Booking Terms and Conditions for Willow Special Events


“Willow/We/Us/Our” means Willow (company limited by shares No. 05352056.)
“You/Your/Yourself” means the person agreeing to be bound by these terms.
“The Event” means the name of the event that you are attending in aid of Willow.
“Fee” means the ticket/table/team price that you are required to pay to confirm your place at the Event.
These Terms and Conditions set out the terms on which we supply tickets to you.
Please read these Terms and Conditions and Privacy and Data Policy carefully before booking tickets for the Event. By purchasing tickets to the Event, you and your guests agree to be bound by and comply with these Terms and Conditions.


It is really important to us that you and your guests enjoy the Event. We set out below some guidelines which you and your guests will need to be aware of and comply with:
(a) You are aware of the nature of the event and associated medical and physical risks involved and agree that you are physically capable and responsible for your actions.
(b) We will use reasonable endeavours to ensure the Event is an enjoyable and memorable one for you and your guests, however we cannot be liable for circumstances beyond our control (see clauses 9 and 10 below).
(c) Unfortunately, pets or other animals may not be brought in to the Event (except guide or hearing dogs).


Due to the format and timings of the Event and UK licensing laws, you may only attend the Event if you are 18 years old or over.


3.1 You shall complete the appropriate event Booking Form. You will submit payment of the fee as stated on the event page of our website or Booking Form. Alternatively, if required we can issue you an invoice (please advise details on your booking form)

3.2 Payment for fees to the Event can be made either by:
(a) Bank transfer to Willow – Account number 88639886 Sort Code 60-10-18
(b) cheque (made payable to ‘Willow Foundation’);
(c) valid credit or debit card (Visa, MasterCard or Amex). Payments to be received in full within 28 days of booking confirmation. However, if bookings are made less than 28 days prior to the event, full payment must be made at the time of booking. In any eventuality, all payments must be received at least 14 days prior to the event.

3.3 In the event that you have booked tickets and find that you are no longer able to attend, notice of cancellation from the event must be communicated by emailing [email protected] and the following cancellation terms apply:
Days before Event / Charges payable
More than 28 days: 50% of the total cost of tickets booked
0-28 days: 100% of total cost of tickets booked


When you make your booking (either by telephone, email or by completing the booking form) this constitutes an offer by you to us to purchase tickets for the Event.
All bookings are subject to acceptance by us, and we will confirm our acceptance of your booking by sending you a confirmation email to confirm your booking has been successful (the “Booking Confirmation Email”). The contract between us for purchase of tickets to the Event (the “Contract”) will be formed when we send you the Booking Confirmation Email.
Guests are required to return the information requested to Willow by the required dates in order to ensure all arrangements can be made with the venue.


On arrival at the Event, please make your way to the Registration Desk where a member of the Willow team will check names on the guest list. Please also ensure that you and your guests bring their tickets to show to the Willow team at registration.


6.1 When we need to communicate with you in writing either at point of booking or thereafter, we will use either the email address or postal address that you provide us with.

6.2 All correspondence by you to us relating to booking tickets to the event should be sent to the Events Team at Willow, Gate House, Fretherne Road, Welwyn Garden City, AL8 6NS Tel: 01707 259 777 or by email at [email protected]
6.3 Correspondence by email will be deemed to have been received at the time of transmission and, in the case of post, 48 hours from the date of posting.


7.1 We reserve the right to postpone or cancel the Event without notice for any reason. In the event of such postponement or cancellation, you will be entitled to equivalent priced ticket(s) for an alternative event (subject to availability) or a full refund. We will have no further liability whatsoever as a result of our postponing or cancelling your attendance at the Event including but not limited to any travel costs, loss of enjoyment, disappointment, emotional distress or any indirect or consequential loss (see also clause 9.2 below), whether incurred by you or any of your guests.
7.2 We will use reasonable endeavours to keep you informed about any potential postponement or cancellation of the Event via email and post and including updates on our website www.willowfoundation.org.uk.
COVID- 19, Postponement and Cancellation – For the avoidance of doubt. Your ticket will be subject to the laws and regulations that are implemented by the UK government, as this takes precedence.
Postponement – Should the event be rescheduled or postponed as a result of COVID-19 with the UK laws and regulations preventing the original date from going ahead, you will automatically be entitled to a ticket of equivalent value for the rearranged date. We will provide written confirmation of the alternative date of the rearranged event. If you are unable to make this new date, then you will be entitled to a full refund provided you inform us within 30 days of the written confirmation of the new date of the event.
Cancellation of the Event – Should the event be cancelled as a result of COVID-19 and no new date arranged, we will confirm the cancellation to you formally in writing, you will then be entitled to a refund. We must receive your request for a refund within 30 days of the written confirmation of the cancellation of the event.
In the event that you cancel for your own personal reasons, our standard terms and conditions will apply
These Terms & Conditions may vary from time to time. If they vary after you have purchased a table and prior to the event, then we will contact you to agree any changes with you.


8.1 Please be aware that we may carry out photography and video recording at the Event and by purchasing tickets and attending, you agree to us using certain images for promotional purposes. If you do not agree, please let the event organisers know at the earliest possible convenience.
8.2 Non-professional photography and video recording is permitted at the Event. However all images and videos taken must be for non-commercial use only.
8.3 We do not supervise the taking of non-professional photography and video recording at the Event and so we cannot be responsible if you or any of your guests are featured in any other visitor’s photograph or recording which is subsequently published or distributed in any form.


9.1 Our liability for any losses you and/or any of your guests may suffer as a result of us breaching these Terms and Conditions or for any breach of any statutory duty or negligence or otherwise is strictly limited to the total purchase price of your tickets to the Event.
9.2 To the maximum extent permitted by law, neither we nor any of our directors, employees or other representatives will be liable for any of the following losses or damage arising in connection with the Event or the provision of our services to you (howsoever arising and whether such losses were foreseeable or not):
(a) loss of data;
(b) loss of profit;
(c) loss of revenue;
(d) loss of business or opportunity;
(e) loss of goodwill;
(f) loss of / stolen property
(g) disappointment or emotional distress; and/or
(h) any indirect, consequential or special loss;

9.3 Nothing in these Terms and Conditions shall exclude or in any way limit our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation or for any liability which cannot be excluded or limited by law.


10.1 Willow will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under these Terms and Conditions that is caused by any event outside our reasonable control (“Force Majeure Event”) including any failings in the services provided by the Location or any of the acts booked by us to appear at the event.
10.2 A Force Majeure Event includes (without limitation) the following:
(a) Strikes and labour disputes of all kinds including lock-outs or other industrial action (but not if by any employee of the affected Party or any contractor or agent of the affected Party);
(b) Civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war;
(c) Natural disasters or acts of God such as a fire, explosion, storm, flood, earthquake, tidal wave, subsidence, epidemic or other natural disaster;
(d) Any other severe adverse or extreme weather conditions which necessitate the closure of the Location for the safety of our guests, staff and the hotel staff;
(e) Impossibility of the use of public or private telecommunications networks;
(f) The acts, decrees, legislation, regulations or restrictions of any government or prevailing authorities;
10.3 Our performance under these Terms and Conditions is deemed to be suspended for the period that the Force Majeure Event continues. We will use our reasonable endeavours to minimise the impact of the Force Majeure Event or to provide a suitable alternative date on which you can enjoy the Event.


11.1 If any of these Terms and Conditions is determined by any competent authority to be invalid, unlawful or unenforceable to any extent, such term, condition or provision will to that extent be severed from the remaining terms, conditions and provisions which will continue to be valid to the fullest extent permitted by law.
11.2 These Terms and Conditions and the Privacy and Data Policy constitutes the entire agreement between us in relation to their subject matter and supersedes any prior agreement, understanding or arrangement between us, whether oral or in writing. We both agree that, save as expressly set out herein, neither party will have any liability for any untrue statement or representation made by it (whether innocently or negligently) upon which the other party relied in entering into these Terms and Conditions, unless such untrue statement or representation was made fraudulently.
These Terms and Conditions and the Privacy and Data Policy shall prevail over any inconsistent terms and conditions in any other agreement between us or referred to in correspondence or elsewhere and any conditions or stipulations to the contrary are hereby excluded and extinguished.


These Terms and Conditions and the terms of our Privacy and Data Policy shall be governed by and construed in accordance with the laws of England. You accept that any dispute under these Terms and Conditions and/or our Privacy and Data Policy shall be subject to the exclusive jurisdiction of the English courts to which you submit.


Willow Events Ltd passes 100% of its profit as a donation under gift aid to Willow Foundation. Willow Events Ltd is a company limited by shares No. 05352056. Willow Foundation is a registered charity in England and Wales No. 1106746 and a registered charity in Scotland No. SC045811.
Both companies are registered in England and Wales at Gate House, Fretherne Road, Welwyn Garden City, AL8 6NS.
Willow is the only charity in the UK to provide positive and life-enhancing Special Days for seriously ill 16 to 40 year olds. The charity receives no government or lottery funding and is totally reliant on the generosity of individuals, companies and trusts to fund its work.


We accept that, despite every effort being made to ensure you have a trouble free and enjoyable Event, things may occasionally go wrong. If you have a complaint, please inform our staff immediately. They will attempt to resolve the problem as soon as possible. If, however, an acceptable solution is not found and you wish to take the matter further, please email [email protected] detailing in full the nature of the complaint, within 7 days of the Event where reasonably practicable. This will allow us to investigate your complaint fully.


We reserve the right to change these Terms of use at any time. Please review these terms regularly to ensure you are aware of any changes made by Willow. Your continued use after changes are posted means you agree to be legally bound by these terms as updated and/or amended

Willow Foundation is a registered charity no. 1106746 and a company limited