King's Alumni Office Events Policy

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Invitations and publicity
Personal event invitations for events are usually sent 6 - 8 weeks prior to the date of the event. All alumni are welcome to attend all advertised events both in the UK and internationally.The most up to date event details will always be available on our website. 

Online booking
Online booking is available for most events and is the fastest way to secure your place at an event. If the event is sold out online, please contact the Alumni Relations Office to add your name to the waiting list.

Acknowledging bookings
We will not be able to acknowledge postal bookings (with the exception of Alumni Weekend) and receipts will only be sent on request. Bookings made by email will be acknowledged within 48 hours.

Booking for events with an attendance fee
Payment must be made at the time of booking to secure your place at an event where there is an attendance fee. All places will be at risk of being reallocated if a payment is not received within 5 working days of the request; it is the responsibility of the participant to ensure that payment is made within this time frame. Alumni are not able to pay on the day of the event unless this is agreed with the Alumni Relations Office in advance. Receipts for payments will only be sent on request.

Waiting list and sold out events
When a free event is fully booked your name will be added to the waiting list and you will be informed of this by email or telephone. 
If the event has an attendance fee you will be placed on the waiting list, the Alumni Relations Office will hold on to your cheque or credit card details until you are allocated a place, at which point your payment will be processed. 

Tickets that become available will be allocated to those on the waiting list on a first-come, first-served basis. If a place does not become available for you, your cheque/card details will be destroyed the next working day after the event. If you would like your cheque or card details to be sent back to you instead, please inform the Alumni Relations Office.

Tickets
Events which take place on campus will not require a ticket (with the exception of specific events during Alumni Weekend). You might be asked to bring your confirmation email or letter to specific events, otherwise your name will always appear on a guest list.

If the event takes place at an external venue in the UK or internationally, tickets or confirmations may be required and will be sent via post approximately two weeks prior to the event or via email approximately one week before the event.

Email confirmations for non-ticketed events will be sent approximately one week before the event. 

Refunds and cancellations
Ticket refunds can be processed up to one week before the event or as stated on the booking form. No refunds will be made after this time. If an event is cancelled full refunds will be given within 4 weeks. 

Photography and Video
Photographs and video taken at events may be included in future publications or on the King’s website. If you do not wish to be included in any of these images or footage, please opt out by contacting the Alumni Relations Office.

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If you have any questions about booking onto an event, please email alumoff@kcl.ac.uk or call +44 (0)20 7848 3053.