1. Introduction
Welcome to ESN Epic Tale! This medieval-themed event, organized by volunteers from Erasmus Student Network Česká republika z. s., that will take place from May 2, 2025, to May 4, 2025, at Horní Hrad "Hauenštejn," Ostrov, Karlovy Vary Region. These Terms of Service govern your participation in the event alongside the registration process in its entirety. By purchasing a ticket, you agree to the terms outlined below.
2. Eligibility to Participate
Participation in the event is open to individuals aged 18 and above. By attending, you confirm that you meet any stated requirements and are physically fit for any activities you choose to engage in.
3. Completion of Registration
Your registration is considered complete and valid only after the following conditions are met:
Payment of the participation fee, named "Epic Tale Grand Quest Ticket!".
Submission of the Google form within seven days of payment. The form link will be sent to you upon payment completion.
Receipt of a confirmation email verifying the successful submission of the Google form.
You have 7 days from the successful purchase of the Epic Tale Grand Quest Ticket to complete your whole registration process as outlined above, if you do not complete the registration process in time, an unilateral refund will be issued.
If all these conditions are not met, your registration is invalid, and a refund will be issued as soon as possible. For any issues during the registration process, please contact esnepictale@esncz.org.
4. Ticket Inclusions and Exclusions
Your ticket includes:
-Accommodation for two nights at Horní Hrad Castle in shared rooms, including bedding.
-Six meals: 2x breakfast, 2x lunch, and 2x dinner, from dinner on Friday to lunch on Sunday.
-Bus transportation from Karlovy Vary to and from the event venue on Friday and Sunday, with specific times provided at least two weeks before the event.
-All social programs and planned activities at the castle, including supplies for these activities.
Your ticket does not include:
-Travel to and from Karlovy Vary.
-Alcoholic beverages (a bar will be available; personal drinks are not allowed).
-Personal hygiene items, including towels.
-Costumes for the medieval-themed atmosphere.
-Any costs incurred during time spent in Karlovy Vary unless otherwise specified.
Please refer to the official event schedule for further details, as the program may be subject to changes.
5. Refund Policy
-Full refunds are available for cancellations made up to April 4, 2025, at 23:59.
-A 50% refund is available for cancellations made up to April 18, 2025, at 23:59.
-No refunds will be issued for cancellations made less than two weeks before the event unless the organizer cancels the event.
-Refunds will be processed via the Eventix ticketing system and may be subject to delays due to system limitations.
To request a refund, please contact esnepictale@esncz.org with your ticket information and a refund request.
6. Liability Waiver
By attending the event, you acknowledge that participation is at your own risk. The organizers, volunteers, and venue owners are not liable for personal injuries, property damage, or other losses incurred during the event, except in cases of gross negligence or willful misconduct.
7. Photo and Media Consent
By participating in ESN Epic Tale 2025, you consent to being photographed or filmed during the event. These photos and videos may be used by the organizers for marketing and promotional purposes, including social media posts, event recaps, and future advertising materials.
More information on photo consent.
If you do not wish to appear in media content, please notify **Aleksi Juva at **aleksijuva@esn.muni.cz upon registration or at the event.
8. Code of Conduct
We are committed to creating a respectful and enjoyable experience for everyone. Participants are expected to:
-Treat staff, volunteers, and other attendees with respect.
-Refrain from harassment, discrimination, or any form of inappropriate behavior.
-Follow instructions given by event staff for safety and organizational purposes.
The Erasmus Student Network Česká republika z. s. Code of Conduct applies fully throughout the event and any related communication before and after the event.
Violations of this code may result in removal from the event without a refund.
9. GDPR & Data Protection
We collect and process your personal data in compliance with the General Data Protection Regulation (GDPR). Personal information is used solely for ticket processing, event communications, and administrative purposes.
In case of photos or videos taken during the event, they may be used as promotional material for future editions.
Your rights include the ability to:
-Request access to your data.
-Request corrections or deletion of your data.
More on the privacy and data handling policies of ESN Czech Republic can be found here or if you wish to make a data request, contact esnepictale@esncz.org.
10. Force Majeure
The organizers are not responsible for cancellations or changes due to events beyond their control, including but not limited to natural disasters, government restrictions, pandemics, or other unforeseen circumstances.
11. Modification and Cancellation of the Event
The organizers reserve the right to modify the event schedule or cancel the event entirely if necessary. In the event of cancellation, registered participants will be informed promptly, and refunds will be issued as appropriate.
12. Contact Information
For any questions, concerns, or requests related to these Terms of Service or the event, please contact us at:
Email:
esnepictale@esncz.org
Address:
Senovážné náměstí 977/24
Praha 1 – Nové Město
110 00 Czech Republic
Thank you for joining us at ESN Epic Tale 2025! We look forward to seeing you at this unique medieval-themed experience.
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