Please read these pages carefully. This information together with information on our website and our written confirmation form the contract between you and us. They will help you make an informed choice, so you can book and travel with peace of mind. Please read the following before you book.
As far as we are aware, all information on this web site is correct at the time of publication. However, we will make continuous changes. There could be times when we may withdraw facilities or reduce the services provided. These changes are beyond our control but when we are told about any changes we will try to advise you before you leave. Whilst all efforts have been made to produce accurate information, we accept no liability for any losses resulting from incorrect information.
In general, you can check into your room between noon and 3pm and you should leave by 11am on your departure. Check-in should be undertaken no later than 1800 local time; any deviation from this is entirely at the risk of the client. The hotel reserves the right to re-sell the room if you do not comply with this requirement.
Some hotels have rooms specially designed for single people which may be smaller and in not such a good position. Other hotels provide at twin or double room for single people. It is the policy of hotels to charge a single supplement in both cases. Photographs of rooms are for general guidance only. The room you get may look nothing like the pictures. This is because city hotels are often old buildings and bedrooms come in all shapes, sizes and decoration. In general, rooms in city hotels are smaller than those found in other places and because city buildings are close to each other your view may be restricted.
Double beds may consist of two single beds pushed together which will be linked by a double sheet. Double beds can be smaller than English doubles, and double rooms may be smaller than twin rooms. If you ask for a double bed, we will pass on your request but these cannot be guaranteed. Three bedded rooms are often a twin room with an extra folding or pull-out bed, and it may be cramped. There are occasions, such as in Le Mans, France where each hotel offers different room facilities and / or room layouts and check-in times are limited. For example, some Le Mans hotels offer twin share accommodation which may be a large double bed with a bunk bed over the double.
If you have a special request, diet (in-flight or accommodation meals), where your room is, a particular facility at a hotel, a particular view or room type and soon, we cannot guarantee it. This is not part of your contract with us. Because we receive so many requests we cannot tell you before you leave for your holiday if your request can be met. However, we will do our best to pass them on.
We are not a specialist in travel for the disabled. Many destinations and hotels are not well equipped for disabled guests, so please let us know your specific needs before you book.
Approximately 14 days beforehand, we will send you your tour documentation. Please check flight or channel crossing timings, if applicable, as these may change/move. The airline may change schedules, routings, aircraft types and operating airlines at any time. If the change is more than 12 hours, we will let you know. Depending on the airline, if there is a technical, metrological or air-traffic control delay, you will be offered refreshments, a meal or overnight accommodation if appropriate, depending on the delay. We recommend that you check-in early if your seat has not been pre-assigned. If you do not check-in on time and miss your flight, we have no liability to you.
We post all our UK hospitality packages and / or event tickets by Royal Mail Special Delivery. The basic mandatory cost for this is £9 per pack. Overseas packages are posted by courier service. The mimimum cost for this is £35 per pack. Upon being posted to the address given by the customer, all risk in the goods shall pass to the customer. On Site Events Ltd will not be liable for any loss, damage or cost arising from non-delivery and reserves the right to levy an additional charge for issuing replacement tickets and documents for those lost whether in the post or otherwise.
The Foreign & Commonwealth Travel Advice Unit may have issued information about your destination. You should check this information on the Internet under the address www.gov.uk/foreign-travel-advice
You need a standard 10 year British passport for all travel. This must be valid for at least six months beyond your planned return date. You may also need a visa. You must make sure you have kept to any health needs for the country you may be visiting. You must make sure that you hold the correct travel documents and have got the vaccinations you need. We cannot be held responsible for any illness, delays or costs including cancellation charges resulting from you not meeting these requirements.
For current passport regulations, please consult https://www.gov.uk/guidance/passport-rules-for-travel-to-europe
In its basic form, this web link says that passports must meet two requirements for those planning to visit an EU country (except Ireland)
They must be less than 10 years old - from the date of issue - on the day you enter your destination and
They must remain valid for at least three months after you leave.
The rules are destination specific.
Health, safety and security abroad
The safety standards and regulations which apply overseas are those of the country you visit. Often they do not reach the same levels as in the UK. Because of this general standards of safety, hygiene, fire precautions and so on, can be lower than those which we expect in the UK. The authorities in the country concerned may not have enough power or resources to monitor and enforce standards. So we must advise you to be careful when you are in unfamiliar buildings or surroundings. Please get to know your escape route in case of a fire. We take the safety of our customers very seriously.
If the Foreign Office advises that you should not visit a particular country, we will tell you and try to arrange another tour for you. Crimes against people and property are a fact of life throughout the world and you have the same responsibility for your safety as you do at home. In some places the local police may not be very co-operative or interested when you report theft or need insurance confirmation so take great care of your property.
We are On Site Events Ltd, and our registered office is Windover House, St Ann Street, Salisbury, SP1 2DR (registration number 05066204) For your added security and peace of mind, On Site Events maintains a trust acount where the client's money (paid in advance) is kept until the client's return after satisfactory conclusion of the travel / tour. The trust account is administered by independent trustees and run through Aldermore Bank, Peterborough, PE2 6FZ.
A. Bookings and payments
If you book through a third party, any advice given to you by the agent, which is not based on advice given by us, is his or her responsibility. We do not accept liability if you receive incorrect advice in these circumstances. Even if you book with a third party the contract for your tour is with us and not with him or her. We recommend that before you book your tour, you or your agent contact our reservations department either by phone or e-mail to check the most up-to-date information to do with the tour you have chosen. You must pay a minimum deposit of £150 for each person, or the full cost of the tour if you book within twelve weeks of departure. Special terms are applicable for high value tours. For any bookings totalling less than £650, the full amount is due. All major personal credit cards are accepted with no charge. However, for commercial and / or corporate bookings, we reserve the right to solely request payment by bank transfer.
On receipt of your payment, a confirmation invoice outlining the itinerary will be sent by return. A contract will exist as soon as we issue our confirmation invoice. The person who completes a booking by telephone, by e-mail or by post is the 'lead name'. He or she must be over 18 years of age and is responsible for payment of the total booking price and subsequent cancellation or amendment charges that may be payable. He or she also agrees to provide accurate and full information to the remainder of the travelling party in relation to the booking, including any changes thereto and confirms that all the other members of the party, including any that may be added at a later date, agree to be bound by these conditions, and all other information in the relevant websites (as applicable).
The remainder of the tour cost must be paid no later than 12 weeks before you depart. If we do not receive the deposit or balance by the due date, we can treat the booking as cancelled by you and ask you to pay cancellation charges as described in section B of these conditions. We do not usually send reminders for money we are owed.
We can often accept late bookings (subject to availability and enough time to process your payment, tickets and other documentation) If we need to request extra / alternative space, which may incur additional costs, we may charge an administration fee of up to £20. If we need to send your travel documents to you by express post, there is an extra charge of £9.00
Events Affected By Covid-19
If an event is postponed, your booking will be automatically transferred to the new date.
If the event is cancelled (with no prospect of rescheduling in the current year) or is to take place behind closed doors, then we will transfer your booking to the next calendar year or you can transfer to a different event package. Amendment fees will be waived and current year prices will be honoured and, should the package price be less expensive, you will be refunded the difference. If you choose an event that is more expensive, you will pay the difference, based on current year prices.
If you are unable to travel on any new confirmed date or if the FCO advice is in place for a destination limiting all but essential travel over the new date, we will refund you all or part of the monies paid. For ticket only purchases and hospitality only purchases, we will refund to the client the amount (if any) received from the supplier of tickets or any single travel component within 14 days of receiving the same. Please note that for all events, a contract will exist as soon as we issue our confirmation invoice to you.
Prices are based on the following currency exchange rates: GB £1 = EURO 1.1 and known costs on that date. We can increase or reduce website prices at any time before you book.
We can change your holiday price after you have booked, only in certain circumstances:
• Changes in the price of the carriage of passengers resulting from changes to the cost of fuel or other power sources
However, there will be no change within 20 days of your departure.
We will absorb, and you will not be charged for, any increase equivalent to 2% of the price of your travel arrangements. You will be charged for the amount over and above that. If this results in an increase equivalent to more than 8% of the price of your travel arrangements, you will have the option of accepting a change to another holiday if we are able to offer one (we will refund any price difference if the alternative is of a lower value), or cancelling and receiving a full refund of all monies paid. Should you decide to cancel you must do so within the time period shown on your final invoice.
Should the price of your holiday go down due to the cost changes mentioned above, then any refund due will be paid to you. We will deduct from this refund our administrative expenses incurred. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
When we do offer a Price Match Promise, we are happy to consider matching any hotel and travel package price providing the conditions of the sale are the same. The Price Match promise logo will appear on our website in relation to applicable events.
In order for us to consider a price match, the competitor's package must be identical as that offered by On Site Events. For example, the same hotel, same category / type of room, same length of stay and same cross channel crossing routes / times. The competitor's package must be advertised on their website. On Site Events reserves the right to refuse any requests that are not seen as acceptable to our company.
B. Changes or cancellations by you
If you ask to change your booking after confirmation (for example, transferring to a different hotel, ferry, tour or airport) you must write or phone, and we will try to meet your requests wherever possible. If you add people to your booking, they are added on the understanding that they have also accepted these booking conditions. If we can change your tour, we will issue a revised holiday invoice to confirm this and any increased costs as a result of the change.
Cost of changes
If we receive notice more than twelve weeks before you leave, and we can make the change, we will do our utmost to make the requested changes and if we are able to do so, amendment charges will be applied. When the change is only to the name of the passenger, the charge will be a minimum of £30 per changed name. With other changes, charges vary according to the type of travel arrangements but the amount charged shall be no less than £30 per person per amended component of the tour.
If you make changes within twelve weeks of departure, you will have to pay cancellation charges as set out below except when you need to change a party member if a person is prevented from taking the tour. In this situation, that person may transfer their place on the booking to someone else as long as you let us know at least 28 days before you leave. You will have to pay £30 for each person. Other than in this situation, the new arrangements made within twelve weeks of you leaving will mean you have an entirely new booking.
If you make name or date changes involving scheduled service airlines we would normally treat this as full cancellation. You will then have to pay any cost of cancellation and rebooking flight seats on scheduled service airlines. If the number of people travelling changes, we will charge you a new price on the basis of the new size of your party. Any increase in price as a result of cancellation (for example, if only one person stays in a room) will be shown on the new invoice.
Cost of cancellations
If you or any member of your party need to cancel your booking, or part of it, once it has been confirmed, the person listed as the lead name on the booking must do this in writing. The charges you must pay are shown above and are worked out from the date we receive your written notification. You may make a claim against your insurance policy if your cancellation is covered by the policy you have taken out.
In the event of a part cancellation, cost of cancellation of each component shall be the same percentage as if the entire tour were being cancelled.
Please be aware however that extras to the tour price such as entrance tickets, grandstand seats and hospitality will always incur a 100% cancellation as will other types of expense incurred by us in making your booking on which no refunds are available from our suppliers.
C. Changes or cancellations by us
It is unlikely that we will have to change your tour. However, we can make changes to and correct errors in both the website and tour details before and after you have booked your tour.
Significant changes we make
If we need to change the contract significantly, we will tell you or your agent as soon as possible if there is time before your departure. A significant change is one that we make to your tour arrangements before you leave that involves changing:
You will have the choice of:
You must let us know your decision within 10 days. We regret we cannot be responsible for any losses or expenses you suffer.
Details in the tour itinerary produced at the time of booking are for information purposes only – accurate details will be shown on the joining instructions which are included with the travel documentation.
Circumstances outside our control
We do not accept any liability if our performance is prevented or affected by an event beyond our control which we or our suppliers could not expect or avoid even with all due care, including but not limited to:
Cancellation by us
In circumstances outside our control, it may be necessary for us to cancel your booking. In such circumstances, we will notify you of the cancellation as soon as possible. Following such cancellation, we will refund you all or part of the monies paid. In other circumstances, such as insufficient demand, it may be necessary to cancel your booking. In such circumstances, we will notify you of the cancellation as soon as possible. We will then offer you a similar tour, if one is available, or we will refund all monies you paid to us except any insurance premiums.
We accept responsibility if the services we provide are poor or not of a reasonable standard. We also accept responsibility for the acts of our employees, agents, suppliers and subcontractors as long as they were at the time carrying out work we authorised. This does not apply if you die, are injured, become ill or if any of the events set out in the paragraph on Circumstances outside our control happen.
We accept responsibility if you or any member of your party dies, is injured or becomes ill because we do not perform any part of the contract with you unless:
It is a condition of this agreement that you tell us about any claim according to the procedure set out in clause D. If we pay you, you must give us or our insurers any rights you may have to take action against anyone else. You must also give us and our insurers any help we need.
For air, rail, road and sea carriers and hoteliers our liability is limited as if we were carriers or hoteliers within the appropriate international conventions. The most we will have to pay you for claims is the most we would have to pay if we were a carrier or hotelier. For all claims which result from international travel, we can only pay compensation if the carrier would have to pay compensation if you made a claim against them in the same situation. In all cases except for personal injury, illness or death, the most we will pay is the full holiday price for the people affected, a refund of any expenses directly connected with your claim and a daily amount of £50 for each person. This applies when everything has gone wrong and you have had no enjoyment from your holiday. In any other situation we will only pay you part of this amount, taking into account all relevant circumstances.
If there are circumstances outside our control, we may have to change or end your holiday after you leave, but before the scheduled end of your trip. This is extremely unlikely, but if it does happen, we will not pay you any compensation or any other expenses you have to pay because of our action. For loss or damage to luggage or personal possessions (including money) our liability is limited to £35 for each person, because we assume you have got enough travel insurance.
Conditions of carriage
Transport by aircraft, rail, ship or coach will depend on the conditions of carriage of the relevant carrier. These conditions of carriage may limit or exclude the carrier's liability to you under international law (such as the Warsaw Convention).
We can sort out problems on the spot if we know about them. If you want to complain, please do the following:
E. Your Responsibilities
Passport & Visa Requirements
Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and / or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
If in our opinion or the opinion of any airline pilot, accommodation manager or other person in authority you are behaving in a way which will cause or be likely to cause danger, distress or annoy others or damage property, your holiday arrangements may be ended. If this happens, we will not pay you anything.
We reserve the right and you hereby authorise us to charge your credit or debit card for any damage incurred to your room or the accommodation during your stay (including without limitation specialist cleaning) or for any items that are missing when you leave. In any event, you are responsible for such damage or loss and will be liable for the amount to make good the damge or loss.
As part of our Booking Conditions, a contract will exist as soon as we issue our confirmation invoice. If we provide a confirmation invoice which includes a track lap or parade lap (where you use your own vehicle) it is implicit that all participants on the booking will be undertaking these activities entirely at their own risk; you will also be asked to sign an indemnity. It is strongly recommended that you check with your insurer with regard to using your vehicle on a racing circuit. All track sessions will have a pace car and under no circumstances can the pace car be overtaken. It is mandatory to wear a helmet.
For your own protection, you and all members of your party must have insurance for the full period of your tour. At the time of booking, you must give us the details of your policy (insurance company name, contact number/policy number). If you cannot give us these details straight away, you must provide them within seven days of booking. Please note, it is your responsibility to ensure the insurance you purchase is suitable and adequate for your particular needs.
When booking your holiday, protecting yourself is important; once you leave the UK, the free Health Service you receive will stop. If you decide to travel without insurance and suffer from an accident or injury, there is a possibility of a large bill for treatment.
Travel Insurance not only covers medical costs but also provides additional cover for cancelled holidays, delays, lost luggage and the like. Cover may also be considered for pre-existing medical conditions.
As the Covid-19 pandemic has shown, travel insurance is an absolute necessity for any trip abroad. It should be taken out as soon as you have booked any trip abroad - only then are you immediately covered for an array of circumstances.
As a tour operator, under current legistation, we are not allowed to sell travel insurance. As travel policies do vary hugely in their protection, it is indeed best for you to seek out the travel insurance that serves you best.
We do make travel insurance a condition of booking - for your protection. At the time of booking, On Site Events strongly recommend taking out a travel insurance policy. If you have your own policy with another provider, we do require you to provide us with the details of your policy (insurance company name, contact number / policy number)
Some rely on the EHIC European Health Insurance card. This is a good start but simply cannot replace the wide scope of a good travel insurance. Also, this basic cover will be phased out after due to Brexit. However, for the moment, the EHIC card is still valid to use until its' expiry date.
The new post Brexit health card is the Global Health Insurance Card and you can freely register for this card on line at www.nhs.uk/using-the-nhs/healthcare-abroad/apply-for-a-free-uk-global-health-insurance-card-ghic
Our data protection policies are continually updated in accordance with the General Data Protection Regulation (GDPR) which was enforceable from May 2019. We are registered with the Information Commissioner's Office, registration number ZA327433.
We are totally committed to protecting the privacy and security of both our site visitors and customers. For all our services, the data controller (the company that is responsible for your privacy on the site) is On Site Events Limited.
Your information is used by us in several different ways. Please see below to show what we do with your information, and why:
Your contact details: To create booking contracts and invoices and to ensure your booking form, itinerary and race passes are posted out to the correct person and address (by buying from us, we have a contract to fulfil, and we can’t fulfil without these details).
Sharing your information with others
We do not, and will not, sell any of your personal data to any third party – this includes but is not specific to your name, address, email address or credit / debit card details.
We do however share your details with the following type of companies as an essential part of being able to provide the full range of services to you:
Marketing messages and mailing lists
We like to keep you aware of the latest developments in the world of motorsport, as well as services and trips you might be interested in.
You can stop receiving our e-mails at any time. To do this you can:
Once you do this, we will update your details to ensure no more marketing messages are sent to you.
Unsubscribing does not stop us from sending you any service communications regarding an order you have placed or a trip or an event you are attending.
Keeping your information
We will keep your information only for as long as is needed to be able to provide our services to you.
If reasonably necessary, or if the data is required to meet legal or regulatory requirements we may also keep hold of some of your information as required, even after it is no longer needed to provide the services to you.
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