Herofest LARP — Ticket Terms and Conditions (UK)
Version date: 31 October 2025
Organiser: HEROFEST EVENTS LIMITED, registered office: 138 Crescent Drive South, Brighton, England, BN2 6SA (“Herofest“, “we“, “us“).
These terms apply to all tickets for Herofest LARP events held in the United Kingdom and to all attendees (“you“). By purchasing or using a ticket, you agree to these terms.
Under 16’s must be accompanied by an adult, responsible for them throughout the event. For more information please see the Squires page
1. Definitions
Event: the specific Herofest LARP event for which a ticket is purchased.
Ticket: a revocable licence permitting one person to attend the Event.
Site: the venue(s), woodland and surrounding areas where the Event takes place.
Policies: written policies referenced in these terms (e.g. Site Rules, Weapons & Combat Safety Code, Accessibility & Adjustments Statement, Safeguarding Policy, Photography & Content Policy, Refunds/Transfers Policy, Complaints & ADR Procedure, Privacy Notice).
2. About us & contract formation
A binding contract forms when we email your order confirmation for a specific dated Event purchased on our website or an authorised platform. We do not sell to resellers unless we agree in writing. If you buy from an unauthorised source, we may cancel the Ticket without refund.
3. Eligibility, minors, supervision & ID
3.1 Age: Attendees aged 16+ may attend without a supervising adult. Under‑16s must be accompanied at all times by a responsible adult who accepts responsibility for their conduct and safety.
3.2 Safeguarding: See our Safeguarding & Under‑18s Policy (including consent forms and image permissions). We may refuse entry if the required consents are not provided.
3.3 ID: Bring valid photo ID. We may require proof of age and identity at entry and on Site.
3.4 Under‑16 Combat Restrictions: Attendees under 16 may not participate in battles or skirmishes and must not enter designated battlefields while a battle/skirmish is in progress. Supervising adults are responsible for compliance.
4. Tickets, entry, wristbands & re‑entry
4.1 Barcoded tickets: Each Ticket admits one person once. Counterfeit, copied or previously scanned Tickets are void.
4.2 Wristbands/credentials: Must be worn/retained as directed. Lost wristbands may not be replaced.
4.3 Refusal of entry: We may refuse admission or re‑admission if you breach these terms or Policies.
5. Price, fees & payment
5.1 Prices include VAT where applicable.
5.2 Booking/processing fees are non‑refundable except where the Event is cancelled and the law requires otherwise.
5.3 We may offer instalment/payment plans; missed payments may result in cancellation per the plan terms.
6. Transfers, name changes & resale
6.1 Personal tickets: Tickets are personal and not for commercial resale.
6.2 Name changes/transfers: You may request a transfer to another eligible person up to 7 days before gates open, subject to availability and an admin fee stated in our Refunds/Transfers Policy.
6.3 Unauthorised resale: Advertising or reselling Tickets without our consent is prohibited. We may cancel such Tickets without refund.
7. No statutory cooling‑off right (leisure services)
Tickets are for leisure services on specific dates. The 14‑day cancellation right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 does not apply (regulation 28(1)(h)).
8. Event changes, postponement & cancellation (our side)
8.1 Operational changes: We may make proportionate changes to the Event (including schedule, plot/cast, areas of play, or Site layout) for safety, legal or operational reasons.
8.2 Cancellation: If we cancel the Event in full, you are entitled to a refund of the Ticket face value (excluding booking/processing fees and any already‑consumed services), or you may choose a credit if offered.
8.3 Postponement/material change: If we change the Event date or make a change that materially reduces the overall experience, you may choose (a) a Ticket for the rescheduled Event, or (b) a refund of the Ticket face value.
8.4 Refunds are made to the original payer/method where possible. We are not responsible for ancillary costs (travel, accommodation, equipment) except as required by law.
9. Your cancellations, no‑shows & voluntary transfers
9.1 No refunds: We do not offer refunds if you change your mind or cannot attend.
9.2 Goodwill options: You may request (subject to availability) a transfer to another eligible person (clause 6) or to a later Herofest Event within the same season, subject to an admin fee and the deadlines set out in our Refunds/Transfers Policy. We do not guarantee availability.
9.3 Communicable Illness: Do not attend if, within 48 hours of the Event, you develop symptoms consistent with a communicable illness that could reasonably risk other participants (e.g., norovirus, COVID‑like symptoms). If you notify us before gates open, we may (at our discretion) offer a transfer or credit upon reasonable evidence. This is a goodwill policy and does not affect your statutory rights.
10. Force majeure
We are not liable for failure or delay caused by events beyond our reasonable control, including severe weather, fire, flood, pandemic restrictions, utility failure, site owner actions, war, terrorism, strike or lock‑out. If such events prevent safe delivery, we may cancel or reschedule. If cancelled, we will refund the Ticket face value less any proportion of services already provided, where permitted by law; booking/processing fees are not returned unless required by law.
11. Site rules & personal safety
11.1 Terrain: Events take place in woodlands and outdoor environments with uneven ground, low branches, roots, watercourses, steep/poorly lit areas and other natural hazards. Wear suitable footwear, clothing and bring personal lighting.
11.2 Compliance: Follow signage, briefings and staff directions. You are responsible for your own safety and that of those in your care.
11.3 Prohibited/controlled items: As set out in the Site Rules and Weapons & Combat Safety Code. Vehicles, generators, fires/stoves and fuel are only as authorised. Alcohol may be consumed responsibly by adults; illegal drugs are prohibited. Animals are not permitted unless agreed in writing (assistance dogs excepted).
11.4 Site‑Specific Rules: Site‑specific instructions (e.g., fire safety, water access, vehicle movement, quiet hours) issued in pre‑event emails, joining instructions or on‑site signage form part of these terms and are binding for the duration of the Event.
12. Weapons, combat & inspections
12.1 LARP‑safe only: Only weapons meeting our Weapons & Combat Safety Code are permitted. Bows must meet poundage limits and use fixed‑head safe arrows.
12.2 Inspections: We may inspect and withdraw any item we consider unsafe or misused.
12.3 Conduct in combat: Strikes must be controlled; safety calls and prohibited zones must be respected. Breach may result in ejection without refund.
12.4 Mandatory Weapons Check: All LARP weapons and missile kit must pass inspection before use and are subject to re‑inspection at any time. Failure or refusal to present items for inspection, or any subsequent misuse, may result in confiscation for the duration of the Event and/or sanctions under Clause 13 (Sanctions & Bans).
13. Conduct, harassment, intoxication & ejection
13.0 Staff Instructions & Game Rules: You must follow reasonable instructions given by our game staff and referees (identifiable by [staff identifiers]) and comply with the Rules of Play and all Policies.
13.1 Zero tolerance: You must not harass, bully or discriminate against any person, including on the basis of race, ethnicity, nationality, disability, religion, gender, sexuality or age.
13.2 Intoxication: We may refuse entry or eject anyone whose behaviour (including due to alcohol or drugs) presents a safety risk or materially disrupts the Event.
13.3 Ejection: Serious or repeated breaches of these terms, the Rules of Play or any Policy may result in immediate ejection without refund and, where appropriate, a ban from future Events.
13.4 Sanctions & Bans: We may apply proportionate sanctions for breaches, including (a) verbal/written warnings, (b) temporary suspension from specific activities, (c) removal from the Event without refund, and/or (d) a time‑limited or permanent ban from future Events. Where practicable, we will notify you of the reasons and duration of any ban and provide an appeal route via larp@live-roleplaying.co.uk. We process any ban‑list data on the basis of our legitimate interests in safety and safeguarding.
13.5 Appeals: You may appeal a ban or Event removal within 14 days of notice by emailing larp@live-roleplaying.co.uk with supporting information. We will retain records of decisions and relevant incident reports only as long as reasonably necessary for safety, safeguarding and legal compliance (see our Privacy Notice).
14. Medical, first aid, accessibility & adjustments
14.1 First aid: You consent to basic first aid being provided to you (or to minors you supervise) if needed, and to us sharing relevant information with emergency services.
14.2 Medical conditions: Tell us in advance about any medical conditions relevant to your participation; carry required medication.
14.3 Accessibility: Read our Accessibility & Adjustments Statement and contact us in advance with requests for reasonable adjustments. Where practicable, we will make reasonable adjustments. We may offer a carers’/PA ticket as set out in that Statement.
15. Photography, filming & content rights
15.1 General filming: We and authorised creators may photograph, film and record the Event. You may be included in crowd and background shots.
15.2 Opt‑out for close‑ups: If you do not wish to be featured in close‑up images, notify staff at check‑in and use any opt‑out marker provided. We will take reasonable steps to avoid featuring you in close‑ups thereafter.
15.3 Minors: Close‑up images of minors require the supervising adult’s consent; please flag at check‑in.
15.4 Licence: Unless you have completed the close‑up opt‑out process, you grant us a perpetual, worldwide, royalty‑free licence to use your image/likeness and performances captured at the Event in any media for Event documentation, education and marketing.
15.5 Your content (attendee filming/photography): Attendees may capture personal, non‑commercial photos/video outside combat and safety‑critical activities, provided they (a) do not obstruct play or staff, (b) comply with opt‑outs and minors rules, and (c) respect consent for close‑ups. Filming during combat is prohibited unless we expressly authorise it in advance in writing. Commercial recording requires our prior written consent. Drones are prohibited unless expressly authorised.
16. Personal property, damage & lost property
16.1 Your property: You are responsible for your equipment and valuables on Site. We are not liable for loss or damage except where caused by our negligence or other legal duty.
16.2 Damage: You (and minors you supervise) may be charged for repair costs where you cause damage to the Site, facilities or third‑party property through negligence or breach of these terms.
16.3 Lost property: Managed per our Lost Property Policy.
17. Liability
17.1 Nothing in these terms limits or excludes liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any liability that cannot legally be limited.
17.2 Subject to clause 17.1, our total aggregate liability to you arising out of or in connection with the Event and these terms shall not exceed the price paid for your Ticket.
17.3 Subject to clause 17.1, we are not liable for (a) loss of profit, (b) loss of enjoyment, (c) incidental or consequential losses, or (d) property loss/damage unless caused by our negligence.
17.4 You acknowledge that LARP is a simulated contact activity and involves inherent risks. You agree to take reasonable care for your own safety and to follow the Policies and staff instructions. This clause does not limit rights you have under consumer law.
18. Searches, security & refusal of entry
For safety, we and our security partners may conduct bag or person searches at entry and on Site, and refuse prohibited items. Refusal to comply may result in refusal of entry or ejection without refund.
Refusal of Entry Grounds: We may refuse admission for lawful reasons, including where you are subject to an active ban, present a safety risk, or have material outstanding debts to us relating to prior Events. If refused before the Event starts and you are not at fault (e.g., administrative error or mistaken identity), we will refund the Ticket face value. If refusal is due to your breach (including breach of a ban or unpaid debts), no refund is due.
Trespass After Ban: If you enter or attempt to enter an Event while subject to an active ban, we may treat your presence as trespass, remove you, and notify the Site owner and/or police where appropriate. No refund or credit is due.
19. Data protection (privacy)
We process personal data to administer your booking and to run the Event, and—if you opt in—to send marketing. Our full Privacy Notice (including lawful bases, retention periods, sharing with venue, insurers and emergency services, special‑category data handling for medical/safeguarding, and your rights) is available at [link to Privacy Notice]. You can withdraw marketing consent at any time via unsubscribe links or by emailing larp@live-roleplaying.co.uk.
20. Complaints & ADR
Raise any issues with staff on Site where possible. You can also contact larp@live-roleplaying.co.uk after the Event. If a complaint cannot be resolved, you may refer it to an approved Alternative Dispute Resolution (ADR) entity; details will be provided on request. Use of ADR is voluntary and does not restrict your right to bring proceedings in court.
21. Variations to these terms
We may update these terms for legal, safety or operational reasons. For material changes that adversely affect an existing booking, we will notify you by email. If you object, you may cancel for a refund of the Ticket face value by replying within 7 days of our notice.
22. Other important terms
22.1 Entire agreement: These terms and the Policies form the entire agreement for your Ticket, except that they do not limit your statutory rights.
22.2 Severance: If a court finds any part of these terms unlawful, the rest will continue in force.
22.3 No partnership: Nothing creates a partnership or agency.
22.4 Third‑party rights: No one other than you and us has rights under these terms (Contracts (Rights of Third Parties) Act 1999 does not apply).
23. 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.
24. Contact
HEROFEST EVENTS LIMITED
Registered office: 138 Crescent Drive South, Brighton, England, BN2 6SA
Email: larp@live-roleplaying.co.uk