Event Terms & Conditions

Transcription

1 Event Terms & Conditions

2 Welcome Thank you for choosing Ultimate Karting Sydney to hold your event. From the moment you walk in the door, you quickly realise that our Center is one of advance technologies and one which offers the ultimate experience. Our fleet of 30 brand new Sodi Karts, direct from France are state of the art. When it comes to rental karts they simply don t get better than this. Sodi GT5 race bred karts using Honda 9hp 270cc engines have been geared so perfectly that you will be witnessing that true racing experience as soon as you hit the track. Sodi LR4 junior karts using Honda 6.5HP 160cc engines are specifically designed for kids, yet still possess all of the components of its big brother to make it a kart that the kids simply can t get enough of. All of our karts are fitted with safety belts and Sodi s unique suspension impact system for your protection. We believe in fair racing, that s why all our karts are maintained and when we change tyres we change the entire fleet together ensuring the closest possible racing. Our main objective is to be able to provide a venue that ensures our customers a racing experience that is as close as possible to real kart racing by providing fast karts with high grip and a track that is extremely challenging. Event Bond For all event bookings, a $200 bond will be required in the event of any damage caused to karts, barriers or function room additional cleaning costs etc. This can be done by either cash bond or credit card pre-authorisation on the day. Please note: It is important that all drivers are aware of associated costs in the event that any damage has occurred. Our Track Our Track Coordinator will advise the organiser of your event if there is a need to process a payment for the damage caused (an assessment will be completed by the Track Coordinator or Mechanic and a damage report will be completed) Our Property The events Manager (or manager on duty) will assess the areas that have been damaged and complete a damage report for an effective cost assessment. Page 1

3 Number Confirmations for Party Time Slots Kids Party Events 1 x event time slot - Minimum 8 and Maximum 10 2 x event time slots Minimum 15 and Maximum 20 Please Note: If the numbers fall between 11 and 15 drivers, 15 drivers are to be paid for (due to tracks costs/ time allocation). We can only allow 10 kids karts on the track at any one time. Corporate Events 1 x event time slot - Minimum 8 (minimum 10 on weekends) and Maximum 12 2 x event time slots Minimum 15 and Maximum 24 Please Note: If the numbers fall between 13 and 15 drivers, 15 drivers are to be paid for (due to tracks costs/ time allocation). We can only fit 12 Adult Karts on the track at any one time. Methods of Payment & Payment Required HOW TO PAY: PAY BY EFT: ACCOUNT NAME: Ultimate Karting Sydney Pty Ltd BSB: ACCOUNT: REFERENCE: Please use your event name or customer name PAY BY CEDIT CARD: Our friendly staff will help you over the phone (please advise reception staff if your party has been confirmed by the events manager) PAY BY CHEQUE: CHEQUES CAN BE MADE PAYABLE TO; Attention Accounts Ultimate Karting Sydney Pty Ltd 40 Anderson Road, Smeaton Grange, NSW, 2567 Please make a note of your event name or customer name Please note: Personal Cheques - Minimum 3 days prior to event for cheque clearance. Bond Cash or Credit Card Pre Authorisation on the day Full payment 3 days prior (FAILURE TO DO SO WILL RESULT IN CANCELLATION OF THE EVENT WITH NO REFUND OF THE DEPOSIT) Final numbers due/final payment date 3 days prior minimum Page 2

4 Booking Terms & Conditions A booking enquiry DOES NOT secure your booking date/time. Once a 50% deposit is paid, your booking is then secured. NO VERBAL CONFIRMATIONS WILL BE ACCEPTED. A full or part payment must be made to ensure the booking time slot. A $200 (refundable) bond is to be paid on the day of your event (Corporate, Birthday, Bucks and Hens Parties). Your bond will not be refunded if damage to property of UKS or intensive cleaning costs are involved. The complete payment of your event must be paid 3 days prior to the date booked. Failure to do this may end in cancellation of the event (as decided by the Director) and no refund will be given. Any (additional) food/drink requirements must be pre-booked 1 week prior to your event (via the Event Manager) either by or phone. If a driver has been paid for and does not turn up on the day of the event (without prior notice), a refund will NOT be given. Please ensure confirmation of numbers is supplied 3 days prior to your event date. Personal Belongings At Ultimate Karting Sydney we are focused on ensuring your experience is a memorable one. Ultimate karting will take no responsibility for personal items left unattended. For your convenience and security, we have rental locker facilities for $2 for 2 hours located on site. Please Note Our party room facilities are located upstairs in an un-supervised area. Please ensure that you make use of our locker facilities for your own piece of mind. Page 3

5 Inclusions for your package: CORPORATE PACKAGES: Licence & Balaclava Track Time Medals ADDITIONAL: Boardroom Projector Whiteboard Food/Drinks Merchandise Trophies PARTY PACKAGES: (Kids/ Teens) Licence & Balaclava 1.5 hour Room Hire Race Time Food/Drinks Invitations 1 st, 2 nd, 3 rd Medals Piston/ Rookies cup receives lolly bags BUCKS/ HENS PACKAGES: Licence & Balaclava Race Time Food (Superstar Package Only) Drinks Medals Add on $250 for Grid Girl/ Guy (optional) Page 4

6 Catering Options Juicy Goose is open from 7am! Pop in and try us out, you won't be disappointed! 40 Anderson Rd Smeaton Grange We offer a selection of delicious rustic meals to suit every appetite. We have a range of platters and al a carte options available to accomodate any occasion. All events are catered for through Juicy Goose. Check out our website for all your catering options Follow us on Facebook and Instagram for all the latest specials and news! Page 5

7 Event Time Slot Information Registration & Licence allocation arrival times are prior to your actual booking time: Bookings 8-20 people You MUST be here 30 minutes prior Bookings 20+ You MUST be here 45 minutes prior Please note: As party times are time specific, it is crucial your group are ready to race at your allocated booking time. Failure to arrive on time, with enough time to obtain your licence and registration will result in less track time OR a race starting without you. If someone from your group does not turn up with the rest of the group by the allocated time, they will miss out on their race time and no refund will be given. Party time slots are as follows; Children s birthday parties are (Saturday): 11.00am 12.30pm (under 10p) 5.00pm 6.30pm (over 10p) (Sunday): 10.00am 11.30am (under 10p) 2.00pm 3.30pm (over 10p) Corporate Events: Monday - Thursday 10.00am 9.00pm (Excluding Race nights refer to website for further race night dates if required) (Saturday) 1.30pm 3.30pm (Sunday) 1.30pm 3.30pm (If you have a special request for a specific time slot, arrangements may be organised if approved by management) Bucks & Hens Parties: 8.00am 9.30am (over 10p) 9.00am 10.30am (under 10p) (NB: If the booking is larger than 15 people the 8am session is ONLY session available. Party session times may vary depending on numbers in the group. The session times above are based on a group of 12 people) Important As the party room has allocated time slots (1 ½ hours per party time slot) it s important that your party is vacated on time, to ensure that we can clean and prepare the room for our next event. Extended stay can be pre booked and paid for prior to your event date. If you would like to do this please check with our reception staff for room rates charges. Please note: Our Event staff are there to ensure your event runs smoothly and everyone has a great time. They are not babysitters and are not trained to discipline children. Please ensure a parent/ guardian takes responsibility for the overall regulation and control of your party. Page 6

8 Rules & Regulations OUR RULES Drivers must be 140cm tall, weigh less than 120kg and 14 years and over to use the Adult Karts. Drivers must be between 7 years old and 13 years old to use the Junior Karts and AT LEAST 125cm tall. Drivers must participate in the safety briefing prior to driving. Drivers must ensure long hair is contained within their helmet and/or appropriately restrained. Drivers must notify management prior to riding of any disability. Intellectual or physical, which may affect their ability to drive. Drivers must notify management prior to driving of any pre-existing health conditions, including any physical limitations or medical conditions including but not limited to neck weakness, back weakness, broken bones, heart conditions, nervous disorders, motion sickness, epilepsy or if pregnant. Drivers must not be under the influence of drugs or alcohol whilst driving. Drivers must wear enclosed footwear. Drivers are responsible for, and agree to pay for any deliberate damage to karts and equipment. As per the UKS waiver document, all events require a $200 bond to cover any unforseen damage to karts, equipment or function areas. All loose clothing such as scarves must be removed. Any driver driving dangerously will be removed from the race and a refund will not be issued. Patrons are not to bring glass containers or bottles to the premises. Patrons are not to bring dogs to the premises. Page 7

9 Our Karts & other Information At Ultimate Karting Sydney we have the following Karts: 10 kids karts & 12 Adult Karts 2 Double/ Twin kart (1 adult/ 1 child) Kids karts are 6.5 H/P - Junior Karts (7-13yrs) Adult Karts are 9 H/P - Adult Karts (14yrs+) (Please note first time drivers 15 & under will require a 6.5 H/P Kart until a 32.5 qualifying time is attained) Weight Restrictions for our Karts is 120kg Maximum Weight Restrictions for our Simulators is 100kg Maximum Age and Height to drive the kids karts Children have to be a minimum height of 125cm and 7 years old Age and Height to drive the Double/ Twin Kart - The Driver has to be over 18 years and has to have driven at our center before Children have to be a minimum height of 100cm and 4 years old. Cancellation Fees Cancellation inside of 14 days prior to your event date will incur an Administration fee of 10% of your total booking amount. *PLEASE FILL OUT THE FORM ON THE FOLLOWING PAGE AND RETURN IT TO [email protected] AT YOUR EARLIEST CONVENIENCE. IF YOU REQUIRE ANY FURTHER INFORMATION, PLEASE DO NOT HESITATE TO CALL US ON Page 8

10 Signed Agreement BOOKING DECLARATION I have read and understood Ultimate Karting Sydney s terms and conditions. Name (please print) Signature Contact Name Date Thank you for your booking. We look forward to seeing you and sharing your special event. At your earliest convenience, please save and this information back to: [email protected] Contact Person/s Details Name: Event Name: Event Date: Address: D.O.B: Contact Number: Page 9