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Trackdays, Terms & Conditions of booking

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    Posted: 01 Nov 2014 at 8:43pm


TERMS AND CONDITIONS


IMPORTANT NOTICE:




Acknowledgement of Risk

Motor sport is dangerous and can involve injury or death. Despite the BMW Car Club taking all reasonable precautions, accidents can happen. By attending a track day, you acknowledge this and confirm that you are aware of the nature of the activity and attend at the venue at your own risk.

The BMW Car Club may refuse access to, and eject from, its venues any persons who are acting against the interests of safety and/or whose behaviour is likely to cause damage, nuisance or injury. The circuit may also have to conduct security searches at the venues to ensure the safety of customers and other persons at the relevant event.

Neither circuit officials nor any members of the BMW Car Club or their representatives are responsible for any loss, damage or injury to persons or property caused or sustained by you as result of attendance at any track day.





Booking, Payments, Cancellations and Refunds

  • Bookings are taken in the following priority sequence on a first-come, first served basis:-

  1. BMW Car Club members

  2. Past participants known to BMWCC

  3. Others


  • A place on any event is only guaranteed when paid for in full.

  • Payment may be made by debit card at time of booking through club office. Credit card payments may be subject to additional charge of 3%. BMWCC bank account details are available for those who want to pay electronically.

  • Bookings will be confirmed either by email or by issue of a ticket.

  • Upon receipt the registered recipient acknowledges that they accept without reservation the Terms and Conditions relating to this specific event. Those Terms and Conditions may at the sole discretion of the BMWCC include/incorporate the Terms and Conditions and Rules and Regulations of the service/circuit providers. Full rights of assignment having been obtained by BMWCC from such providers.

  • BMWCC reserve the right to cancel or refuse any bookings without giving a reason.

  • When applicable there will be an opportunity to book a garage prior to the event.

  • Trading

No persons attending shall be permitted to trade or sell or offer for money or exchange or barter any goods, parts, materials, documents, films, videos, clothing, merchandise or any items of a commercial value whatsoever. Trading shall only be permitted at the expressed agreement of the BMW CC GB Limited and the track owners or organisers, this shall be by way of written contract in advance and a fee shall be payable in advance. This does not imply that any such arrangement is on offer or guaranteed. Persons failing to comply may be asked to leave the meeting and no refund shall be given under any circumstances.


Cancellation by the Circuit

The Circuit may have to cancel a track day due to events beyond its control, for example adverse weather conditions. This will usually be in the interests of safety. Where a track day is cancelled in its entirety for such reasons, the BMWCC will endeavour to notify ticket holders of the cancellation although the BMWCC cannot guarantee that ticket holders will be informed of such cancellation before the date of the event. Where a track day is cancelled in its entirety for such reasons, BMWCC and its participants will be entitled to whatever compensation (if any) as set down by the circuit in their Terms and Conditions and is at their sole discretion and is not guaranteed. No Claim for loss, consequential or otherwise can be brought against BMWCC or its representatives in such circumstances.

Cancellation by the BMWCC

If The BMW Car Club cancel a track day for reasons other than events beyond its control, a full refund will be offered.

Cancellation by Participants

If you are unable to attend the pre-booked track day, please call our office as soon as possible. In these circumstances, then, provided The BMWCC are notified no later than 30 days prior to the original booking date, the BMWCC will endeavour to reschedule your booking or provide a credit towards a later track day (subject to availability). Bookings cancelled less than 7 days prior to an event are strictly non-transferable and non-refundable. In the event the place can be re-sold a refund will be given subject to administration fee.

Any credit held by the BMWCC must be used within a twelve month period. For example, if you cancel your track day on the 1st January, you must have booked an alternative date by the 31st December. Any credits not used within the 12 month period will be cancelled.

Any amendments to track day bookings must be requested in writing, stating clearly the track day to which the amendment relates. Any cancellations or amendments to track day bookings requested by you will incur an administration fee of £20. For the avoidance of doubt we do not give refunds.

In order to claim any refund, please apply in writing to The BMWCC’s address set out below, stating clearly the track day to which the application relates. For accounting purposes any applications for refunds must be received within 28 days from the date of the cancelled track day.

Registered office:

BMW Car Club (GB) Limited, Unit 5(H), Glan Yr Afron, Aberystwyth, SY23 3JQ

Telephone: 01970 267989 www.bmwcarclubgb.co.uk


Insurance

By booking onto a BMWCC track event you understand that motorsport is hazardous, and you are voluntarily exposing yourself to risk of damage or loss or personal injury by participating in a track event. Despite this, you understand that racing is prohibited, and that the purpose of the event is to allow the participants to improve their skills and learn the handling characteristics of the vehicle(s) they are using. You understand that any insurance carried by BMWCC and/or the event location operator in respect of any liability which might arise out of the track event will be limited, and that your own motor, third party and public liability insurance (if any) is unlikely to cover you for your losses, liabilities or personal injury and agree not to hold any member, agent or staff of BMWCC responsible or liable for any loss or damage to property or person.

BMWCC recommends that track day insurance is taken out by participants and cannot be held responsible for damage occurring to vehicles or person.


Vehicle Requirements

  • The vehicle you intend to use must conform to current MOT legislation in the case of Road Cars (show copy of MOT certificate), or MSA current safety and silencing regulations. It must be in good condition both mechanically and bodily and suitable for its intended use on the track. It is your duty to ensure that the vehicle remains in this condition for the duration of the activity, in the interests of your safety and the safety of others at the circuit.

  • Vehicles will not be permitted to use slick tyres unless fitted with suitable roll over protection.

  • A towing eye must be fitted to the vehicle. Failure to do so will cause delays or even damage to your vehicle in the recovery process. Neither the BMWCC or the circuit operator can be held liable for such damage.

  • BMWCC will not be scrutineering participants vehicles before permitting them onto the track therefore cannot guarantee the safety of all vehicles on track.

  • BMWCC and/or the circuit operator reserve the right to inspect any vehicle and to refuse access to the track for any vehicle deemed as being unfit. No refund or credit will be given in such circumstances.

  • Vehicles contains no additional fuel (save for that in fitted tanks), no propellant’s, alcohol, matches, lighters, weapons, guns, explosives, fireworks, tools (save for those provided and fixed to the vehicle by the manufacturer where appropriate), lasers, knives, sharp objects, pets, bottles, glass items, sports equipment, non-approved photographic equipment or any other objects deemed as “unsuitable” by the BMWCCGB at the time.


Noise Restrictions

  • The regulations relating to noise levels are required as a result of environmental and/or planning reasons relevant to BMWCC venues and so there is no room for discretionary relaxation. They are reasonable restrictions which ensure activities at BMWCC venues create the minimum amount of disturbance to our neighbours. Although these requirements can seem restrictive, we operate driving activities in full compliance with these limits. These measures are required to ensure that the majority of track day customers who do not attempt to flaunt the noise limits are able to continue to enjoy their track days without the relevant event or future events having to be restricted due to the acts of others.

  • All vehicles therefore must comply with the noise limit imposed by the venue operators

  • If the BMWCC and/or the circuit organiser is of the opinion that any vehicle does not comply with the applicable noise restrictions, the relevant vehicle will be prevented from participating in the remainder of the event unless and until the noise emissions are addressed to bring them within the applicable limit.

  • The noise control officer`s decision is final on all matters.

  • No refund or credit will be given in such circumstances.


Driver and Passenger Requirements

  • All drivers and passengers shall, prior to partaking with the event, present a completed and signed disclaimer/indemnity form.

  • Participants attending BMWCC track days at their own risk and any liability for individuals and/or their cars rests solely with them.

  • All drivers and passengers must be aged 18 years or older and bring both parts of a full UK Driving Licence to be shown prior to signing on. No licence will result in no track day driving and no refund will be given.

  • Only one passenger may be carried in the vehicle at any one time. All fitted safety devices must be able to perform within their manufacturers guidelines i.e. weight and height of passenger must not interfere or prevent such safe operation within the manufacturers design parameters.

  • No person shall pledge, lend, assign, give, exchange, hypothecate, his or her ticket or driving place to any other person without the expressed permission of the BMWCCGB and those found to have done so or be in the act of doing so, shall be refused any activities and be asked to leave.


Safety Requirements:

  • All participants must wear crash helmets of a recognised manufacture and complying with the current Safety Requirements of the BSI 6658-85A or BSI 6658-85A/FR, or MSA/ACU/FIM/FIA standards. All helmets must be correctly fitted.

  • Seat belts or harnesses must be worn at all times on the venue.

  • Arms and legs must be covered whilst on Circuit.

  • Participants must not act or drive recklessly, dangerously or in an intimidating fashion, whether on track or otherwise. If in BMWCC’s opinion you are acting dangerously, recklessly or in an intimidating fashion you may be removed from further participation in the BMWCC track day and/or ejected from the venue. No refund will be given.

  • If you have any problems with any other drivers on the day, please report to a circuit official.

  • No participant shall consume or be under the influence of alcohol at any time during the track day.

  • No participant shall be under the influence of drugs or medication (prescribed or otherwise) or have any pre-existing medical condition that will adversely affect his or her performance during the track day.

  • Track participants may be required to undergo a voluntary sobriety test, this includes a zero tolerance policy for alcohol and drugs, in the sole opinion at the time of testing in the view of the BMWCCGB the person is deemed unfit to drive and poses a danger threat to themselves or others, they will be refused access. No refund in part or in full shall be given, even in the event the person may or may not be able to prove their innocence. Those people refusing to volunteer shall be deemed “unfit”.

  • No pregnant drivers will be permitted to participate, whether as a driver or passenger, in any track day.

  • No timekeeping, racing or pace making of any sort is allowed on the track day.

  • Drivers of open top and single-seater cars must at all times whilst on-circuit, wear gloves and a full-face crash helmet which complies with the current BSI, MSA/FIA standards.

  • Open top cars will only be permitted when fitted with a full MSA/FIA approved roll safety device, or other road homologated roll over safety device. Road homologated vehicles which do not have the above by virtue of their manufactured date, but which are still in standard road homologated specification are also permitted.

  • Participants must attend and listen to all briefings and safety instructions throughout the track day, including flags, signals or warnings from marshals or any other representative of the Circuit.

  • If any of the above are not adhered to then BMWCC reserve the right to exclude the car and the participants from the event. No refund or credit will be given in such circumstances. The decisions of the BMWCC are final. 


Registration and Briefing

  • Access to the venue will be from 0730 until 1800hrs, unless otherwise stated by BMWCC or the circuit organisers. BMWCC shall not be responsible for any person or vehicle arriving before or remaining after the published times.

  • On arrival all drivers and passengers must report to signing on where they will be required to sign a Registration Form and indemnity form with BMWCC officials and that you have been issued with a vehicle number.

  • You must produce your valid UK driving licence (photo card or old paper licence) and MOT certificate, at the time of registration. Please note that photocopies cannot be accepted.

  • All drivers and passengers must attend the pre activity safety briefing. It is mandatory that you attend this briefing. Should you arrive too late, please report to a circuit official, where arrangements will be made for you to be individually briefed at the earliest opportunity.

  • Failure to attend any briefing shall result in any participant, driver or passenger being refused onto the circuit and it shall be at the sole discretion of the organiser. No refunds or replacement shall be made under any circumstances.

  • It shall be deemed that any person attending has read and complied with this rules and regulations, failure to do so is not an excuse for ignorance of them and they form an integral part of the booking, payment and participating process.

  • No driver or passenger will be allowed on the track unless they have attended a safety briefing.

  • Having attended the briefing drivers and passengers will be issued with the appropriate coloured wristband. No driver or passenger will be allowed on track unless they have signed on and wearing the appropriate wristband.


Safety Requirements

Venue Notes

  • Speed limit on all service roads at the venue is 10mph.

  • Anyone reported driving recklessly or dangerously will be escorted from the venue.

  • No paddock bikes or other forms of un-licensed motorised transport are to be used on the venue at any time.

  • Food and drink will be available to purchase on the day via circuit organiser caterers.

  • No animals may be brought onto the premises, except for registered guide dogs.

  • Unless accompanied by an adult at all times, no persons under the age of 16 are allowed in any operational areas/garages or pit lane.

  • No persons under the age of 16 are allowed in any of the controlled track areas.

  • No smoking is permitted in the garages or pit lane.

  • Tyres and oil drums are not permitted to be disposed of in bins or garages. Please ensure these are taken away with you at the end of the day to be disposed of. Any person found to be in contravention will be charged by the circuit organisers and/or BMWCC.

On Track

On track the circuit marshals will we use certain flags to signal to all drivers. When you are on your sighting laps on track please familiarise yourself with the position of the marshal posts. The following are the types of flags you will see:


Waved
Yellow

Danger ahead, possibility of an incident or hazard, reduce your speed by 50% (check mirrors first) and no overtaking.

 

Red

Incident has occurred and the session has been stopped. Please instantly reduce speed by 50% (check mirrors first), pull over to the right to allow recovery vehicles to pass and return to the pit lane. NO OVERTAKING

 

Blue

The vehicle behind is trying to overtake - please drive on the right hand side of the Circuit and allow the overtaking vehicle to pass

 

Yellow &
Red Striped

There is a spillage on track or change in the track surface or condition, i.e. oil, mud, debris, etc. Reduce speed and take caution.

 

Black

There is a possible problem with your vehicle, i.e. damaged bodywork, losing fluid, etc. It could also mean that we need to discuss an aspect of your driving. Please return to the pits immediately and report to a marshal.

 

Chequered

This signifies the end of the session, please reduce your speed and return to the pits at the end of your lap. No overtaking is allowed during this lap.


Track Notes

  • BMWCC insist that all drivers take part in the sighting laps prior to the start of the event.

  • BMWCC is not a track day training organisation. Experienced track day users (instructor) will be on hand to give guidance, but it is just that – informal hints and tips. BMWCC accepts no responsibility or liability for what may or may not be said by any instructor. Participants are solely liable for their actions and the way in which the track is used.

  • Use the first few laps to warm up your tyres and familiarise yourself with the location of the marshal posts, etc. Build pace gradually and progressively.

  • Consider other drivers - Leave plenty of space when you overtake other cars.

  • OVERTAKING is on the LEFT ONLY and on the straight sections as detailed in the drivers briefing, on the day.

  • Use your mirrors regularly and if you see faster traffic behind you, move over to the right and let the other vehicle(s) pass on the left. It is good etiquette for the driver being overtaken to ‘lift off’ (do not brake) to assist the overtaking vehicle.

  • TYRE NOISE AND DRIVING STANDARDS. Any driver generating excessive, unnecessary or constant tyre squeal or is deemed to be driving recklessly or in a manner considered by The BMWCC to endanger themselves or other track users will be black flagged, removed from the track and given a warning that such driving is inappropriate. This includes prolonged deliberate over steer, or “drifting”. If the driver continues to give cause for concern a second black flag will be given to once again remove that driver from the circuit and he/she will be denied further access to the track for the rest of the day. Deliberate and excessive power slides will be dealt with in exactly the same way.

  • In case of an incident, leave your vehicle and move to a safe position behind the barriers. If you see an incident – do not stop – the circuit staff will deal with it.

  • In the event of a collision with the barriers or safety wall, the driver MUST report to the Medical Centre and report to the circuit co-ordinator. A driver that has made contact with the barriers or the wall will have his/her wristband removed by the marshal at the point where he/she had crashed. If the driver wishes to continue and is deemed medically fit to do so by the Medical Team, then the driver must sign on again and will be issued with another wristband. Further incidents will result in exclusion from the event.

  • In the event of a spin, the driver must return to the pits and report to the circuit co-ordinator. It may be deemed necessary to undertake a personal coaching session with an instructor. Further incidents may result in exclusion from the event.

  • Anyone who ignores red flags or the direction of marshals will be asked to leave the Venue – the marshals are there for YOUR SAFETY.

  • Any driver deemed to be driving in an appropriate way will be shown the black flag and must report to circuit staff/BMWCC rep before re-entering the circuit. Repeated instances of poor driving standards will result in the participant being denied access to the track for the remainder of the day. No refund or credit will be given in such circumstances.

  • Timing a competitive driving is STRICTLY PROHIBITED . Any driver(s) found to be in violation will be denied access to the denied access to the track for the remainder of the day. No refund or credit will be given in such circumstances.

  • The participant is at all times liable for damage to circuit property.


Pit Lane Notes

  • If you are using a garage, please ensure you adhere to all the terms and conditions displayed therein.

  • The fire lane at the rear of the garages must be kept clear at all times.

  • Please note the pit lane & track are strictly one way. The pit lane speed limit is 20mph max., unless otherwise stated.

  • The pit lane must be kept clear between the yellow line and the pit wall to allow emergency vehicle access.

  • Only people taking part in the current session are allowed in the pit lane.

  • It is forbidden to sit on the pit wall.

  • It is forbidden to re-fuel in the pit lane or garages.

  • It is forbidden to store fuel in the garages or in the pit lane.

  • It is forbidden to smoke in pit lane or garages.

  • Children under 16 who are not participating are not allowed in the pit lane or the garages


Photography and Production of Coverage

Other than taking still photographs for personal, non-commercial and non-promotional use, no drivers, passengers or their guests are permitted to produce or broadcast any audio, visual (still and/or moving) and/or audio-visual coverage of the venue or any activity at the venue in any media without obtaining the BMWCC’s and The Circuits prior written consent.

The BMWCC and The Circuit shall be entitled to charge a reasonable fee for the production of such coverage.

Where The BMWCC and The Circuit provides their consent to the production of coverage (a) any and all on-board video equipment carried in or on vehicles must be safely and securely installed in accordance with any applicable governing body regulations; and (b) if the person making the request is a journalist, photographer and/or cameraman, such person must complete a media accreditation form supplied by The Circuit, accompanied by a letter or other written communication from the journalist’s, photographer’s or cameraman’s relevant publication or company.


Spectators

Spectators are welcome on site, however, those under 16 years of age will not be permitted access to the pit land or pit garages. Children must be supervised at all times. No animals are allowed on site.


Paddock Notes

  • Please be aware of other participants, pedestrians, circuit staff and BMWCC officials in the paddock, garages and pit lane. You are responsible for your own safety and that of other users of these areas who may be affected by your operations.

  • You shall be deemed to have made yourself familiar with the garage, paddock and pit land rules.

  • If you see any hazards please report them to race control immediately.

  • Vehicles must not be parked so as to cause obstruction to the roads, car parks, paths etc.

  • Vehicles must not be parked up against pit garage doors and the roadway within the paddock area and fire lane immediately behind pit garages must be kept clear of obstructions at all times.

  • All security systems employed by the circuit must be observed and not abused.

  • No marking of the circuit or paddock surfaces is permitted.

  • Persons are not allowed to live or reside temporarily or otherwise or to sleep overnight on the premises.

  • Persons are not allowed to cook on the premises.

  • Persons attending shall use the designated areas only and observe the circuits Health and Safety provisions.

  • Persons using areas other than the designated areas shall be solely liable for any costs or charges imposed by the circuit organisers.

  • Should the circuit organisers have need beyond their control to render use of such designated areas impossible, inadvisable or provisionally then no claim shall be made against the circuit organisers or BMWCC in such eventualities.

  • Participants shall be responsible for removing their rubbish, refuse and other materials at the end of the day and leave the site clean and tidy.

  • Any costs incurred by participants to the circuit organisers shall be paid directly and your own responsibility. BMWCC shall not be liable for any such costs or charges incurred.

  • The participants shall be responsible for the condition of all parts of the premises and equipment and liable for any costs of any such repairs or replacement due to damage caused by yourself.

  • In participating in this event you undertake to be solely responsible for your own assessment of risk and take appropriate actions.


Health and Safety

  • All participants must comply with the statutes, bye-laws, orders and regulations made by any government, local or other authority affecting the use of the premises.

  • The BMWCC will have nominated club officials appointed on the day. The circuit organisers shall provide suitable marshals, staff and emergency services personnel to supervise and control the day.

  • Participants must observe all reasonable requests and instructions issued from time to time during the day.

  • Participants must not venture upon any areas other than the designated areas of the premises and adhere to all the circuit signage and barriers.

  • Participants must observe the circuit limitations on numbers of cars on the track at any one time and display patience and courtesy whilst awaiting access to the track.

  • No persons who do not hold a current UK driving licence and relevant insurance policy shall be permitted to drive on the premises.


Disclaimer

All participants i.e. drivers and passengers must sign the appropriate BMWCC Disclaimer which refers to the indemnity side of going out on the track prior to being allowed to participate in the track day.


You must declare on the vent indemnity form:-

  1. That you are fit and healthy and that your eyesight (with lenses if to be worn) is adequate for track use.

  2. That any vehicle for which you are responsible, and/or which you will use on the track, is in good and suitable mechanical condition and will run on road-legal tyres.

  3. That you hold a current full licence entitling you to use, on the public roads in the UK, a vehicle of the size and type that you will be using on the track.

  4. That you will not participate in a track event whilst under the influence of alcohol or intoxicating drugs.

  5. That you will wear a suitable crash helmet that conforms to the standards required by the circuit at which the event is to be held.


You must agree to make no claim against BMWCC or its officers or agents in respect of any loss or injury suffered by you during a track event, and to indemnify them against their costs and losses arising out of any claim made against them by anyone to the extent that such costs and losses are attributable directly or indirectly to your participation in a track day. You must have read and agreed with the above declaration and indemnity, and agree that it’s terms will also apply to your participation in any future track day organised by BMWCC, unless you sign a subsequent declaration and indemnity, which will then take precedence.

It is taken that by becoming a member of BMWCC and/or booking an event and/or attending an event and/or relying on information provided by BMWCC that these conditions are agreed to and that you have read, understood and acknowledged all the above declaration.


Prepared and issued by the BMW Car Club (GB)

Dated – October 2014


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