Drive Day Terms and Conditions

·         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 Weather – The 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

Participants acknowledge and understand that the venue has a ZERO tolerance level for Violence, threatening, intimidating, aggressive 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 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           Refueling

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

19           Spill Kit Clean Up Fee
If a Vehicle spills / leaks on whilst at the Venue. A Spill Kit clean up fee would apply, and payment would need to be made by the driver in full and cleared funds before conclusion of the event, and before the vehicle can be removed from the Venue.

20           Damage caused by a Vehicle

If a Vehicle causes damage at the Venue whilst it is at the venue, payment for same would need to be made by the driver in full and cleared funds before conclusion of the event, and before the vehicle can be removed from the Venue.