TERMS AND CONDITIONS

Zapcat Experience Vouchers

1. Proposals, Brochures, Website Descriptions, Quotations and Prices

All descriptions and illustrations in Vortex Racing or Vortex Events brochures, flyers, posters and websites represent the general idea of the Zapcat related events. All information, prices and claims are correct to the best of our knowledge at the time of printing or publishing. We reserve the right to amend this information or prices relating to the events in brochures, flyers, posters and website without notice.

2. Supply of Experience
 
We plan arrangements for your Experience many weeks in advance. Very occasionally changes may be made and we reserve the right to do so. This may involve having to reschedule the timing and /or location of an Experience, possibly at short notice, owing to availability, booking numbers, safety, technical problems or other factors beyond our control. Similarly, we reserve the right to withdraw supply of a particular Vortex Experience without notice.

We will try to provide an alternative date wherever possible. In the unlikely event that a suitable alternative cannot be found, an extension to your voucher will be available.

We reserve the right to extend our own vouchers and those from other gift suppliers for the following reasons, medical conditions (fractures, spinal injuries and pregnancy), weather postponements and cancellations and back- logs created by sales volume (for example special offers).

Customers who are booked in for an experience but do not show and do not contact us prior to the event or immediately after that date may lose their right to an alternative date and the validity of that voucher.  Should they wish to re-book then an administration charge of £20.00 per person will need to be paid first.

In the event of a no show and the gift supplier has paid us for that experience they are not entitled to a refund or a credit.  We may have already paid for extra staff for that event or chartered an additional boat.

Customers who are more than 15 minutes late for an experience session (registration time) without notification may miss their experience, if they cannot be accommodated in the next session then they may book an alternative date, however will incur a £20.00 per person administration charge.

3. Payment

Payment can be made by cheque, cash or any form of electronic transfer.

A 2.5% surcharge may be made on credit card transactions.

A booking cannot be confirmed without a part or full payment received.

Part payments are only accepted on voucher purchases of 5 or more or for another form of group experience booking or sale of a large number of vouchers for example a promotion or incentive scheme.

If there is any form of discount or sales incentive given for full payment in advance instead of a split payment and the cleared funds are for whatever reason not received within the following week then the discount will be withdrawn and the amount due will revert back to the full amount and a further invoice issued for the increased balance.

We reserve the right to cancel any order where full payment has not been received within credit terms or where payment has defaulted before the event.  Any vouchers issued in these circumstances become void without further notice and we will withhold all reasonable costs incurred.

Voucher costs are usually quoted including VAT at the current rate of 17.5%. Some activities such as RIB or boat charters may not incur VAT.

4. Voucher Validity

When a voucher booking has been made, Vortex will invoice the activity supplier quoting the voucher number as a reference.  Where someone cannot attend for an extended period such as a medical exemption we will be as reasonable as we can, however would expect that they find someone else to take their place. All persons attending a Zapcat experience session will be expected to bring along their voucher as proof.  Voucher holders are allowed to change the people attending but must inform us prior to the event.  Should a voucher supplier run into financial difficulties and we have not been paid on other vouchers from the same company we reserve the right to refuse to honour any further vouchers from the supplier. 

5. Health, Age, Physical and Size Restrictions

Vortex Racing Experiences have certain age, legal, health, physical and size restrictions. Participants shorter than 4'10" or taller than 6'6" and /or weighing more than 20 stone may have difficulty being accommodated - please check with our booking office or Customer Service agent prior to booking if you are in any doubt about eligibility, if you have any further areas that you feel may be of concern you are obliged to inform us otherwise you may forfeit your Experience. For our Experiences you will need to sign a medical declaration before taking the experience. Where these restrictions have been breached we will cancel the booking and withhold all reasonable costs.

Unfortunately we cannot usually accept any under 16’s and anyone between 16 and 18 we require written permission from a parent or guardian.

6. Availability and Booking a Date

All Experiences are offered subject to availability and weather conditions on the day. It may be necessary to book certain experiences well in advance due to demand. We are unable to make provisional reservations. You are advised not to make travel, hotel or other arrangements until your booking has been confirmed by phone or by email. Once a booking is confirmed it cannot be changed or amended unless you notify us in advance. Once you have booked a date or redeemed your voucher you are also entering into the terms and conditions of Vortex Racing Ltd.

When operating three sessions in a day, particularly the Saturday sessions, priority is given to group bookings, particularly Stag & Hen events.

7. Voucher Packs

Vortex voucher packs are sent by first class post or by email. You can normally expect delivery within 5 working days of order. We cannot hold vouchers for delivery on a certain date. Please advise us as soon as possible if you do not receive the voucher pack within 5 days.

8. Safety

Vortex Racing Experiences involve some personal risk although we take every precaution to minimize this risk. We will require you to sign a disclaimer before we will allow you to take part. With all our events our professional instructors assess a participant's ability to take part. We reserve the right to refuse any person from participating in any Experience should we deem it necessary especially on the grounds of safety either the participants or our own event staff. We kindly ask you to respect that our professional instructors' opinions are final and in your best interests. Vortex Racing runs a no alcohol or drug policy with our Zapcat Experiences.

9. Weather

We reserve the right to cancel or postpone an Experience session due to adverse weather conditions that would affect your safety. We will endeavour to re-schedule the experience as soon as possible.

From our Southampton location we will operate as per our risk assessment up to a consistent Gale Force 8.  We will not operate in thick fog or snow.

10. Complaints

In the unlikely event of a complaint arising. The events team staff will endeavour to put things right immediately. If your complaint cannot be resolved immediately, please inform us of any complaint you may have relating to any of our Experiences in writing to our Customer Services Department. We are always looking to improve upon the service we offer. If you have any thoughts of improvements, please write to our Customer Services Department.

11. Reserved Experience Dates

Experiences can be purchased with or without a booking date. Experience dates cannot be provisionally booked without a full or part (group bookings only) payment.  Where we have credit terms with our approved experience gift and group suppliers then bookings will be accepted in advance without immediate payment subject to terms being met.

12. Gift Vouchers

All Vortex vouchers are valid for 6 months from the date of purchase, (unless part of an offer or alternative reward scheme stating otherwise) after which time they can be revalidated and extended at a cost of £20.00 for a further 3 months only. The gift vouchers must be extended before the expiry date has passed. If an experience has increased in price the difference is also payable.

13. Refunds

In the event of a postponement or cancellation of an event due to technical or weather related reasons or any other event beyond our control we will not refund or contribute to any other associated costs such as hotels, transfers, travel etc.

Cancellation of an event within one month of the event date by the client or agency acting on their behalf will incur a minimum of a 50% charge.  If 50% of the full payment has been made then this will be retained.  If a full payment in advance has been made then 50% will be retained by Vortex as a cancellation fee and the balance will normally be set as a credit against a future event if booked by an events agency.

An agency may have been paid by a client through a credit card, the fact that you will have to honour their cancellation does not mean you are entitled to pass that refund on to us and the cancellation charge will still stand.

50% will be returned to the client or may be used for an alternative date if booked by a client directly rather than through an agency.

In most cases of a potential refund an alternative voucher, extension or credit will be offered instead of a full cash refund.  This is only likely to occur in the very unusual situation of a booking or administration error.

14. Vortex Racing Indemnity
You will be asked to sign on arrival or before, our Indemnity, before being permitted to undertake the Zapcat Experience organized by Vortex Racing Ltd. “I agree to keep indemnified Vortex Racing, their officials, servants, representatives or agents, the owners of the boats and any other persons using the facility, from and against all actions, claims or damage to the equipment, clothing or myself or my co-passengers caused by my own negligence. I also confirm to pay the first £500 of any damage I cause due to reckless, careless or negligent driving or behaviour. I confirm that I am not suffering from any illness or disability whether permanent or temporary or otherwise which is likely to affect my control of the vehicles being driven. “

15. Event Authority

The client and on behalf of their guests agree that in the matters of safety that the opinion of Vortex and their representatives is final.  They must comply with any request or order in the interests of safety or any other reasonable instruction.

We reserve the right to request that any guest to leave an event, if the guest is behaving in a dangerous, unreasonable or disruptive manner. In such circumstances Vortex will be under no liability to the client or their guest in respect of any refund of the price or compensation for any costs or damage which may be incurred by the client or the guest.

16. Force Majeure

"Force Majeure" shall mean unusual and unforeseeable events beyond the control of the party seeking to rely on them. Such events may include (by way of example and not by way of limitation) war, threat of war, civil strife, natural or nuclear disaster, fire, epidemics, bad weather, terrorist activity, governmental action, acts of God and all other similar events.

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