ECCTI 2026 Terms and Conditions of Attendance
These Terms and Conditions apply to everyone attending the event (“the Event”) organised by the ECCTI 2026 Committee (“the Organiser”) at the University of Oxford, including any of its Colleges, Private Halls, Libraries, and Departments (“the Venue”).
By attending the Event, each attendee (“the Guest”) agrees to be bound by these Terms and Conditions.
1. Compliance with Agreement, Venue Rules, and Instructions
1.1 The Guest shall comply at all times with:
(a) all reasonable instructions issued by the Organiser, the Venue, or their authorised
representatives;
(b) all applicable venue rules, safety requirements, and conditions of entry; and
(c) all applicable laws and regulations.
1.2 The Organiser and/or the Venue reserve the right to refuse entry to, or require the removal
of, any Guest whose conduct is incompatible with safety, lawful use of the Venue, or the
orderly conduct of the Event.
2. Conduct and Behaviour
2.1 The Guest shall conduct themselves in a respectful, orderly, and lawful manner.
2.2 The Guest shall not engage in any conduct which:
(a) causes or may cause nuisance, annoyance, or disturbance;
(b) is unlawful, offensive, or inappropriate; or
(c) endangers the safety of any person or property.
2.3 The Organiser or Venue may immediately remove any Guest who breaches this clause, without liability.
3. Accommodation and Room Use
3.1 Where accommodation is provided, the Guest shall occupy only the room allocated to
them.
3.2 Guests are not permitted to allow any other person to stay overnight or otherwise occupy their room without the prior written consent of the Organiser and the Venue.
4. Damage to Premises and Property
4.1 The Guest shall be responsible for any loss of or damage to:
(a) the Venue, its premises, fixtures, fittings, furniture, equipment, or contents; or
(b) any property belonging to the Organiser, the Venue, suppliers, or other guests, to
the extent caused by the acts or omissions of that Guest.
4.2 The Guest agrees to indemnify and keep indemnified the Organiser against all reasonable costs, charges, losses, and expenses arising from such damage or loss, including repair or replacement costs.
4.3 Nothing in these Guest Terms limits the Organiser’s obligations to the Venue under the venue hire agreement.
5. Health, Safety, and Security
5.1 The Guest shall comply with all health and safety requirements, including fire safety
procedures and emergency instructions.
5.2 The Guest shall not:
(a) interfere with safety equipment or emergency exits;
(b) bring prohibited items into the Venue; or
(c) use unauthorised equipment or engage in prohibited activities.
5.3 Where appropriate, the Organiser may inform the police, local fire and rescue authorities, and local government bodies (including environmental health) of the Event taking place at the Venue, and the Guest shall comply with any recommendations issued by such authorities.
6. Alcohol, Smoking, and Substances
6.1 Where alcohol is served:
(a) proof of age may be required; and
(b) alcohol may be refused to any person behaving in an inappropriate or unseemly
manner.
6.2 Alcohol may only be consumed in designated areas and in accordance with venue
permissions.
6.3 Smoking and vaping are prohibited within the Venue and the Premises.
7. Personal Belongings
7.1 The Guest attends the Event at their own risk.
7.2 Neither the Organiser nor the Venue accepts responsibility for loss of or damage to any personal property brought to the Event, save to the extent caused by their negligence.
8. Photography, Recording, and Media
8.1 Photography, filming, or recording may be restricted at the Event.
8.2 By attending the Event, the Guest consents to incidental photography or recording
carried out on behalf of the Organiser or the Venue, unless otherwise notified.
9. Data Protection
9.1 Any personal data provided by the Guest to the Organiser shall be processed in
accordance with applicable data protection legislation and the Organiser’s privacy notice.
10. Cancellation Policy
10.1 In the case of a cancellation, no refund of any fees paid by the Guest in respect of the
Event is guaranteed. However, the Organiser shall use reasonable endeavours to provide a
partial refund where the cancellation request is reasonable and where costs can be
mitigated.
11. Assumption of Risk and Personal Safety
11.1 The Guest acknowledges that attendance at the Event, including participation in any
social, recreational, or ancillary activities, is undertaken at the Guest’s own risk.
11.2 To the fullest extent permitted by law, the Organiser does not accept responsibility for the personal safety of the Guest, including any injury, loss, or damage suffered during such activities, except where caused by the Organiser’s negligence.
12. Liability
12.1 Nothing in these Terms and Conditions excludes or limits liability for death or personal injury caused by negligence or any liability which cannot lawfully be excluded.
12.2 Subject to clause 11.1, the Organiser and the Venue shall not be liable for any loss,
damage, or injury suffered by the Guest arising from attendance at the Event, except to the extent caused by their negligence.