Terms and conditions for event booking and attendance
Review our T&Cs for event bookings or contact our events team if you have any questions at events@rgs.org
General terms
The following terms and conditions apply to all event booking transactions processed by the Royal Geographical Society (‘the Society’):
- The Society will refund tickets if it cancels an event. This refund will be made via the original payment method, within a month of being notified that the event is cancelled.
- No refunds or exchanges will be made unless the event is cancelled by the Society.
- The Society is not responsible for travel or other costs if our events are cancelled or postponed. We will only refund costs paid to the Society.
- Ticket availability and pricing information are provided for information only. The Society is not obliged to contract on the basis of that information.
- Persons under 18 years of age require the permission of a parent or guardian to book and attend our events unaccompanied.
- All tickets must be paid for in full at the time of booking.
- The Society may place restrictions on the number of tickets that may be booked.
- Tickets must not be resold by the customer.
- If you have specific accessibility requirements, please contact us on access@rgs.org before booking to ensure we can accommodate your needs. Find out more about accessibility at our events.
- Events may need to be cancelled, or programme details varied, because of circumstances beyond the Society’s reasonable control.
- If an event is cancelled or rescheduled, the Society will use reasonable endeavours to notify customers of the cancellation or change of date although the Society does not guarantee that ticket holders will be informed of such cancellation before the date of the event. The Society is only able to inform customers for whom it holds valid contact details. Any customer who buys tickets without giving correct and up to date contact details does so at their own risk.
- The Society shall not be liable for any failure or delay in the performance of its obligations due to events beyond its reasonable control, including but not limited to natural disasters, war, terrorism, pandemics, government restrictions, strikes, failure of suppliers, or other unforeseeable events.
- Changes may be made to the seating, to social distancing guidelines and to the terms and conditions of booking at any time. Tickets may be cancelled or exchanged by the Society at any point if necessitated by government guidelines or regulations.
- All attendees must comply with any current health and safety protocols in place at the venue, which may include hygiene, distancing, or public health measures.
- By making a booking on behalf of a group, a customer accepts the Society’s terms and conditions on behalf of all group members and becomes responsible for making all payments due from the group.
- By making a booking, you consent to the Society storing and using your personal data (and that of any other attendees) to process and fulfil your booking. We will not use your personal information for marketing purposes without your explicit consent. Please read our full privacy notice.
- The Society reserves the right to decline any booking or deny admission to any event without providing a reason. By attending this event, you agree to comply with the Society's code of conduct.
Online booking
- Completion of the online booking process, including the provision of credit or debit card details, shall constitute an offer by the customer to purchase tickets subject to the Society’s general terms and conditions of bookings. The Society will send a confirmation email addressed to the customer.
- The customer is entirely responsible for providing their details correctly during the booking process. The customer warrants that all details supplied are true and accurate. The customer is responsible for informing the Society of any changes to their details once the booking is concluded.
- It is the customer's responsibility to check that tickets issued by the Society are correct. Tickets purchased online for the incorrect event cannot be exchanged or refunded. Please email the Events Office on events@rgs.org or call 020 7591 3100 if you have any queries.
- Please bring your proof of membership or concession if appropriate.
Telephone booking
- Where bookings are made by telephone, the Society will confirm key booking details during the call. It is the customer’s responsibility to verify this information is correct at the time of booking and to notify the Society of any errors as soon as possible.
- A confirmation email will be sent following a successful telephone booking. Attendance is only guaranteed once the customer receives a valid booking confirmation.
Events at the Society
- By attending an event at the Society, you agree to abide by the Society's code of conduct that sets out the principles of behaviour that govern all Fellows and Members, volunteers, staff, and anyone who participates in any Society event or activity.
- The Society will endeavour to admit latecomers but admission cannot be guaranteed.
- The Society reserves the right to refuse admission for any reason, and not to disclose the reason. The Society may refund any monies paid to the original payment method, at its discretion.
- Every event attendee must have a valid individual ticket or Society membership as appropriate.
- The Society operates a non-smoking policy in all areas of its site.
- The consumption of food or drink in the Ondaatje Theatre is not permitted.
- Mobile phones and other electronic devices must be on silent before the event begins.
- Dogs or other animals (except assistance dogs) are not permitted within the Society.
- Flashing, flickering or high contrast images may be used in events without warning.
- The Society or any permitted third parties may carry out general filming and sound recording in or about the venue, including the livestreaming of events. By attending our events, you consent to you and your party being included in and to the exploitation of such films and recordings without payment.
- Attendees may not photograph, film, or record events without prior written permission from the Society.
- You are responsible for any possessions you bring into the Society.
Field visits
- It is your responsibility to let the organisers of the event know if you have any pre-existing medical conditions that may affect your ability to participate in this event. This includes any dietary allergies.
- Your contact details (name and mobile phone number) will be shared with the event organiser in case of emergency or last-minute change to the event. The event organiser will delete all of the information provided by you within seven days of the event taking place, unless otherwise specified.
- Please wear appropriate footwear and clothing for the activity and weather. If you are dressed unsuitably for the event or the event organiser believes you will put yourself or others at risk for any reason, then you will not be allowed to join the event and you will not receive a refund.
- Please make sure you arrive on time for the event. There will be a health and safety briefing at the beginning of the event which will inform attendees of significant risks and any precautions they may need to take. By attending this event you agree to follow the advice and instructions outlined in this briefing and agree to adhere to them at all times to ensure your own safety and that of others. If you miss this briefing or do not follow the instructions of the event lead, you will not be able to take part in the event and you will not receive a refund for your ticket.
- Some events require specific personal information to be provided in advance of the event in order to meet the risk assessment for that event. If you do not provide this information before the deadline specified in the event details, you may not be able to take part in the event and you will not receive a refund for your ticket.
- Those attending the event must always take reasonable care and precautions throughout the event to ensure their own safety and others. The Society will not accept liability for any problems or consequences arising from any event attendee behaving inappropriately or not following instructions given by the event leader at any time.
- Those attending the event must adhere to the Society’s code of conduct (which sets out accepted behavioural and moral standards) throughout the fieldtrip and avoid causing distress, discomfort or upset to others.
- Due to unforeseen and circumstances beyond our control, some events may be cancelled last minute, for example due to weather. You will be notified via email or telephone. Where possible we will endeavour to reschedule the event.
- We advise bringing a fully charged mobile phone with you on the event in case you need to call for help. You may also wish to have your emergency contact details saved easily accessible on your phone or written on a piece of paper carried on your person.
- Unless stipulated in the event details, dogs are not permitted at events unless they are assistance dogs.
This page was last updated on 23 June 2025.
