Terms & Conditions

Below are the Terms and Conditions for our events. This document outlines the practical and logistical rules of attending games run by Shunned House LRP. This includes things like how ticket booking and refunds work, what happens in the event of a cancellation, and what rules apply around safety and site conduct. It also covers the items not allowed on site, liability disclaimers, and our right to refuse or revoke attendance if necessary. Our Terms and Conditions are universal to all games that we run. These are the foundational rules for how the event operates, and by booking a place, you agree to them.

In contrast, each game has a bespoke Inclusivity and Accessibility Policy focuses on creating a respectful, welcoming, and supportive environment for everyone involved. It sets out expectations around behaviour and conduct, outlines how we handle sensitive themes, and provides information about the accessibility of the venue. Because each game may explore different themes or use different venues, this policy can vary slightly from one event to another.

By booking, you agree to abide by all rules and regulations of Shunned House LRP. We expect you to familiarise yourself with these policies as part of booking.

Our decision is final in all disputes.

Conduct and Behaviour

Shunned House events

At Shunned House LRP, we are committed to creating a safe, welcoming, and inclusive environment for everyone.

By attending our events, you agree to the following:

Treat others with respect. While we run many of our games with explicit player-vs-player (PVP) conflicts in mind, we expect those conflicts to stay solely in character. Try to respect each other’s roleplaying choices, even if they are not necessarily the most convenient choice for you or your character.
Likewise, be respectful to other players and play to lift. Support the collaborative storytelling experience, not just your own spotlight. Try and consider the experience of other players when you are making your choices.
No harassment, discrimination, or abusive behaviour targetting people out of character will be tolerated under any circumstances.
Be mindful of people’s boundaries, both physical and emotional. Consent matters, in all spaces and all scenes. Ask permission, not forgiveness. A quiet “can I put my hand on you?”, for example, gives the other participant the agency to agree or decline, and the scene will be better for it.
Honour safety mechanisms when they are deployed. In games with challenging themes and content, we will have safeguarding measures in place that will allow people to opt of of a scene. If someone is utilising these mechanisms, or you think they should be, pause the scene and clarify. If they opt out, respect that and move on.
Be aware of the game’s Inclusivity and Accessibility Policy, including any setting-specific expectations. This will cover game-critical information such as content warnings and potentially triggering themes.
Listen to the organisers. Their decisions on conduct are final.

Deliberate violations of this policy may result in removal from the event and a ban from future games. No refunds will be issued if you are expelled for misconduct.

If you experience or witness behaviour that causes concern, please speak to a member of crew. We will listen and handle it sensitively and appropriately.

Events Set in Other Systems

Where Shunned House LRP runs events (be they sanctioned, social or player events) in a setting or system that is not our own, you agree to be bound by the code of conduct of the host game.

For example, where events are run within the Empire setting, you are expected to follow the Profound Decisions code of conduct.

It is your responsibility to be informed as to the code of conduct expectations of the host game that we are running with. These policies will be made available in advance.

Inclusivity, Accessibility, and Reasonable Adjustments

Each game run under Shunned House LRP has its own Inclusivity and Accessibility Policy, shaped by the themes, tone, and logistics of that specific event. For example, Circa Regna Tonat explicitly explores gender roles and the power dynamics of available to women, where the Empire setting is written to be genderless and such themes would be inappropriate.

Our Inclusivity and Acessability policies are intended to help players understand the expectations of each game and ensure everyone has the tools to participate meaningfully and safely.

By booking, you agree to abide by the additional conduct rules outlined in the Inclusivity section of the game’s specific policy.

Anyone who deliberately breaks the spirit or letter of these rules may be expelled from the event and barred from attending future events.

Accessibility Varies by Game and Venue

Because our events take place in a variety of locations, from scout sites to rural venues, not all of them will be fully accessible. Each game will include clear, upfront information about the accessibility of the site, including details such as:

Step-free access or lack thereof
Accessible toilet and wash facilities
Terrain and surface type (e.g. grass, mud, woodland)
Vehicle access to IC or OC areas
Availability of quiet or low-stimulation spaces

We will always do our best to choose venues that are as accessible as possible, but we recognise that some sites will present barriers. If you’re ever unsure about whether a game is accessible to you, we encourage you to get in touch. We’re happy to talk through the site details and your specific access needs.

Making Reasonable Adjustments

We are committed to making reasonable adjustments to help players access our events, both in practical and narrative terms. This may include:

Modifying roles or character briefs.
Adjusting sleeping arrangements.
Providing information in alternative formats (e.g. audio briefings).
Allowing for flexible time-in or time-out approaches.
Assigning or accomodating for buddy players or crew for additional support.

We’ll ask about access needs as part of our booking and pre-event questionnaires. If you need something that isn’t covered there, please contact us directly. We’ll do what we can within our resources to make it work.

Right to Refuse or Remove

Shunned House LRP reserves the right to refuse a booking from any individual.

We also reserve the right to expel any participant from an event. If you are removed from an event for breaching the code of conduct or any other rules, your booking fee will not be refunded.

Booking Process

Expression of Interest

Each game begins with an Expression of Interest form. This form puts you in the running to be considered for a place. It’s a quick form that lets us know what kind of ticket you’re after (player or crew), along with some basic details, including access needs.

This is not first-come, first-served. We want to give everyone a fair shot at joining us. We will try and communicate as much as possible where we are in the decision-making process.

Attendee Publication

Once expressions of interest have closed, we’ll publish a list of names for potential players that have signed up. Where possible, we will also publish a list of crew. We will use the name provided as part of the Expression of Interest form as part of this process, so please use names people will recognise you by at the event.

If you’d rather not have your name on that list for any reason, just get in touch. We want to be as open as possible without compromising anyone’s comfort or safety.

Casting, Character and Player Forms

Next, we’ll send out either a casting form or a character form.

For games where we are writing the characters you will be playing, this will be a casting form. This form helps us figure out what kind of characters suit people best. For casting forms, expect questions about what kinds of characters you’d be comfortable playing (e.g. gender, age range, themes you want to avoid).

For games where you are attending with characters that are already in play, such as sanctioned and player events, this will be a character form. This is a request for information about your character that helps us facilitate your character at our event.

In either instance, the form will have an player section. This is for critical information about you, including allergens, dietary needs, and emergency contact details. In the case of emergency contact details, we ask you to, where possible, provide an emergency contact that is not at the event.

If filling out forms is a barrier for you, let us know. We can chat on the phone or an online call, or find another way to get your info.

Character Assignment

For games that involve casting forms, we’ll move into the process of character assignment and writing. This stage takes a significant amount of time behind the scenes, as we work to match players with roles that suit their preferences and fit the wider story.

It’s likely we’ll need to reach out to some of you during this process to clarify details or explore options. We’ll be working to a clear timeline and will keep everyone updated as we go.

When we are ready, you’ll receive an offer for a specific character, which you can either accept or feed back on if there’s something that you would like to change.

We aim to send out character briefs as early as possible, giving you time to digest the info, think about costume and kit, and reach out to your in-game contacts.

Briefs are usually written text documents, but we know that’s not ideal for everyone. If you’d prefer to receive your brief as an audio recording or to talk it through with someone, just ask. We’ll be happy to accommodate.

This step is not applicable for games where we aren’t writing characters, such as player events and socials in other settings.

Ticket Payments

To secure your place, you’ll need to pay the deposit for your ticket. This is usually 50% of the full ticket price. We will detail when offering you a place when the deadline for that payment is due. This ammount is usually for us to pay the deposit on the venue we are hiring for the event.

If that’s going to be tricky for you to pay the deposit on time, but you still want to accept your place, please reach out. We are a not-for-profit group, but will always try to be flexible where we can.

If you’re not offered a place initially, you’ll be added to the waiting list, which we’ll use if any players drop out. You’re welcome to ask to be removed from the list at any point, for instance if the date the LRP is planned gets booked with something else.

Refunds and Reselling

Refunds

Shunned House LRP is a not-for-profit group, and we run our events on tight budgets with funds allocated directly to cover costs.

We will not guarantee refunds at any point after payment.

We will do our best to accommodate refund requests if you can no longer attend an event. However, the closer we are to the event date, the harder it becomes to facilitate refunds due to non-recoverable expenses. As such, all refunds are entirely at our discretion and cannot be guaranteed.

We will attempt to resell the ticket and will pass any resale ammount to you if possible. Please note that this may not be the full original price, as we will reserve the right to resell your ticket at a discounted the closer we get to the event. This is especially true when the event requires certain numbers to run, such as an event with pre-written characters.

If you have to cancel in the last week for health reasons, we will refund you as much as we can out of funds remaining after the game. Be aware that we run as close to cost as possible, and we have had instances where refunding due to health reasons hasn’t been possible due to the costs of running.

Reselling

In most cases, we’ll have a waiting list of players who expressed interest but didn’t initially get a place. This means we can usually reallocate your ticket directly, without the need for you to find someone to resell it to yourself.

Because of this, we do not expect or encourage players to resell their tickets independently. Reallocation helps us keep the casting process consistent, ensures new players are properly briefed, and allows us to manage the event more smoothly.

If you’re unable to attend and need to give up your place, just let us know as early as possible and we’ll do our best to sort it out.

Event Cancellation

In the unlikely event that we need to cancel a Shunned House LRP event, we will do our best to refund players a fair share of any unspent budget.

However, as we are a not-for-profit group, we can’t guarantee that this will amount to a full refund. Some costs — such as venue deposits, materials, or other non-recoverable expenses — may already have been paid and cannot be reclaimed.

Depending on the circumstances of the cancellation and external factors beyond our control, it is also possible that no refund will be available. We’ll always be transparent about the situation and where the money has gone, and we’ll do everything we reasonably can to support affected players.

Catering and Allergen Information

Any catering provided by or for Shunned House LRP cannot be guaranteed to be entirely allergen-free.

As part of our event preparation process, we will send out a pre-event questionnaire to all participants. This will include a section for you to let us know about dietary requirements, allergies, and preferences.

We will always do our very best to accommodate dietary and allergen needs, and we have a strong track record of supporting a wide range of dietary requirements at previous events.

Where we are working with external caterers, we will pass on all submitted dietary information in advance and ensure that your needs are taken into account as much as possible. However, as catering environments may not be completely free from cross-contamination, we are unable to offer a full guarantee of an allergen-free kitchen or food preparation process.

If you have any severe allergies or specific concerns, we encourage you to get in touch with us in advance, so we can discuss options and make sure you’re as safe and supported as possible during the event. When we work with external caterers, we will ensure that there is an avenue for you to contact the caterers directly in advance of the game.

COVID-19

We ask players where possible to take an LFT test before you start your journey to the event. Please do not come if you test positive, or if you have any symptoms that may be covid.

We do not ask our players to wear masks. Players are free to wear a mask if you prefer, but be aware it might limit the amount you can interact with some some participants, for example anyone who need to lip read.

If you are unable to attend the event for testing positive for COVID-19, this falls under the umbrella of having to cancel in the last week for health reasons as detaled above.

Photography at Events

At Shunned House LRP, we love photography. Capturing dramatic, emotional, and beautiful moments from our events helps players relive those stories and supports the promotion of our game and the wider hobby.

However, we also value immersion and player experience above all. Photography should never disrupt the game or compromise the atmosphere we work hard to create. As such, we’ve outlined the following policy to balance the needs of photographers with the needs of players.

General Policy

Anyone wishing to take photographs at an event must contact us in advance. We will not permit photography on the day without prior agreement.
We will typically allow a maximum of one or two photographers per event.
Photographers must agree to abide by all game rules and our code of conduct.

During the Event

To minimise disruption and preserve immersion:

Photographers must be in suitable in-character costume or plain theatre blacks while in IC areas.
No flash photography is allowed during time-in.
Avoid obstructing players’ line of sight or inserting yourself into active scenes or combat.
Do not stage or direct scenes in IC areas. If you wish to do so, please arrange this out-of-character in downtime or off-field.

Respecting Privacy and Take-Down Requests

Not every player is comfortable being photographed or having those images shared publicly. While we cannot track opt-outs in advance, we expect photographers to show reasonable awareness and respect for others’ boundaries.
If you are asked to take down a photo by someone who is identifiable in it, please do so as soon as reasonably possible.

Publication and Usage

Photographers are welcome to share their work within the LRP community.
You may not sell photographs beyond the community (e.g., for commercial use) without the express consent of the identifiable people in the images.
Please retain the ability to act on takedown requests by avoiding Creative Commons or unrestricted licenses.

Site and Safety Rules

To help keep everyone safe and ensure smooth running of our events, we ask all participants to follow the site and safety rules outlined below.

Please note that each venue we use will have its own rules and limitations — some may restrict access to certain buildings or areas, and others may prohibit combat indoors or have specific safety requirements. These rules are not negotiable and are often part of our agreement with the site owners or tied to their insurance and safety policies.

We will clearly communicate any site-specific rules in the event pack, which will be sent out in advance of each game. It is your responsibility to read and follow those instructions. If you’re ever unsure whether something is allowed, please check with a member of crew.

General Rules (All Events)

No metal weapons may be brought to or used at any event.
LRP weapons must be safety-checked before use. This will be done by a member of the Shunned House LRP team or a nominated individual with appropriate experience.
Any weapon or item deemed unsafe must be kept out-of-character and securely stored at all times.
No animals may be brought to site, with the exception of registered Assistance Dogs.
Shunned House LRP will not be held liable for any loss, theft, or damage to your person or property during the event.

Site-Specific Rules May Include:

Areas that are out of bounds for safety, privacy, or legal reasons.
No combat indoors, or restrictions on combat in particular rooms or structures.
Fire safety policies, such as no naked flames or site-specific fire pit rules.
Vehicle and parking rules, including restricted access to in-character spaces.
Waste and recycling policies to protect the site and respect site owners.

These rules will be outlined clearly in the event pack — and if further clarification is needed, we’ll cover it during the event safety briefing.