These are our Terms & Conditions and form the contract between you (the client) and us (Motor Passion Limited) and these terms apply once your booking with us has been confirmed.
1. Confirming a booking
To confirm your booking we require a signed Booking Form and payment of the accompanying invoice. Once payment & booking form have been received these Terms & Conditions come into force and we will contract with any necessary person or body for the purpose of fulfilling your booking. Where a payment is made to Motor Passion without a signed booking form it will be regarded as your agreement to these Terms & Conditions and the booking will be confirmed in the same way.
2. Circuit race view and hospitality
When a circuit hospitality package is purchased without our fully hosted service (accommodation, transfers etc) the following also applies:
3. Deposit payment
Staged or deposit payments will vary and be pre agreed. No elements can be guaranteed without receipt of the deposit payment. Race tickets and race hospitality will always be invoiced in full (100%) and will only be confirmed once payment has been received.
4. Final payments
Your balance invoice will show the balance of money due. You must pay this final balance at least 12 weeks before the event date. If this is not paid we reserve the right to suspend our provision of the specified accommodation, tickets or hospitality until payment has been made in full. We do not accept liability if any of the outstanding elements of the booking become unavailable or increase in price in the meantime. If payment is not received within this timescale we will regard the booking as being cancelled by you. In such a case we will not provide any refund.
5. Additional hotel charges incured by you
Any accommodation additional expenses or fees including late check-in/check-out, unpaid extras or damages must be paid for on departure by you or your guest(s). Any such additional expenses or fees subsequently paid by us will be invoiced separately after the event and be subject to a 5% handling fee.
6. Changes to your booking
Should you wish to alter your booking in any way after we have received your booking form we will endeavour to be as flexible as possible. If your changes involve contacting other suppliers we reserve the right to charge an administration charge of £25.00 per change and pass on any charges levied by these suppliers.
7. If you have to cancel your booking or reduce numbers in your booking
Cancellation of any specified accommodation, tickets or hospitality must be in writing. If you cancel your booking you will be charged a cancellation fee in line with notification period below. The cancellation/reduction is only effective from the date that the written communication is received in our office.
Where a booking has been reduced or cancelled by you and fees charged accordingly, we will do our utmost to resell the cancelled elements (at a price subject to your prior consent) thus mitigating your losses. If we manage to do so we shall pay the resale price to you after the event, less a fee of 10% of the resale price. In certain circumstances you may be able to reclaim the cancellation charges if the reason for cancellation falls within the terms of any travel insurance you hold.
8. If we have to cancel your booking
a) Force Majeure: In circumstances beyond our control, including but not limited to: war, terrorism, hostilities, riots, political unrest, (or the threat of any of these), epidemics and/or pandemic diseases, Government advice not to travel, industrial disputes, natural or nuclear disasters, adverse weather conditions, fire, technical problems to transport, airports or ports being closed or full, supplier insolvency, or the withdrawal of (or significant interference with) travel, event or accommodation facilities, it may be necessary for us to cancel your booking and we will notify you as soon as practicable. In such cases we shall use reasonable endeavours to provide a full or partial refund of your booking through our various suppliers. However a full or partial refund cannot not be guaranteed and a rollover to next year’s event could be an option offered in place of a refund.
b) If due to Force Majeure the event is rescheduled to a later date or held without spectators, we shall use reasonable endeavours to provide a full or partial refund of your booking through our various suppliers. However a full or partial refund cannot not be guaranteed and a rollover to the rescheduled date could be an option offered in place of a refund.
c) In other circumstances, such as insufficient demand for the tour, it may necessary for us to cancel your booking. In such circumstances we will notify you of the cancellation as soon as practicable. We will then offer you a similar tour or alternate date, if one is available, but if that is not acceptable to you we will refund all monies paid.
d) If your booking is cancelled due to a non-payment of your balance invoice then we will not be liable to provide any refund (see section 3).
We remind you that it is the responsibility of you and your guests to take out adequate Travel Insurance.
9. Celebrity appearances
Any celebrity appearances will be subject to availability on the day although we will do our utmost to ensure any celebrity appearance mentioned within our sales proposals do take place.
10. Compliants
Any complaint should be notified to the Motor Passion host on site as soon as possible and if necessary followed up in writing as soon as practicable after the event and no longer than 14 days after the event. In the event that the Company and the Client are unable to resolve any dispute both parties shall submit the dispute to an Arbitrator.
11. Hotel conditions
The hotel gradings provided within the proposal are those provided by the Official Tourist Board of the country to which they relate. Numbers of people sharing the accommodation are limited to those listed within the booking confirmation.
When we book your hotel room it is on the condition that you check in at the hotel no later than 1800 hours local time on the arrival day specified. It is your responsibility to let us know if you are likely to arrive later than this in order that we can keep the hotel informed. In some cases if you have not checked in by 1800 the hotel have the right to resell without refund.
12. Website & brochure accuracy
Whilst all efforts have been made to produce accurate information in our brochure/proposal and website we can accept no liability for any losses resulting from incorrect information.
13. Travel insurance
For your own protection, you and all members of your party must have adequate travel insurance for the period of the tour.
You are responsible for taking out comprehensive travel and medical insurance before travelling and checking for any exclusions and activities that might or might not be covered. We also advise that you are insured against flight delays as no tickets refunds can be made under any circumstances. In signing our booking form you agree that all guests will have adequate travel insurance.
14. Financial security & peace of mind
In the unlikely event of insolvency and for your added security and peace of mind, Motor Passion Limited holds your advance payments until you return following the satisfactory conclusion of your tour. Any Event tickets and hospitality packages purchased on your behalf are booked and secured in your name.
For information our registered office is c/o, 83 Burnham Lane, Burnham, Slough, Berkshire, SL1 6JY. (Company Registration No. 5609414 - VAT Registration No. 873 8336 87 - AITA No. 96-022441).
15. Privacy policy
Motor Passion is committed to protecting your privacy. We will only provide information necessary to secure your trips with us. Suppliers (hotels etc.) will receive only the minimum information required to make your reservations. Motor Passion will not distribute or otherwise misuse your information. This policy covers ANY information you provide to include your name and your email address.
16. Cookies policy
Our website may use cookies to distinguish you from other users of our website. Cookies are small amounts of information that we store on your computer when you visit our site. This helps us to provide you with a good user experience when you browse our website and also allows us to improve our site. They inform us about your visit, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. By continuing to use our website you agree to our use of cookies.
What cookies do we use?
Our website uses Google Analytics cookies to help us measure how users interact with our website content.
You can opt out of being tracked by Google Analytics by visiting http://tools.google.com/dlpage/gaoptout
You can find out more about cookies, at: http://www.allaboutcookies.org
Changes to our privacy policy
We reserve the right to change our privacy policy from time to time and any changes we may make will be posted on this page and will be effective immediately upon posting.
Get in touch
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to: chantal@motor-passion.co.uk
The contract is in accordance with the English Law and subject to the jurisdiction of the courts of England and Wales.
Published January 2023
Motor Passion Ltd
The Ridings
East Lane
Chieveley
Berks RG20 8UZ