
If Government regulations or guidance relating to events changes, for example to require evidence of vaccination or recent negative test, and you are unable to provide this.
If the Event is Cancelled, Postponed or Materially Changed (refer to separate section)
For the purposes of this policy, “curtail” means that you attended the Event for a significantly shorter time than you had planned, for example, you purchased a weekend ticket and only attended on the first day.
Requests shall be made by email to store@ukponycon.co.uk containing the details of your ticket, why you cannot attend, and if your order was for multiple tickets, whether this request is for some or all tickets for the order.
Requests should be made as soon as it is known that you are unable to attend and in any case no later than 14 days after the end of the Event.
If you have a weekend ticket and curtail your attendance on the second day, the refund or transfer will be reduced to reflect the whole number of days that you attended the Event.
We are not responsible for any other costs you may incur should you cancel or curtail your attendance at the Event, such as for travel and accommodation.
Resale and Transfer of Tickets
Except as expressly permitted below, resale and transfer of tickets is strictly forbidden.
You may transfer your tickets to to a new ticket holder, provided that all of the conditions below are met:
The ticket has not been used to gain admission to the Event.
If money is exchanged, the amount is no greater than the face value of the tickets.
All tickets that formed part of the order are transferred to the new ticket holder (part transfers are not permitted).
The transfer is between private individuals.
The tickets may only be transferred once.
You make the new ticket holder aware that they will be bound by these terms and conditions in their entirety, and the new ticket holder agrees to them.
You notify us by emailing store@ukponycon.co.uk with the details of your original ticket purchase and the name and email address of the new ticket holder.
Once a ticket has been transferred:
For anti-money laundering protection, under no circumstances will we issue a refund to the new ticket holder
For the protection of the new ticket holder, we will not accept any requests from you for a refund.
If you attempt to reverse your payment to us, for example by opening a chargeback, we will cancel the tickets and notify the new ticket holder.
If we cancel the ticket as a result of an attempt to reverse the payment to us, the new ticket holder acknowledges that they will not be admitted to the Event and will not be due any compensation from us.
Tickets cannot be used for any promotion, advertising, fundraising, auction, raffle or any other similar commercial or non-commercial purposes.
Tickets cannot be used as a prize (or part of a prize) in any contest, competition, (promotional) game of chance, lottery or sweepstake.
Tickets resold or transferred in methods other than expressly permitted may be cancelled without refund, compensation, or notice.
Entry Conditions
All attendees must be in possession of a ticket obtained in accordance with these terms and conditions to gain admission to the event, with the exception of children aged 4 years and under at the start of the event, who do not require a ticket.
Failure to satisfy these conditions on entry or at any point during the event may result in your tickets being revoked, Passes recovered, asked to leave the event, and prohibited from re-entry without refund or right to compensation.
Upon first arrival, your ticket will be verified and exchanged for a lanyard and badge, together known as a Pass.
The Pass remains the property of us until the end of the Event and we will require you to return your Pass should we require you to leave the event.
The Pass must be visible at all times within the event space, and you must present the Pass when requested to do so by a member of our team or our agents or representatives.
Once issued, a Pass must not be transferred to another person.
Child tickets may only be used by people aged 13 years and under at the start of the Event.
Adult tickets may only be used by people aged 14 years and over at the start of the Event.
Attendees aged 13 years and under must be accompanied by an attendee aged 18 years or over at all times.
Attendees aged 14 or 15 years must be accompanied by an attendee aged 18 years or over between 18:00 and 23:00 on the Saturday evening of the event.
All attendees must, on request by us or our agents, submit to a bag search on entry and re-entry to the event.
Use of offensive language and imagery is not acceptable.
Harassment towards any other person will not be tolerated. Harassment includes, but is not limited to:
Offensive or unwelcome comments about appearance (including cosplay), race, gender, sexuality, physical or mental impairment, or religion
Photographing or recording someone without their permission
Intimidation, stalking or following – this includes continuing to talk to any attendee if they have asked you to leave them alone
Disruption of talks or other events, especially if asked to stop
Any uninvited physical contact
The following items are prohibited from being brought into the event:
Alcohol
Items exceeding 1.2m in any dimension, except staffs whose maximum height is 1.8m
All unrealistic and toy weapons, even for cosplay
Actual, deactivated and realistic imitation firearms
Airsoft, BB and paintball guns
Toy guns
Dart-blaster (i.e. Nerf) guns
Water guns
Ammunition for actual, airsoft, BB, paintball, toy or dart-blaster (i.e. Nerf) guns
Gas canisters and aerosols
Heavy bats, paddles, clubs or other blunt instruments, including hammers and baseball bats
Metal-bladed articles, regardless of sharpness, including pocket knives and multitools with a blade
Laser pointers
Functional and non-functional bows and crossbows
Slings and catapults
Items with sharp edges or points
Metal soled footwear
Paint and similar substances that may stain property or people
Roller skates, roller blades, skateboards, scooters, go carts, ‘hoverboards’ and other similar wheeled items
Any other items restricted or prohibited from being carried in public by UK law
Costuming, also known as cosplay. is encouraged, however all clothing and accessories must meet the requirements listed below.
Clothing and accessories must be appropriate for a family-friendly event with children of all ages in attendance.
Clothing and accessories depicting the following topics will be rejected: profanities; sexual acts; inciting hate, discrimination or crime; uniforms, emblems or flags of organisations responsible for crimes against humanity.
All unrealistic and toy weapons are strictly forbidden. Shields and staffs are allowed subject to the prohibited items list.
Costumes must not be similar in appearance to the uniforms of emergency services.
Body paint is not allowed.
Face paint is allowed but care must be taken to not to allow any paint to transfer onto the fabric, fixtures or fittings of the building, furniture, displays, stalls or other attendees. This also applies to anything that could rub off a cosplay e.g. unsealed paint or loose glitter.
Passes must remain visible at all times and you must be capable of presenting the Pass on request.
All people must comply with any health and safety rules, particularly in response to Covid-19.
Registered sex offenders are not permitted to attend the Event in any capacity.
Personal Assistant Tickets and Accessibility
An Accessibility Statement is available on our website at https://www.ukponycon.co.uk/accessibility-statement. Requests for further information should be directed via email to accessibility@ukponycon.co.uk.
Personal Assistant tickets are available for attendees who need extra support to make the most of the convention.
Personal Assistant tickets can be requested during the ticket purchase process or after purchase by emailing us at accessibility@ukponycon.co.uk with details of the order. Personal Assistant tickets are not available on the door.
Personal Assistant tickets are free of charge when accompanying a paying attendee and equivalent to a standard ticket for the same duration as the attendee’s ticket.
If the Personal Assistant is accompanying an attendee with a Premium Ticket, the Personal Assistant ticket can be used to accompany the attendee in the exercise of their Premium Ticket benefits, such as priority entry and priority seating. If the Personal Assistant wishes to avail of other benefits, or use the benefits independent of the attendee they are supporting, they must purchase their own Premium Ticket.
Personal Assistants agree to these terms and conditions.
In the interests of data protection we do not request evidence of disability to claim a Personal Assistant ticket, however we kindly remind you that we offer these tickets so that those who truly benefit from them can make the most of the event, and that the event is organised on a non-profit basis by volunteers.
In the case of children aged 13 and under who require extra support, the Personal Assistant ticket is intended to supplement, not replace, the role of the paying adult. Personal Assistant tickets for children aged 13 and under will normally only be provided where at least one adult ticket has been purchased in addition to the child ticket.
We normally limit the number of Personal Assistant tickets to one per paying attendee. Requests for multiple Personal Assistant tickets will be considered on a case-by-case basis.
Sound and Image Recordings
You are permitted to take sound and image recordings for personal, non-commercial use. All other uses require prior permission from us.
Your use of equipment to capture sound and image recordings must not inconvenience any other person.
You acknowledge and, so far as is necessary under applicable laws, consent to being photographed, filmed or taped by us, the venue operators, and/or any third parties appointed thereby, which shall have the right, in perpetuity or for the maximum term permitted under the applicable laws, to use, broadcast, publish and license, without any requirement for payment of money or other form of consideration and without credit, your voice, image and likeness by means of live or recorded video and/or audio display, broadcast or other transmission or recording, photographs or any other current and/or future media technologies.
Sound and image recordings captured by us, the venue operators and/or any third parties appointed thereby may be used for promotional, documentary, training, crime detection and prevention and/or safety purposes.
Complaints Policy
If you wish to raise a complaint, please refer to our Complaints Policy, published on our website at https://www.ukponycon.co.uk/complaints-policy.
Privacy Policy
We will process your data in line with our Privacy Policy, as published on our website at https://www.ukponycon.co.uk/privacy-policy.
General
These Terms and Conditions shall not affect a person’s statutory rights as a consumer.
No third party shall have a right to enforce any provisions of this agreement.
If any of the provisions of this agreement are found by the court or other competent authority to be void or unenforceable such provision shall be deemed to be deleted from this agreement and the remaining provisions of this agreement shall continue in full force and effect.
This agreement shall be governed by English law and the parties hereby submit to the exclusive jurisdiction of the English courts. Notwithstanding the foregoing, if you live in Scotland you can bring legal proceedings in either the Scottish or the English courts or if you live in Northern Ireland, you can bring legal proceedings in either the Northern Irish or the English courts.