TERMS AND CONDITIONS.
SHARED PARTY NIGHTS

All prices are shown both exclusive and inclusive of VAT. Any price shown to be inclusive of VAT is calculated at the rate of 20% and is subject to change should the prevailing VAT rate change.

A booking will only be accepted and confirmed by us on receipt of the relevant payment. When we receive your relevant payment this constitutes acceptance of your booking. These terms and conditions will become binding on you and us with our confirmation of receipt of your payment.

A booking will consist of an agreed number of tickets. One ticket will admit one guest to a shared party event.

If your numbers increase and you require more tickets after your initial booking, we will do everything possible to accommodate your additional ticket requests. This will be subject to availability and at our discretion.

Any changes made to a confirmed booking will need the permission of the party organiser.

The deadline for making any changes to your booking:

Menu choices – all menu choices to be given a minimum 21 days in advance of the event.

Table drinks pre-orders – can be purchased up until 48 hrs before the event.

The final balance for your booking must be received by us at 6 weeks prior to the Event. Non-payment of the final balance by the date due may result in cancellation of the booking, and subject to cancellation charges.

Any deposit paid is non-refundable and non-transferable in any circumstance.

Cancellations of all or part of the booking can only be made by the party organiser and must be made in writing, either by email or post. We cannot accept cancellations over the telephone.

Cancellation charges and refunds will be calculated as follows:

If the booking is cancelled more than 42 days prior to the event date, a 100% refund of the ticket price will be made less deposit paid.

If the booking is cancelled more than 21 days but less than 42 days prior to the event date,  a 75% refund of the ticket price will be made less deposit paid.

If the booking is cancelled 21 days or less prior to the event date, a refund will not be given.

In the event of insufficient attendance numbers, we may cancel a booking or alternatively arrange for the booking to be transferred to another similar event date.

If, for whatever other reason, beyond our reasonable control, the event does not go ahead, the booking will be carried forward to another mutual available date. Any deposit payment is non-refundable under any circumstances.  A refund might be considered in certain circumstances up to a maximum 50% of the ticket price. To avoid misunderstanding relating to cancellation of an event for a reason beyond our reasonable control, please read point 5 below: EVENTS OUTSIDE OUR CONTROL.

There is a set menu for each Event, the menu is designed to include vegetarian / vegan options as well as other common dietary requirements. If you have any other specific dietary requirements that aren’t covered please notify us within 21 days of the event and we will do our best to accommodate your needs. All menu choices must be submitted, including all details of dietary requirements no later than 21 days prior to the Event.

Subject to clause 7 (Data Protection) the party organiser is responsible for informing us of any specific dietary requirements (including vegetarian / vegan) or allergies. Any and all of the products on the set menu may contain nut derivatives and other allergic reaction causing products. We therefore accept no responsibility whatsoever for any and all allergic reactions howsoever caused. It is the party organiser’s responsibility to check whether the guests have any allergies, to inform us if this is the case and to make alternative dietary arrangements.

We reserve the right to make changes to the advertised menu in the event of shortages in the supply of particular items, and will endeavour to ensure any substitutions are to an equivalent standard or better.

All drink prices are shown exclusive of VAT which is calculated at the rate of 20% and are subject to change should the VAT rate change.

The cut-off time for submitting drinks choices is no later than 7 days before the Event.

Full payment for drinks pre-orders must be received by the cut off date shown above. We reserve the right not to serve any pre-ordered beverages if full payment has not been received prior to the Event.

Should you have any queries or issues regarding your drinks pre-order, this must be brought to the attention of a member of our staff at the Event, as any issues not raised on the evening cannot be dealt with after the Event. We advise you take your beverage receipt as proof of purchase on the evening.

We will not be liable or responsible nor accept any liability for any failure to perform, or delay in performance of, any of our obligations under this agreement if such failure or delay is caused by an act or event beyond our reasonable control including but not limited to civil war, riot, revolution, act(s) of terrorism, sabotage, storm, earthquake, flood, fire, explosion, lockouts, power failure, industrial disputes or strikes, act(s) of government or local authority, loss of liquor licence, adverse weather conditions or by any other cause not within our reasonable control.

We reserve the right to refuse admission, and/or to remove from an Event, any person due to that person:

Acting in an improper or disorderly manner or whose condition in the opinion of our staff interferes, or is likely to interfere with, the enjoyment of the function by other participants.

Bringing or using dangerous, illegal or hazardous items on the premises.

Bringing their own food or drinks to the premises without our prior permission.

Not adhering to the appropriate dress code for the Event, as published on the website under event details.

We will not accept any responsibility, or be held liable, for anyone prevented from entering the Event, or asked to leave the Event, due to conduct detailed in this clause 6.

We operate a strict alcohol policy and will not serve alcohol to anyone under the age of 18. We reserve the right to request to see an official form of identification for anyone we believe to be under the age of 25. If no identification is provided, we reserve the right to remove said person from the premises if we believe they are consuming alcohol.

You or your guests may not, under any circumstances, bring your own beverages to the Event.

We operate a bag search on entry to HQ Nights Shared Party events.

No alcoholic gifts can be brought into the event. You will be required to leave them at the cloakroom until you depart.

We operate a strict zero tolerance policy to drugs and reserve the right of entry. Possible security searches are a condition of entry. Anybody found to be asking for / or offering / or believed to be using drugs will be removed from the Premises.

Smoking and / or vaping is not permitted inside the Venue. An outside smoking area will be provided.

All guests attending the Event, and any organisation said guest, may be attending with, will be liable for any loss, damage or soiling of our property (including items hired by us) or injury to any person (including our staff / contractors) arising from their conduct at an Event, and once these terms and conditions become binding pursuant to clause 1, you shall indemnify us against any such loss or liability.

We do not accept any responsibility for loss or damage to any vehicles whilst on our premises.

Both parties will comply with all applicable requirements of the UK Data Protection Legislation and any other European Union legislation relating to personal data and all other legislation and regulatory requirements in force from time to time which apply to a party relating to the use of Personal Data (including, without limitation, the privacy of electronic communications) (the “Data Protection Legislation”)

The parties acknowledge that for the purposes of the Data Protection Legislation, you are the Controller and we are the Processor.

You expressly consent to and authorise the appointment by us of a third party as a sub processor (including but not limited to our group companies) solely for the purposes of fulfilling our obligations under this agreement.

You will ensure that you have all the necessary appropriate consents in place to enable lawful transfer of the Personal Data (including special category Personal Data such as dietary requirements arising from health conditions or religious beliefs) to us for the duration and purposes of this agreement and warrant that you are entitled to transfer and we are entitled to process all Personal Data in accordance with Data Protection Legislation.

The processing by us shall be as follows:

Subject matter, nature and purpose of processing: we shall process Personal Data as necessary to perform our obligations under this agreement.

Duration: for the term of this agreement, unless otherwise agreed in writing.

Types of Personal Data: information including but not limited to name, employing company, special category Personal Data in relation to special dietary requirements.

Categories of data subjects: you may submit Personal Data as required for the fulfilment of our obligations under this agreement, which may include but not be limited to data subjects including your employees and/or your individual guests.

We reserve the right to use any pictures and videos taken at the Event for promotional purposes unless you or your guests request otherwise in writing.

We will make all reasonable endeavours to honour commitments, but reserve the right to amend or alter all or part of the advertised package (as described on our website) to at least an equivalent standard.

While we have taken all reasonable steps to ensure that the information contained on our website and within all advertisements is accurate, we reserve the right, without accepting any liability, to amend or alter all or part of the package in the event of an error or omission. The images of the events contained in our promotional material are for illustrative purposes only.

We reserve the right to review these terms and conditions from time to time to reflect changes in relevant laws and regulatory requirements.

If you wish to contact us in writing, make any complaints, or if any clause in these terms and conditions requires you to give us notice in writing you can send this to us by email, by hand, or by pre-paid post to HQ Nights Ltd, Klondyke Farm, Broads Road, Cambridge, CB25 0BQ or alternatively at party@hqnights.com. We will confirm receipt of this by contacting you in writing. If we have to contact you or give you notice in writing, we will do so by email, by hand, or by pre-paid post to the address you provide to us when you make the booking for the Event.

We shall not be liable to you or any third party in:

contract;

tort (including negligence and breach of statutory duty); or

otherwise for (i) economic loss of any kind whatsoever, (ii) loss of profit, (iii) loss of business contracts, (iv) loss of revenues or anticipated profit, (v) loss of savings, (vi) damage to reputation or goodwill, (vii) special loss, (viii) indirect, incidental or exemplary loss, (ix) consequential loss or damage, or (x) unforeseeable loss.

We shall not be liable to you or any third party for any loss to the extent that loss is caused wholly or partly by breach of any of these terms and conditions by you including any breach caused by a third party.

Nothing in this clause 7 excludes or limits our liability for death or personal injury caused by our negligence or fraud or fraudulent misrepresentation.

Except as expressly stated in these terms and conditions, we do not give any representation, warranties or undertakings in relation to the Events. Any representation, condition or warranty which might be implied or incorporated into these terms and conditions by statute, common law or otherwise is excluded to the fullest extent permitted by law.

We may transfer our rights and obligations under these terms and conditions to another organisation, and we will always notify you in writing if this happens, but this will not affect your rights or our obligations under these terms and conditions.

This contract is between you and us, no other person shall have the right to enforce any of its terms whether under the Contracts (Rights of Third Parties) Act 1999 or otherwise.

Each of the paragraphs of these terms and conditions operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

If we fail to insist that you perform any of your obligations under these terms and conditions, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you.

These terms and conditions and any contract between you and us are governed by English Law and shall be governed and interpreted in accordance with the law of England and Wales. In the unlikely event of a dispute (including non-contractual disputes and claims), the parties shall submit to the exclusive jurisdiction of the courts of England and Wales.

Dates and timings published are subject to licensing approval.

EARLY BIRD TICKETS

The following Terms and Conditions apply to all HQ Nights Exclusive Shared Christmas Party Early Bird Discount ticket purchases, between 17th March 2025 and 30th April 2025.

This offer is valid on new bookings for tickets to an HQ Nights Exclusive Shared Christmas Party 2025 only. It does not apply to any bookings confirmed, or additional tickets added to a booking, after this date.

The party organiser must select the Early Bird Discount Ticket option at the time of making a booking in order to qualify for this offer. We regret we are not able to apply this offer retrospectively after a booking has been confirmed.

The discount is off Full Ticket price on Shared Party Nights.

The discount is not applicable to Deposit Payment Tickets.

This offer is non-negotiable, non-transferable and non-refundable. This discount can only be claimed once, cannot be combined with any other offers or discounts and we reserve the right to withdraw the offer at any time.

This offer is only valid for Christmas 2025. The offer is limited to the first 350 available tickets.

This offer cannot be used in conjunction with any other offers.

All bookings are subject to our standard Terms & Conditions for Shared Christmas Parties.