Days in Thunder – Northern Ice Driving Experience
TERMS AND CONDITIONS
1.1 The participant must be at least 18 years old on the day of the event and must produce a valid driver’s licence at the venue. Participation in the form of ‘accompanied driving’ from age 17 is not permitted.
1.2 Participants must also affirm that no driving ban has been imposed on them by any authority.
1.3 Those attending may bring a spouse or partner to join them in their room for an extra cost of $345.00+HST. This will cover meals and transportation costs upon arrival in Thunder Bay. Attendee guest can opt to join the group as a spectator or stay at the hotel to enjoy time on their own.
2.1 Payment of $3,905.00+HST is required in full upon registration per participant. Full reimbursement (minus a $50.00 CAD administration fee) will be given if cancelling prior to 30 days from the event date. Receipts will be emailed.
2.2. Participants will receive event documents prior to the event by email.
3. Services and Prices
3.1 The participation price for Days in Thunder – Northern Ice Driving Experience
covers the following services;
- Training fees for the relevant training contents
- Track rental including track safety measures
- Use of Pfaff cars (including fuel), according to the event description
- Accommodation and catering according to the event description
- Technical support of the vehicles
- Medical care and assistance
- Local taxes
- Accident insurance
- Third-party vehicle insurance
- Event documents
- Driving programme and instructors
- Project management
3.2 Participants are responsible for the following costs:
- Cost of travel to and from the event location airport
- Any additional time spent before or after the event date
- Any purchase of additional excursion packages by Destination Thunder Bay
3.3 The contractually agreed services are found in the service descriptions (e.g. brochure, flyer, website, email) and in the details to be found in the written confirmation.
3.4 Before the contract is concluded, the Operator may modify the service descriptions at any time. Naturally, the participant will be informed accordingly before making the booking.
3.5 In the case of extreme weather conditions, orders issued by the relevant authorities for safety or other material reasons or as the result of circumstances unforeseeable at the time of concluding the contract, the Operator reserves the right to adopt the driving programme in line with circumstances (e.g. by changing the vehicle models, tires or sections of the track used) to ensure the safety of participants. Such changes shall not affect the agreed participation fee, as long as they do not represent a significant change to the event booked.
4. Safety Precautions
4.1 Participants must follow the instructions given by EVENT MATRIX employees for the entire duration of any event. Seat belts must be worn at all times.
4.2 The use of mobile phones and smoking are not permitted while driving.
4.3 In the event of gross breaches of driving discipline, the event management shall be entitled to exclude the participant concerned from any further participation. In such cases, there shall be no reimbursement of the participation price.
4.4 The consumption of alcohol is strictly prohibited (blood alcohol level: 0.0 per cent) during all driving events, as is the taking of drugs or other intoxicating substances which may impair the participant’s ability to drive. All participants undertake to ensure, through their behaviour before and during the event, that they comply with these requirements. The event management shall be entitled to exclude any participant reasonably suspected of consuming alcohol or taking drugs or any other intoxicating substance from any further participation in the event. In such cases, there shall be no reimbursement of the participation price.
4.5 For safety reasons, it is not permitted to bring animals to the event.
5. Special Requests
5.1 If participants wish to stay longer at the event destination, they should contact the event management team or local representatives as soon as possible. We are happy to extend your stay if the relevant accommodation and return transport options are available. The costs for extending stays are payable at the destination. Please pay close consideration to the applicable rates and conditions for your return transport as well as the period of validity of your travel insurances and any possible visa requirements.
5.2 For the events on offer, the participant will be looked after at the destination by the Operator’s project managers or event management. Please consult your event documents for details, addresses and phone numbers.
5.3 In the event that additional services are booked by the participant after the initial invoice or locally during the event, the Operator reserves the right to create a new additional invoice and send it to the participant.
6. Rebooking or Change of Person
6.1. Up to the 31st day before the start of the event at the request of the participant, the Operator shall, as far as is feasible, amend the confirmation (rebooking) for a fee of $50.00 CAD per person. Rebooking means, for instance, changes to the event date, destination, starting location, accommodation or transport. In the case of scheduled flights, as soon as the ticket has been issued, additional changes to the departure time are deemed to be a rebooking. Changes in line with the periods referred to above (e.g. for flight-based/standard charges from 30th day before start of event) as well as changes that take effect outside the period of validity of the service description upon which the booking is made may only be made by cancelling the contract under the provisions of these terms and conditions and immediately rebooking. This also applies to flight-only travel on scheduled flights in the case of a change of carrier performed at the participant’s request.
6.2 Until the start of the event, the participant may request that a third party be assigned their rights and obligations in accordance with the contract. In this case, the Operator must be notified in writing immediately. The Operator may object to the third party substituting the participant, if the third party does not satisfy the necessary event requirements or if statutory or official regulations or directives preclude their participation.
6.3 If a third party replaces the booked participant, the Operator is entitled to charge a flat-rate handling fee of $50.00 CAD to cover the associated costs. The participant’s right to furnish proof that substantially lower or no costs at all have been incurred remains unaffected.
6.4 The registered participant and the substitute person are jointly and severally liable for paying the extra cost incurred through inclusion of the replacement person.
7.1 The participant price generally includes a liability insurance package.
7.2 The participant price includes vehicle damage insurance over $5,000.00 CAD. Participant is responsible for the first $5,000.00 of vehicle damage. A valid credit card must be presented during onsite registration.
8. Cancellation and Termination by the Operator
8.1 The Operator may terminate the contract without notice if the participant continues to disrupt the course of the event despite proper admonishment by the Operator. This also applies if the conduct of the participant grossly violates the terms of the contract to such an extent that the immediate termination of the contract is justified. The Operator reserves the right to retain the participation price paid for the event. The disruptive participant shall also bear any extra costs incurred for repatriation. However, the Operator must make due cost adjustment that takes into account the value of any expenditure saved, as well as such benefits generated by the components not made use of by the participant and put to other meaningful use or any refunds received from service providers.
8.2 The Operator may cancel the event contract up to three weeks (receipt by the participant) before the start of the event, should the minimum number of participants specified in the relevant service description and in the written confirmation not be reached. The Operator shall, of course, notify the participant as soon as it becomes apparent that the minimum number of participants will not be reached. The notice of cancellation will be delivered to the participant immediately. The participant shall be immediately refunded the participation price paid.
8.3 In the event of the Operator cancelling the contract, the participant shall be entitled to demand his participation in another event of at least equal value, provided the Operator is able to offer such an event from their programme without burdening the participant with extra costs. The participant must assert this right against the Operator immediately after having received the notice of cancellation from the Operator. If the participant does not exercise their right to participate in an event of equal value, they shall immediately be refunded the participation price paid.
9. Extraordinary Circumstances / Force Majeure
9.1 If the package is substantially obstructed, jeopardised or impaired as the result of force majeure not foreseeable when the contract was entered into, then both the operator and the participant may terminate the contract merely under this provision.
9.2 If the contract is terminated extra costs for return transport are to be borne by the parties one-half each. Any extra costs in addition to this shall be borne by the traveller.
10.1 Participants take part in events organised by the Operator at their own risk.
10.2 The Operator shall not be liable for interruptions to services, personal injury and property damage related to services for which they acted merely as agent and only mediated services rendered by an outside party (e.g. excursions, sports events, theatre visits, exhibitions, transportation services from and to the specified places of departure and destinations), if these services were explicitly designated in the event description and the booking confirmation as services rendered by an outside party so that they are discernible to the participant as not being part of the service rendered by the Operator.
10.3 The participant is solely responsible for his participation in sports and other leisure activities. The participant should inspect the sports facilities, equipment and vehicles before using them. The Operator will only be liable for accidents that occur in the course of sports events and other leisure activities if caused by him. The Operator recommends that participants take out accident insurance.
11. Photographs and Video Recordings
11.1 Photographs and video recordings taken during the event may only be used for private purposes. Any commercial use of photographs and video recordings is prohibited. This applies in particular to the publication of photographs/videos as part of blogs, vlogs, video platforms such as YouTube, etc., or by non-accredited journalists, unless the publication has been agreed beforehand with EVENT MATRIX.
11.2 The use of drones and action camera systems (e.g. Gopro) during the Days in Thunder – Northern Ice Driving Experience
event is strictly prohibited. Exceptions may be made by EVENT MATRIX in individual cases.
12. Cars for Use
12.1 In the context of the Days in Thunder – Northern Ice Driving Experience
, cars from Pfaff Motorsport are provided for participation in the relevant event. In order for participants to be provided with a car, they must enter into a separate car use agreement. The participants do not have any entitlement to a specific Pfaff car model. There are always two persons in each vehicle. Subject to availability, participants can opt to be a sole driver (single driver) for an additional charge.
12.2 Participants must produce a valid driver’s licence as well as a valid credit card at time of check-in on the day of arrival. The relevant details are entered on the car use agreement along with the participant’s home address. This contract must then be signed by the participant as a prerequisite for participation.
12.3 Pfaff Motorsport models are covered by third-party vehicle insurance.
12.4 In the context of the Days in Thunder – Northern Ice Driving Experience
event, vehicles are not covered by fully comprehensive insurance. However, in the case of any damage, participants will be treated as if the car was covered by fully comprehensive insurance with a deductible. The amount of the deductible is $5,000.
12.5 If the third-party insurance is not liable due to wilful intent or gross negligence on the part of the participant, or if the third party insurance can take redress against Days in Thunder – Northern Ice Driving Experience
as a result of the participant’s behaviour, or if the damage caused by the participant is not covered by the third-party vehicle insurance, the participant is liable for all damage he has caused. In the case of gross negligence, the Operator shall be entitled to assert claims against the participant at a level commensurate with the severity of the fault, up to the amount of the total damage.
12.6 There are always two full-paying participant drivers per vehicle. Accompanying non-driving persons are therefore not expected to take part in the driving programme. The package for accompanying persons is restricted to accommodation, catering at the hotel during the day and dinner. Another adult must be available on site to oversee any children aged 18 or under during Days in Thunder – Northern Ice Driving Experience
events. Employees of the Days in Thunder – Northern Ice Driving Experience
cannot accept responsibility for supervising children. The relevant guardian(s) with custody of the child must sign a liability waiver for the minor.
12.7. The flat-rate cancellation charges for events are generally applied per person. Days in Thunder – Northern Ice Driving Experience
is more than 30 days prior to event start date and is a 100% refund, less $50 CAD for administration.
Northern Ice Driving Experience Tel.: (647) 529-2858
Valid until 6/2019
Published in December 2018