Terms and Conditions

These Terms & Conditions are found at www.luddenhamraceway.com/legal

  1. General
    1.1
    This Luddenham Raceway site at www.luddenhamraceway.com (a “Site”) is a shopping and informational website where you can browse, select and order products advertised on the Site, make bookings and or booking enquiries, as well as gain information on products and services offered and the terms and conditions surrounding the offering of products and services from Hutland Pty Ltd trading as Luddenham Raceway (ABN 96 157 974 199) (herein referred to as ‘us’ / ‘we’ / ‘Luddenham Raceway’ / ‘LR’ / ‘LRP’ / ‘LRMP’).
    1.2
    You must read and understand the Terms and Conditions of the Site and the Products and Services before accessing and using the Site and before, making and or placing Bookings and using the Products and Services.
    1.3
    Your access to and use of the Site and the Products and Services offered is subject to these Terms and Conditions, (as well as any additional Terms and Conditions that may be displayed at the premises providing the Goods and or Services, and or may be sent to you in writing).
  2. Your Agreement to the Terms and Conditions
    2.1By accessing and using the Site, including placing orders through the Site and making Bookings through the Site, you agree that you will be subject to and comply with these Terms and Conditions (including our Privacy Policy) and the Terms and Conditions regarding entry and access to the Premise / Venue / Facility.
    (a) By completing your registration through the Site;
    (b) By making a booking through the Site; and
    (c) Using the site to obtain Products and Information from us.
  3. Placing an Order for Products and or making a Booking
    3.1.
    You may order products and or make a Booking by selecting and submitting your order and or Booking Request through the Site in accordance with the Terms and Conditions.
    3.2.Any order and or booking request placed through this site for a Product and or Booking is an offer by you to purchase the particular product and or time slot for the price notified (including the delivery and other charges and taxes) at the time you place the Order and or Make a Booking.
    3.3. We may ask you to provide additional details or require you to confirm your details to enable us to process any orders and or take bookings through the Site.
    3.4. You agree to provide us with current, complete and accurate details when asked to do so by the Site and or a representative of LR.
  4. Acceptance or Rejection or Cancellation of a Booking and or Order
    4.1.
    We reserve the right to accept or reject your Booking and or Order, for any reason including if the requested Product and or Time Slot and or Date is not available, if there is an error in the Price or Product Description posted on the Site or an error in your Order and or Booking.
    4.2.Each Order placed for Products, and or Booking made, through the Site, that we accept, results in a separate binding agreement between you and us for the supply of the Products and or requested Time Slot and or Date of the Booking. For each Order and or Booking accepted by us, we will supply the Products and or requested Time Slot and or Date, in that Order and or Booking, to you in accordance with these Terms and Conditions.
    4.3. If we reject and or cancel the Order and or Booking placed through the Site, then we will endeavour to notify you of that rejection at the time you place the Order and or make the Booking, or within a reasonable timeframe after you submit your Order and or Booking.
  5. Go Karting
    5.1.
    Hutland Pty Ltd trading as Luddenham Raceway (ABN 96 157 974 199) is the Proprietor and Operator of the Go Kart Facility, Venue and Premises located at 823 – 849 Luddenham Road, Luddenham, NSW 2745 (Herein referred to as the ‘Facility’).
    5.2.When at the Facility you are required to abide by the Conditions of Entry. These conditions are listed on Signs displayed around the Facility, as well as on the Kiosks at check in. Failure to abide by the Conditions of Entry will result in your removal from the Facility and a Permanent Life Ban will be put in place.
    5.3. It is a Condition of Entry that all persons who enter the premises identify themselves at reception, and present photo identification when asked. You must have a valid, and legal purpose for being at the facility such as to gain more information about participating in a service offered at the facility, or to purchase goods or services sold by the facility and or to be provided with a service offered by the facility. If you do not have a valid or legal purpose for being at the facility and refuse to identify yourself and or present photo identification then you will be asked to leave the facility immediately.
    5.4. The registration kiosks are where the contract for the use of the Facility and its equipment is completed. All Participants must voluntarily complete registration and understand the terms and conditions governing their participation. Participants understand and accept there are inherent risks in participation, and these risks can include serious injury and death. Participants agree to accept these risks and also agree to abide by all the rules of the facility whilst at the facility and agrees to indemnify Hutland Pty Ltd trading as Luddenham Raceway against any claim arising from their participation at the Facility.
    5.5. All Participants have a duty to act with good judgment and consideration for themselves and others, and to refrain from behaviour which could affect their safety, and the safety of others at the facility.
    5.6. All Participants must obey all written instructions, verbal instructions and video instructions displayed at and or issued by the Facility at all times without objection. Failure to do will result in your removal from the Facility and no refunds will be granted.
    5.7. Participants must use all equipment and safety equipment issued by the Facility as directed. Failure to do so will compromise your safety and you will be removed from Participation if you do not comply with directions issued to you and or if you tamper with equipment. If you choose to use your own safety equipment it is up to you to verify that it is safe and fit for its purpose, and if the Facility deems that you cannot use the equipment than it can require you to put the Equipment away.
    5.8. Dangerous and Reckless use of the equipment at the facility will not be tolerated. Any and all Damage that you or a minor in your care cause at the Facility must be paid for in full before you leave the Facility.
    5.9. Closed Circuit Television (CCTV) with audio recording capabilities is in operation at all times at the Facility.
    5.10. All Participants under the age of 18 (Minors) must be accompanied at all times by an adult who is their Parent or Legal Guardian. The Parent or Legal Guardian will give the Minor permission to participate in activities, and will assume all responsibility for the Minor whilst they are at the Facility. The Parent and or Legal Guardian must present their Valid, Government Issued Photo Identification on behalf of the Minor when the Minor is checking in at registration, they will also be required to take a photograph with the Minor to verify that they were the individual who signed the waiver on behalf of the Minor and granted permission for the Minor to participate. The Parent and or Legal Guardian is liable for all damage that the Minor may cause whilst at the Facility, and any and all damages must be paid for in full before they leave the Facility.
    5.11. All Participants must ensure that they arrive in a timely manner. If you run late and cannot participate then you will not be entitled to a refund and may find yourself that your event / booking has been cancelled or reduced due to your lateness.
    5.12. Participants who are Go Karting at the Facility are supplied with loan helmets, in sizes XS to XL. Participants may wear their personal helmet, however it must comply with the Australian Standard AS1698. Any damage caused to a loan helmet must be paid for in full by the Participant before they leave the Facility.
    5.13. All Participants must ensure that Long Hair is Secured whilst Go Karting at the Facility.
    5.14. All Participants are advised to wear gloves whilst Go Karting at the Facility to prevent blisters or hand injuries.
    5.15. All Participants must ensure that they do not wear loose or flowing garments whilst at the Facility due to the risk posed of loose or flowing garments becoming entangled with the equipment. There will be no exceptions to this rule, including for religious purposes.
    5.16. All Participants must ensure that they wear sturdy, enclosed footwear.
    5.17. The Facility has a zero tolerance policy for Drugs and Alcohol. If you are found to be intoxicated, you will be prohibited from participating and will be asked to leave the Facility. No refunds would be given under these circumstances.
    5.18. Participants and Visitors are liable for any and all Damage that they may cause to equipment and or the Facility whilst at the Facility. It is a Condition of Entry that any and all damage be paid for before a Participant or Visitor leaves the Facility.
    5.19. It is a condition of entry that all accidents and injuries are reported to reception before a patron leaves the premises, and same must be noted down by completing an ‘incident report form’ by all relevant parties.
  6. Paintball
    6.1.
    Hutland Pty Ltd T/A Luddenham Raceway Paintball (ABN 96 157 974 199) (Herein referred to as ‘LRP’) is the Proprietor and Service Provider of the Paintball Facility, Venue and Premises located at 823 – 849 Luddenham Road, Luddenham, NSW 2745 (Herein referred to as the ‘Facility’).
    6.2.When at the Facility you are required to abide by the Conditions of Entry. These conditions are listed on Signs displayed around the Facility, as well as on the Kiosks at check in. Failure to abide by the Conditions of Entry will result in your removal from the Facility and a Permanent Life Ban will be put in place.
    6.3. It is a Condition of Entry that all persons who enter the premises identify themselves at reception, and present photo identification when asked. You must have a valid, and legal purpose for being at the facility such as to gain more information about participating in a service offered at the facility, or to purchase goods or services sold by the facility and or to be provided with a service offered by the facility. If you do not have a valid or legal purpose for being at the facility and refuse to identify yourself and or present photo identification, then you will be asked to leave the facility immediately.
    6.4. The registration kiosks are where the contract for the use of the Facility and its equipment is completed. All Participants must voluntarily complete registration and understand the terms and conditions governing their participation. Participants understand and accept there are inherent risks in participation, and these risks can include serious injury and death. Participants agree to accept these risks and also agree to abide by all the rules of the facility whilst at the facility and agrees to indemnify Hutland Pty Ltd trading as Luddenham Raceway against any claim arising from their participation at the Facility.
    6.5. All Participants have a duty to act with good judgment and consideration for themselves and others, and to refrain from behaviour which could affect their safety, and the safety of others at the facility.
    6.6. All Participants must obey all written instructions, verbal instructions and video instructions displayed at and or issued by the Facility at all times without objection. Failure to do will result in your removal from the Facility and no refunds will be granted.
    6.7. Participants must use all equipment and safety equipment issued by the Facility as directed. Failure to do so will compromise your safety and you will be removed from Participation if you do not comply with directions issued to you and or if you tamper with equipment. If you choose to use your own safety equipment it is up to you to verify that it is safe and fit for its purpose, and if the Facility deems that you cannot use the equipment than it can require you to put the Equipment away.
    6.8. Dangerous and Reckless use of the equipment at the facility will not be tolerated. Any and all Damage that you or a minor in your care cause at the Facility must be paid for in full before you leave the Facility.
    6.9. Closed Circuit Television (CCTV) with audio recording capabilities is in operation at all times at the Facility.
    6.10. All Paintball Participants must be at least 12 years of age under NSW Legal requirements. All Participants under the age of 18 (Minors) must be accompanied at all times by an adult who is their Parent or Legal Guardian. The Parent or Legal Guardian will give the Minor permission to participate in activities, and will assume all responsibility for the Minor whilst they are at the Facility. The Parent and or Legal Guardian must present their Valid, Government Issued Photo Identification on behalf of the Minor when the Minor is checking in at registration, they will also be required to take a photograph with the Minor to verify that they were the individual who signed the waiver on behalf of the Minor and granted permission for the Minor to participate. The Parent and or Legal Guardian is liable for all damage that the Minor may cause whilst at the Facility, and any and all damages must be paid for in full before they leave the Facility.
    6.11. All Participants must ensure that they arrive in a timely manner. If you run late and cannot participate then you will not be entitled to a refund and may find yourself that your event / booking has been cancelled or reduced due to your lateness.
    6.12. All Participants must ensure that they wear sturdy, enclosed footwear.
    6.13. The Facility has a zero tolerance policy for Drugs and Alcohol. If you are found to be intoxicated you will be prohibited from participating and will be asked to leave the Facility. No refunds would be given under these circumstances.
    6.14. All Participants must wear appropriate clothing when participating in Paintball. Participants clothing may become stained and or ripped and or dirty whilst participating and no compensation will be offered for same. Participants must ensure that they wear appropriate clothing that offers adequate protection, but will not hamper their movement or cause heat exhaustion.
    6.15. Participants and Visitors are liable for any and all Damage that they may cause to equipment and or the Facility whilst at the Facility. It is a Condition of Entry that any and all damage be paid for before a Participant or Visitor leaves the Facility.
    6.16. It is a condition of entry that all accidents and injuries are reported to reception before a patron leaves the premises, and same must be noted down by completing an ‘incident report form’ by all relevant parties.
  7. Motorsport Park
    7.1.Hutland Pty Ltd T/A Luddenham Raceway Motorsport Park (ABN 96 157 974 199) is the Proprietor and Operator of the Car Circuit Facility, Venue and Premises located at 823 – 849 Luddenham Road, Luddenham, NSW 2745 (Herein referred to as the ‘Facility’).
    7.2.When at the Facility you are required to abide by the Conditions of Entry. These conditions are listed on Signs displayed around the Facility, as well as on the Kiosks at check in. Failure to abide by the Conditions of Entry will result in your removal from the Facility and a Permanent Life Ban will be put in place.
    7.3. It is a Condition of Entry that all persons who enter the premises identify themselves at reception, and present photo identification when asked. You must have a valid, and legal purpose for being at the Facility such as to gain more information about participating in a service offered at the facility, or to purchase goods or services sold by the facility and or to be provided with a service offered by the facility. If you do not have a valid or legal purpose for being at the facility and refuse to identify yourself and or present photo identification then you will be asked to leave the facility immediately.
    7.4. The registration kiosks are where the contract for the use of the Facility and its equipment is completed. All Participants must voluntarily complete registration and understand the terms and conditions governing their participation. Participants understand and accept there are inherent risks in participation, and these risks can include serious injury and death. Participants agree to accept these risks and also agree to abide by all the rules of the facility whilst at the facility and agrees to indemnify Hutland Pty Ltd trading as Luddenham Raceway against any claim arising from their participation at the Facility.
    7.5. All Participants have a duty to act with good judgment and consideration for themselves and others, and to refrain from behaviour which could affect their safety, and the safety of others at the facility.
    7.6. All Participants must obey all written instructions, verbal instructions and video instructions displayed at and or issued by the Facility at all times without objection. Failure to do will result in your removal from the Facility and no refunds will be granted.
    7.7. Participants must use all equipment and safety equipment issued by the Facility as directed. Failure to do so will compromise your safety and you will be prevented from participating if you do not comply with directions issued to you and or if you tamper with equipment. If you choose to use your own safety equipment it is up to you to verify that it is safe and fit for its purpose, and if the Facility deems that you cannot use the equipment than it can require you to put the Equipment away.
    7.8. Dangerous and Reckless use of the equipment at the facility will not be tolerated. Any and all Damage that you or a minor in your care cause at the Facility must be paid for in full before you leave the Facility.
    7.9. Closed Circuit Television (CCTV) with audio recording capabilities is in operation at all times at the Facility.
    7.10. All Participants under the age of 18 (Minors) must be accompanied at all times by an adult who is their Parent or Legal Guardian. There is no one under the age of 16 permitted in the Motorsport Park Area at any time. The Parent or Legal Guardian will give the Minor permission to participate in activities, and will assume all responsibility for the Minor whilst they are at the Facility. The Parent and or Legal Guardian must present their Valid, Government Issued Photo Identification on behalf of the Minor when the Minor is checking in at registration, they will also be required to take a photograph with the Minor to verify that they were the individual who signed the waiver on behalf of the Minor and granted permission for the Minor to participate. The Parent and or Legal Guardian is liable for all damage that the Minor may cause whilst at the Facility, and any and all damages must be paid for in full before they leave the Facility.
    7.11. All Participants must ensure that they arrive in a timely manner. If you run late and cannot participate then you will not be entitled to a refund and may find yourself that your event / booking has been cancelled or reduced due to your lateness.
    7.12. All Participants must ensure that they wear sturdy, enclosed footwear.
    7.13. All Participants must ensure that they wear long pants and long sleeves.
    7.14. All Participants must ensure that they bring an approved helmet.
    7.15. All Participants must ensure that their personal vehicles that they use at the Facility have working head lights and seatbelts and that the vehicle is in good working order.
    7.16. The Facility has a zero tolerance policy for Drugs and Alcohol. If you are found to be intoxicated you will be prohibited from participating and will be asked to leave the Facility. No refunds would be given under these circumstances.
    7.17. Participants and Visitors are liable for any and all Damage that they may cause to equipment and or the Facility whilst at the Facility. It is a Condition of Entry that any and all damage be paid for before a Participant or Visitor leaves the Facility.
    7.18. It is a condition of entry that all accidents and injuries are reported to reception before a patron leaves the premises, and same must be noted down by completing an ‘incident report form’ by all relevant parties.
    7.19 If you are on the premises and have not signed in at reception and obtained a wristband from Staff, then you are trespassing at the venue and action will be taken, including but not limited to removing you from the venue, banning you from the venue and taking trespass action and involving the authorities, the only exception to being on the premises, is if staff have explicitly granted you permission to be at the venue, and permission may be withdrawn at anytime.
  8. Gift Vouchers
    8.1.Hutland Pty Ltd T/A Luddenham Raceway (ABN 96 157 974 199) sells Gift Vouchers.
    8.2.Gift Vouchers are redeemable at Luddenham Raceway, located at 823 – 849 Luddenham Road Luddenham, NSW 2745, for the purpose of purchasing available Food, Drink, Merchandise and Services offered by Luddenham Raceway, up to the dollar amount listed on the Voucher. E.g. A $50.00 Voucher entitles the holder of the Voucher, as named on the Voucher, to redeem the Voucher for $50.00’s worth of available Food, Drink, Merchandise and services.
    8.3. All Gift Vouchers are valid for 36 months (3 Years) from the date of issue and cannot be extended under any circumstances.
    8.4. All Gift Vouchers are only redeemable for available Food, Drink, Merchandise and Services offered by Luddenham Raceway on the day of redemption, up to the dollar amount listed on the Voucher.
    8.5. Gift Vouchers must be physically presented when redeeming. Lost Gift Vouchers cannot be redeemed or replaced.
    8.6. Gift Vouchers cannot be redeemed for cash and any remaining amount on the Gift Voucher will not be returned as cash, instead a credit of the remaining amount and the expiry date will be made on your Luddenham Raceway Licence (Account). Your Licence must be valid to make notes, and redeem any remaining amounts.
    8.7. Gift Vouchers are non-transferable and must be redeemed solely by the person named on the Gift Voucher. Valid, Government Issue Photo Identification (Australian Drivers Licence, Australian Photo ID Card and Passport only) will be required to verify and redeem a Voucher.
    8.8. Holding a Gift Voucher does not guarantee you the provision of any Luddenham Raceway Goods and or Services and we strongly recommend calling 02 9834 2366 to check availability and avoid disappointment if you intend on redeeming a specific good or service with the Voucher.
    8.9. A Gift Voucher may be used to pay a portion / the whole amount of a deposit for a Group Event offered at Luddenham Raceway (such as a Mini Grand Prix, Grand Prix or Paintball Event), and will be subject to the same conditions of all deposits paid for group events in that it will be non-refundable in the event of cancellations or change of mind.
    8.10. You may not use your Gift Voucher to pre-book Arrive and Drive Go Kart sessions. Gift Vouchers may only be redeemed on the day, provided that there is availability in an Arrive and Drive Go Kart Session.
    8.11. The Entry Policy and Terms and Conditions of Luddenham Raceway must be observed and abided by when redeeming Gift Vouchers. Failure to do so will result in you being unable to redeem your Gift Voucher for certain Goods and or Services and you will not be offered compensation or a refund if this is the case.
    8.12. A Voucher cannot be refunded for Change of Mind. The onus of ensuring that the Voucher is suitable is on the Purchaser and the Purchaser must ensure that the recipient is aware of the Terms and Conditions of the Voucher if the Voucher is being given as a gift.
  9. Privacy Policy
    9.1.Hutland Pty Ltd T/A Luddenham Raceway (ABN 96 157 974 199) is committed to compliance with privacy laws which apply to its businesses and which sets out standards for the management of personal information. This policy outlines our personal information management practices.
    9.2. The personal information that we collect and hold is what is reasonably necessary for our business functions and activities. We may collect and hold the following personal information:
    – Your and or your Guardian’s, personal details such as your name, addresses, telephone numbers, age and gender;
    -Your and or your Guardian’s, Photo Identification details such as your Passport Number, Drivers Licence Number, Photo Identification Number, Medicare Number, etc.
    – Whether you and or your Guardian, have taken up our offers and or subscription services, such as Facebook Sign In and receiving of mail and marketing and promotional services.
    – Some of our products and or services require that we collect and hold health information from you. This information may also be collected for the purposes of determining public liability issues involving you. This information is only used to provide you with those goods and or services or to manage such issues.
    – A photo of you and or your Guardian will be taken and kept on file for security purposes once you have signed up for a Luddenham Raceway Licence (for Go Karting / Paintball and or the Car Circuit). This is to verify that you are the individual who applied for and received the Licence.
    – Financial information such as credit card details may also be held if permission is granted by you. The sole purposes of holding such details would be to pay for goods, services and or bookings.
    – You must provide us with accurate and correct information. Failure to do so will result in you being denied the ability to receive your goods and or services.
    9.3. Information is held on secure servers and is obtained by you completing the required waivers and or other documents issued by Luddenham Raceway.
    9.4. We collect and hold your information for security and insurance purposes as well as to ensure that we can provide you with the best possible product and or service that will be suitable for you.
    9.5. We may collect, hold, use and disclose your personal information for other purposes which are within reasonable expectations or where permitted by law. You may opt out of our direct marketing to you. Information on how to do so will be contained on the direct marketing.
    9.6. If you have a query or a complaint on the storage or use of your personal information please write to [email protected]
    9.7. Your personal information will not be shared or provided to a third party unless it is necessary to do so.
    9.8. More information about privacy law and privacy principles is available from the Privacy Commissioner. The Privacy Commissioner may be contacted at www.oaic.gov.au (email [email protected]) (Australia).
  10. Photo Identification
    10.1.It is a condition of Entry to the Premises, Venue and Facilities located at 823 – 849 Luddenham Road, Luddenham, NSW 2745, that Valid, Legible, Government Issued, Photo Identification must be presented when requested.
    Forms of Identification that will be accepted include Australian Drivers Licences, Australian Photo Identification cards that list the full name, age and address of an individual and Passports for overseas visitors.
    No other form of Photo Identification will be accepted. The only exception to this rule would be Birth Certificates and School issued Photo Identification to Minors under the age of 18, however their Guardian would still be required to present one of the above requested forms of Valid, Government Issued Photo Identification.
    10.2. Failure to present Valid, Government Issued Photo Identification will result in you being asked to leave the premises and you must do so immediately. Failure to leave will result in the Authorities being called and trespassing charges will be laid.
  11. Banning Notices
    11.1.In certain instances Banning Notices may be issued by Luddenham Raceway for the Premises, Venues and Facilities located at 823 – 849 Luddenham Road, Luddenham, NSW 2745.
    11.2.If you are issued with a Banning Notice, or are informed that you have been Banned from the Premises, Venue and Facilities located at the aforementioned address then you are no longer welcome at Luddenham Raceway and have a lifetime ban.
    11.3. Failure to abide by the Banning Notice will result in the Authorities being called and all punishment methods granted by the law will be utilised against you.
  12. Arrive and Drive Go Kart Sessions
    12.1.Arrive and Drive Go Kart sessions at the Facility are subject to availability and there is no guarantee of start or end times of sessions, as conditions at the Facility and Group Event bookings may affect same.
    12.2. Arrive and Drive Sessions will be comprised of Participants of varying ages and skill levels.
    12.3. No group of Participants is guaranteed exclusive use of the Go Kart Track at the Facility when doing Arrive and Drive Sessions.
    12.4. Adults and Minor Participants under the age of 15 will not be sent out in the same arrive and drive sessions on the Pro Circuit at the Facility.
    12.5. The Pro Circuit at the Facility is for Participants aged 15 years old and above, in some instances staff may permit participants under the age of 15 if they deem it safe to do so, and certain precautions will be taken to permit same. Staff will have final say over all safety decisions involving participants and their decision will be final.
  13. WEATHER / DELAYS / VENUE RESCHEDULING
    13.1 WeatherThe Venue is an All-Weather Venue & operates as long as staff deem it safe to do so. Participants are not eligible for a refund on the basis of Wet / Cold / Hot Weather.
    13.2 Delays – From time to time unavoidable delays may be experienced by Luddenham Raceway which may delay expected start / finish times / formats of an Event. No refunds will be given due to unavoidable delays & adjustments to length or format & it is noted that all start and end times are general estimates only & are not guarantees for when your event will begin & finish.
    13.3 Venue Rescheduling – On occasion the Venue may need to reschedule an event due to it being Dangerous / Unsafe and or Government / Regulatory Advice & or Unforeseen factors being present that prohibit the Venue from being able to proceed as scheduled. Reasons that may result in the Venue having to reschedule include, but are not limited to factors such as: Accidents, Crashes, Power Failures, Water Failures, Bushfires, Sudden Storms, Dangerous Weather, Extreme Weather, Sickness, Pandemics, Diseases, Viruses, Flooding, Earthquakes, Acts of Nature, Acts of God, Acts of Terrorism, War, Public Health Emergencies, Public Emergencies, and or any other act or occasion that would render Luddenham Raceway unable to operate, as it would be dangerous or unsafe to proceed (as determined by Luddenham Raceway / The Australian Government / Health Authorities or other ruling body).
    13.4 In the Event that the Venue must reschedule (Venue Rescheduling) the Event Organiser would be notified as soon as practicable & a Rebook Credit would be issued to the Event Organiser. No refunds or compensation would be offered in the event that the Venue reschedules.
    13.5 Rebook Credits issued due to Venue Rescheduling are valid for 6 months (dated 6 months from the date of the original booking) & provide the Event Organiser with 6 months in which to rebook their event at a mutually convenient time. It is the sole responsibility of the Event Organiser to utilise their rebook credit before its expiry period, as lapsed credits cannot be extended.
    13.6 A Rebooked Event must take place inside the 6 month validity period (Rebooked event must take place on a date occurring before the expiry date of the 6 month validity period).
    13.7 A Rebook Credit would be issued for the original package & any catering organized, no changes are permitted to the original booking, the only exception would be to upgrade the package / increase number of Participants subject to availability, & in such a situation the Event Organiser would be responsible for any increase in cost.
    13.8 This offer does not void any existing terms & conditions of Luddenham Raceway, & in the event a rebooked event cannot take place due to issues outside of the control of Luddenham Raceway, then an appropriate amount of time (as determined by Luddenham Raceway) would be granted to extend the offer to accommodate the situation & allow additional time to rebook.
  14. Refund Policy
    14.1. Refunds will not be granted for the following reasons:
    – if the problem was outside of the control of Hutland Pty Ltd trading as Luddenham Raceway;
    –  if you insisted on having a service provided in a particular way, against the advice of the Facility;
    – if you failed to clearly explain your needs to the Operators at the Facility;
    – if you hid, or failed to disclose a reason which affected your ability to participate, and subsequently  lead to you being unable to continue being provided with a service;
    – Change of Mind (instead a credit will be issued);
    – If you are prevented from continuing your sessions due to becoming unwell and or a companion
    becoming unwell (instead a credit will be issued);
    – Missed Sessions (instead a credit will be issued);
    – Wet Weather (instead a credit will be issued);
    – Hot Weather (instead a credit will be issued);
    – Disagreeing with the decision of Track Staff and or Pit Staff;
    – If you are asked to leave, due to your behaviour and or if you are intoxicated;
    – If you misuse the equipment and subsequently experience performance issues (i.e. double pedalling);
    – Equipment malfunctioning due to wet weather conditions and or karts having to be changed (instead a replacement kart will be issued when Operators are notified about issues).
    – Wait Times (instead a credit will be issued), please note that during peak trading periods wait periods at the Facility can be between 10 minutes – 9 hours, and if there is an accident on track or should any other unavoidable delay occur, the wait period previously estimated may lengthen without warning. This is a part of the experience and is something which cannot be helped;
    – Other Participants (e.g. having other drivers in your race). Please note that when participating in an arrive and drive session you DO NOT get to choose who you are racing with and will be put with a range of individuals with varying skill levels, if you wish to avoid this then you will need to book a Group Event Package.
    – Receiving a Black Flag in a Go Kart Session at the Facility. The flagging system is part of the racing experience, and cannot be used as a reason to request or be entitled to receive a refund; and
    – Go Kart Sessions being under a ‘Yellow Light’ at the Facility. The lightning system, and the subsequent restriction of speed is a part of the racing experience which is designed to ensure that Participants are kept safe whilst racing, and cannot be used as a reason to request or be entitled to a refund.
    14.2 Guarantee on Service:
    All services will be:
    – provided with acceptable care and skill or technical knowledge and taking all necessary steps to avoid loss and damage;
    – fit for the purpose or give the results that you and the business had agreed to; and be provided with acceptable care and skill or technical knowledge and taking all necessary steps to avoid loss and damage
    – delivered within a reasonable time period, it is noted from the outset that during peak trading periods wait periods can be between 10 minutes – 9 hours, and if there is an accident on track or should any other unavoidable delay occur, the wait period may lengthen without warning. This is a part of the racing experience and is something which cannot be helped. No guarantees may be given that your sessions will start or end by a certain time period, as a range of factors may affect start, end and wait periods, which are out of the control of the service provider.
    – Please note that if you insist on having a service provided in a particular way that is against the service provider’s advice, the service provider cannot be held responsible if the result is unsatisfactory because the method was unsuitable.
  15. Aggressive Behaviour / Offensive Conduct Policy
    15.1.Actions, language, behaviour and conduct that interferes with the family atmosphere, and enjoyment of the Facilities, or that is deemed to be offensive by the Operators of the Facility, will not be tolerated and will result in the ejection of the offending person without refund or compensation.
    15.2.Behaviour that is prohibited includes, but is not limited to, offensive clothing, profanity, vulgar gestures, running, spitting, loud and aggressive behaviour, aggressive displays of attention and actions, fighting and or any behaviour that would endanger the safety of others.
    15.3. It is prohibited to nominate offensive words/ terminology and offensive images when registering at the registration kiosks. The information requested must be the same information listed on the approved Government Issued Photo Identification Documents held by Visitors and Participants.
  16. Incident Policy
    16.1.Participants agree to assist in any way possible in any investigation of any incident that they may have witnessed, or in which they may have some degree of involvement when requested.
    16.2.it is also agreed that there will be no obstruction or hindrance of any such investigation, and full, open and honest cooperation shall be given by Participants.
    16.3. Participants agree to correctly and honestly complete Incident Waivers when requested.
  17. Photography Policy
    17.1.Photography and any filming the Facility for commercial or promotional purposes is prohibited without prior written permission. Publication of images or film taken at the Facility for commercial or promotional purposes is also prohibited without prior written permission.
    17.2.Any Photography or Videography taken for private purposes must comply with all legal requirements, and must not portray the Facility in a negative manner. Hutland Pty Ltd trading as Luddenham Raceway, reserves the right to prohibit photography or videography at any times at the Facility and may request that photos and or videos be deleted or removed from publication if it believes that it portrays the facility in a negative light.
    17.3. If you are observed filming or photographing whilst at the Facility, and have not received clearance to do so, then the Operators of the Facility reserve the right to confiscate the footage and or photographs and may ask you to delete all footage or photographs and any such directives must be complied with immediately.
    17.4. All Photographers and Videographers are reminded that they must not record any images or videos of minors if they do not have the consent of the parent or guardian of the minor. If at anytime you are found to be taking videos and or photos that believed to be inappropriate, obscene and or infringe the rights of any other person then you will be reported to the appropriate authorities and will be issued with a Lifetime Ban from the Facility.
    17.5. All Photographers, Videographers and Drone operators are liable for any damage that they may cause at the Facility whilst they are taking photos / videos and or operating a drone. Any damage caused must be paid for BEFORE you leave the Facility.
    17.6. All Photographers, Videographers and Drone operators must listen to the directions and information given by Staff at the Facility at all times. Failure to abide by directions will result in you being prohibited from taking images / videos and or operating a drone and you may be asked to leave with no refunds given.
    17.7. All Photographers, Videographers and Drone operators must hold a Luddenham Raceway Licence before they take photos, videos and or operate a drone at the Facility. Licences are issued by Reception at the Facility.
  18. Visitors
    18.1.All Visitors to the Facility have a duty to abide by the Terms and Conditions of Entry whilst at the Facility, even if they are not participating in a service offered by the Facility.
    18.2.Visitors are only permitted to the Facility for a valid purpose such as obtaining more information about goods and or services offered by the facility for the purpose of making a booking, or supporting a participant.
    18.3. If you are found to have attended the Facility for an unlawful purpose the Authorities will be informed and Trespass Charges will be laid.
    18.4. Visitors are required to Identify themselves at reception whilst at the facility, and may be required to present valid, government issued photo identification to confirm their identity. Failure to do so will result in your removal from the Facility.
    18.5. Competitors to the Facility are not permitted to attend the Facility unless they have received written authorisation granting their approval and entry. If you are found to be a competitor to the facility who has gained access for the purpose of Corporate Espionage, then you will be immediately removed from the Facility, and no refunds will be granted and you will be issued with a Lifetime ban from the Facility. Your unlawful access will be considered to be trespass and will be treated as such and reported to the relevant authorities.
  19. Outside Food and Drink not permitted
    19.1.Outside Food and Drink is not permitted at the Facility.
    19.2.If Catering is required you may contact the Facility for a list of approved caterers.
    19.3. Should outside food and drink be bought in, after approval is granted (such as special dietary requirements) and an area is left untidy and requires clean up and the removal of rubbish, then a clean-up fee will be imposed by LR and will be payable before leaving.
  20. Damage / Loss / Theft to Personal Property and Equipment
    20.1.Hutland Pty Ltd trading as Luddenham Raceway takes no responsibility for any personal property or equipment that may become lost, damaged and or stolen whilst at the Facility.
    20.2. All Visitors and Participants must ensure that they take appropriate care and responsibility for their own belongings and possessions as Hutland Pty Ltd trading as Luddenham Raceway will not be liable for any loss / damage or theft that may occur at the Facility.
  21. Sun Safety Policy
    21.1.The Facility is an outdoor venue, this means that all Patrons, Staff and Visitors must take adequate sun safety precautions to minimise the risk of exposure to the sun.
    21.2.Hutland Pty Ltd trading as Luddenham Raceway will not be held liable for failures to take adequate sun safety precautions.
  22. Disclosure Policy
    22.1.All visitors and Participants at the Facility must ensure that they are physically and mentally fit and able to Participate at the Facility and will be required to sign Waivers confirming at Registration same.
    22.2.You must alert the Operators at the Facility if you, or someone in your care, suffers from a physical or mental injury and or disability and if you or someone in your care is on medication which may affect or impact on your ability to Participate in any of the recreational activities that the Facility offers. You MUST NOTIFY Operators at the Facility of any pre-existing conditions at the front desk BEFORE booking in for Karting / Paintball / Utilising the Tracks so that your competency can be assessed. Failure to do so may result in you being declared not competent to participate and you will not be entitled to a refund. Conditions which MUST BE DECLARED include, but are not limited to the following: Pregnancy, Autism, Motion Sickness, Physical Impairments / Injuries (including spinal) and Mental Impairments / Injuries. Staff may request that a Doctor’s Certificate be presented which certifies your fitness to participate, you can be excluded if you do not provide same when requested.
    22.3 Important Information for Supervisors and Carers:
    It is the responsibility of the supervising carer or guardian of anyone of diminished intellectual or physical capacity to notify Operators of the Facility, of diminished capacity prior to coming to the Facility or booking in for an event / session. For safety reasons, people with diminished capacity will not be permitted to participate in certain activities available at the Facility without prior written clearance received by the Facility from the Medical Practitioner of an affected Participant.
  23. Hot Weather Policy
    Luddenham Raceway will only allow participation in Racing or Paintball Events provided that it is safe to do so. It is YOUR responsibility as a Participant to notify Staff immediately if you are feeling unwell or have experienced any heat related injuries.
    Heat related injuries include but are not limited to Heat Exhaustion, Heat Cramps, Heat Strokes, Sun Burn, Burns and or Blisters.
    If you are experiencing headaches, nausea, dizziness, weakness, irritability, thirst, and heavy sweating you may be suffering from a Heat Related Injury and you should consider your ability to participate.
    If Staff believe that you are unable to participate it is at their discretion to remove you from your event and they may call a Medical Professional to treat you.
    In the event that your event is postponed or cancelled due to extreme weather conditions which would make it dangerous or unsafe to proceed, you will be contacted and advised by Luddenham Raceway Staff, and their decision will be final.
    Should Events need to be cancelled / postponed an Event Credit will be applied to your Luddenham Raceway Card for the session/s (or any part thereof) which you have been unable to complete on the day, and this credit may be redeemed at a mutually agreeable time
    OR if you have not begun your Event, then your deposit will be transferred to your rescheduled event date.
    You have six (6) months from the original booking date to reschedule your event.
    Should you not nominate and rebook a new date within a period of six (6) months from the original booking date, you will forfeit your credit/s and or deposit.
    The event being rebooked may only be the same event or a greater package. You cannot use the credit and or deposit to do a lesser package.
  24. Pandemic / Disease / Virus
    24.1 Participants acknowledge and understand that whilst being at the Venue and participating in activities there is a possibility that they may be exposed to potentially infectious, harmful and or deadly disease/s and or virus/s, despite all precautions being taken to limit such a possibility.
    24.2 Participants will not be entitled to a credit or a refund if they refuse to obtain and present a medical certificate clearing them for participation if requested by the Venue.
    24.3 Participants understand, acknowledge and accept that the number of people in the Venue may be limited, and agree to abide by any and all directives to enter and leave the Venue as directed by Venue Staff.
    24.4 Participants understand, acknowledge and accept that they will not be entitled to a credit or a refund if while at the Venue they refuse to abide by Venue Requirements and Government Requirements introduced to limit the spread and transmission of Pandemics and or Diseases and or Viruses.
    24.5 Participants understand, acknowledge and accept that in the event of a Pandemic normal delivery of services may be affected without warning and no credit or refund will be provided in the event that adjustments to service are required due to a Pandemic.
    24.6 In the event that Participants wish to request to reschedule a booking because they have been exposed to a potentially infectious / harmful and or deadly disease / virus, participants would need to provide proof of exposure of those impacted, and the Venue would be able to advise the applicable rescheduling fee to reschedule the event. Fee would be calculated based on the size of the booking / timing of the event and the amount of notice provided. Participants would not be eligible for a refund on the basis of exposure.
  25. Rescheduling Offer & Fee
    25.1 Luddenham Raceway, may at its sole discretion, where it deems it appropriate, & as a gesture of goodwill, offer participants the opportunity to reschedule an event based upon payment of a rescheduling fee, in the event that Participants hold out that they cannot attend as scheduled.
    25.2 There is no guarantee that such an offer would be made, and approval of such an offer would be made on a case by case basis.
    25.3 The rescheduling fee would cover costs and losses incurred by Luddenham Raceway due to non-attendance by participants at a scheduled event. For open track days only, the rescheduling fee would be $100.00.
    25.4 Payment of the rescheduling fee would be required in full and cleared funds before the start of the rescheduled event, and Luddenham Raceway would advise all remaining costs.
    25.5 The offer to reschedule would be valid for 3 months from the start date of the original booked event, and would not be able to be extended under any circumstances.
    25.6 Luddenham Raceway would need to approve any rescheduled date before the offer may be redeemed, and Participants would be liable for any other costs incurred to move the date including any increases in price.
    25.7 Participants would not be eligible to seek a refund due to non-attendance or failure to utilize the rescheduling offer before its expiry date.
    25.8 This offer does not void any existing terms & conditions of Luddenham Raceway, & in the event a rescheduled event cannot take place due to issues outside of the control of Luddenham Raceway, then an appropriate amount of time (as determined by Luddenham Raceway) would be granted to extend the offer to accommodate the situation & allow additional time to reschedule.

 

ADDITIONAL T&C’S & INFO IN RELATION TO LUDDENHAM RACEWAY OPEN TRACK DAYS


Event Run Schedule for Full Day

  • Check In Opens: From 7:30 am for Check In and Scrutineering.
  • Track Briefing: 8:50 am
  • Event Start: 9:00 am
  • Event Finish: 4:00 pm
  • Address: 823 – 849 Luddenham Road, Luddenham, NSW 2745
  • Office Phone: 02 9834 2366
  • Email: [email protected]
  • Drivers must hold at a minimum their Red P’s.
  • All persons who are entering the Motorsport Park must be at least 16 years old. No one under 16 is permitted inside of the Motorsport Park at anytime.
  • Group Selection:
    • Beginner – First Time on Track
    • Intermediate Group –  Driven In A Few Track Days Before & Are Confident In Your Skills
    • Advanced Group – Fast Car & Experienced Driver
  • Additional costs payable on the day:
    • Second Drivers $50
    • Passengers / Spectators $20
    • Helmet Hire $20

Important Information

  • It is the responsibility of the Event Organiser (person who books track day) to ensure all booking info & T&C’s has been read, understood & is correct & has been shared with all participants.
  • A booking is NOT secured until the non-refundable deposit has been paid (& Luddenham Raceway can confirm receipt of same). 24 hours is given to pay the deposit.
  • Changes NOT permitted once deposit has been paid. Cancellations will result in loss of deposit paid & refunds do not apply for Non-Compliance with T&C’s.
  • All Participants must present VALID, Government Issued Photo ID (Aus Drivers Licence, Aus Photo ID Card or Passport if Overseas ID ONLY) or they cannot participate.
  • No-one under the age of 16 is permitted in the Motorsport Park & all entrants to the Motorsport Park must be aware of the risks posed by Motorsport Activities.
  • If Participants have not registered previously, they MUST Pre-Register before arrival:

Parent clicks this link to register: https://kiosk.bmileisure.com/luddenham/register

Parent enters their details, and once they have finished, Parent will be able to select ‘add minor’ and will then enter the details of their Child/Children.

On Arrival: Parent and Child will go to Check in and Parent will show their ID.

  • If Parent is NOT coming: Parent will need to email a copy of their ID (Valid Australian Drivers Licence OR Valid Australian Photo ID Card OR Valid Passport if Overseas ID) to [email protected] OR Child can show copy of Parent’s ID at check in.

WHAT TO DO ON THE DAY?

CHECK IN 

·         Arrive on time, and Park in the Carparks located directly across from the Reception Building.

·         Head to the grey building labelled ‘RECEPTION’ (You can’t miss it, the building is also labelled with large, white letters on top that spell out ‘reception’).

·         Once inside, if you didn’t pre-register, do so on one of the 3 Touch Screen monitors located on the Front Counter.

·         Once Registration is complete or if you did pre-register, head to the Front Counter with your ID and check in for your event, PLEASE NOTE, the Venue will hold onto your ID (or something of value such as a phone or house keys) as a form of security, if you are borrowing equipment such as timing or a helmet. Once you have finished for the day you would return what you borrowed and collect the security being held.

ONCE CHECK IN HAS FINISHED: Participants head outside to the Motorsport Park, & will have their vehicle scrutineered & participate in a safety briefing before the event will begin.

NEED TO KNOW – MOTORSPORT PARK

·         Everyone inside the Motorsport Park must wear enclosed shoes and long sleeves and long pants (Drivers, Passengers, Spectators) and bring their own sun protection as they will be outside.

·         AUS Standard approved Helmets must be worn. Open Faced Helmets are permitted. Helmets can be hired if you don’t have your own.

·         You may bring Go Pros or similar devices, however such items must be properly secured so that they do not come loose and pose a hazard to others whilst you are driving. Luddenham Raceway is not responsible for the damage or loss incurred to any such equipment whilst it is at our venue.

·         You must ensure that you are physically fit to participate and if there are any doubts you should seek medical clearance and be prepared to submit a Doctors Certificate as proof of same.

·         All Vehicles must be roadworthy and pass scrutineering before you will be permitted to participate. This means correct oil and water levels, full tank of fuel, tyre pressures at recommended manufactures levels, no leaks and working brakes. Failure to pass scrutineering will result in you not being permitted to attend and no refunds will be issued if your vehicle fails scrutineering as it is your responsibility to ensure that your vehicle is track ready and safe to drive.

·         All Participants must present VALID, Government Issued Photo ID (Aus Drivers Licence, Aus Photo ID Card or Passport if Overseas ID ONLY) or they cannot participate & the Venue will hold onto the ID (or something of value such as a phone or house keys) as security for the devices loaned during the duration of the event.

·         Only persons aged 16 and above are permitted into the Motorsport Park Area, all persons inside the Motorsport Park Area must be able to be fully aware of and identify hazards as the venue has a live pit area.

·         No outside food or drink may be bought into the venue.

·         If you are intoxicated or under the influence of drugs and or alcohol you will not be permitted to participate and will be asked to leave and will not be entitled to a refund.

·         Roll cages and Fire Extinguishers are not required, but are permitted.

·          Drifting, burn outs and dangerous driving that could endanger your life, or the lives of others is prohibited.

·         It is the responsibility of Participants to be sun-smart and be dressed appropriately for the weather conditions, as Luddenham Raceway is an outdoor venue.

·         It is the responsibility of Participants to ensure that their Vehicles are in good order and in safe and good working condition to be driven.

·         Fuel – There are two Service Stations located less than a 3 minute drive from Luddenham Raceway:

·         CALTEX: 19 The Northern Road, Luddenham NSW 2745

·         SHELL: 2140 The Northern Road, Luddenham NSW 2745

·         Food – There is a Café located on site that sells Tea, Coffee, Soft Drinks and Water, Meat Pies & Sausage Rolls, as well as assorted chips, lollies, chocolates and snacks.

·         Helmets – Helmets may be hired on the day for $20.00

·         Passengers / Spectators $20 p.p. & Second Drivers $50 p.p.  – can be added & paid for on the day. Please ensure they have also completed pre-registration as they will need too!

Terms & Conditions of Event Booking

1. General
Hutland Pty Ltd (ABN 96 157 974 199) t/a Luddenham Raceway, is the Operator and the Service Provider of Luddenham Raceway, herein referred to as “Luddenham Raceway”.
The Premises, Venues and Facilities located at 823 – 849 Luddenham Road, Luddenham, NSW 2745, herein referred to as “Luddenham Raceway” or ‘The Venue’. The Service and Recreation Activities provided by Luddenham Raceway are known as ‘Outdoor Recreational Activities’, ‘Motorsport Activities’ and ‘Paintball Activities’. All Participants acknowledge and agree that they are aware of the Terms and Conditions outlined in this Document and are aware and agree that they are only allowed to participate in the Event on the understanding that their Participation is governed by this Document, the Waiver document and the Terms and Conditions of Entry at the Venue.

2. Payment
2.1 For a booking to take place, full & cleared funds are required before the start of an event. A deposit OR prepayment will be required to secure the booking & information relating to same will be provided in the Confirmation Letter & any correspondence provided by Luddenham Raceway in relation to the booking.
2.2 Failure to make the specified payment within the timeframe given will mean that an Event is not secured, and the time and date may be booked by another party.
2.3 Payment made via Credit Card will incur a service fee of 2% for all Credit Card Transactions.
2.4 If Payment is made by EFT it must be in the Luddenham Raceway Account and appear as cleared funds before the start of an Event, or the payment will not be counted as valid.
2.5 All catering must be prepaid before the start of an Event.
2.6 Should an Event have reduced numbers on the day, be cancelled or be a ‘no show’, the Event Organiser will still be liable & responsible for making payment based on what was booked.
2.7 If full payment is not received, a booking may be cancelled and debt recovery action taken to recover outstanding amounts. No Refunds would be applicable for cancelled bookings.
2.8 Participants are bound by the Booking Terms & Conditions, as well as all Terms & Conditions displayed on the website, marketing materials & on Signage at the Venue & Waivers signed.
2.9 Damages, Breakages & Clean Up Fees as well as any unpaid amounts must be paid before Participants leave the Venue or Debt Recovery Action will be taken against the Event Organiser, Company and Individuals responsible. Interest at the current pre-judgment interest rate of NSW would apply.

3. Cancellation / Refunds
3.1 Pre-Payment will be required to secure an Event.
3.2 Payments made are non-refundable and secure the Booking as per the booking t&c’s.
Payment will be based on the number of Participants booked for and any catering or related requirements, regardless if less than the number booked for show up on the day.
3.3 If a Booking is Cancelled or Participants do not show at the Venue at the specified date and time, then the booking will be forfeited.
3.4 If less than the minimum number of Participants required for an event show up, or if Participants arrive late, then Luddenham Raceway reserves the right to amend a booking format & its run time & no compensation shall be offered for same.
3.5 No refunds will be issued for; change of mind, on the basis that a participant cannot attend due to personal reasons, conflicts with work schedules, illness, injury or any other unforeseen circumstances, cancellations, missed events, missed sessions, no shows, late arrivals, removal from participation due to safety concerns or being unfit to participate, damaged or broken equipment,  disagreeing with the decisions of Track Marshalls, disagreeing with the race conditions, disagreeing with the Venue Safety Policy, disagreeing with the Venue Terms and Conditions or disagreeing with the Weather Policy of Luddenham Raceway. In holding the time and space for a booking, undertaking preparations and turning away other booking requests to ensure that a booking can be accommodated, the venue incurs costs, so bookings made are non-refundable and cannot be redeemed for other goods or services at Luddenham Raceway.
3.6 No Adjustments may be made to the date of your event or your booking format or the number of Participants once a booking has been made. Participants will be charged according to Confirmation Letter The only exception to this rule is if Participants are increased, in which case Luddenham Raceway must be advised of increasing numbers at least one week prior to the event to ensure that Luddenham Raceway will be able to accommodate additional Participants.

4. WEATHER / DELAYS / VENUE RESCHEDULING
4.1 WeatherThe Venue is an All-Weather Venue & operates as long as staff deem it safe to do so. Participants are not eligible for a refund on the basis of Wet / Cold / Hot Weather.
4.2 Delays – From time to time unavoidable delays may be experienced by Luddenham Raceway which may delay expected start / finish times / formats of an Event. No refunds will be given due to unavoidable delays & adjustments to length or format & it is noted that all start and end times are general estimates only & are not guarantees for when your event will begin & finish.
4.3 Venue Rescheduling – On occasion the Venue may need to reschedule an event due to it being Dangerous / Unsafe and or Government / Regulatory Advice & or Unforeseen factors being present that prohibit the Venue from being able to proceed as scheduled. Reasons that may result in the Venue having to reschedule include, but are not limited to factors such as: Accidents, Crashes, Power Failures, Water Failures, Bushfires, Sudden Storms, Dangerous Weather, Extreme Weather, Sickness, Pandemics, Diseases, Viruses, Flooding, Earthquakes, Acts of Nature, Acts of God, Acts of Terrorism, War, Public Health Emergencies, Public Emergencies, and or any other act or occasion that would render Luddenham Raceway unable to operate, as it would be dangerous or unsafe to proceed (as determined by Luddenham Raceway / The Australian Government / Health Authorities or other ruling body).
4.4 In the Event that the Venue must reschedule (Venue Rescheduling) the Event Organiser would be notified as soon as practicable & a Rebook Credit would be issued to the Event Organiser. No refunds or compensation would be offered in the event that the Venue reschedules.
4.5 Rebook Credits issued due to Venue Rescheduling are valid for 6 months (dated 6 months from the date of the original booking) & provide the Event Organiser with 6 months in which to rebook their event at a mutually convenient time. It is the sole responsibility of the Event Organiser to utilise their rebook credit before its expiry period, as lapsed credits cannot be extended.
4.6 A Rebooked Event must take place inside the 6 month validity period (Rebooked event must take place on a date occurring before the expiry date of the 6 month validity period).
4.8 A Rebook Credit would be issued for the original package & any catering organized, no changes are permitted to the original booking, the only exception would be to upgrade the package / increase number of Participants subject to availability, & in such a situation the Event Organiser would be responsible for any increase in cost.
4.9 This offer does not void any existing terms & conditions of Luddenham Raceway, & in the event a rebooked event cannot take place due to issues outside of the control of Luddenham Raceway, then an appropriate amount of time (as determined by Luddenham Raceway) would be granted to extend the offer to accommodate the situation & allow additional time to rebook.

5. Damage
5.1 Luddenham Raceway will not be held responsible for any personal injuries and lost, damaged or stolen property whilst Participants are at the Venue.
5.2 Should a Participant require that an Ambulance be called or medical service be rendered, Participants will be responsible for same and any associated costs.
5.3 In the Event that a Participant causes any Damage / loss/ destruction to the Venue and or its property, belongings and or equipment,  or  causes damage to the personal property of another participant or person at the Venue, then the Participant will be liable for any and all associated costs to repair, rectify and replace the damage, and must ensure that the damage is paid for before they leave, or civil action will be taken, including but not limited to debt recovery action, and the Participant agrees, acknowledges and understands that they will be liable for the costs of the damage and any legal action undertaken to enforce the debt. Participants acknowledge and agree that their participation may be cancelled in the event that they cause damage, and they would not be entitled to a refund in the event that they prohibited from participating due to damage being caused.

6. Compliance with Venue Requirements
All Participants must ensure that they familiarize themselves with the Terms and Conditions of Entry displayed inside and outside the Venue as well as on the Waivers that all Participants sign. Failure to comply will result in removal from the Venue and no refunds will be given on the basis that Participant was removed from the Venue or denied entry due to non-compliance.

7. Photography
7.1 Luddenham Raceway Staff may take Photos on the day, all Photos taken will be published on Social Media www.facebook.com/LuddenhamRaceway or on Instagram @luddenhamraceway.
7.2 If you wish to bring your own Photographer on the day this must be cleared by Luddenham Raceway for safety and security reasons. No Drones will be permitted without permission being granted and the Drone Operator undertaking that they will be liable for any and all damage caused.
7.3 Photography and any filming at Luddenham Raceway for Commercial or Promotional purposes is prohibited without prior written permission. Publication of images or film taken at the Venue for is prohibited without prior written permission from Luddenham Raceway.

Photography or Videography taken for private purposes must comply with all legal requirements, and must not portray the Facility in a negative manner and cannot be used by another business for any other purpose without written authorisation of Luddenham Raceway.

8. Late Arrivals
8.1 It is the responsibility of Participants to arrive on time to ensure the Venue can deliver the package booked. Lateness means that participants cannot start on time result in avoidable delays.
8.2 Participants acknowledge & understand late arrivals will result in penalties being applied such as, adjusted event format, reduced time, forfeited time or cancellation of event.
8.3 No refunds, compensation, special allowances or additional time will be made for latecomers and latecomers may be denied entry to the Event due to lateness and missing important safety briefings, as it is the responsibility of Participants to arrive on time and to be prepared for their event.
8.4 In the Event of Late Arrivals, Luddenham Raceway reserve the right to send out other bookings to ensure no further delays occur for the rest of the run schedule.

9 . Zero Drug and Alcohol Tolerance
The Venue has a ZERO, drug & alcohol level policy. If a participant is found to have consumed drugs or alcohol, they will not be able to participate & must leave. No refunds will be granted.

10. No Smoking
The Venue has a no smoking policy. Participants smoking will be asked to leave and will receive an on-the-spot fine of up to $500.00 per infringement and will also be liable for a clean-up fee.

11. Clean Up Fee
Participants acknowledge and understand that they must leave any Area they are in free of mess and debris, and failure to do so will result in a clean-up fee starting at $200.00 or more depending on the damage caused, as well as being liable for any and all associated clean-up costs and waste disposal costs.

12. Luddenham Raceway Decisions are Final
Participants acknowledge and understand that Safety messages and directions from the staff must be obeyed and observed at all times. Failure to do so will result in you being escorted from the venue and no refunds will be given for any part of your booking not yet completed.

13. Zero Tolerance for Violence, Threatening, Intimidating, Aggressive and or Abusive Behaviour
13.1 Participants acknowledge and understand that the venue has a ZERO tolerance level for Violence, threatening, intimidating, aggressive or abusive behaviour.
13.2 Physical Violence or displays of aggression, shouting, swearing, threats and or any other behaviour that Luddenham Raceway deems to be antisocial and unacceptable will not be tolerated and will be met with immediate removal, a lifetime ban to the Venue and authorities being called. Decisions of Luddenham Raceway in relation to such behaviour are final.

14. Banning Policy
Participants acknowledge and understand that Lifetime Bans are issued at Luddenham Raceway’s discretion, and in the evet that a Ban is issued it must be followed or enforcement action will be taken. Any persons who seek to sneak in a person who has been banned, or otherwise circumnavigate a banning order will face removal and a Lifetime Ban from Luddenham Raceway themselves and no refunds will be given in the event that a person with a lifetime ban attempts to gain unauthorized access to the Venue.

15. Health
Participants acknowledge and that they must ensure that they are in good health and are fit to Participate. All Participants are responsible for disclosing any ailments or conditions that may prevent them from Participating at Sign In to ensure that they do not harm themselves by Participating in activities that they may not be medically fit for. Pregnant women and people with back / neck / spinal injuries are not permitted to participate under any circumstances. It is a Participant’s responsibility to understand if they are fit to participate and, in some circumstances, Luddenham Raceway may require a Doctors Certificate stating that a Participant is fit to Participate. Failure to provide same will result in you not being eligible to participate. No refunds will be granted in the event that a Participant is not medically fit to participate. In the Event that injuries arise whilst at the Venue it is the responsibility of Participants to alert staff to any changes to their condition and complete an incident report so that appropriate action may be taken.

16. Pandemic / Disease / Virus
16.1 Participants acknowledge and understand that whilst being at the Venue and participating in activities there is a possibility that they may be exposed to potentially infectious, harmful and or deadly disease/s and or virus/s, despite all precautions being taken to limit such a possibility.
16.2 Participants will not be entitled to a credit or a refund if they refuse to obtain and present a medical certificate clearing them for participation if requested by the Venue.
16.3 Participants understand, acknowledge and accept that the number of people in the Venue may be limited, and agree to abide by any and all directives to enter and leave the Venue as directed by Venue Staff.
16.4 Participants understand, acknowledge and accept that they will not be entitled to a credit or a refund if while at the Venue they refuse to abide by Venue Requirements and Government Requirements introduced to limit the spread and transmission of Pandemics and or Diseases and or Viruses.
16.5 Participants understand, acknowledge and accept that in the event of a Pandemic normal delivery of services may be affected without warning and no credit or refund will be provided in the event that adjustments to service are required due to a Pandemic.
16.6 In the event that Participants wish to request to reschedule a booking because they have been exposed to a potentially infectious / harmful and or deadly disease / virus, participants would need to provide proof of exposure of those impacted, and the Venue would be able to advise the applicable rescheduling fee to reschedule the event. Fee would be calculated based on the size of the booking / timing of the event and the amount of notice provided. Participants would not be eligible for a refund on the basis of exposure.

17. Rescheduling Offer & Fee
17.1 Luddenham Raceway, may at its sole discretion, where it deems it appropriate, & as a gesture of goodwill, offer participants the opportunity to reschedule an event based upon payment of a rescheduling fee, in the event that Participants hold out that they cannot attend as scheduled.
17.2 There is no guarantee that such an offer would be made, and approval of such an offer would be made on a case by case basis.
17.3 The rescheduling fee would cover costs and losses incurred by Luddenham Raceway due to non-attendance by participants at a scheduled event.
17.4 Payment of the rescheduling fee would be required in full and cleared funds before the start of the rescheduled event, and Luddenham Raceway would advise all remaining costs.
17.5 The offer to reschedule would be valid for 3 months from the start date of the original booked event, and would not be able to be extended under any circumstances.
17.6 Luddenham Raceway would need to approve any rescheduled date before the offer may be redeemed, and Participants would be liable for any other costs incurred to move the date including any increases in price.

17.7 Participants would not be eligible to seek a refund due to non attendance or failure to utilize the rescheduling offer before its expiry date.
17.8 This offer does not void any existing terms & conditions of Luddenham Raceway, & in the event a rescheduled event cannot take place due to issues outside of the control of Luddenham Raceway, then an appropriate amount of time (as determined by Luddenham Raceway) would be granted to extend the offer to accommodate the situation & allow additional time to reschedule

18. Refuelling
Vehicles must only refuel in the designated refuelling area or fines will apply. If fuel is spilled and damage is caused, then penalties will apply.

19. Spill Kit Clean Up Fee
19.1
In the event that a Vehicle spills / leaks on track whilst at the Venue a Spill Kit clean up fee would apply, and payment for same would need to be made by the driver of the vehicle in full and cleared funds before the conclusion of the event, and before the vehicle may be removed from the Venue.
19.2 Staff will not open or unlock the gates at the venue to allow the vehicle to be removed, until payment has been made in full and cleared funds for the spill kit clean up fee.
19.3 Interest will compound daily at a rate of 8.5% until payment has been made in full and cleared funds, and debt recovery action will be taken, as well as action such as the placing of a caveat on the personal property of the driver to recover outstanding amounts and interest.
19.4  If the owner of a vehicle refuses to make payment, and tries to obstruct access to entry and exit points and or position their vehicle in a manner that would prohibit entry / exit, then the owner would be removed from the venue and issued with a trespassing notice, and the vehicle would be moved by venue staff by whatever means necessary to permit entry / exit.
19.5 The venue would not be liable for any damage caused during the moving of the vehicle, or while it is stored at the venue until payment has been made in full and cleared funds.

20. Damage caused by a Vehicle whilst at the Venue
20.1 In the event that a vehicle at the Venue causes damage whilst at the Venue, payment for any and all damages caused would need to be made by the driver in full and cleared funds before conclusion of the event, and before the vehicle may be removed from the Venue.
20.2 Staff will not open or unlock gates to permit a vehicle to be removed until payment has been made in full and cleared funds.
20.3 Interest will compound daily at a rate of 8.5% until payment has been made in full and cleared funds, and debt recovery action will be taken, as well as action such as the placing of a caveat on the personal property of the driver of the vehicle to recover outstanding amounts and interest.
20.4  If the owner of a vehicle refuses to make payment, and tries to obstruct access to entry and exit points and or position their vehicle in a manner that would prohibit entry / exit, then the owner would be removed from the venue and issued with a trespassing notice, and the vehicle would be moved by venue staff by whatever means necessary to permit entry / exit.
20.5 The venue would not be liable for any damage caused during the moving of the vehicle, or while it is stored at the venue until payment has been made in full and cleared funds.

21.  Trespass
21.1
All persons who have not visited reception and obtained permission and or a wristband from venue staff to be on site are considered to be trespassing at the venue.
21.2 All persons who do not abide by the terms and conditions of entry and the instructions of staff on site, are trespassing.
21.3 All persons who are trespassing will face trespass action which includes but is not limited too, Lifetime Bans, Authorities being called and enforcement action being taken,

22. Out of Hours Access Fee
In the Event that a driver requires access out of hours (i.e. before an event has started or once it has finished), then an out of hours access fee would apply. Access Fee would start from $500.00. Out of Hours Access would not be granted until full and cleared funds have been received by the Venue for the Out of Hours Access Fee.

23. Tow Trucks
23.1
Tow Trucks will only be permitted at the Venue at the discretion of Staff.
23.2 Tow Trucks that have not been permitted by Staff will be seen to be trespassing and will not be granted access, and trespass action will be taken.
23.3 Tow Trucks will only be permitted at such a time that they do not interfere with the safety or enjoyment of Staff and other Patrons on site.
23.4 At all times, Tow Truck operators must follow all directions of staff, and abide by the terms and conditions of entry or they will not be permitted to remain on site.

 

ADDITIONAL T&C’S & INFO IN RELATION TO LUDDENHAM RACEWAY GROUP BOOKINGS

IMPORTANT INFORMATION

·          It is the responsibility of the Event Organiser to ensure all booking info & T&C’s has been read, understood & is correct & has been shared with all participants.

·          A booking is NOT secured until the non-refundable deposit has been paid (& Luddenham Raceway can confirm receipt of same). 24 hours is given to pay the deposit.

·          Changes are NOT permitted once deposit has been paid. Cancellations will result in loss of deposit paid & refunds do not apply for Non-Compliance with T&C’s.

·          All Participants must present VALID, Government Issued Photo ID (Aus Drivers Licence, Aus Photo ID Card or Passport if Overseas ID ONLY) or they cannot participate.

·          If Participants have not registered previously, they MUST Pre-Register before arrival:

1)        Over 18? click this link to register: https://kiosk.bmileisure.com/luddenham/register
On the day, show your ID to check in.

2)        Under 18? ONLY YOUR PARENT CAN SIGN YOU IN

Parent clicks this link to register: https://kiosk.bmileisure.com/luddenham/register

Parent enters their details, once they get to the end, Parent will be able to select ‘add minor’ and will then enter the details of their Child.

On the Day: Parent and Child will go to Check in and Parent will show their ID.

If Parent is NOT coming: Parent will need to email a copy of their ID (Valid Australian Drivers Licence OR Valid Australian Photo ID Card OR Valid Passport if Overseas ID) to [email protected] OR Child can show copy of Parent’s ID at check in.

 

WHAT TO DO ON THE DAY?

CHECK IN 

1.        Arrive on time, and Park in the Carparks located directly across from the Reception Building.

2.        Head to the grey building labelled ‘RECEPTION’ (You can’t miss it, the building is also labelled with large, white letters on top that spell out ‘reception’).

3.        Once inside, if you didn’t pre-register, do so on one of the 3 Touch Screen monitors located on the Front Counter.

4.        Once Registration is complete, head to the Front Counter with your ID and Check in for your event.

 

ONCE CHECK IN HAS FINISHED:

1.        Participants will head outside to the Pit Area and will be required to watch a safety briefing video and participate in a verbal safety briefing so they are aware of their event format & the rules of participation. Please pay careful attention to the important safety messages and rules, to ensure you have a fun and safe event!

2.        Once your briefing is done, your event will start, and staff will take you out and run your event.

NEED TO KNOW – GO KARTING AND PAINTBALL

·          Outside Food and Drink is NOT PERMITTED, the only exceptions are bottled water / a Birthday Cake, provided that the area is left clean & tidy & any debris is removed before departure, otherwise a clean-up fee will apply.

·          Participants may bring Go Pros or similar devices; however, such items must be properly secured so that they do not come loose and pose a hazard to others. Luddenham Raceway is not responsible for the damage or loss incurred to any such equipment or belongings whilst it is at the Venue.

·          All Minors (under 18’s) at the Venue must be supervised at all times by an onsite Parent or Guardian or they will be asked to leave.

·          Participants are responsible for ensuring that they are physically & medically able to participate & must confirm with their doctor if they have concerns about their ability to participate. Doctor’s Certificate’s may be required if there are concerns about fitness of participation due to pre-existing conditions & or ailments.

·          Sun Safety & Hydration are important. It is a Participant’s responsibility to ensure that they have taken adequate sun protection measures & are staying hydrated at the Venue.

·          No designated Change Rooms or Shower Facilities are available on site.

·          Venomous & dangerous snakes & spiders / wildlife may be on site & must be left alone.

·          Any Damages & Breakages of Equipment or Property must be paid for in full and cleared funds before participants leave the venue.

·          Participants are only permitted to be at the Venue for the duration of their event & will be asked to leave if they stay back past their event run time & or hinder venue operations.

 

NEED TO KNOW – GO KARTING 

·          Enclosed footwear must be worn by all Participants. No High Heels / thongs / slides / shoes that slip off can be worn.

·          You cannot participate if you wear a scarf or loose fitting clothing as this poses a dangerous driving hazard, gym attire / shorts / t-shirts / pants are recommended. Overalls are not provided so make sure comfortable clothes to drive in are worn.

·          Long hair must be properly secured into a ponytail and wound up into a bun so that it won’t come loose and you won’t get scalped.

·          Participants may wear their own helmet provided that it meets all AUS Standards and has been vetted by the front desk, Open Face helmets may also be worn provided that eye protection is worn.

·          There is a 120kg weight restriction on the Go Karts issued by the Kart Manufacturer for safety reasons, if Participants exceed this then they will have difficulty operating a Kart safely and may not be able to participate due to safety concerns.

·          Participants must be at least 15 years old and at least 145cm tall in order to operate a Go Kart and must be able to operate the Kart without assistance. If a Participant cannot operate the Karts safely they will not be permitted to participate and no refunds will be granted, as it is a Participant’s responsibility to ensure that they are able to operate a Kart and abide by the Safety Policies of Luddenham Raceway.

 

NEED TO KNOW – PAINTBALL 

·          You will be required to leave a form of ID at the front desk whilst at the venue as security, and may collect same upon your departure.

·          Players must be 12 years old and over. No one under the age of 12 is permitted to play.

·          No outside / personal paintball guns / markers and or weapons and or ammunition may be bought to, or used at, the Venue.

·          Sturdy enclosed footwear must be worn whilst at the Venue.

·          Appropriate Clothing must be worn e.g. old t-shirt and jeans / long pants. Paintballing is messy and clothes will get dirty, so wear something that is comfortable to move around in and can get dirty. Participants will be outside so Sun Protection should be considered by all Participants as well. Participants are permitted to bring their own protective gear but must be sensible and not wear so much clothing / protective gear and or padding that they risk overheating. Please note Participants are provided with a Paintball Jersey ONLY.

·          All Paintball equipment must be returned at the conclusion of your event. Any leftover paintballs must remain on site and cannot be taken with you.

 

Terms & Conditions of Event Booking

1. General

Hutland Pty Ltd (ABN 96 157 974 199) t/a Luddenham Raceway, is the Operator and the Service Provider of Luddenham Raceway, herein referred to as “Luddenham Raceway”.
The Premises, Venues and Facilities located at 823 – 849 Luddenham Road, Luddenham, NSW 2745, herein referred to as “Luddenham Raceway”.
The Service and Recreation Activities provided by Luddenham Raceway are known as ‘Outdoor Recreational Activities’, ‘Motorsport Activities’ and ‘Paintball Activities’.

All Participants acknowledge and agree that they are aware of the Terms and Conditions outlined in this Document and are aware and agree that they are only allowed to participate in the Event on the understanding that their Participation is governed by this Document, the Waiver document and the Terms and Conditions of Entry at the Venue.

 

2. Payment

2.1 Payment will be required to ensure that an event is secured, as per the Confirmation Letter and any other documentation issued when organizing the Booking with Luddenham Raceway.

2.2 Failure to make the specified payment within the timeframe given will mean that an Event is not secured, and the time and date may be issued to another individual.

2.3 Payment made via Credit Card will incur a service fee of 2% for all Credit Card Transactions.

2.4 If Payment is made by EFT it must be in the Luddenham Raceway Account and appear as cleared funds before the start of an Event, or the payment will not be counted as valid.

2.5 All catering must be prepaid before an Event.

2.6 Should an Event have reduced numbers on the day, be cancelled or be a ‘no show’, then the Event Organiser will be liable for all participants booked for and any and all catering ordered.

2.7 If full payment is not received, a booking may be cancelled and debt recovery action taken to recover outstanding amounts.

2.8 Participants are bound by the Booking Terms and Conditions, as well as all Terms and Conditions displayed on the website and on Signage at the Venue and Waivers signed.

2.9 During Peak Trading Periods (which may include but are not limited too; Weekends, Public Holidays, School Holidays, October, November & December) Pre-Payment of a Booking will be required three weeks before the start date of an Event.

2.10 Damages, Breakages and Clean Up Fees as well as any unpaid amounts must be paid before Participants leave the Venue or Debt Recovery Action will be taken against the Event Organiser, Company and Individuals responsible. Interest at the current pre-judgment interest rate of NSW would apply.

 

3. Cancellation / Refunds

3.1 A 50% Deposit or Pre-Payment will be required to secure an Event. The Confirmation Letter and related correspondence will confirm the amount payable.

3.2 All Deposits paid are non-refundable and non-transferable and secure the Booking as per the Confirmation Letter and any additional Correspondence.

Payment will be based on the number of Participants booked for and any catering or related requirements, regardless if less than the number booked for show up on the day.

3.3 If a Booking is Cancelled or Participants do not show at the Venue at the specified date and time, then the deposit will be forfeited and the Event Organiser and Participants will be liable for any and all catering ordered and any and all sessions and Participants booked.

3.4 If less than the minimum number of Participants required for an event show up, or if Participants arrive late, then Luddenham Raceway reserves the right to amend a booking format and no compensation shall be offered for same.

3.5 No refunds will be issued for; change of mind, on the basis that a participant cannot attend due to personal reasons, conflicts with work schedules, illness, injury or any other unforeseen circumstances, cancellations, missed events, missed sessions, no shows, late arrivals, removal from participation due to safety concerns or being unfit to participate, damaged or broken equipment,  disagreeing with the decisions of Track Marshalls, disagreeing with the race conditions, disagreeing with the Venue Safety Policy, disagreeing with the Venue Terms and Conditions or disagreeing with the Weather Policy of Luddenham Raceway. In holding the time and space for a booking, undertaking preparations and turning away other booking requests to ensure that a booking can be accommodated, the venue incurs costs, so bookings made are non-refundable and cannot be redeemed for other goods or services at Luddenham Raceway.

3.6 No Adjustments may be made to the date of your event or your booking format or the number of Participants once a booking has been made. Participants will be charged according to Confirmation Letter The only exception to this rule is if Participants are increased, in which case Luddenham Raceway must be advised of increasing numbers at least one week prior to the event to ensure that Luddenham Raceway will be able to accommodate additional Participants.

 

4. WEATHER / DELAYS / VENUE RESCHEDULING

4.1 WeatherThe Venue is an All-Weather Venue & operates as long as staff deem it safe to do so. Participants are not eligible for a refund on the basis of Wet / Cold / Hot Weather.
4.2 Delays – From time to time unavoidable delays may be experienced by Luddenham Raceway which may delay expected start / finish times / formats of an Event. No refunds will be given due to unavoidable delays & adjustments to length or format & it is noted that all start and end times are general estimates only & are not guarantees for when your event will begin & finish.

4.3 Venue Rescheduling – On occasion the Venue may need to reschedule an event due to it being Dangerous / Unsafe and or Government / Regulatory Advice & or Unforeseen factors being present that prohibit the Venue from being able to proceed as scheduled. Reasons that may result in the Venue having to reschedule include, but are not limited to factors such as: Accidents, Crashes, Power Failures, Water Failures, Bushfires, Sudden Storms, Dangerous Weather, Extreme Weather, Sickness, Pandemics, Diseases, Viruses, Flooding, Earthquakes, Acts of Nature, Acts of God, Acts of Terrorism, War, Public Health Emergencies, Public Emergencies, and or any other act or occasion that would render Luddenham Raceway unable to operate, as it would be dangerous or unsafe to proceed (as determined by Luddenham Raceway / The Australian Government / Health Authorities or other ruling body).

4.4 In the Event that the Venue must reschedule (Venue Rescheduling) the Event Organiser would be notified as soon as practicable & a Rebook Credit would be issued to the Event Organiser. No refunds or compensation would be offered in the event that the Venue reschedules.

4.5 Rebook Credits issued due to Venue Rescheduling are valid for 6 months (dated 6 months from the date of the original booking) & provide the Event Organiser with 6 months in which to rebook their event at a mutually convenient time. It is the sole responsibility of the Event Organiser to utilise their rebook credit before its expiry period, as lapsed credits cannot be extended.
4.6 A Rebooked Event must take place inside the 6 month validity period (Rebooked event must take place on a date occurring before the expiry date of the 6 month validity period).

4.8 A Rebook Credit would be issued for the original package & any catering organized, no changes are permitted to the original booking, the only exception would be to upgrade the package / increase number of Participants subject to availability, & in such a situation the Event Organiser would be responsible for any increase in cost.

 

5. Damage

5.1 Luddenham Raceway will not be held responsible for any personal injuries and lost, damaged or stolen property whilst Participants are at the Venue.

5.2 Should a Participant require that an Ambulance be called or medical service be rendered, Participants will be responsible for same and any associated costs.

5.3 In the Event that a Participant causes any Damage / loss/ destruction to the Venue and or its property, belongings and or equipment,  or  causes damage to the personal property of another participant or person at the Venue, then the Participant will be liable for any and all associated costs to repair, rectify and replace the damage, and must ensure that the damage is paid for before they leave, or civil action will be taken, including but not limited to debt recovery action, and the Participant agrees, acknowledges and understands that they will be liable for the costs of the damage and any legal action undertaken to enforce the debt. Participants acknowledge and agree that their participation may be cancelled in the event that they cause damage, and they would not be entitled to a refund in the event that they prohibited from participating due to damage being caused.

 

6. Compliance with Venue Requirements

All Participants must ensure that they familiarize themselves with the Terms and Conditions of Entry displayed inside and outside the Venue as well as on the Waivers that all Participants sign. Failure to comply will result in removal from the Venue and no refunds will be given on the basis that Participant was removed from the Venue or denied entry due to non-compliance.

 

7. Photography

7.1 Luddenham Raceway Staff may take Photos on the day, all Photos taken will be published on Social Media www.facebook.com/LuddenhamRaceway or on Instagram @luddenhamraceway.

7.2 If you wish to bring your own Photographer on the day this must be cleared by Luddenham Raceway for safety and security reasons. No Drones will be permitted without permission being granted and the Drone Operator undertaking that they will be liable for any and all damage caused.

7.3 Photography and any filming at Luddenham Raceway for Commercial or Promotional purposes is prohibited without prior written permission. Publication of images or film taken at the Venue for is prohibited without prior written permission from Luddenham Raceway.

Photography or Videography taken for private purposes must comply with all legal requirements, and must not portray the Facility in a negative manner and cannot be used by another business for any other purpose without written authorisation of Luddenham Raceway.

 

8. Late Arrivals

8.1 It is the responsibility of Participants to arrive on time to ensure the Venue can deliver the package booked. Lateness means that participants cannot start on time result in avoidable delays.

8.2 Participants acknowledge & understand late arrivals will result in penalties being applied such as, adjusted event format, reduced time, forfeited time or cancellation of event.

8.3 No refunds, compensation, special allowances or additional time will be made for latecomers and latecomers may be denied entry to the Event due to lateness and missing important safety briefings, as it is the responsibility of Participants to arrive on time and to be prepared for their event.

8.4 In the Event of Late Arrivals, Luddenham Raceway reserve the right to send out other bookings to ensure no further delays occur for the rest of the run schedule.

 

9. Zero Drug and Alcohol Tolerance

The Venue has a ZERO, drug and alcohol level policy. In the Event that a participant is found to have consumed drugs or alcohol they will be asked to leave and no refunds will be granted.

 

10. No Smoking

The Venue has a no smoking policy. Participants smoking will be asked to leave and will receive an on-the-spot fine of up to $500.00 per infringement and will also be liable for a clean-up fee.

 

11. Clean Up Fee

Participants acknowledge and understand that they must leave any Area they are in free of mess and debris, and failure to do so will result in a clean-up fee starting at $200.00 or more depending on the damage caused, as well as being liable for any and all associated clean-up costs and waste disposal costs.

 

12. Luddenham Raceway Decisions are Final

Participants acknowledge and understand that Safety messages and directions from the staff must be obeyed and observed at all times. Failure to do so will result in you being escorted from the venue and no refunds will be given for any part of your booking not yet completed.

 

13. Zero Tolerance for Violence, Threatening, Intimidating and or Abusive Behaviour

Participants acknowledge and understand that the venue has a ZERO tolerance level for Violence, threatening, intimidating or abusive behaviour.

Physical Violence or displays of aggression, shouting, swearing, threats and or any other behaviour that Luddenham Raceway deems to be antisocial and unacceptable will not be tolerated and will be met with immediate removal, a life time ban to the Venue and authorities being called. Decisions of Luddenham Raceway in relation to such behaviour are final.

 

14. Banning Policy

Participants acknowledge and understand that Lifetime Bans are issued at Luddenham Raceway’s discretion, and in the evet that a Ban is issued it must be followed or enforcement action will be taken. Any persons who seek to sneak in a person who has been banned, or otherwise circumnavigate a banning order will face removal and a Lifetime Ban from Luddenham Raceway themselves and no refunds will be given in the event that a person with a lifetime ban attempts to gain unauthorized access to the Venue.

 

15. Health

Participants acknowledge and that they must ensure that they are in good health and are fit to Participate. All Participants are responsible for disclosing any ailments or conditions that may prevent them from Participating at Sign In to ensure that they do not harm themselves by Participating in activities that they may not be medically fit for. Pregnant women and people with back / neck / spinal injuries are not permitted to participate under any circumstances. It is a Participant’s responsibility to understand if they are fit to participate and, in some circumstances, Luddenham Raceway may require a Doctors Certificate stating that a Participant is fit to Participate. Failure to provide same will result in you not being eligible to participate. No refunds will be granted in the event that a Participant is not medically fit to participate. In the Event that injuries arise whilst at the Venue it is the responsibility of Participants to alert staff to any changes to their condition and complete an incident report so that appropriate action may be taken.

 

16. Pandemic And Or Disease And Or Virus

16.1 Participants acknowledge and understand that whilst being at the Venue and participating in activities there is a possibility that they may be exposed to potentially infectious, harmful and or deadly disease/s and or virus/s, despite all precautions being taken to limit such a possibility.
16.2 Participants agree to notify the Venue in the event that they are infected by an infectious, harmful and or deadly disease and or virus, and agree that they will not attend the Venue in the event of exposure or infection or showing symptoms of infection of a disease and or virus.
16.3 Participants understand, acknowledge and accept that the Venue will take all reasonable action to prevent the transmission of a potentially infectious, harmful and or deadly disease and or virus, and agree to abide by any such measures that the Venue sees fit to prevent and or limit the chance of transmission including but not limited to abiding by social distancing rules, reserving the right to remove people from the Venue who may present with symptoms and sharing personal contact information with Health Authorities if required.
16.4 Participants understand, acknowledge and accept that in the event that the Venue cannot operate due to a Pandemic and or Disease and or Virus an event may be cancelled and rescheduled. In the event of Cancellation due to a Pandemic and or Disease and or Virus a 6-month credit will be applied by the Venue.
16.5 Participants will not be entitled to a credit or a refund if they attend the Venue and are asked to leave due to showing symptoms of being unwell including but not limited to flu symptoms such as coughing, sneezing, sniffing.
16.6 Participants will not be entitled to a credit or a refund if they refuse to obtain and present a medical certificate clearing them for participation if requested by the Venue.
16.7 Participants understand, acknowledge and accept that the number of people in the Venue may be limited, and agree to abide by any and all directives to enter and leave the Venue as directed by Venue Staff.
16.8 Participants understand, acknowledge and accept that they will not be entitled to a credit or a refund if while at the Venue they refuse to abide by Venue Requirements and Government Requirements introduced to limit the spread and transmission of Pandemics and or Diseases and or Viruses.
16.9 Participants understand, acknowledge and accept that in the event of a Pandemic normal delivery of services may be affected without warning and no credit or refund will be provided in the event that adjustments to service are required due to a Pandemic.