Terms and Conditions

Article 1 – Applicability & Definitions

    1.1 These terms are applicable to participants of any event organised, hosted or otherwise facilitated by ESN Utrecht with the exception of the ESN Student Night.

    1.2 In these terms, ESN Utrecht consists of members of the Executive Board and volunteers organising the event concerned.

    1.3 In these terms, a participant is a visitor of any event organised, hosted or otherwise facilitated by ESN Utrecht.

    1.4 In these terms, an event is every activity organised by ESN Utrecht for participants.


Article 2 – ESNcard

   2.1 An ESNcard holder is an individual who possesses an ESNcard.

    2.2 To be eligible to buy an ESNcard from ESN Utrecht, an individual must be:

  1. a volunteer of ESN Utrecht;
  2. or an international student following one or multiple courses at one of Utrecht’s higher education institutions;
  3. or an international student doing an internship in the Netherlands.

    2.3 An ESNcard is required for participation in any paid ESN Utrecht event unless stated otherwise.

  1. An ESNcard purchased from any organisation outside of ESN Utrecht, whether affiliated with ESN The Netherlands or not, will not grant access to any event of ESN Utrecht.

    2.4 An ESNcard is valid for one year after the date of purchase.

    2.5 If a participant loses their ESNcard they can purchase a new one for €1.50 at the ESN Utrecht office. The participant must be able to prove that an ESNcard was previously purchased by showing the  confirmation email. 


Article 3 – Ticket Sale Policy

   3.1 Only one ticket per event can be bought per ESNcard holder unless stated otherwise.

    3.2 Buyers of a ticket are allowed to resell their ticket to another person, under the following conditions:

  1. The new owner of the ticket has to be eligible for buying a ticket (e.g.: be an ESNcard holder as defined in article 2).
  2. The new owner of the ticket will only be permitted to participate in the activity if they updated their ticket details (e.g.: name, email address etc.) and informed ESN Utrecht about the ticket transfer at [email protected] before the activity starts.
  3. ESN Utrecht assumes no responsibility for the transfer of tickets. Transferring tickets is at the buyer’s and seller’s own risk.


Article 4 – Event obligations

 4.1 It is forbidden for participants to bring and use fireworks, (fire)arms, other weapons, dangerous objects, drugs or any other illegal objects to an event. ESN Utrecht will determine whether an object is dangerous or not. 

  1. Bringing alcohol is forbidden unless specifically stated otherwise.

    4.2 Participants are obligated to obey the directions and/or regulations expressed by ESN Utrecht, its organising partners, venue staff, the security guards or any other authority. Should a participant not comply with these directions and/or regulations, or should they be guilty of endangerment, intoxication, threatening and/or violence, this will result in the automatic exclusion for the remainder of the event and possible exclusion from one or more future events.

    4.3 Participants are obligated to take note of and respect the Code of Conduct.


Article 5 – Cancellation policy

    5.1 Once an order has been paid, ESN Utrecht will only refund a ticket under extraordinary circumstances or those circumstances mentioned in Article 5.2 and 5.3. Extraordinary circumstances are discussed by the Executive Board on a case by case basis. The decision will be final and not open for discussion.

    5.2 ESN Utrecht reserves the right to reschedule an event to an earlier/later date or to cancel it in the case of any circumstances beyond the control of ESN Utrecht such as strikes, public health conditions, fire, weather conditions, and instructions by government authorities or higher education institutions. 

    5.3 ESN Utrecht reserves the right to reschedule or cancel an event when they see fit. Due to financial constraints or other circumstances.

    5.4 In the cases described in Article 5.1 and 5.2, participants have the right to request a refund of the ticket price.


Article 6 – Liability and damage

   6.1 ESN Utrecht will only accept liability and consequential reimbursement of any damages to the extent that is covered by ESN Utrecht’s insurer. 

    6.2 A participant will be held liable for all the damage under any circumstance for the occasion of or concerning the (build-up or break-down of an) event, caused by themselves to other visitors of the event, to employees, to possessions of ESN Utrecht, third parties hired by ESN Utrecht, to the location or any accessory of the locations of the event, or to anything else that is in the location of the event. 

    6.3 The participant will indemnify ESN Utrecht from any claims from third parties concerning the damage that was caused by the participant.

    6.4 In the case of conflict between the Terms & Conditions of ESN Utrecht and the Terms & Conditions of a host of the event, the Terms & Conditions of the host take precedence. 


Article 7 – Intellectual property & copyright

    7.1 ESN Utrecht is permitted to take and publish photos and/or videos of an event.

    7.2 Upon entering an event location, the participant and any other volunteers in service of ESN Utrecht give permission to publish these promotional images.

    7.3 ESN Utrecht holds the copyright to photos and/or videos of an event that are published. All photos and or videos ESN Utrecht takes are the intellectual property of ESN Utrecht and cannot be altered without the explicit consent of ESN Utrecht. 

    7.4 ESN Utrecht holds the right to remove photos and/or videos of an event that are published. Photos and/or videos of an event will only be published after careful examination. 

    7.5 Any person depicted in the photos and/or videos has the right to request the removal of said published material by sending an email to [email protected].