Policy

Once bookings have opened for an Event you may reserve a place at the event by filling out a form which will be accessible when booking opens.

Your place will be confirmed either by payment of the 50% Deposit (£40 for standard tickets, £25 Concession) or the Full Amount. Payment of the Deposit should be made within 1 month of booking and full payment (£80 standard, £50 Concession) must be received by 7th November 2025.

A Booking is not confirmed until a Deposit has been received.

Bookings will be closed at 7th December 2025 in order to give concrete numbers to the venue. There are 75 Player Tickets available.

The event-runner reserves the right to refuse a booking without needing to give a reason why.

Payment should be made by Bank Transfer to:

Katherine Moore
Starling Bank
Sort Code 60-83-71
Account Number 52120027

Alternative means of payment can be arranged if needed. Please get in touch to arrange this.

Concession prices are offered to:

• Students
• Those not in full time employment
• Attendees with disabilities
• Anyone attending solely to care for another attendee
• Anyone else for who the regular price would be unaffordable

We will be taking any of these on trust, rather than strictly policing them, but if you have futher questions please email katieleahmoore@gmail.com

You must not give or sell your ticket to someone else.

Deposits are non-refundable as soon as they are paid.

Cancellations made before 7th November 2025 will receive a refund not including deposit. After this point, the venue will have been paid and any refunds would result in a loss for the event-runner.

Cancellations made after 7th November 2025 will get no refund.

If you cannot make the event, you should email as soon as possible. This includes if you cannot attend but are too late for a refund as it means we can free up a space for someone else or reduce food waste by informing caterers in advance.

You must abide by the Empire Conduct Policy at all times at Concordia Esoterica. Any breaches of this policy or breaches of policies provided by the Venue will result in being removed from the Event and being denied from future Concordia Esoterica events.

The following personal information is stored securely and only accessible to the Concordia Esoterica event-runners:

• Your out-of-character (OC) name.
• Your contact email address.
• Any data transmitted through Booking Forms (including dietary requirements, access requirements, emergency contact information, etc).
• Email communications.

• Attendees will be sent a list of all other attendees including their IC and OC names as provided on the Booking Form.

• At Events, photographers may be present to take photos. If you wish to take photos please request permission from the Ref Team first and prior to the event.
• Photographers will be expected to honour requests to avoid photographing attendees who express a preference not to be photographed, and will be expected to honour takedown requests on published photos.

• By default, your personal information will be deleted once the event us over and we have no more reason to contact you (for example to inform you of Lost Property).

• The person responsible for enforcing this policy is Katie Moore. She can be contacted via email directly at katieleahmoore@gmail.com.