DRIVE DAY TERMS & CONDITIONS
Time: Arrive at 7:30 am for Check In and Scrutineering. Track Briefing will start 8:30 am Your Event will start at 9 am and will finish at 4 pm
Time: COVID Special Half Track Days: Morning Session 8:30 am Check In and Scrutineering. Track Briefing and session will start 9 am Your Event will finish at 12 pm
Time: COVID Special Half Track Days: Afternoon Session 12:30 am Check In and Scrutineering. Track Briefing and session will start 1pm Your Event will finish at 4 pm
Venue: 821 – 849 Luddenham Road, Luddenham, NSW 2745
Phone: 02 9834 2366 (select option 8 for reception)
Email: [email protected]
To make sure that your day is as smooth and action packed as possible it’s important that you read this information as it contains everything you need to know!
If you have any questions please just give us a call or send us an email.
ON THE DAY BE AWARE OF THE FOLLOWING
· It is the responsibility of the Participant to ensure that all of the information contained in this Document has been acknowledged, read, understood and is correct. Once Non-Refundable Payment has been paid (& Luddenham Raceway can confirm receipt of same), then a booking is secured & no changes will be permitted. Any cancellations or changes will result in the loss of the Payment made.
· All Participants must present their, Valid, Government Issued Photo ID (Australian Drivers Licence, Australian Photo ID Card or Passport are the only acceptable forms of ID) failure to present one of the listed forms of ID will mean that you cannot participate, and no refunds will be granted for Non-Compliance.
· No-one under the age of 16 will be permitted in the Motorsport Park and all Patrons must be able to be aware of the risks posed by Motorsport Activities.
· All drivers must hold at a Minimum their Provisional Licence
If someone is not a Driver, Second Driver or Passenger then they are not allowed into the Motorsport Park under any circumstances.
WHAT TO DO ON THE DAY
Upon arrival Participants will head to the building labelled ‘RECEPTION’ (look for the Giant, White Letters on the front of the Building that spell out Reception).
Once inside Participants will need to Check-In on the Three Touch Screen Monitors located on the Front Counter, these Monitors display the Waivers, T&C’s of Entry & other important information and are where you put your details in so we know who is on site and can register Participants for their Event. Simply follow the Prompts until the screen tells you to Check in with the Front Desk to be Registered for your Event.
Participants will then need to present their Photo ID at the Front Desk so that the person at the Front Counter can verify your participation and finalize payment if needed and send you on your way for your briefing.
ONCE CHECK IN HAS FINISHED:
Participants will be directed to the Motorsport Park to have their vehicle scrutineered and attend a safety briefing before the activities can begin.
NEED TO KNOW – MOTORSPORT PARK
· All Participants must wear long sleeves and long pants (Drivers, Passengers, Spectators) and bring their own sunscreen protection as they will be outside.
· Enclosed footwear must be worn by all participants. High Heels, open toed shoes or shoes that may slip off will not be permitted to be worn.
· No scarves or loose flowing clothing may be worn as such items pose a hazard whilst driving.
· All long hair must be properly secured into a pony tail and wound up into a bun so that it won’t come loose.
· AUS Standard approved Helmets must be worn. Open Faced Helmets are permitted.
· 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.
· Valid, Government issued Photo ID (Australian Drivers Licence, Australian Photo Identification Card or Passport ONLY) must be presented at the counter at check in to verify the identity of all persons and will be held until the conclusion of your 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.
· 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.
· 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.
HANDY HINTS TO BE PREPARED ON THE DAY:
FUEL – There are two Service Stations located less than a 5 minute drive from Luddenham Raceway:
CALTEX: 19 The Northern Road, Luddenham NSW 2745
Directions: Turn right out of Luddenham Raceway Driveway, right onto Elizabeth Drive, left at the roundabout onto Northern Road and then the Caltex will be on your righthand side.
SHELL: 2140 The Northern Road, Luddenham NSW 2745
Directions: Turn right out of Luddenham Raceway Driveway, left onto Elizabeth Drive, and take the first right hand turn onto Addams Road, follow Addams Road all the way straight up and then turn Left onto the Northern Road and the Shell will be on the Left.
There is a Café located on site that sells Tea, Coffee, Soft Drinks and Water, Meat Pies, Sausage Rolls and Pizza, as well as assorted chips, lollies, chocolates and snacks.
Helmets may be hired on the day for $20.00
Terms & Conditions of Event Booking
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”.
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.
1. Rebook Offer
1.1 In the Event that a Participant books a Track Day and does not attended the Booked Event, Luddenham Raceway Management may at its sole discretion, offer the Participant the opportunity to Reschedule the Non Attended Event to another date upon payment of a $100 Rebook Fee.
1.2 The Rebook Fee would cover administrative costs and losses incurred by Luddenham Raceway Due to Non Attendance by the Participant.
1.3 The Rebook Fee must be paid in full and cleared funds before the Start of the Rebooked Event.
1.4 The Offer will be valid for 3 months from the Start Date of the Original Booked Event and cannot be extended under any circumstances.
1.5 Luddenham Raceway must approve any Rebooked Event Date Requested by the Participant before the Offer may be Redeemed.
1.6 The Participant will be liable for any other costs incurred to move the date including increase in price of a Track Day, and these costs must be paid in full and cleared funds before the Start of the Rebooked Event.
1.7 This Offer cannot be extended or transferred if the Participant does not attend the Rebooked Event.
1.8 The Participant is not eligible to seek a full or partial refund of any and all funds paid to secure an Event due to Non Attendance.
1.9 This Offer does not void any existing Terms and Conditions of Luddenham Raceway, and in the Event a Rebooked Event cannot take place the Standard Terms and Conditions in relation to Luddenham Raceway having to reschedule an Event would be in effect.
1.10 Luddenham Raceway provides no Guarantee that this Offer will be extended, and this Offer will only be extended at the Sole Discretion of Luddenham Raceway Management, as it deems appropriate.
2.1 Payment will be required to ensure that an event is secured, as per the Confirmation Letter and or 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 a Booking have reduced numbers on the day, be cancelled or be a ‘no show’, then the Participant who booked 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 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 Participant, Company and Individuals responsible.
3 Cancellation / Refunds
3.1 Pre-Payment will be required to secure an Booking. The Confirmation Letter and related correspondence will confirm the amount payable.
3.2 All payments are non-refundable and non-transferable and secure the Venue for the number of Participants as per the Confirmation.
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 Participant who booked the event 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 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, 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. Positions are limited to the Event so places 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 one week prior to the event to ensure that Luddenham Raceway will be able to accommodate additional Participants.
4 VENUE RESCHEDULING / WEATHER / DELAYS
4.1 The Venue is an All-Weather Venue. This means that Participants cannot seek a refund to cancel their spot on the basis of wet weather or hot weather.
4.2 Should the Event need to be suspended, postponed or cancelled due to extreme weather conditions (as decided by the Venue) or unforeseen circumstances (such as Accidents, Crashes, Power Failures, Water Failures, Bushfires, Sudden Storms, Pandemics, Diseases, Viruses, Acts of Terrorism or any other act or occasion that would render Luddenham Raceway unable to operate) which would make it dangerous or unsafe to proceed (as determined by Luddenham Raceway), Participants will be contacted by Luddenham Raceway as soon as possible, and Luddenham Raceway’s decision will be final.
4.3 Should Luddenham Raceway make the decision to suspend, cancel or postpone the Event, Participants will be advised of a rescheduled date for the Event as soon as is practicable. No refunds will be granted should the Event need to be rescheduled or postponed. No compensation will be offered should the Event be rescheduled or postponed by Luddenham Raceway.
4.4 In the Event that Luddenham Raceway makes the decision to suspend, cancel or postpone an Event, then the Participant will have 6 months in which to rebook the Event at a mutually convenient time. The same package and catering must be rebooked and no downgrading will be permissible, the only exception to this rule would be to upgrade the package or increase the number of Participants.
4.5 No refunds and or compensation will be given in the event of an unavoidable delay during the Event.
From time to time delays may be incurred. No refunds will be given for unavoidable delays and it is noted that all start and end times are general estimates only and are not guarantees for when your event will begin and finish. In the event of a delay you and your Participants will be notified accordingly and you will be issued with a credit for any sessions that you are unable to complete on the day you had booked for. This credit will be issued for 6 months from the date of issue and must be used for the same event that it was issued for.
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 an Ambulance be called or medical service be rendered, Participants will be responsible for these 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.
5.4 Luddenham Raceway does not provide car or personal insurance for Track Days and or Events and it is the responsibility of Participants to arrange their own insurance if required. Luddenham Raceway is not an insurance provider and cannot provide advice in relation to insurance queries.
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.
7.1 Luddenham Raceway Staff may be taking 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 approval of Luddenham Raceway.
8 Late Arrivals
Participants acknowledge and understand that if they arrive late to the Event, they do so at their own peril. No refunds, compensation or special allowances will be made for latecomers and you may be denied entry to the Event due to lateness and missing important safety briefings.
Participants must arrive at least half an hour before their scheduled start time so that there is enough time for Check In, Registration and Briefing. Late arrivals will result in penalties and lost time for Participants so it is imperative that Participants are on time.
Delays in Arriving and Checking In means that participants will not start on time and will be holding up other Events. Luddenham Raceway reserve the right to send other bookings out if Participants are late, and or will reduce or cancel Event Run Time, and no compensation or refunds will be offered for same
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 found to be 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 of up to $200.00, 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.
Vehicles must only refuel in the designated refueling area or fines will apply. If fuel is spilled and causes damage to an area that is outside of the designated refueling area, penalties will apply.
Participants acknowledge and understand 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.
17 Pandemic and or Disease and or Virus
17.1 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.
17.2 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.
17.3 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.
17.4 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.
17.5 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.
17.6 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.
17.7 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.
17.8 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.
17.9 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.