1. Event Overview and Participation

1.1 General Information

Route GT Ltd (the “Event”) is not a race or time trial. Participants must not compete with each other or other road users in any way. Any participant found doing so will be removed from the Event without a refund.

All drivers must operate their vehicles with care and attention for their own safety and the safety of others. Route GT events are not guided tours; they are navigational road trips. Each day, participants will be provided with a suggested route, but navigation is their responsibility using personal maps or Sat Nav systems. While cars may travel in groups, each participant must independently choose their route.

 

1.2 Acceptance of Terms by Lead Participant

All persons booked under the lead name of the booking agree to these Terms. The lead participant is responsible for ensuring all individuals in their group understand and comply with the stated conditions, including radio loan terms, usage regulations, safety protocols, and liability clauses.

Route GT assumes that all individuals under the lead participant’s booking are bound by these Terms, and any breaches, non-compliance, or damages caused by any member of the group will remain the responsibility of the lead participant.

 

1.3 Age Restrictions

All participants must be 18 years or older on the first day of the Event. By booking, guests confirm that all named participants meet this requirement.

2. Booking and Payment

2.1 Entry Fees

To secure a place on a Route GT tour, a non-refundable deposit is required at the time of booking. The remaining balance must be paid in full by the deadline specified (typically 90 days before the event).

• Deposits are non-refundable under all circumstances.
• The entry fee does not include personal expenses during the event, including but not limited to fuel, tolls, food, drink, fines, repairs, or incidental costs.
• Any unpaid charges will be invoiced to the relevant participant.
• If a participant withdraws before or during the event, the entry fee is neither transferable nor refundable.

We strongly recommend taking out comprehensive travel insurance to cover cancellation, illness, and travel disruption.

 

2.2 Administration Charges and Booking Amendments

Once submitted, Entrant details, vehicle registrations, and booking preferences (such as room type or meal selections) are considered final. Any amendments may result in an administration fee, applied at the discretion of the Event organisers.

• Booking amendments — including changes to room type, participant name, or vehicle details — may incur a £25 administration fee per booking.
• Cancellations made more than 90 days before the tour start date will incur a £75 administration fee, deducted from any eligible refund.
• Late amendments (requested within 60 days of tour start) are not guaranteed and may incur additional costs depending on hotel, supplier, or operational impact.
• All amendment requests must be submitted in writing and are subject to approval.
• Administration fees are non-refundable and apply per booking, not per participant.

These charges help ensure the smooth running of our events and fair treatment of all guests and suppliers.

3. Cancellation, Transfers, and Refunds

3.1 Cancellations by You (the Customer)

If you need to cancel your booking, please notify us in writing as soon as possible. Refunds are issued based on the notice period provided:

• More than 90 days before tour start: Full refund of balance paid, minus the non-refundable deposit and a £75 administration fee.
• 60–89 days before tour start: 50% refund of the total tour cost.
• 30–59 days before tour start: 25% refund of the total tour cost.
• Less than 30 days before tour start: No refund available.

Please note: Deposits are non-refundable under all circumstances, as they cover initial planning, administration, and reservation costs.

Refunds will be processed within 14 working days of written cancellation confirmation.

 

3.2 No-Show and Withdrawal Policy

No refunds will be provided for participants who:

• Fail to attend the event without prior written cancellation
• Withdraw voluntarily at any point before or during the event
• Become unable to continue due to personal circumstances
• Fail to complete the route for any reason

 

3.3 Transfers and Booking Credits

• Subject to availability, bookings may be transferred to another Route GT tour up to 90 days before departure.
• Transfers requested less than 90 days before departure are not guaranteed and may incur additional charges.
• In exceptional circumstances, Route GT may offer partial credit toward a future tour at its discretion.
• All transfer and amendment requests must be submitted in writing and are subject to approval.

 

3.4 Changes or Cancellation by Route GT

While we make every effort to deliver each tour as planned, Route GT reserves the right to alter the itinerary, reschedule, or cancel the event due to operational requirements, minimum numbers not being met, or force majeure.

• If we cancel a tour, guests will be offered a full refund or the option to transfer their booking to a future Route GT event.
• If a tour is rescheduled, we will notify guests promptly and offer suitable alternatives where possible.
• Route GT is not liable for any additional costs incurred, such as flights, accommodation, insurance, or other travel arrangements made independently by the participant.

 

3.5 Extreme Weather and Force Majeure

Route GT tours operate in all weather conditions, including rain, wind, and cooler temperatures. By booking, guests acknowledge that the event will proceed regardless of weather, unless conditions pose a direct and immediate risk to life.

In the event of a government-declared risk-to-life weather warning (such as a Met Office Red Alert) or other emergency conditions, Route GT reserves the right to cancel, postpone, or adjust the itinerary in the interest of guest and staff safety. Decisions will be guided by official advice from the Met Office, local authorities, and emergency services.

Route GT cannot accept liability or offer refunds if an event must be modified, postponed, or cancelled due to circumstances beyond our control. These may include, but are not limited to:

• War, civil unrest, or industrial disputes
• Natural disasters or extreme weather conditions
• Government-declared risk-to-life warnings
• Traffic disruptions or road closures
• Changes in venue or supplier availability
• Public health emergencies or other force majeure events

As Route GT events are planned and committed well in advance, no refunds will be issued in such circumstances. Where feasible, we may offer a transfer to a future event or partial credit at our discretion.

We strongly recommend that all guests take out comprehensive travel insurance to cover disruption caused by force majeure, extreme weather, or other unforeseen events.

4. Insurance, Documentation, and Liability

4.1 Drivers and Licensing

All drivers must hold a valid full driving licence for the duration of the Event. If required by the country of travel, drivers must also carry an international driving permit.

Each participant must possess a valid passport and any necessary visas for all destinations covered by the Event. It is the sole responsibility of the participant to ensure they meet all legal requirements for driving and entry in each location.

 

4.2 Vehicle Requirements

Participants must ensure that their vehicle is:

• Legally licensed and adheres to all road traffic laws in the country or state of travel
• Roadworthy and fit for long-distance travel throughout the Event
• Compliant with all applicable vehicle specifications and regulations for the Event locations
• Properly maintained and in good mechanical condition before the Event begins

Route GT does not inspect vehicles and accepts no responsibility for mechanical failure or non-compliance.

 

4.3 Insurance Coverage

All participants must maintain appropriate insurance coverage for the duration of the Event. Coverage should include:

• Motor liability insurance – covering damage or injury caused to third parties
• Personal liability insurance – protecting against claims for injury or damages due to participant actions
• Medical insurance – providing coverage for accidents, medical emergencies, or hospitalisation during the Event

Participants are responsible for confirming that their insurer is aware of their involvement in the Event and that all relevant risks are covered. Route GT does not verify insurance policies and accepts no responsibility for gaps in coverage.

 

4.4 Breakdown and Recovery Cover

Participants are strongly advised to have breakdown and recovery assistance applicable to all areas covered by the Event. This ensures:

• Roadside assistance for mechanical failures
• Vehicle recovery and transport to a repair facility if necessary
• Alternative transport or accommodation provisions if a breakdown prevents completion of the route

Route GT does not provide roadside assistance or recovery services. Any costs related to vehicle repairs, recovery, or onward travel are solely the participant’s responsibility.

 

4.5 Required Documentation

Participants must provide the following documentation:

• Valid driving licence and/or international permits (for all drivers)
• Relevant insurance documents
• V5C (logbook), permission for use, or vehicle hire certificate
• MOT certificate (participants must ensure continued roadworthiness beyond the MOT period)
• Valid passport and visa (for all participants)

Although Route GT may request proof of documentation, the sole responsibility for maintaining valid and compliant documents remains with the participant.

5. Accommodation and Logistics

5.1 Accommodation

Accommodation is included as part of the Route GT event package. We work closely with our hotel partners to deliver a high standard of comfort and hospitality, but all room allocations are subject to availability.

• Room preferences (e.g. twin vs. double, sea view, specific floor) will be considered but cannot be guaranteed.
• Route GT reserves the right to adjust room allocations based on hotel availability, group size, or operational requirements.
• Any special requests must be submitted in writing at the time of booking and will be passed to the hotel, but are not confirmed unless explicitly stated.
• Hotels may require a credit card deposit at check-in to cover potential damages or incidental costs. This is standard practice and is the responsibility of the guest.
• If a participant requests a room change during the event, this is subject to hotel availability and may incur additional costs.
• Route GT is not responsible for hotel policies, staff decisions, or third-party charges incurred during the stay.

We aim to ensure all guests enjoy a comfortable and well-appointed stay, and we appreciate your understanding where flexibility is required.

 

5.2 Eurotunnel / Ferry Crossings

Where applicable, Eurotunnel or ferry crossings are pre-booked by Route GT as part of the event itinerary.

• Participants are responsible for arriving at the designated departure point on time.
• Route GT is not liable for missed connections due to traffic, delays, or personal circumstances.
• Any additional costs incurred due to missed transport — including rebooking fees, accommodation, or alternative travel — are the responsibility of the participant.

 

5.3 Delays and Disruption

Route GT is not responsible for delays caused by circumstances beyond our control. These may include, but are not limited to:

• Traffic congestion or road closures
• Adverse weather conditions
• Vehicle breakdowns or accidents
• Border delays, ferry or Eurotunnel disruption
• Public transport strikes or industrial action

Participants are responsible for ensuring they arrive at the event start point and any scheduled locations on time. Route GT cannot accept liability for missed connections, lost accommodation, or additional costs incurred due to delay.

In the event of significant disruption, Route GT will make reasonable efforts to adjust the itinerary. However, no refunds will be issued, and any additional costs (e.g. alternative accommodation, transport, or meals) remain the responsibility of the participant.

We strongly recommend that all guests take out comprehensive travel insurance to cover delays, missed connections, and associated expenses.

6. Conduct and Behaviour

 6.1 Driving Standards

Route GT events are navigational road trips, not races or time trials. All participants must drive responsibly, respectfully, and in full compliance with local traffic laws.

• Dangerous or competitive driving is strictly prohibited.
• Any participant found racing, tailgating, or driving recklessly will be removed from the event without refund.
• Participants must operate their vehicles with care and attention for their own safety and the safety of others.

 

6.2 Respect for Communities and Venues

Route GT is committed to maintaining positive relationships with local communities, hotels, and venues.

• Participants must behave respectfully toward residents, staff, and fellow guests.
• Excessive noise, disruptive behaviour, or damage to property may result in removal from the event.
• Route GT reserves the right to deny access to venues or accommodation if conduct is deemed inappropriate.

 

6.3 Alcohol and Substance Use

Participants must not consume alcohol or illegal substances while driving or before operating a vehicle.

• Any participant found under the influence while driving will be removed from the event without refund.
• Route GT reserves the right to report serious incidents to local authorities.

 

6.4 Group Responsibility

The lead participant is responsible for the conduct of all individuals booked under their name.

• Any breach of these Terms by a member of the group may result in consequences for the entire booking.
• Route GT reserves the right to remove individuals or groups from the event if behaviour compromises safety, enjoyment, or reputation.

6.5 Compliance with Local Laws

Participants must comply with all local laws, customs, and regulations in each country or region visited during the Event. This includes:

• Road traffic laws and speed limits
• Alcohol and substance regulations
• Noise restrictions and public conduct
• Border and customs requirements

Route GT accepts no responsibility for fines, penalties, or legal consequences resulting from non-compliance. Participants are solely responsible for understanding and adhering to local laws throughout the Event.

7. Equipment and Branding

7.1 Loan and Use of Equipment

Route GT Ltd may provide participants with radios, satnav units, lanyards, or other equipment for use during the Event. All equipment remains the property of Route GT and must be:

• Used responsibly and in accordance with safety guidelines
• Returned in good working condition at the end of the Event
• Returned promptly if not handed back during the Event (to: Route GT Ltd, 6 Bosworth House, Reading, RG30 1DU, United Kingdom)

Participants are liable for any damage, loss, or failure to return equipment, and may be charged for repair, replacement, or late return. Route GT reserves the right to inspect returned items and determine applicable charges.

Use of radios, satnavs, or related devices must not interfere with safe driving or breach local laws. Participants must ensure that equipment use does not distract drivers, impair vehicle control, or endanger other road users. Route GT accepts no liability for incidents arising from misuse, unlawful operation, or equipment-related distractions. Compliance with regional equipment legislation is the sole responsibility of the participant.

 

7.2 Route GT Branding

Participants agree to display Route GT and official Event sponsor stickers on their vehicles. Stickers are:

• Non-permanent and easy to remove
• Provided with guidance on placement
• The responsibility of the participant to remove post-event unless otherwise agreed

Participants must not alter, obscure, or reposition branding. Route GT accepts no responsibility for any claims related to sticker application or removal.

 

7.3 Use of Route GT Materials Post-Event

Participants may not use Route GT materials — including radios, lanyards, stickers, route GPX files, satnav data, or branded content — for other events or commercial purposes. Reproduction, redistribution, or unauthorised use of Route GT content is strictly prohibited without written permission.

8. Health and Safety

8.1 Dietary Requirements and Allergies

Route GT strives to accommodate dietary preferences and allergies for tour participants whenever possible. It is the participant’s responsibility to inform Route GT of any dietary restrictions or allergies at the time of booking.

• Route GT liaises with restaurants and catering providers to ensure suitable options are available
• Meals are prepared by third-party venues, and Route GT cannot guarantee an environment free from cross-contamination
• Participants must verify meal suitability directly with venues during the tour
• Those with severe allergies should carry emergency medication (e.g. EpiPens) and take necessary precautions

Route GT assumes no liability for allergic reactions or dietary-related issues during the Event.

 

8.2 Medical Conditions and Emergency Contact Information

Participants must provide accurate emergency contact details prior to the Event, including:

• Full name, phone number, and relationship of at least one emergency contact
• Disclosure of any medical conditions, allergies, or health concerns that could affect participation

By participating, guests confirm that:

• They are physically fit to take part in the Event
• They have disclosed any relevant medical conditions
• They accept full responsibility for managing their own health and safety
• Route GT is not responsible for providing medical care but will facilitate emergency response if needed
• Participants assume full responsibility for any medical expenses incurred

 

8.3 Emergency Medical Treatment

In a medical emergency, Route GT organisers may arrange emergency treatment as needed. Participants:

• Authorise Route GT to act in their best interest in urgent situations
• Accept full responsibility for any medical costs incurred

 

8.4 Liability and Waiver Acknowledgement

Driving tours involve inherent risks, including road conditions, traffic, weather, mechanical failure, and personal injury. By booking, participants acknowledge these risks and agree to take full responsibility for their safety, conduct, and vehicle condition.

All participants are required to sign a separate Liability Waiver prior to the Event. Completion of this waiver is a condition of participation. Route GT reserves the right to deny access to any individual who fails to submit it.

Booking implies agreement to both the waiver and these Terms & Conditions.

9. Legal Terms

9.1 Intellectual Property Rights

Route GT branding, logos, and trademarks may not be used under any circumstances other than approved event participation. All copyright, trademarks, and intellectual property associated with Route GT and its website remain the sole property of Route GT and its licensors.

Participants may not reproduce, modify, distribute, or use Route GT content — including route formats, event materials, or digital assets — without prior written permission.

 

9.2 Image Rights

All participants consent to being photographed and filmed during the Event and grant permission for their:

• Name, image, likeness, voice, and biographical material to be used for promotional purposes
• Appearance in Route GT marketing materials, including print, digital, and social media

Participants may only capture Event footage for non-commercial use. Any commercial use of Event content requires written approval from Route GT.

 

9.3 Event Copying

By accepting these Terms, participants agree not to replicate, fund, or organise a rally or driving event based on Route GT’s format, branding, or goodwill.

• This includes route structure, event style, participant experience, and visual identity
• Breaches may result in legal action and claims for damages

 

9.4 Governing Law and Jurisdiction

These Terms and Conditions shall be governed by the laws of the United Kingdom. Any disputes arising in connection with the Event shall be resolved under the exclusive jurisdiction of the United Kingdom’s courts.

 

9.5 Electronic Agreement

By proceeding with online registration, participants acknowledge and agree that electronic acceptance of these Terms is legally binding. This includes:

• Confirmation of having read and understood all sections
• Acceptance of all responsibilities and risks
• Agreement that electronic consent may be used in legal proceedings
• Agreement to sign and comply with the Route GT Liability Waiver, which is a condition of participation

 

9.6 Severability Clause

If any part of these Terms is found to be invalid or unenforceable, the remainder shall still apply. Invalid sections will be replaced by enforceable terms that reflect the original intent.

 

9.7 Violation of Terms

Failure to comply with these Terms or refusal to follow organiser instructions may result in:

• Immediate removal from the Event
• Forfeiture of fees paid
• Potential legal action depending on severity

Last Update: 5th September 2025