Booking & Cancellation

Submitting an invitation request does not reserve a place and does not create an obligation for Vesper to issue an invitation. Applications are reviewed individually.

A place is confirmed only after:

• an invitation has been issued;
• all requested booking details have been supplied;
• the applicable terms have been accepted;
• the full participation fee has been received.

Payment must be received by the deadline stated in the invitation or invoice. If payment is not received by that deadline, Vesper may release the place.

A guest who wishes to cancel must notify Vesper in writing at contact@vespercircle.com.

Participation fees are non-refundable except where the conditions in Section 4 are satisfied or where mandatory law requires otherwise.

Late arrival, failure to attend or a guest’s inability to travel does not create a right to a refund.

A refund may be provided only where:

• Vesper successfully fills the cancelled place with another paying guest; or
• the cancelling guest proposes a replacement who is approved in writing by Vesper and who completes the full payment.

Any approved refund will equal the amount originally paid less a €200 service fee.

A refund will be processed only after the replacement guest’s full cleared payment has been received.

Vesper will normally process the refund within 14 days after receiving the replacement guest’s full payment.

A place is personal and cannot be transferred automatically.

Any proposed replacement:

• must be at least 21 years old;
• must provide the information reasonably requested by Vesper;
• must be approved by Vesper;
• must accept the applicable terms;
• must complete the required payment.

Vesper retains discretion to approve or decline a proposed replacement in order to protect the character, safety and composition of the gathering.

If Vesper cancels a gathering and does not offer a suitable replacement date, guests will receive a full refund of the participation fee paid to Vesper.

Vesper is not responsible for separately booked flights, hotels, transport, clothing, insurance or other external expenses.

Guests should consider travel arrangements that are refundable or appropriately insured.

If Vesper moves a gathering to a different date, a confirmed guest may:

• transfer their booking to the new date; or
• request a full refund of the participation fee.

The guest must communicate their choice within 14 days of receiving notice of the new date. If no response is received, Vesper may contact the guest before treating the booking as transferred or cancelled.

If Vesper makes a material change that substantially alters the essential nature of the gathering, confirmed guests will be informed and offered an appropriate solution.

Changes to the menu, wine selection, schedule, cultural programme or other individual elements do not normally constitute a material change where the overall nature and standard of the gathering remain substantially the same.

If a gathering cannot proceed because of circumstances outside Vesper’s reasonable control, Vesper may:

• reschedule the gathering;
• offer a credit for another Vesper gathering; or
• refund the participation fee.

Where a new date or credit is offered, the guest may choose a refund instead.

Vesper is not responsible for external travel, accommodation or personal expenses.

No refund will be provided where entry is refused because a guest:

• is under 21;
• cannot provide identification where reasonably requested;
• breaches the Terms & Conditions;
• presents a safety risk;
• seriously disrupts the gathering;
• is refused entry or removed because of inappropriate conduct.

This does not affect rights that cannot legally be excluded.

Refunds will normally be made using the original payment method where reasonably possible.

Bank charges or exchange-rate differences outside Vesper’s control are not refundable.

All cancellation and replacement requests must be sent to:
contact@vespercircle.com