You can customise your event to include your own set of terms and conditions so customers know exactly what they are agreeing to. These terms and conditions might include your policy on refunds or your right to refuse entry - it’s up to you what you choose to include.
This article covers:
- What to include in your Terms & Conditions
- Adding in your own Terms & Conditions on individual events
- Apply your own Terms & Conditions to all events by default
- How the customer views Terms & Conditions
- Example Terms & Conditions
What to include in your Terms & Conditions
Having clear terms and conditions can help reduce general enquiries around what changes to a booking are permitted, assist with transactions that have been disputed, and what is permitted at the event.
Below are some common areas that Terms and Conditions tend to address, and some guidelines to better assist your customers.
You may choose to add a “no refunds” policy to your terms and conditions (ie. if someone decides they no longer want to attend). Having a clear outline in your Terms and Conditions can help assist your customers understand what is permitted. Eg No refunds for change of mind are permitted.
If your event doesn't run as promoted (ie. it is cancelled, or the date has changed) your patrons, by law, are entitled to be offered an alternative - either a refund or the option to select another date that is more suitable. A "no refund policy" will not protect you in this instance. It is up to you to offer this in a timely manner, ideally at the point of cancellation or on the same day.
Data Protection Requirements
It’s important to consider your responsibilities under the relevant data protection legislation.
All transactions made by a persons residing in the United Kingdom are covered under the General Data Protection Regulation (GDPR). This is irrespective of where the event is physically taking place.
In accordance with GDPR you must provide details on how you will use any personal data collected. This can be done by adding a link to a Privacy Notice in your terms and conditions, or by providing clear contact details so ticket purchasers can get in touch with any questions.
If you are collecting data for marketing purposes through Data Collection, it’s also important to make this clear in your terms and conditions. You must also make clear that the ticket purchaser has the right to opt-out of any marketing material.
You can find more information about GDPR compliance from the Information Commissioner’s Office: https://ico.org.uk/for-organisations/guide-to-data-protection/
Adding in your own Terms & Conditions on an individual event
Each event can have a different set of terms and conditions. You may decide to keep yours short or provide a link to your website that states them in full.
To add in your own terms and condition:
- From the left menu, click Dashboard
- In the Manage events overview, click on the name of your event
- From the left menu, click Terms and conditions under Additional information
- In the text field enter your terms and conditions for the event
- Click Save
You can update your Terms and Conditions at anytime. However, changes will not apply to Ticket Buyers that purchased tickets prior to the change. The Ticket Buyer can only be bound to what they agreed to at the time of booking.
Apply your own Terms & Conditions to all events by default
Using Global event settings, you can set generic terms and conditions to apply to all newly created and cloned events.
To add in your own Global event terms and conditions:
- From the left menu, click Dashboard
- Under Events, click on Global event settings
- Scroll down to Terms and conditions
- In the text field enter your generic terms and conditions for new events on your account
- Click Save
You can update your Terms and Conditions at anytime. However, changes will only apply to new events, existing events will not be affected.
All cloned events will inherit the Terms & Conditions saved on the Global event settings page.
How the customer views Terms & Conditions
Customers will be able to review your terms and conditions during the booking process.
Accepting both TryBooking and the Event Organiser’s terms and conditions is a precondition of using our service.
Viewing Terms and Conditions at the time of booking
Should the Ticket Buyer click Event, a pop-up will display the terms and conditions you have entered into your event under the heading Event organiser terms and conditions.
Viewing the terms and conditions on the ticket
A copy of what the Ticket Buyer agreed to will also be present below the E-ticket issued.
Example Terms & Conditions
Should you like some guidance with what to include in your terms and conditions, the below example terms and conditions can be used as a basis for your policy. You are welcome to edit these and customise the information for your event.
Example terms and conditions:
- This ticket is proof of purchase of the above event and must be presented at the time of admission.
- This ticket is non-transferable and only one ticket is valid per ticket purchased.
- Tickets are not to be duplicated for the purpose of falsifying entry.
- Refunds are available at the discretion of the Event Organiser or Please choose carefully as there are no refunds.
- The Event Organiser reserves the right to refuse entry.
- This ticket may be valid as a tax invoice or receipt in the case of registrations or other event payments.
- This ticket has been created and managed using the TryBooking site and is also subject to the Terms and Conditions of TryBooking
- As the Event Organiser hosting this event, (name of the host) is solely responsible for all issues relating to the sale of tickets. If you have any questions regarding this event, please contact [NAME] on [CONTACT EMAIL AND/OR PHONE].
- Proof of age or a concession card may be requested.
- Latecomers will have to wait to be seated. There will be no refunds. Doors open [X] hours before the event.
- Tickets cannot be on-sold by any means at a price greater than the purchase price of the ticket. Scalped tickets may be cancelled, and the ticket holder denied entry.
- Any persons who are noisy, drunk, threatening or unruly will be asked to leave the premises, and will not be eligible for a refund
- The event organiser has all rights to film, photo and video production of this event.
- If the event is cancelled due to unforeseen circumstances, a full refund will be issued to all patrons.
- This ticket entitles the patron to one coupon. Tickets can be exchanged for coupons at the box office on the day of the event.
- Any data collected for marketing purposes from this event will be strictly in accordance with [YOUR GOVERNING BODY'S DATA PRIVACY ACT]
Your data will not be used for marketing purposes unless consent was provided at the point of purchase. You can withdraw your consent at any time by contacting [CONTACT].