Game On 2027 – Terms and Conditions of Attendance
Effective date: 5 October 2026
These Terms and Conditions apply to the purchase of tickets for and attendance at Game On 2027.
Game On is organised by Zolitopia Ltd, a company registered in England and Wales under company number 13262751, with its registered office at 128 City Road, London, EC1V 2NX (“the Organiser”).
1. Event Details
The main conference will take place on 20–21 April 2027 at NCVO Society Building, 8 All Saints Street, London, N1 9RL.
An optional networking evening is planned for 19 April 2027 at clueQuest, 169–171 Caledonian Road, London, N1 0SL.
References to the “Event” include the main conference and any associated activities organised as part of Game On 2027.
2. Ticket Purchase and Registration
A booking is confirmed when the Organiser has received payment and issued an order confirmation.
The person making the purchase (“the Purchaser”) may purchase tickets for other attendees. The Purchaser is responsible for ensuring that each attendee is made aware of these Terms.
Attendee information may be collected separately through a registration form. The Purchaser and attendees agree to provide accurate information by any deadline communicated by the Organiser.
No physical ticket will be issued unless otherwise stated. The order confirmation and completed attendee registration will serve as evidence of the booking.
Early Bird tickets are limited to the first 30 tickets sold or until 31 January 2027, whichever occurs first.
Tickets include only the items described on the Game On website or ticket product page. Travel, accommodation, visas and other personal expenses are not included.
3. Attendee Cancellations, Refunds and Transfers
Cancellation requests must be submitted in writing to zoli@zolitopia.com.
Cancellations received on or before 19 February 2027 will receive a full refund.
Cancellations received between 20 February and 20 March 2027 will receive a 50% refund.
Cancellations received on or after 21 March 2027 are non-refundable.
No refund will be provided for non-attendance.
If an attendee can no longer attend, their ticket may be transferred to another person free of charge. The original ticket holder is responsible for finding the replacement and arranging any payment between themselves and the replacement attendee. The Organiser must be notified in writing of the replacement attendee’s details at least 48 hours before the conference begins.
Tickets must not be resold for more than the amount originally paid. Changes submitted close to the conference may mean that dietary, accessibility or personalised badge requests cannot be accommodated.
These terms do not affect the attendee’s statutory rights.
4. Programme and Event Changes
The Organiser may make reasonable changes to the programme, schedule, speakers, session titles, room allocations and associated activities.
Speaker substitutions, session changes and reasonable adjustments to timings or venues within London will not normally qualify for a refund, provided that the overall nature and value of the Event are not materially reduced.
If the Event is cancelled by the Organiser, attendees will receive a refund of the ticket price and any mandatory booking fees paid to the Organiser.
If the Event is postponed, moved to a substantially different location, reduced in duration in a material way or replaced with a fully virtual event, the Organiser will offer attendees the option to:
retain their ticket for the revised Event; or
request an appropriate full or partial refund.
Cancellation or material alteration of an optional networking activity will not automatically entitle an attendee to a full refund where the main conference proceeds as planned.
Refunds do not include independently booked travel, accommodation, visas or other expenses. Attendees are encouraged to use refundable arrangements and obtain appropriate travel insurance.
5. Circumstances Beyond the Organiser’s Control
The Organiser will not be responsible for delays, disruption or failure to perform obligations caused by circumstances beyond its reasonable control. These may include severe weather, natural disasters, government restrictions, public-health emergencies, industrial action, transport disruption, utility or technology failures, civil disturbance, security incidents or unexpected venue unavailability.
Where such circumstances require the Event to be postponed, materially changed or cancelled, the options described in Section 4 will apply.
Nothing in this section affects any statutory rights that cannot lawfully be excluded.
6. Admission and Conduct
Attendees must behave respectfully and professionally toward other attendees, speakers, sponsors, exhibitors, venue staff and members of the public.
Harassment, discrimination, abusive or threatening behaviour, deliberate disruption and unsafe conduct will not be tolerated.
Attendees must follow reasonable instructions from the Organiser and venue staff, including instructions relating to health, safety, security and venue operations.
The Organiser may refuse admission or remove an attendee whose conduct is unsafe, unlawful, seriously disruptive or in material breach of these Terms. No refund will be provided where removal results from the attendee’s own misconduct.
Attendees are responsible for damage they deliberately or negligently cause to any venue, equipment or third-party property.
7. Dietary and Accessibility Requirements
The Organiser will make reasonable efforts to accommodate dietary and accessibility requirements communicated through the registration process by the stated deadline.
The Organiser cannot guarantee an environment completely free from allergens and may need to share relevant requirements with venues, caterers or other service providers.
Attendees with severe allergies or significant accessibility requirements should contact the Organiser directly before attending.
8. Photography, Filming and Recording
Photography, filming and audio recording may take place during the Event for documentary, reporting and promotional purposes.
Attendees who do not wish to be photographed or filmed should notify the Organiser before the Event or speak to the registration team on arrival. The Organiser will take reasonable steps to respect these requests but cannot guarantee exclusion from incidental background or wide crowd images.
Attendees must not commercially record, livestream or reproduce complete talks, workshops or presentation materials without the prior permission of the Organiser and the relevant speaker. Personal photographs and short recordings are permitted unless otherwise communicated during a session.
The handling of photographs, recordings and other personal information is explained further in the Privacy Policy.
9. Liability
Nothing in these Terms excludes or limits the Organiser’s liability for:
death or personal injury caused by its negligence;
fraud or fraudulent misrepresentation; or
any other liability that cannot lawfully be excluded.
Subject to the above, the Organiser is not responsible for loss, theft or damage to personal belongings unless caused by the Organiser’s negligence.
The Organiser is not responsible for indirect or consequential losses or for independently arranged travel, accommodation, visa or other expenses, except where such liability cannot lawfully be excluded.
Attendees remain responsible for their own health, safety, belongings and travel arrangements and are encouraged to obtain suitable insurance.
10. Third-Party Venues and Activities
Parts of the Event may take place at venues operated by third parties. Attendees must comply with the reasonable rules and safety requirements of those venues.
Any activities purchased separately from a third party are subject to that provider’s own terms and conditions.
11. Privacy
Personal information will be handled in accordance with the Game On and Zolitopia Privacy Policy published on the Zolitopia website.
Purchasing a ticket does not automatically subscribe an attendee to general marketing communications. Event administration and essential logistical messages may still be sent where necessary to deliver the booking.
12. Governing Law
These Terms are governed by the laws of England and Wales.
The courts of England and Wales will have jurisdiction, subject to any mandatory rights an individual may have to bring proceedings elsewhere.
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.
13. Contact
Questions, refund requests, transfer requests and accessibility enquiries should be sent to:
Zoli Papp
Zolitopia Ltd
Email: zoli@zolitopia.com
Zolitopia and Game On Privacy Policy
Effective date: 5 October 2026
This Privacy Policy explains how Zolitopia Ltd collects, uses, stores and shares personal information in connection with its website, communications, services and events, including Game On.
1. Who We Are
Zolitopia Ltd is the data controller responsible for your personal information.
Company number: 13262751
Registered office: 128 City Road, London, EC1V 2NX
Email: zoli@zolitopia.com
2. Information We Collect
Depending on how you interact with us, we may collect:
your name, email address, telephone number and postal or billing address;
your company, professional role and country;
ticket purchases, order numbers and payment status;
event registration and attendance information;
workshop, session and networking preferences;
dietary, allergy, medical or accessibility information that you choose to provide;
marketing and communication preferences;
photographs, video and audio recordings captured at our events;
enquiries, correspondence and feedback;
website usage, device, analytics and cookie information; and
information required for accounting, legal or regulatory purposes.
If someone purchases or registers a ticket on your behalf, we may receive your information from that person.
Payment information is processed by Squarespace and its payment providers. Zolitopia does not receive or store your complete card details.
3. How We Use Your Information
We may use personal information to:
process ticket purchases and provide order confirmations;
manage event registration and attendance;
communicate essential event information and logistical updates;
produce badges and attendee materials;
plan workshop capacity, catering and accessibility arrangements;
provide access to event platforms and communities;
respond to questions and support requests;
operate, secure and improve our website, services and events;
prevent fraud and protect attendees, venues and the Organiser;
comply with accounting, tax and legal obligations;
document and promote Game On and Zolitopia through event photography and recordings; and
send marketing communications where we have an appropriate lawful basis.
4. Our Lawful Bases
We process personal information under one or more of the following lawful bases:
Contract
We use information where necessary to process a purchase, administer a booking, deliver the Event or provide a requested service.
Essential booking and event emails are part of delivering the service and are not marketing communications.
Legitimate Interests
We may process information where reasonably necessary to:
operate and improve our events and services;
maintain security and prevent fraud;
understand attendance and business performance;
respond to enquiries;
document our events; and
promote Game On and related Zolitopia activities using appropriate event photography and reasonable excerpts from recordings.
We consider the potential effect on individuals before relying on legitimate interests.
Consent
We may rely on consent for:
email marketing where consent is required;
sharing information with sponsors or partners for their own marketing;
prominent interviews, testimonials or other specifically commissioned promotional material; and
processing dietary, allergy, medical or accessibility information where it reveals health or other special-category information.
Consent can be withdrawn at any time, although withdrawal does not affect processing that took place before consent was withdrawn.
Legal Obligations
We may retain and process information to meet tax, accounting, regulatory and other legal obligations.
5. Dietary and Accessibility Information
Dietary, allergy, medical and accessibility information may reveal information about your health and can constitute special-category personal data.
Providing this information is optional. Where you provide it, we will ask for your explicit consent to use it for event planning and to share relevant details with venues, caterers or service providers where necessary.
We will limit access to this information and retain it only for as long as reasonably necessary.
6. Marketing Communications
Purchasing a ticket does not automatically mean that you have agreed to receive general marketing.
We may send marketing communications where:
you have actively consented; or
the law permits us to contact an existing customer about similar services and we gave that person a clear opportunity to opt out when their information was collected.
Every marketing email will include an unsubscribe option. You can also opt out by contacting zoli@zolitopia.com.
Opting out of marketing does not prevent us from sending essential communications concerning an existing booking, payment or event.
We will not provide your contact details to sponsors or partners for their own marketing without your consent.
7. Photography and Recording
Photography, filming and audio recording may take place at Game On and other Zolitopia events.
We may use general event and crowd imagery for reporting, archival and promotional purposes where this is within our legitimate interests.
If you do not wish to be photographed or filmed, you can notify us before the Event or speak to the registration team on arrival. We will take reasonable steps to respect your request but may not be able to exclude you from incidental background or wide crowd images.
We will seek additional permission before using an attendee in a commissioned testimonial, interview or similarly prominent promotional feature.
You may contact us to raise a concern or request that we stop using a particular identifiable image. We will consider reasonable requests, although removal may not be possible from materials already printed, distributed, archived or published by third parties.
Roundtables, Transcription and AI-Assisted Content
We may transcribe roundtables and other discussion sessions to prepare summaries, identify key themes and create blogs or other educational content. Transcripts may include participants’ names and contributions. Participants will be informed before transcription begins.
We may use third-party transcription and AI-assisted tools to analyse transcripts and help draft content. We limit the personal information shared to what is necessary and remove identifying or confidential information where reasonably practicable.
Published content will normally summarise discussion themes without identifying individual contributors. We will seek permission before publishing a named quotation or attributing a specific contribution to an identifiable participant. We do not publish full transcripts without separate permission.
Transcripts are retained only for as long as reasonably necessary for these purposes. To raise a concern or object to the use of your contribution, contact zoli@zolitopia.com.
8. How We Share Information
We may share limited personal information with trusted providers where necessary, including:
website, ticketing and payment providers;
email, survey and event-management platforms;
event venues, caterers and accessibility providers;
photographers, videographers and production providers;
IT, analytics and cloud-storage providers;
accountants, insurers and professional advisers; and
regulators, authorities or law-enforcement bodies where legally required.
These providers may use information only as permitted by their agreements with us and applicable law.
We may share attendee information with another person who purchased the attendee’s ticket where reasonably necessary to administer the booking.
We do not sell personal information.
9. International Data Transfers
Some technology and service providers may process personal information outside the United Kingdom.
Where required, we use providers and safeguards designed to ensure that personal information receives an appropriate level of protection, such as recognised adequacy arrangements or approved contractual protections.
10. How Long We Keep Information
We retain information only for as long as reasonably necessary for the purpose for which it was collected.
Generally:
purchase, invoice and accounting records may be retained for up to six years;
general event-registration information may be retained for up to 12 months after the Event;
dietary, medical and accessibility information will normally be deleted within 30 days after the Event, unless it is needed to address an incident or legal matter;
correspondence may be retained for up to two years;
marketing information is retained until you unsubscribe or it is no longer needed; and
photographs and recordings may be retained while they remain relevant for reporting, archival or promotional purposes and will be reviewed periodically.
We may retain a minimal suppression record after an unsubscribe request to ensure that the person is not added back to marketing communications.
11. Your Rights
Depending on the circumstances, you may have the right to:
request access to your personal information;
ask us to correct inaccurate or incomplete information;
request deletion of your information;
object to or restrict particular processing;
receive certain information in a portable format;
withdraw consent where processing is based on consent; and
object to processing based on legitimate interests.
These rights are not absolute and may be subject to legal exceptions.
To exercise a right, contact zoli@zolitopia.com. We may need to verify your identity before completing the request.
You may also complain to the UK Information Commissioner’s Office at ico.org.uk.
12. Cookies and Analytics
Our website may use essential cookies and, subject to your choices, analytics and marketing technologies.
You can accept, reject or manage non-essential cookies through the website’s cookie controls. Further information about particular cookies may be provided through the cookie banner or settings panel.
13. Children
Our website and professional events are not primarily intended for children, and we do not knowingly collect personal information directly from children under 18 without an appropriate reason and lawful basis.
14. Security
We use reasonable organisational and technical measures designed to protect personal information against unauthorised access, loss, misuse or disclosure.
No online service or storage system can be guaranteed to be completely secure.
15. Changes to This Policy
We may update this Privacy Policy when our practices, services or legal obligations change.
The current version will be published on this page with its effective date. Material changes may also be communicated by email or through the website where appropriate.
16. Contact
Questions, concerns and data-protection requests should be sent to:
Zoli Papp
Zolitopia Ltd
Email: zoli@zolitopia.com
Game On 2027 – Terms and Conditions of Attendance
Effective date: 5 October 2026
These Terms and Conditions apply to the purchase of tickets for and attendance at Game On 2027.
Game On is organised by Zolitopia Ltd, a company registered in England and Wales under company number 13262751, with its registered office at 128 City Road, London, EC1V 2NX (“the Organiser”).
1. Event Details
The main conference will take place on 20–21 April 2027 at NCVO Society Building, 8 All Saints Street, London, N1 9RL.
An optional networking evening is planned for 19 April 2027 at clueQuest, 169–171 Caledonian Road, London, N1 0SL.
References to the “Event” include the main conference and any associated activities organised as part of Game On 2027.
2. Ticket Purchase and Registration
A booking is confirmed when the Organiser has received payment and issued an order confirmation.
The person making the purchase (“the Purchaser”) may purchase tickets for other attendees. The Purchaser is responsible for ensuring that each attendee is made aware of these Terms.
Attendee information may be collected separately through a registration form. The Purchaser and attendees agree to provide accurate information by any deadline communicated by the Organiser.
No physical ticket will be issued unless otherwise stated. The order confirmation and completed attendee registration will serve as evidence of the booking.
Early Bird tickets are limited to the first 30 tickets sold or until 31 January 2027, whichever occurs first.
Tickets include only the items described on the Game On website or ticket product page. Travel, accommodation, visas and other personal expenses are not included.
3. Attendee Cancellations, Refunds and Transfers
Cancellation requests must be submitted in writing to zoli@zolitopia.com.
Cancellations received on or before 19 February 2027 will receive a full refund.
Cancellations received between 20 February and 20 March 2027 will receive a 50% refund.
Cancellations received on or after 21 March 2027 are non-refundable.
No refund will be provided for non-attendance.
If an attendee can no longer attend, their ticket may be transferred to another person free of charge. The original ticket holder is responsible for finding the replacement and arranging any payment between themselves and the replacement attendee. The Organiser must be notified in writing of the replacement attendee’s details at least 48 hours before the conference begins.
Tickets must not be resold for more than the amount originally paid. Changes submitted close to the conference may mean that dietary, accessibility or personalised badge requests cannot be accommodated.
These terms do not affect the attendee’s statutory rights.
4. Programme and Event Changes
The Organiser may make reasonable changes to the programme, schedule, speakers, session titles, room allocations and associated activities.
Speaker substitutions, session changes and reasonable adjustments to timings or venues within London will not normally qualify for a refund, provided that the overall nature and value of the Event are not materially reduced.
If the Event is cancelled by the Organiser, attendees will receive a refund of the ticket price and any mandatory booking fees paid to the Organiser.
If the Event is postponed, moved to a substantially different location, reduced in duration in a material way or replaced with a fully virtual event, the Organiser will offer attendees the option to:
retain their ticket for the revised Event; or
request an appropriate full or partial refund.
Cancellation or material alteration of an optional networking activity will not automatically entitle an attendee to a full refund where the main conference proceeds as planned.
Refunds do not include independently booked travel, accommodation, visas or other expenses. Attendees are encouraged to use refundable arrangements and obtain appropriate travel insurance.
5. Circumstances Beyond the Organiser’s Control
The Organiser will not be responsible for delays, disruption or failure to perform obligations caused by circumstances beyond its reasonable control. These may include severe weather, natural disasters, government restrictions, public-health emergencies, industrial action, transport disruption, utility or technology failures, civil disturbance, security incidents or unexpected venue unavailability.
Where such circumstances require the Event to be postponed, materially changed or cancelled, the options described in Section 4 will apply.
Nothing in this section affects any statutory rights that cannot lawfully be excluded.
6. Admission and Conduct
Attendees must behave respectfully and professionally toward other attendees, speakers, sponsors, exhibitors, venue staff and members of the public.
Harassment, discrimination, abusive or threatening behaviour, deliberate disruption and unsafe conduct will not be tolerated.
Attendees must follow reasonable instructions from the Organiser and venue staff, including instructions relating to health, safety, security and venue operations.
The Organiser may refuse admission or remove an attendee whose conduct is unsafe, unlawful, seriously disruptive or in material breach of these Terms. No refund will be provided where removal results from the attendee’s own misconduct.
Attendees are responsible for damage they deliberately or negligently cause to any venue, equipment or third-party property.
7. Dietary and Accessibility Requirements
The Organiser will make reasonable efforts to accommodate dietary and accessibility requirements communicated through the registration process by the stated deadline.
The Organiser cannot guarantee an environment completely free from allergens and may need to share relevant requirements with venues, caterers or other service providers.
Attendees with severe allergies or significant accessibility requirements should contact the Organiser directly before attending.
8. Photography, Filming and Recording
Photography, filming and audio recording may take place during the Event for documentary, reporting and promotional purposes.
Attendees who do not wish to be photographed or filmed should notify the Organiser before the Event or speak to the registration team on arrival. The Organiser will take reasonable steps to respect these requests but cannot guarantee exclusion from incidental background or wide crowd images.
Attendees must not commercially record, livestream or reproduce complete talks, workshops or presentation materials without the prior permission of the Organiser and the relevant speaker. Personal photographs and short recordings are permitted unless otherwise communicated during a session.
The handling of photographs, recordings and other personal information is explained further in the Privacy Policy.
Roundtables, Transcription and AI-Assisted Content
We may transcribe roundtables and other discussion sessions to prepare summaries, identify key themes and create blogs or other educational content. Transcripts may include participants’ names and contributions. Participants will be informed before transcription begins.
We may use third-party transcription and AI-assisted tools to analyse transcripts and help draft content. We limit the personal information shared to what is necessary and remove identifying or confidential information where reasonably practicable.
Published content will normally summarise discussion themes without identifying individual contributors. We will seek permission before publishing a named quotation or attributing a specific contribution to an identifiable participant. We do not publish full transcripts without separate permission.
Transcripts are retained only for as long as reasonably necessary for these purposes. To raise a concern or object to the use of your contribution, contact zoli@zolitopia.com.
9. Liability
Nothing in these Terms excludes or limits the Organiser’s liability for:
death or personal injury caused by its negligence;
fraud or fraudulent misrepresentation; or
any other liability that cannot lawfully be excluded.
Subject to the above, the Organiser is not responsible for loss, theft or damage to personal belongings unless caused by the Organiser’s negligence.
The Organiser is not responsible for indirect or consequential losses or for independently arranged travel, accommodation, visa or other expenses, except where such liability cannot lawfully be excluded.
Attendees remain responsible for their own health, safety, belongings and travel arrangements and are encouraged to obtain suitable insurance.
10. Third-Party Venues and Activities
Parts of the Event may take place at venues operated by third parties. Attendees must comply with the reasonable rules and safety requirements of those venues.
Any activities purchased separately from a third party are subject to that provider’s own terms and conditions.
11. Privacy
Personal information will be handled in accordance with the Game On and Zolitopia Privacy Policy published on the Zolitopia website.
Purchasing a ticket does not automatically subscribe an attendee to general marketing communications. Event administration and essential logistical messages may still be sent where necessary to deliver the booking.
12. Governing Law
These Terms are governed by the laws of England and Wales.
The courts of England and Wales will have jurisdiction, subject to any mandatory rights an individual may have to bring proceedings elsewhere.
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.
13. Contact
Questions, refund requests, transfer requests and accessibility enquiries should be sent to:
Zoli Papp
Zolitopia Ltd
Email: zoli@zolitopia.com