Booking terms and conditions

This Agreement is undertaken on the date of booking between Festival of Choirs Ltd (“The Company”, “we”, “us”) and the Attendee or Registrant

Definitions

“The Company”, “we”, “us”: Festival of Choirs Ltd, a private limited company which runs and administers the Festival of Choirs, and is registered at Companies House, Company no. 16770402.

“The Festival”: a collection of events and performances which take place in and around Cambridge during the period of 3-8 August 2027.

“Cambridge College”, “College”: one of the constituent Colleges of the University of Cambridge, including but not limited to Clare, Gonville & Caius, Jesus, Emmanuel, King’s, Trinity and St John’s Colleges.

“Registrant”: an individual from a choir who makes the initial registration for that choir.

“Attendee”, “Participant”: an individual booking to attend the Festival of Choirs, either as singer or non-singer.

“Attending Choir”: a group of individual Attendees who have been registered with the Company by a Registrant, who intend to give performances together as a musical ensemble, where 60% or more of the group’s singing attendees are aged 18 or over.

”Youth Choir”, “School Choir”: a group of individual Attendees who have been registered with the Company by a Registrant, who intend to give performances together as a musical ensemble, where fewer than 60% of the group’s attendees are aged 18 or over.

“Festival Chorus”: the choir made up of those Attendees who book as individuals.

“Final Performance”: a public performance given by all singing Attendees.

“Activities”: any of the public or private events taking place during the Festival and organised by the Company or its representatives, including but not limited to: concerts, recitals, evensongs, masterclasses, rehearsals, walking tours, punting trips, library tours, dinners, drinks receptions.

“Musical Activities”: such of the Activities which involve a musical element, including but not limited to concerts, recitals, evensongs, masterclasses, rehearsals, singing lessons.

“Recital”: a public performance given by an Attending Choir.

“Evensong”, “Choral Evensong”: a religious service in the Anglican tradition of Christianity, which incorporates musical and spoken elements.

“Professional Orchestra”: a group of professional musicians who play musical instruments.

“Additional Activities”: events run by the Company which do not form part of the core Itinerary, and which may attract an additional charge.

“Headliner”: a professional musician or group of musicians booked by us to perform at the Festival.

Booking process: Individuals. Individual Attendees may book to be part of the Festival Chorus by filling in the form on the Festival website. A deposit of 25% of the overall cost, including accommodation if required, is payable upon booking. The remaining 75% is payable not less than 90 days before the start of the Festival. Individual deposits for those joining the Festival Chorus are not transferable or refundable.
Booking process: Attending Choirs. Each Attending Choir must be registered with the Festival by a named individual (“the Registrant”) (often but not necessarily the Director). Upon registration the Registrant must pay a registration fee. From the date of registration, the choir’s members have 30 days to make their individual bookings. If, after 30 days, fewer than fifteen members of the Attending Choir have booked, the Festival reserves the right to either: a) cancel the registration and all individual bookings which have arisen because of the Registration; in this case, the Festival will return the individual deposits, less any bank charges, but the registration fee will not be refunded. Or, b): to cancel the Attending Choir’s registration but to retain the individual Attendee bookings and transfer them to the Festival Chorus; in this case the individual Attendees’ deposits will not be refunded, as they will now be treated as having booked for the Festival Chorus. The Attending Choir’s registration fee will not be reimbursed in either case.
Maximum Capacity. If bookings or registrations are made after the Festival has reached its maximum capacity, any deposits or registration fees will be refunded.
Individual deposits. For those booking as members of an Attending Choir, individual deposits are transferable to other members of the same Attending Choir only. If an Attendee has booked and paid their deposit, they may allow someone else to attend the Festival on their behalf from the same Attending Choir. In this case the final payment must be made by the new Attendee. In all other cases, deposits are non-refundable and non-transferable. Any changes to the Attendees from an Attending Choir need to be made before the final payment is made. Any subsequent changes to Attendees from an Attending Choir are at the Company’s discretion and will be subject to an administration fee. In the case that any new Attendee has access requirements they must contact the Company before any change is made, so that the Company can confirm whether or not it can accommodate those requirements.
Itinerary. The sample itineraries provided anre intended as a guide to the kinds of Activities that will be offered. Finalised itineraries of the Festival will be determined by the Company on the basis of the number of Attending Choirs and Attendees who book, and no refunds will be offered in the case of a different itinerary.
Activities. Notwithstanding clause 5, the Company undertakes to make reasonable endeavours to arrange Activities for Attendees including but not limited to: participation in a Final Performance with Professional Orchestra; three rehearsals for the Final Performance, which includes one rehearsal on the day of the Final Performance; a Recital for each Attending Choir; a half-hour singing lessons for each singing Attendee; dinner in the Hall of a Cambridge College; accommodation, if requested by the Attendee, in a Cambridge College or hotel, as outlined in Clause 12; attendance at a services sung by members of Cambridge University Schola Cantorum; attendance at a public performance by the headliner.
Non-singing attendees. For a reduced price, non-singing Attendees can attend the Festival. Non-singing Attendees receive the same entitlements as singing Attendees (as specified in paragraph 5) but do not take direct part in the choral activities.
Free entry to Festival concerts. Attendees, both singing and non-singing, will be entitled to attend all Festival musical activities free of charge. Additional activities may still be offered at additional cost.
Children in the Festival Chorus. Persons aged between 12 and 17 inclusive may register as individual members of the Festival Chorus for a reduced fee. Children must be accompanied by a named parent or legal guardian at all times, with at least one parent or legal guardian for every two children. The parent or legal guardian is entirely responsible for the safety and wellbeing of the children in their care. The Festival draws your attention to the Code of Conduct. Some Colleges do not allow those under the age of 18 to stay in their accommodation: the availability of accommodation for Attendees with children is therefore limited.
Attending Choirs with children. Persons aged between 11 and 17 inclusive may register as members of Attending Choirs for a reduced fee. The Attending Choir is entirely responsible for the safety and wellbeing of the children in their care. Children must be accompanied by a named parent or legal guardian at all times, with at least one parent or legal guardian for every two children. The Festival draws your attention to the Code of Conduct. Some Colleges do not allow those under the age of 18 to stay in their accommodation: the availability of accommodation for Attendees and Attending Choirs with children is therefore limited.
Youth Choirs and School Choirs. Persons aged between 11 and 17 inclusive may attend the Festival as members of Youth Choirs and School Choirs. All singing Attendees of Youth Choirs and School Choirs will be charged the full adult ticket rate regardless of age. In order to facilitate staff attendance, Youth Choirs and School Choirs are entitled to one free ticket for a non-singing attendee, who must not be the director, for every ten singing children or young adult attenddees (accommodation will be charged at the standard rate). The director must book as a singing Attendee. The Youth Choir or School Choir is entirely responsible for the safety and wellbeing of the children and young adults in their care. If the groups includes persons aged under 18, the Youth Choir or School Choir must send a valid risk assessment and safeguarding policy at least four months before the Festival, including details of the age range of attending children, and the group’s staff:child ratio. Children must be accompanied by designated chaperones at all times while at Festival activities. The Festival draws your attention to the Code of Conduct. Some Colleges do not allow those under the age of 18 to stay in their accommodation: the availability of accommodation for Attendees and Attending Choirs with children is therefore limited.
Travel. The Company is not responsible, nor is it able to help with, travel to Cambridge. International and UK travel, including applying for visas to visit the UK, is solely the responsibility of Attendees.
Accommodation. The Company will make reasonable endeavours to provide accommodation if requested in student rooms in a Cambridge College, or in hotel rooms, according to the Accommodation Package selected by the Attendee. However, from time to time it may be necessary to accommodate some attendees in other locations. Some Colleges do not allow under-18s, and so it might not be possible to accommodate some families or groups with children with the rest of their choir, though we will always endeavour to place choirs together. Accommodation is provided in single/twin/double en-suite rooms, on a bed & breakfast basis. College accommodation can be some distance (up to fifteen minutes’ walk) from breakfast and other Activities. Bedrooms will be available on the day of arrival (the exact time to be communicated to attendees not less than 30 days before the Festival); attendees are asked to vacate their bedrooms by 10:00am on the day of departure. The College or hotel where the Attendee is staying has the right of access to their accommodation at all times. The college or hotel is responsible for the comfort and safety of the Attendee staying there; the Company is not liable for any difficulties or dangers arising from the accommodation booked by the Attendee.
Access. Where possible, buildings have been adjusted to accommodate those with access requirements. However it is not always possible to make allowances for wheelchair and other access, given the heritage nature of Cambridge’s built environment. You must contact the Company at the point of booking so that we can understand the nature of your requirements and make such adjustments as are possible. If, in the reasonable opinion of the Company, we are unable to provide adequate access, we will contact the Attendee and offer a full refund. A personal emergency evacuation plan (PEEP) must be completed by the Attendee. In most cases, Colleges require guests with disabilities to be accompanied by a carer or responsible person.
You must also promptly advise us if any medical condition or disability which may affect your attendance develops after your booking has been confirmed. We will make reasonable endeavours to make adjustments for any such last-minute changes in requirements.
Dietary Requirements. Dietary requirements must be communicated to the Festival at the point of final payment. Such requirements will be communicated to our caterers, and we will make reasonable endeavours that they be accommodated. If, after such reasonable endeavours, it proves impossible to accommodate your requirements, the Attendee will be required to source their own meals, and no refund will be offered.
Final Performance. The Company will provide a concert venue, rehearsal space, direction, a Professional Orchestra, soloists, and programmes. The Company will provide rehearsal materials in advance of the Festival. Such materials remain the copyright of the Company, and may not be copied, shared, distributed or transmitted without the prior written consent of the Company. The Company reserves the right to exclude Attendees from the Final Performance if, in its reasonable opinion, the inclusion of the Attendee in the Performance will be detrimental to the Performance or its enjoyment by other Attendees or by the audience attending the Performance. In the event that an Attendee is excluded from the Final Performance, no refund will be offered.
Repertoire: Recital. Attending Choirs have largely free choice for repertoire for their Recital. In choosing repertoire for the Recital, Attending Choirs are required to consider the Code of Conduct, which specifically prohibits offensive or overtly political expressions.
Performance Rights. Registrants of Attending Choirs are responsible for ensuring that they have obtained appropriate permission from publishers to perform their repertoire choices. You must contact the Company if you have any doubt about whether such permissions are required. The Company will undertake to pay appropriate PRS fees for Musical Activities, under the relevant PRS Licence. Additional or alternative performance fees (such as Grand Rights) are the responsibility of the Attendee Choir.
Accompanist. Attending Choirs are welcome to bring their own accompanist. If the accompanist intends to play for the Attending Choir’s Recital, the Registrant will be asked to provide information about the accompanist. If, in the reasonable opinion of the Company, the accompanist is not competent to accompany the Attending Choir for the Recital, the Company reserves the right to provide another accompanist. It should be noted that the Company offers to provide an accompanist for the Recital, free of charge, if such a request is made at least 90 days prior to the Festival. If a subsequent request is made, or if within 90 days of the beginning of the Festival the Company exercises its right not to allow a visiting accompanist to accompany the Attending Choir, a charge will be made to provide a replacement accompanist, and no refund will be given.
Director. Attending Choirs are welcome to bring their own director. The Company is able to provide a director for Attending Choirs if the request is made more than 90 days before the Festival. A charge will be made for this provision. An additional charge will be levied if a request for a Director is made within 90 days of the start of the Festival.
Cancellation by Attendees. If an Attendee wishes to cancel their participation in or attendance at the start of the Festival, the following cancellation fees apply: within 90 days of the Festival, 100% of the entire cost including accommodation and any Additional Activities; between 180 and 90 days, 50% of the entire cost including accommodation and any Additional Activities.
Cancellation by the Company. The Company reserves the right to cancel any booking by any Attendee or the members of any Attending Choir and return their deposit(s) (without notice if, in the Company’s reasonable opinion, it is right to do so) in the following circumstances: if the performance by the Company of its obligations under this Agreement is prevented, hindered, or delayed by any circumstances beyond its reasonable control (including without limitation: Acts of God; war; sabotage, riot, explosion, industrial strike, acts of terrorism, Government control restrictions or prohibitions, unavailability of the Facilities due to fire, other damage or other unforeseen circumstances including pandemics such as the occurrence of COVID-19). The Company reserves the right to cancel the Festival not less than 170 days before the beginning of the Festival if, in its reasonable opinion, the Festival is not commercially viable. In this case all monies paid to the Company will be refunded.
Consequential Losses. The Company is not liable for any consequential loss whatsoever caused by cancellation as per the above clause. In particular (but without limitation) if travel arrangements have been made prior to any cancellation by the Company, the Company accepts no liability for any cancellation fees or any other costs incurred by the attendee.
Liability and Indemnity. The Company shall not be liable for any personal injury, loss or damage to personal property or vehicles or their contents belonging to any attendee. The Attendee agrees to indemnify the Company against any losses caused by the Attendee to any building or property during the course of the Festival. Attendees may be required to pay for any loss and/or damage caused by their actions and we will hold Attendees liable for any damage or losses caused by them. Full payment for any such damage or losses must be paid directly to any subcontractor College or other supplier prior to departure from the Festival. If the Attendee fails to make payment, they will be responsible for meeting any claims (including legal costs) subsequently made against the Company as a result of their actions, together with all costs incurred by the Company in pursuing any claim against the Attendee. The Company strongly advises Attendees to hold or obtain their own travel insurance.
Except in respect of death or personal injury caused by negligence or other circumstances where liability may not be limited under any applicable law, the liability of the Company, its Directors, employees, agents or sub-contractors in respect of any claim arising directly or indirectly as a result of any act or omission under or in connection with this Agreement (including without limitation breach of contract, misrepresentation, negligence or any other tort, breach of statutory duty or otherwise) will be limited to the repayment of any deposit or other sums paid or payable to the Festival under the terms of this Agreement.
Code of Conduct. All Attendees must read the Code of Conduct. In the event of an Attendee breaching the Code of Conduct, the Company reserves the right to act as it sees fit to preserve the reputation of the Company and the Festival, and the enjoyment of the Festival and its Activities by other Attendees and members of the public. Such actions include but are not limited to: preventing or limiting the serving of alcohol to Attendees; preventing Attendees from taking part in Festival Activities or Additional Activities; terminating the inclusion of Attendees at the Festival. In the event of such action being deemed necessary by the reasonable decision of the Company, the Company admits no liability for any consequential losses incurred by the Attendee as a result of action taken by the Company following a breach of the Code of Conduct.
Photography, videography and sound recordings. Attendees may be recorded or photographed by the Company or its representatives. Any resulting audio or video materials may be used by The Company in its promotional and publicity material. By registering as an Attendee, you are giving your consent for any such images or recordings to be used freely and without payment. Consent for the use of your image may be withdrawn at any time. Withdrawal of consent may, at our discretion, result in your singing in the Festival being cancelled; you will be re-classified as a non-singing Attendee; no refunds will be offered in this case.
From time to time official professional recordings may be made of any of the Activities of the Festival by The Company or its representatives. Subject to the agreement of the Company, these may be made available to Attendees as souvenirs. Video and sound recordings other than these are not permitted during Musical Activities although participants are welcome to take still photographs if they wish. For certain events, these rights may be restricted.
Copyright in all sound and video recording made during any Activities resides with the Company, and may not be copied, shared, distributed or transmitted without the prior written consent of the Company.
For legal guardians of singing Attendees aged under 18: Photography and videography. You hereby consent to your child’s image being used as outlined in clause 26 and understand that once the image goes onto a social media platform it is beyond the control of the Company as to where that image further appears, who has access to it or what it’s used for and by whom; you also acknowledge that you understand the risks associated with this including that a third party may identify their child without their consent or knowledge. Consent for the use of your child’s image may be withdrawn at any time. Withdrawal of consent may, at the reasonable discretion of the Company, result in your child’s singing in the Festival being cancelled; they will be re-classified as a non-singing Attendee; no refunds will be offered in this case.
Prices. Prices for Attendees for various elements of the Festival are outlined on our website. Prices may vary from time to time, and no refunds will be given if prices reduce after an Attendee books or an Attending Choir registers.
Entire Agreement. This Agreement constitutes the entire agreement of the parties with regard to the subject matter hereof, and supersedes all previous written or oral representations, agreements and understandings between the parties, whether expressed or implied.
Oral Variation. No variation of this agreement shall be effective unless it is in writing and signed by the parties.
Third Parties. Except as specifically provided herein, no third party shall be benefited by any of the provisions of this Amendment; nor shall any such third party have the right to rely in any manner upon any of the terms hereof, and none of the covenants, representations, warranties or agreements herein contained shall run in favour of any third party.
Governing Law. This Agreement shall be governed by and construed in accordance with the laws of England and Wales.
Disputes. Any dispute arising under this Agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Rights and Remedies. The exercise of any right or remedy shall not preclude the exercise of any other rights or remedies, and the failure to exercise any right or remedy shall not constitute a waiver thereof.
Severability. If any provision of this Agreement shall be held or made invalid by a court decision, statute or rule, or shall be otherwise rendered invalid, the remainder of this Agreement shall not be affected thereby.