Terms & Conditions

DEFINTIONS

“We”, “Us”, “Our” means The Ultimate Roadtrip Company Ltd of 15 Britannia Way, Norwich, England, NR5 0UW
“Road Trip”, “Event” means the specialist car & motorcycle trip(s) organised by us.
“Website” means our website found at www.ultimateroadtripcompany.com
“You”, “Your” means any participant/person taking part in a Road Trip as a driver or passenger.
“Team” means a group of participants/persons taking part as a team in one car as part of the Road Trip.

1. GENERAL INFORMATION

1.1 We are The Ultimate Roadtrip Company Ltd, a limited company incorporated in England (company number 09744787) whose registered office is at 15 Britannia Way, Norwich, England, NR5 0UW. We are specialist travel organisers. Our business operates out of the United Kingdom (UK) and across Europe.

1.2 These terms and conditions, together with any other terms which we both otherwise agree will be binding on us and you once a contract is made between us. A contract will exist between us and you once you have made your booking with us and paid your deposit.

1.3 A road trip is not a race or time trial event. You or your team must not compete at any level with each other or other road users. If you are found to be doing so you and your team will be removed from the road trip immediately and no refund will be given. You must drive with care and attention for you and your team’s safety and the safety of others at all times throughout the event.

1.4 Our road trips are not guided tours, you will be given a recommended route each day to get you to the daily finish point and will be expected to navigate there unaided by us. We accept no responsibility if the recommended route is not suitable to get you to the daily finish point on the date of the road trip and you have to take an alternative route.

2. ROAD TRIP

2.1 Any cost of repairs, modifications or enhancements required to take part or complete the road trip is the responsibility of you and your team.

2.2 You and your team will ensure that all applicable laws, rules and regulations of the countries that the road trip travels through are complied with. This includes (but is not limited to) speed regulations, vehicle safety laws and laws relating to the possession or use of alcohol or drugs. It is your responsibility to be aware of these before you travel through each country.

3. VEHICLES

3.1 Any vehicle taking part in the road trip must be road legal and have a valid MOT (or its equivalent if the vehicle is not registered in the United Kingdom), road tax and adequate insurance to cover the full duration of the event.

3.2 Any modifications made to your vehicle must not compromise the safety or legality of the vehicle in any of the countries the road trip travels through. It is your responsibility to ensure that it complies.

3.3 If we believe that the vehicle is illegal and/or unsafe at any point before or during the road trip you may be refused entry or be removed from the event and no refund will be given.

3.4 You cannot participate in any other vehicle than the one registered. Should you need to change your vehicle for whatever reason you must contact the us. At which point our administration charge may become applicable, as defined in clause 8.1.

4. ELIGIBILITY

4.1 All participants must be 18 or over on the first day of the event.

4.2 It is the responsibility of you and your team to have valid passports and visas (if required) which are valid from the beginning up to, and including, the last day of the road trip.

4.3 We accept no responsibility for the consequences of you being refused entrance into or out of any country, city, venue or premises during the event. Any additional costs incurred in relation to this are solely you and your team’s responsibility

4.4 Any holder of a valid driver’s licence recognised by all of the countries on the route of the road trip that is valid for the entire duration of the event shall be eligible to participate.

4.5 Non driving passengers are eligible providing there are at least two members of their team who hold a valid license as set out in clause 4.4 above.

4.6 We reserve the right to inspect the driving licenses of you and your team prior to the commencement of the event or during the event.

4.7 Entry fees must be paid by the deadlines given on our website, failure to do so will result in you and your team being removed from the event. Deposits and entry fees are non-refundable.

4.8 We recommend the purchase of travel insurance and European breakdown cover for the duration of the road trip. This is not provided as part of the event.

5. INSURANCE

5.1 You and your team must be fully insured for the event and must make sure that all of the activities which you will be carrying out are covered by such insurance. This insurance must include adequate cancellation insurance to the value of the event, emergency evacuation and repatriation costs in respect of all of your activities.

6. REGISTERING

6.1 You will complete and submit a registration form, including the names of all members of the team as well as the details of the vehicle you will be taking part in on the road trip, on the website when signing up.
6.2 You or a member of your team, on behalf of all other members, in completing the registration process confirms that they have read, fully understood and accepted these terms and conditions.
6.3 You or a member of your team should be authorised by the other members of the team including any substituted members, to accept these terms and conditions on their behalf. We accept no responsibility to communicate with each member of the team separately.
6.4 We reserve the right to reject any registration.

7. PRICES

7.1 The prices quoted on our website or in our publicity and promotions from time to time are correct at the time of publication. In the event of any change in our prices to those stated we will notify you prior to accepting your booking. All our prices are quoted in GBP £ Sterling.
7.2 The price does not include any personal expenses during the event, such as fuel, tolls, food, drink, fines or any other expenses of any kind.

8. ADMINISTRATION CHARGES

8.1 Once you have entered the event by submitting your registration form and paying the deposit, your vehicle and team member details are final. Any amendments may result in an administration fee being payable (£25). This is at our discretion however we will aim to be reasonable where it is the first time a change has been requested.

9. DOCUMENTATION

9.1 You and your team (where applicable) must ensure that you have the following documentation with you at all times when participating in the road trip and agree to let us inspect it as and when requested.

9.1.1 Driving Licence(s)
9.1.2 Vehicle insurance to cover all team members who will be driving
9.1.3. A V5C or ‘Vehicle on Hire’ certificate (VE103B)
9.1.4 Valid MOT certificate – as the condition of a vehicle may deteriorate within the period of an MOT, it is your responsibility to ensure that your vehicle is in a roadworthy condition for the event.
9.1.5 Valid Passport(s)

9.2 It is the responsibility of you and your team to ensure that the documents are in order. They must be valid for the whole duration of the event.

10. CANCELLATION, CHANGES & REFUNDS

 

10.1 If for any reason, you decide to withdraw up to three months prior to the start date then a minimum of 75% of your fee will be refundable. Withdraw up to one month before the start date and a minimum of 50% will be refundable. Any additional % refund of the fee will be at our sole discretion and based on the amount of upfront costs that can be recouped from a cancellation. You can also decide to transfer 100% of the fee to a future trip.

10.2 We reserve the right to either change the event schedule or cancel the event at any time. An application for a refund by any members of a team booked onto the event will be reviewed on a case by case basis. We reserve the right to make the decision on a refund which will be final

10.3 If you fail to complete any part of the route or become unable to continue at any stage of the event, you will not be entitled to a refund.

10.4 We do not accept liability and will not be able to refund monies if the event has to be amended or cancelled due to any circumstances outside our control or that we could not foresee or avoid. Such as (but not limited to) war, threat of war, riot or civil unrest, terrorist activity, industrial disputes, natural disasters, adverse weather conditions, ferry delays or traffic delays.

10.5 It may be necessary to make changes to the itinerary of the event due to unforeseen circumstances beyond our control.

11. DECALS

11.1 You, your team and/or the vehicle owner agree to have our and any official event sponsors’ stickers placed on your vehicle at all times during the road trip.

11.2 All of our and our sponsors’ stickers are non-permanent, are easy to remove and should not leave any damage to your vehicle. Therefore, we are not responsible for any claims of damage to your vehicle as a result of you applying or removing these stickers. Please ensure the area of bodywork you are applying them to is of good condition before doing so.

12. BRANDING

12.1 You are not authorised to use our or our sponsors' logos or branding under any circumstance other than placing stickers on your vehicle unless you have requested permission to do so. This includes any printed material or websites.

13. COMMUNICATIONS

13.1 Registered teams will be notified of any major changes by us using e-mail. It is your and your team’s responsibility to ensure the e-mail addresses within the members’ section of our website are kept up to date.

14. INTELLECTUAL PROPERTY RIGHTS & COPYRIGHT

14.1 All copyright, trademarks and other intellectual property rights on our website (including the design), and all material or content displayed as part of the website, shall remain at all times our property or the property of our licensors and is protected by intellectual property law.

14.2 By agreeing to our terms and conditions you are also agreeing that you will not organise, invest or fund a similar road trip type event which attempts to replicate this event.

15. IMAGE RIGHTS

15.1 By participating in the event you consent to be photographed and to be included in any filming documenting the event. You hereby waive any and all rights of publicity or privacy and grant us complete permission to utilise and exploit your appearance in the event in any and all manner and media.

15.2 You agree that we have the sole discretion to use or refuse to use any photographs or footage in which you appear, and that if we do use such photographs or footage, it may be edited at our discretion.

15.3 You consent to the use of your name, image, voice and biographical material about you in connection with any and all footage, publicity and related promotional material, and for any and all publicity and promotional purposes.

15.4 You expressly release us from and against any and all claims which you have or may have for invasion of privacy, defamation or any other cause of action arising out of the production, distribution, broadcast or exhibition of photographs, footage or any promotional materials.

16. INDEMNIFY

16.1 You agree to indemnify us as the organiser, its directors, officers, employees and consultants against any and all claims, lawsuits and causes of action whatsoever or howsoever arising and brought against them by any third party as a result of your action or participation in our events, including without limitation, your violation of any laws or regulations or your breach of these Terms and Conditions.

17. TERMS AND CONDITION CHANGES

17.1 We reserve the right to change these terms and conditions at any time. You and your team will be notified of the changes via the communication method in clause 13.1 and will be deemed to have accepted the amended terms and conditions by participating in the event.

18. LAW

18.1 The contract between us will be governed by English Law and any dispute will be resolved exclusively by the English courts.

19. WAIVER & RELEASE OF LIABILITY

19.1 You and your team acknowledge that participation in an events such as a road trip is potentially dangerous and that there are numerous risks associated with your participation. Such risks and dangers include, but are not limited to, traffic accidents, collisions with pedestrians, vehicles, other drivers, and/or fixed or moving objects, and the negligence of other drivers.

19.2 You and your team fully understand and realise that your participation in the event may result in serious bodily injury and/or death to yourself, or others.

19.3 You and your team further realise and understand that the route of the event will require driving on public roadways upon which the hazards of travelling are to be expected.

19.4 You and your team realise that participation in the Event will require strenuous physical exertion as participants will be required to drive for very long periods of time over several days, including the risk of driving through inclement weather.

19.5 With full knowledge and understanding of the risks associated with your participation in the event, you and your team enter the event voluntarily and fully accept and assume every such risk for loss, damage, or injury (including death).

19.6 You and your team acknowledge and understand that we the organiser of the event will use reasonable efforts to ensure that all other teams abide by the terms and conditions of entry, but that we cannot guarantee that the teams will abide by these terms and conditions.

19.7 You and your team hereby waive, release, and forever discharge, for yourselves, your heirs, executors, administrators and legal representatives, any and all rights and/or claims which you have, may have, or may hereafter accrue against the us the organiser, its officers, directors, employees, consultants, agents and event sponsors for any and all damages, injuries (including death), and/or claims which may be sustained by you, your team or vehicle directly or indirectly arising out of your participation in the event.

19.8 You and your team covenant not to sue us the organiser, its officers, directors, employees, consultants, agents and event sponsors for any and all damages, injuries (including death), and/or claims which may be sustained by you or your team directly or indirectly arising out of your participation in the event.

19.9 You understand this release and discharge includes, but is not limited to, claims for personal injury, death, property damage, economic loss, breach of contract, lost wages, contribution indemnity, indemnity, punitive damages, negligence or any other legally recognisable claim arising out of my participation in the event (including all legal costs associated with such claims).

19.10 By accepting these Terms and Conditions you and your team agree to have read this waiver, fully understand its terms, and understand that you have given up substantial rights by signing it. You and your team have done so freely and without inducement, coercion, or duress. You and your team intend this waiver to be a complete and unconditional release of all liability to the greatest extent allowed by law.

19.11 You and your team agree that, if any portion of this waiver is held to be invalid, the balance of the waiver shall continue in full force and effect.