EVENT BOOKING TERMS & CONDITIONS
www.cymfed.org.uk
- Introduction
These Event Booking Terms and Conditions (“the Terms”) apply to all bookings made for events by the Catholic Youth Ministry Federation (“CYMFed”, “we”, “us”, or “our”).
By making a booking, the person completing the booking (the “Group Leader” or “Booker”) confirms that they are acting as a responsible adult and agree to be legally bound by these Terms on behalf of themselves and their group.
These Terms should be read alongside our Privacy Policy, Cookie Notice, and Website Terms of Use.
- Who May Book
Bookings must be made by an adult aged 18 or over.
The Booker is responsible for ensuring that all information provided during the booking process is accurate and complete, and for communicating relevant information to members of their group. This includes the transfer of information to any other Group Leaders, if the Booker is conducting the booking on behalf of other groups (e.g. a Diocese on behalf of parishes and schools).
- Nature of Bookings
Bookings are made by adult group leaders on behalf of groups that may include children and young people.
CYMFed does not collect or process personal data relating to children or young people as part of the booking process. The collection and management of participant information, including parental consent and medical details, remains the responsibility of the Booker and their organisation. Any medical, access or additional support needs to children and young people that needs to be passed to the event is kept anonymous in order to maintain the protection of the children and young people.
- Booking Confirmation and Payment
A booking is not confirmed until payment has been received in full (unless otherwise agreed in writing by CYMFed).
Payment deadlines will be communicated at the time of booking. CYMFed reserves the right to cancel unpaid bookings after the stated deadline.
All prices are inclusive of VAT where applicable.
- Cancellations, Refunds, and Changes
Cancellations by the Booker
Unless otherwise stated, passes are non-refundable once booked.
In exceptional circumstances, refund requests may be considered at CYMFed’s discretion. Any approved refunds may be subject to an administrative fee.
Transfers and Substitutions
Passes may be transferred within the Booker’s group or organisation but may not be resold for commercial gain or at above face value.
CYMFed reserves the right to invalidate passes that have been sold or transferred in breach of these Terms.
Cancellations of Changes by CYMFed
CYMFed reserves the right to cancel, postpone, or make reasonable changes to an event (including venue, programme, or speakers) where necessary.
If an event is cancelled by CYMFed, a refund or credit will be offered in accordance with the circumstances. CYMFed will not be responsible for additional costs incurred, such as travel or accommodation.
- Reselling of Passes
Passes are sold for use by the Booker’s group or organisation only.
Passes must not be sold or advertised for resale for commercial purposes. Any unauthorized resale may result in passes being cancelled without refund.
Where appropriate, CYMFed is willing to ‘broker’ between groups (e.g. a group has surplus passes and another is in need of passes).
- Responsibilities of Group Leaders
The Booker and any accompanying adult leaders are responsible for:
- The supervision, care, and conduct of children and young people in their group at all times.
- Ensuring appropriate safeguarding policies and procedures are in place.
- Obtaining parental or guardian consent for participation
- Managing medical, dietary, and additional support needs
- Ensuring that participants behave in a respectful and appropriate manner
CYMFed staff and volunteers are not responsible for the supervision of participants.
- Safeguarding and Behaviour
CYMFed is committed to creating a safe and welcoming environment for all participants.
CYMFed reserves the right to refuse entry to, or require the removal of, any individual whose behaviour is deemed unsafe, disruptive, or inappropriate. In such circumstances, no refund will be given.
- Health, Safety, and Accessibility
Group Leaders are responsible for assessing the suitability of the event for their group.
Participants attend events at their own risk. CYMFed will take reasonable steps to ensure events are run safely but cannot accept responsibility for personal injury or loss except where required by law.
Please contact CYMFed in advance if you wish to discuss accessibility requirements.
- Liability and Insurance
Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under law.
CYMFed is not responsible for damage, or theft of personal belongings.
Group Leaders are responsible for ensuring that appropriate insurance cover is in place for their group, alongside conducting their own risk assessments.
- Force Majeure
CYMFed will not be liable for failure or delay in performing its obligations where such failure or delay results from events beyond its reasonable control, including but not limited to acts of God, government restrictions, industrial disputes, or severe weather.
- Changes to These Terms
These Terms are governed by and interpreted in accordance with the laws of England and Wales. Any disputes shall be subject to exclusive jurisdiction of the courts of England and Wales.
Last updated: January 2026