Herofest LARP — Ticket Terms and Conditions (UK)
This policy is reviewed periodically. The version published on the Herofest website at the time of your booking applies.
Under 16’s must be accompanied by an adult, responsible for them throughout the event. For more information please see the Squires page
1. About This Policy
This policy sets out the terms on which Herofest accepts bookings, processes payments, and handles cancellations and transfers. It applies to all bookings for Herofest events made through the Herofest website.
Herofest is operated by Herofest Events Ltd, a company limited by guarantee registered in England and Wales (Company No. 14377887). References to ‘Herofest’, ‘we’, or ‘us’ in this document refer to that company.
By completing a booking, you confirm that you have read, understood, and agree to this policy, as well as the Herofest Player Conduct Policy and, where applicable, the Child Safeguarding Policy.
2. How to Book
All bookings are made through the online booking form on the Herofest website at www.live-roleplaying.co.uk. Bookings are accepted on a first-come, first-served basis. A booking is only confirmed once payment has been received in full and you have received a confirmation email from Herofest.
If you do not receive a confirmation email within 48 hours of completing your booking, please contact us at larp@live-roleplaying.co.uk before assuming your place has been secured.
3. Pricing and Payment
3.1 Ticket Prices
Current ticket prices for each event are displayed on the Herofest website at the time of booking. Prices may vary between events and are set at Herofest’s discretion. All prices include VAT where applicable.
3.2 Payment
Full payment is required at the time of booking. We do not operate a deposit or instalment scheme. Payment is processed securely through Stripe. Herofest does not store card details.
3.3 Concessionary and Crew Rates
Herofest may offer reduced rates for crew, volunteers, or other categories of participant. These are listed on the website where available. Herofest reserves the right to verify eligibility before confirming a concessionary booking.
4. Cancellations, Refunds, and Transfers
4.1 Changes and Cancellations by Herofest
Herofest reserves the right to cancel, postpone, or otherwise change an event (including its nature, date, or location). In such circumstances, Herofest will notify all ticket holders as soon as reasonably practicable.
Where an event is cancelled by Herofest, your booking will be transferred to the next available event at no charge. Within reasonable limitations, transfers to alternative events may also be arranged and will be considered on a case-by-case basis by agreement between you and Herofest.
In addition, a refund may be requested in writing by contacting Herofest at larp@live-roleplaying.co.uk within 14 days of receiving notification of the cancellation or change. Refund requests received after this period will be subject to the standard refund terms set out in section 4.2 below.
Herofest is not liable for any additional costs you may incur as a result of event cancellation or changes, including travel, accommodation, or equipment costs.
4.2 Refunds
Refunds for pre-booked events may be requested no later than one calendar month before the event date. All refunds are subject to a £10 administration fee per booking. Refund requests received after this window has closed will not be accepted.
Herofest reserves the right to waive the administration fee and closing window where a refund request is made on compassionate or medical grounds. Such requests will be considered on a case-by-case basis — please contact us at larp@live-roleplaying.co.uk with relevant details.
Please note that UK law does not provide a right to cancel a pre-purchased ticket to a leisure event simply because you are unable to attend or no longer wish to do so. Outside of the grounds set out above, Herofest is not obliged to issue refunds in these circumstances.
4.3 Transfers
If you are unable to attend and do not qualify for a refund, you may request a transfer of your booking to a future Herofest event, subject to availability. A £10 administration fee applies. Transfer requests must be made at least 30 days before the event date by contacting larp@live-roleplaying. Transfers may only be used once.
If you wish to transfer your booking to another named individual, please contact us at larp@live-roleplaying.co.uk. This is permitted at Herofest’s discretion and may incur an administration fee. The incoming person must complete their own booking details, including any required safeguarding information for under-18s.
5. Booking for Under-18s
Bookings for attendees aged under 18 must be made by an adult who is the child’s Legally Responsible Adult (LRA) or who holds written permission from the LRA to make the booking. By completing a booking for an under-18, you confirm that the Child Safeguarding Policy has been read and that the requirements within it — including the provision of a Responsible Adult at Herofest (RAH) — will be met.
Bookings for children aged 0–15 must include contact details for the child’s RAH for the event and, where the LRA is not attending, contact details for the LRA. This information is required before the booking will be confirmed.
6. Medical and Accessibility Information
You are encouraged to declare any relevant medical conditions, disabilities, or accessibility requirements on your booking form. This information is used solely to help Herofest ensure your safety and enjoyment at the event and is stored securely in line with our Privacy Policy.
Specific conditions we ask you to flag include (but are not limited to): epilepsy or photosensitive conditions, respiratory conditions affected by smoke effects, severe allergies, and mobility requirements. This enables us to take reasonable steps to accommodate you and to alert you appropriately in advance of effects such as pyrotechnics or smoke.
7. Event Rules and Policies
By booking a place at a Herofest event, you agree to comply with the Herofest Player Conduct Policy and, where applicable, the Child Safeguarding Policy, for the duration of the event. Herofest reserves the right to refuse entry or remove from site any attendee who breaches these policies, without refund.
8. Photography, Videography and Image Rights
Herofest may photograph and film events for promotional and archival purposes. By attending a Herofest event, you consent to appearing in photographs and footage taken by Herofest or its authorised representatives. If you do not wish to be photographed, please notify a crew member on arrival and we will do our best to accommodate this. Where images of under-18s are taken by Herofest, parental consent will be sought separately.
9. Liability
Herofest takes all reasonable steps to ensure the safety of attendees at its events. However, attendees participate in Herofest events at their own risk in so far as permitted by law. Herofest does not accept liability for personal injury, loss, or damage to property arising from attendance at a Herofest event, except where caused by Herofest’s negligence or breach of statutory duty. Herofest strongly recommends that attendees take out appropriate personal accident insurance where relevant.10. Data Protection
Herofest processes personal data in accordance with UK GDPR and the Data Protection Act 2018. Booking information is used to administer your attendance at events and, where applicable, to meet our safeguarding obligations. We will not sell your data to third parties. Our full Privacy Policy is available at [INSERT URL].
11. Force Majeure
Herofest will not be in breach of this policy, and will not be liable for any failure or delay in performing its obligations, where that failure or delay results from events beyond its reasonable control. Such events include, but are not limited to: acts of God, extreme weather, fire, flood, epidemic or pandemic, government restrictions or public health measures, failure of third-party suppliers including the event venue, civil unrest, or any other event that could not reasonably have been foreseen or prevented.
Where a Herofest event is cancelled or significantly disrupted due to a force majeure event, Herofest will notify all ticket holders as soon as reasonably practicable and will take one of the following approaches, at its discretion:
- Offer a credit note or free transfer to a future Herofest event of equivalent value — this will be the default option in most force majeure circumstances.
- Offer a full or partial cash refund where Herofest determines this is appropriate given the circumstances and its financial position at the time.
Herofest will not be liable for any costs incurred by attendees as a consequence of a force majeure cancellation, including travel, accommodation, equipment, or costume costs. Attendees are strongly encouraged to hold appropriate event cancellation or travel insurance.
Nothing in this clause limits your statutory rights as a consumer under UK law, including rights under the Consumer Rights Act 2015.
12. Contact
For booking enquiries, cancellations, or transfers, please contact us at:
Larp@live-roleplaying.co.uk
13. Governing law & jurisdiction
These terms and any dispute or claim are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.