LAST AMENDED 15 April 2024

If you are unclear about any aspect of the terms and conditions then please contact us and we will be happy to answer any queries you have.

Motorsport Travel Destinations is the trading name of TRAVEL DESTINATIONS LIMITED

You or your is the lead name in the booking

Us or we is registered companies TRAVEL DESTINATIONS LIMITED

Supplier is the event, transport, or accommodation supplier

Your package holiday booking is with TRAVEL DESTINATIONS LIMITED

1. Our details

Travel Destinations Limited, 5 The Weltech Centre, Ridgeway, Welwyn Garden City, Hertfordshire, AL7 2AA, UK. Tel: +44 (0)1707 329988. Email: help@motorsporttraveldestinations.com

2. Your holiday booking

A booking will exist as soon as we issue our confirmation invoice. This booking is made on the terms of these booking conditions. When you make a booking, you guarantee that you have the authority to accept, and do accept, the terms of these booking conditions on behalf of your party.

When making your booking for your package holiday we will arrange for you to enter into contracts with the principal(s) or other supplier(s) (e.g. event/race organiser/airline/ferry company/ accommodation provider) that are providing your travel services, named on your confirmation(s), for whom we act as agent. We are the package organiser, with responsibilities to you as set out in these Booking Conditions.

3. Paying for your holiday

When you make your booking, you must pay a minimum non-refundable deposit of £100.00 per person when the cost of the holiday is less than £1000.00 (per person). If the cost of the holiday is above £1000.00 per person, a non-refundable deposit of £250.00 (per person) is required. 

The balance of your travel arrangements must be paid at least 12 weeks before your departure date. If the deposit or balance is not paid on time, we shall cancel your travel arrangements and retain the deposit. Changes in transportation/fuel costs or exchange rates & taxes mean that the cost of your travel arrangements may change after you have booked.

4. If you cancel your holiday

You, or any member of your party, may cancel your travel arrangements at any time. Written notification from the person who made the booking must be received at our offices. Since we incur costs in cancelling your travel arrangements, you will have to pay cancellation charges as follows:

Cancellation notice received more than 12 weeks prior to departure: Loss of deposit(s) (including any pre-paid items such as grandstand(s) tickets, track laps and hospitality packages)

• Cancellation notice received between 12 and 10 weeks prior to departure: 80% of total holiday cost
• Cancellation notice received less than 10 weeks prior to departure: 100% of total holiday cost

NB: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

You can also cancel your booking if the delivery of your package, or the carriage of passengers to your destination, is significantly affected by unavoidable and extraordinary circumstances. In such circumstances, we will arrange for your booking to be terminated and for you to receive a full refund for all monies paid, subject to fees we incur on your behalf due to unavoidable /extraordinary circumstances (see section 8).

5. If you change your booking

If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way (for example your chosen departure date or accommodation) we will do our utmost to make these changes, but it may not always be possible. Any request for changes to be made must be completed in writing from the person who made the booking. You will be asked to pay an administration charge of £150 per booking, and any further cost incurred in making this alteration. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.

NB: Certain travel arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.

You can transfer your booking to another person, who satisfies all the conditions that apply to this booking, by giving us notice in writing as soon as possible and no later than 7 days before departure. Both you and the new traveller are responsible for paying all costs we may incur in making the transfer.

6. If we cancel your booking

We reserve the right to cancel your booking. We will not cancel less than 12 weeks before your departure date, except for unavoidable and extraordinary circumstances, or failure by you to pay the final balance, or because the minimum number required for the package to go ahead hasn’t been reached. Unavoidable and extraordinary circumstances mean a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. This includes significant risks to human health such as the outbreak of a serious disease at the destination, UK and foreign government prohibition and the advice and intervention of the UK Foreign & Commonwealth Office.

If your holiday is cancelled you can have a full refund of all monies paid, subject to fees we incur on your behalf due to unavoidable /extraordinary circumstances (see section 8). Or you can accept an alternative holiday of comparable standard from us if we offer one (we will refund any price difference if the alternative is of a lower value).

7. If we change your booking

(a) Changes to the price

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

• Changes in the level of taxes or fees imposed by third parties including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports

• Changes to exchange rates that mean the price of your travel arrangements may change after you have booked

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, which excludes insurance premiums and any amendment charges. 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.

(b) Changes other than the price

It is a term of your booking that we are able to make changes to any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it. Examples of insignificant changes include alteration of your outward/return flights or ferry/train crossings by less than 12 hours, changes to aircraft/ship/train type, change of accommodation to another of the same or higher standard, changes of carriers/operators.

If we are constrained by circumstances beyond our control to alter significantly any of the main characteristics of the travel services that make up your package you will have the rights set out below:

We will contact you and you will have the choice of accepting the change or having a full refund of all monies paid subject to subject to fees we incur on your behalf due to unavoidable /extraordinary circumstances (see section 8). You can also accept an alternative holiday, where we offer one (we will refund any price difference if the alternative is of a lower value). We will tell you the procedure for making your choice. Please read any notification of changes carefully and respond promptly as if you do not respond to us within the timescale given your booking may be cancelled.

8. Fees incurred due to unavoidable and extraordinary circumstances

As described in points 4,6, and 7 of these booking conditions the cancellation of your holiday booking may occur due to unavoidable and extraordinary circumstances beyond our control. These include significant risks to human health such as the outbreak of a serious disease at the departure point or the destination, terrorism, earthquakes, volcanos, floods, fires, other natural hazards, UK and foreign government prohibition and the advice and intervention of the UK Foreign & Commonwealth Office. We reserve the right to retain a fee of up to £100.00 per person. These are for un-recoverable payments made to suppliers on your behalf prior to your departure. These suppliers include, insurance companies, ferry/train/airline companies, event organisers, ticketing and contract fees, hotel/accommodation payments, logistics and resource suppliers. All of which we will be disclosed to you upon request.

9. Our liability to you

You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with the contract, or are improperly performed by us or the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to an appropriate price reduction or compensation or both. We will not be liable where any failure to perform or improper performance of the travel services is due to: the behaviour of you or another member of your party; or a third party unconnected with the provision of the travel services in the package, and that is unforeseeable or unavoidable; or unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of three times the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to:

• The contractual terms of the companies that provide the travel services that make up your package. These terms are incorporated into this booking.
• Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of and conditions under which compensation can be claimed for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of the extent of or the conditions under which compensation is to be paid under these or any conventions.

You can ask for copies of the travel service contractual terms, or the international conventions, from Travel Destinations Limited. Under EU law (Regulation 261/2004) you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details will be publicised at EU airports and available from airlines. However, reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. Your right to a refund and/or compensation from us is set out in these booking conditions. If any payments to you are due from us, any payment made to you by the airline or any other service provider will be deducted.

If it is impossible to ensure your return as scheduled due to unavoidable and extraordinary circumstances, we will bear the cost of necessary accommodation, if possible, of equivalent category, for a maximum of three nights. The limit doesn’t apply to persons with reduced mobility and any person accompanying them, pregnant women and unaccompanied minors, or persons in need of specific medical assistance, provided that you notified us of these needs at least 48 hours before the start of your holiday.

NB. This entire clause does not apply to any separate contracts that you may enter into for excursions or activities whilst on holiday.

10. Complaints

If you have a complaint about any of the services included in your holiday, you must inform us (+44 1707 32998 or help@motorsporttraveldestinations.com) or our contracted supplier immediately without undue delay who will endeavour to put things right.

If it is not resolved locally, please follow this up as soon as possible after your return home, within 28 days, by writing to our Customer Services Department at Motorsport Travel Destinations, 5 Weltech Centre, Ridgeway, Welwyn Garden City, Hertfordshire, AL7 2AA giving your booking reference