Before you travel

Are you ABTA and ATOL protected?

Book with Confidence. We are a Member of ABTA, membership number P6839, which means you have the benefit of ABTA’s assistance and Code of Conduct. We provide financial protection for your money when you buy a package holiday. If you buy other travel arrangements such as accommodation or flight only, this protection doesn’t apply. To find out more, visit http://abta.com/go-travel/before-you-travel/find-a-member
As part of the Freedom Travel Group, we are also ATOL-bonded. Our ATOL number is ATOL 6042. Many of the flights and flight-inclusive holidays on this website are financially protected by the ATOL scheme, but ATOL protection does not apply to all holiday and travel services listed on this website. Please ask us to confirm what protection may apply to your booking. If you do not receive an ATOL Certificate then the booking will not be ATOL protected. If you do receive an ATOL Certificate but all the parts of your trip are not listed on it, those parts will not be ATOL protected. Please see our booking conditions for information or for more information about financial protection and the ATOL Certificate go to www.atol.org.uk/ATOLCertificate

Can I make changes to an advertised package?

Of course you can! Our GEN, LUX, VIP, MotoGP VIP Village™ and other packages are our suggestions of what you could do, but everyone is different – if you prefer a different airline, departure airport, hotel, duration of stay or ticket type then we’re always happy to give you a quote based around your requirements. And if you want to add on a stopover in another destination, a tour, maybe a bit of sightseeing then just let us know.

Why is the price quoted different to the advertised ‘From’ price?

The ‘From’ prices on our website are per person prices based on two people sharing, unless stated otherwise, and are always based on departures using the cheapest available flights to your travel destination. However departures from other airports, at other departure times or with other airlines are sometimes more expensive, which would be reflected in your quoted price. For single travellers, we always endeavour to keep the single occupancy supplements to a minimum, but single supplements do apply to the majority of worldwide hotels. If you want to know which airport and package details the ‘From’ price applies to, just ask. All prices and packages are subject to availability, and we reserve the right to alter the prices of any of the travel arrangements shown on our website, but you will always be advised of the current price of the arrangements that you wish to book before your booking is confirmed.

How much deposit do I have to pay?

The deposit amounts vary from package to package. It will usually cover your flight costs and race tickets as a minimum and, depending on your destination, may also cover a percentage of your hotel and/or transfer costs. If your package includes flights with a low cost carrier or an airline that requires payment in full by us at the time of booking, your deposit will be higher. We will always confirm the deposit payable for your own package before taking payment. Please note that, as per our terms and conditions, deposits are non-refundable, as these are the parts of your package we have to pay to our suppliers the moment you confirm your package with us.

If you are booking a holiday that departs within 15 weeks, we need to take full payment at the time of booking.

How can I pay?

You can pay over the phone by debit card or credit card. There is no charge for debit card payments but credit cards and AMEX cards incur a 2% charge. We don’t accept Diners Card. If you prefer to pay by bank transfer, just let us know and we’ll give you the payment details and payment reference that you need to use; however if you are paying a deposit by bank transfer, please note that your holiday will not be confirmed until the payment has been received; this means your package will be subject to availability and the price may increase between the time you make the bank transfer payment and the time we receive it into our account.

Please note we do not accept cheques.

What are your credit card charges?

There is no charge for debit card payments but credit cards and AMEX cards incur a 2% charge. We don’t accept Diners Card. If you prefer to pay by bank transfer, just let us know and we’ll give you the payment details and payment reference that you need to use; however if you are paying a deposit by bank transfer, please note that your holiday will not be confirmed until the payment has been received; this means your package will be subject to availability and the price may increase until that time.

What information do you need in order to make a booking?

We need to take the full name(s) and date of birth (as they appear on the passport) of every person travelling. We then need to take contact details for the lead passenger or person booking on their behalf. We don’t require passport details from you at the time of booking – most airlines allow you to input these yourself when checking in online, or will take them at the check-in desk.

The only exceptions to this are for some of the low-cost carriers where we will check you in, however if this is the case, we will contact you a few weeks before you depart to ask for the details.

When is my balance payment due?

Your balance payment is due 14 weeks before you depart, and the balance date will be confirmed in your booking confirmation email. Please make a note of this date, as failure to pay on time may result in the cancellation of your holiday and loss of your deposit, as per our terms and conditions.

When will my booking be confirmed?

Once your deposit payment has cleared and we have received confirmation from our suppliers, we will then confirm your holiday by email.

Your confirmation documents will include your itinerary, a receipt for your deposit payment, your balance payment amount and due date, our Terms and Conditions and your ATOL certificate (where applicable). In most cases your confirmation will be sent within one working day. (If you book on a Friday, please note that you may receive your booking confirmation email on the following Monday.)

I'm booking this as a surprise present. How does this work?

A lot of our bookings are as presents, so we’re quite used to keeping everything as quiet as possible in order not to spoil the surprise! You can specify how you would like to be contacted so your nearest and dearest don’t find out; anything that has to be posted (such as race tickets) can be sent in plain, unbranded envelopes to the address of your choice, and we can send you a gift card so you have something to give them when you finally reveal the surprise. And we’re always happy to give guidance where needed if motor sports aren’t your speciality!

Please note that race ticket envelopes will always have our company name and address on the back, so you may wish to give us a different address to post tickets to.

When do I receive my race tickets and travel documentation?

We usually receive race tickets from the circuits around 2-3 weeks before the race. As soon as we receive them, we will send them to you by Royal Mail Special Delivery Next Day service, which is fully trackable and requires a signature on delivery. We will dispatch them to the address you have given us at the time of booking, that is, the address on your booking confirmation documents. If you would prefer them to be delivered to a business address or similar, do let us know. We will let you know when they have been dispatched to you so you know to look out for them.

Unfortunately we are not able to dispatch tickets on specific days, however if you’re not in to receive the delivery, the postman/lady should leave a calling card with details for redelivery and/or collection, or you can rearrange delivery online on the Royal Mail website using the reference we will email to you when your tickets are dispatched.

Travel documentation and information (e.g. flight check-in information, flight e-tickets/vouchers, hotel vouchers, transfer vouchers) is sent by email, usually 2-3 weeks before you depart.

Do you offer travel insurance?

No, we don’t offer travel insurance ourselves but obtaining adequate travel insurance is a condition of booking, and we do strongly recommend you purchase a good policy around the time you book your holiday. Do look out for a policy with adequate cover to protect you not only while you’re away, but also before you go in case you’re unable to travel – look for one that provides cover against loss of deposit or cancellation fees. There are many insurance policies available, from traditional insurers and the Post Office to supermarkets and high street stores – we suggest that the online comparison sites are a good place to start.

We recommend reading through ABTA’s guide to travel insurance here.

What happens if I can't travel?

If you or anyone on your booking is unable to travel for any reason, the lead passenger on the booking must notify us in writing or by email as soon as possible. If you advise us by telephone, we will still ask for notification in writing or by email in order to amend or cancel your booking. Cancellation will take effect from the day we receive written or email notification, and should be sent to admin[at]motorsportstravel.co.uk or by post to Motor Sports Travel Ltd, 3rd Floor, 207 Regent Street, London W1B 3HH. Please note that email notification is the quickest way to inform us. Once acknowledged and actioned, we will then send you a cancellation invoice.

What is your policy on refunds and cancellations?

In accordance with our terms and conditions, if you cancel your holiday here are the cancellation charges:

Time we receive your notice to cancel before departure / Cancellation Charge:

More than 98 days: Loss of deposit

98-57 days: 30% of cost (or loss of deposit if greater)

56-29 days: 50% of cost (or loss of deposit if greater)

28-22 days: 75% of cost (or loss of deposit if greater)

21-8 days: 90% of cost (or loss of deposit if greater)

7 days or less: 100% cost

Can I make changes to my holiday after I have booked?

If you would like to make changes to your holiday after you have booked, we will always try to help you, although we cannot always guarantee changes can be made. All changes are subject to availability at the time, and also subject to our terms and conditions and those of our suppliers.

If we are able to change your holiday, we will charge you the price that applies on the day the change is made, plus amendment fees as noted in our terms & conditions, and the notification of the change must come from the lead name on the booking. Please see our terms and conditions for further details.

Do I need a Visa for my destination?

It is your responsibility to obtain a Visa for your destination, if it is required. The Foreign & Commonwealth Office website (https://www.gov.uk/foreign-travel-advice) has a wealth of information as to what is required for British passport holders, but if you do need any help or further advice, just ask us.

Do I need any vaccinations before travel?

For up to date health advice, please visit https://www.gov.uk/foreign-travel-advice, http://www.nathnac.net and consult your GP.

What is your Data Protection and Privacy policy?

By making a booking with us, you agree we may use and disclose the information you provide for the following purposes: to enable us to process your booking (which will include passing your information to third party suppliers, such as hoteliers and airlines, and may involve sending your information to countries that do not have an equal level of privacy legislation to that in the UK); for market research and analysis purposes; for improving customer service; for the detection and prevention of fraud or other crime (which may include providing your information to organisations such as Banks and credit card companies); for compliance with legal requirements (which will include passing your information to public authorities such as customs and immigration) and for marketing contact by means of post or telephone to provide you with offers, products and services from Motor Sports Travel Ltd. Telephone calls to/from ourselves may be recorded for training and quality purposes and for preventing/detecting crime. If you have chosen for us to contact you by e-mail, we will communicate with you using the e-mail address you have provided to supply you with your travel documentation. We are entitled to assume that the e-mail address you have provided is correct and that you understand and accept the risks associated with using this form of communication. Please note that you may still need to contact us by post or via our call centre as required by our booking conditions.

Disability and Special Requests

If you have any kind of disability or require any assistance during travel, just give us as much information as you can at the time of booking and we will do all we can to give you the right information and the best package to suit your needs.

Your flight

Can I make a meal request for my flight?

If you have any special dietary requests, do let us know as soon as possible, and at least 7 days before departure, and we will pass them on to your airline.

Can I request particular seats on my flight?

Most airlines have a limited number of seats available for advance seating, and open up the majority at the time of check-in. Please note that some airlines charge for seat requests. If you have a request, do let us know and we will let you know what applies for your own particular flights.

For the majority of scheduled airlines, extra legroom seats are usually allocated at the time of check in, at the discretion of the check-in staff, and restrictions may apply – we recommend arriving for check in at 3 hours before departure.

If you wish to prebook extra legroom seats for a low cost carrier, please let us know and we will advise the cost and availability for your booking.

Can I request an upgrade?

In years gone by, it was sometimes possible to chat sweetly to the check-in staff or crew and get an upgrade into Business or First Class. Sadly those days are gone; Business Class tickets nowadays tend to cost upwards of five times an Economy seat, with First Class tickets being even more expensive. Special occasions unfortunately do not help in getting an upgrade. If you wish to sit in Business or First Class, we are happy to confirm the upgrade costs, but please note that free upgrades are not possible.

Which airport terminal do I fly from?

Your departure and arrival terminals are noted on your travel itinerary, which was sent at the time of booking.

What is my baggage allowance?

We always include checked baggage allowance for all of our packages, even if you’re travelling with a low cost airline. Your allowance is noted on your travel itinerary, sent at the time of booking.

Your transfers

How do I know where to find my arrival transfer?

When we send your travel information, which is by email usually 3-4 weeks before you depart, we will include full details of where you will be met at the airport.

If your transfer provider requires a transfer voucher, we will send this to you at the same time, which you would need to print off to take with you.

What time will I be picked up for my departure transfer?

When we send your travel information, which is by email usually 3-4 weeks before you depart, we will include full details of your departure transfer. If your transfer provider requires a transfer voucher, we will send this to you at the same time, so you can print it off to take with you.

Some transfer providers require you to reconfirm your return transfer – is this is the case, we will confirm this to you when we send your travel information.

What if my transfer doesn't arrive?

If you have transfer vouchers, there will be a contact number should you be unable to find your driver. If you are travelling with a transfer provider who doesn’t require a voucher, we will send you their emergency contact number when we send your travel information, 3-4 weeks before you travel.

Do you include circuit transfers?

Some of our packages include circuit transfers and others don’t – if you have a look at the packages on our website (or on your confirmation itinerary, if you have already booked), you will see if circuit transfers are included. Some circuits have such good public transport links that we don’t automatically include transfers as they would add unnecessary cost to your holiday. In others, the cost of private transport locally can be cheaper than what we can offer from our suppliers. And in the more difficult-to-reach destinations, we tend to include car hire in your package. We always include full details of how to get to and from the circuit, including costs and timetables where applicable, in the information guides we send out before you travel.

However, if you would prefer for us to book circuit transfers for you, just ask!

Your hotel

Can I request a particular room at my hotel?

If you have any special requests, do let us know and we will pass them on to your hotel. Please note that requests can’t be guaranteed, though, and are at the hotel’s discretion and subject to availability.

What time can I check into my room and what time do I have to vacate?

The standard international practice is to let rooms from midday to midday, however times do vary. Check-in times are usually between 2pm and 3pm, and check-out times between 11am and 12 noon on the day of departure. Therefore, if you check-in immediately after a night flight, this would normally count as one night’s accommodation. Similarly if your return flight is at night you will normally be required to vacate your room at 12 noon prior to leaving for the airport, although you will be able to leave your luggage with the concierge or reception staff and use the hotel facilities until your transfer pick up time.

Day rooms are subject to availability/cost and should be arranged locally with the hotel reception team.

Most hotels charge a full extra night for early check-in. If you land in the morning and would prefer to be able to check in straight away, then we can book an additional night’s accommodation for you – do let us know and we will confirm the cost. If your flight lands in the morning and you would prefer not to pay for a full night’s stay to check-in straight away, you will be able to leave your bags with the hotel concierge or reception staff and use the hotel facilities until your room is ready.

Your race tickets

Can I book a different ticket to those advertised in your packages?

Of course you can! If you have a particular grandstand or ticket type in mind, just let us know, or if you need some guidance, just ask and we’ll give you our suggestions as to what might suit you best.

Are my seats reserved?

This depends on your ticket type and the circuit. General admission tickets don’t generally include any seating at all. Some circuits operate a roving seating policy on the Friday and/ or Saturday so you can sit in any available grandstand seat on a first-come, first-served basis, whereas other circuits include reserved seating on all days. We will always confirm your full details in the information guide we send out before you travel, usually 2-3 weeks before you depart.

Can I request a specific seating position within a grandstand?

If you have any requests as to where you sit, just let us know and we’ll do our best! Please note that we can’t guarantee any seat requests, but we’ll always do our best to get you what you want, or the closest available alternative. Some circuits are really flexible in the way they work; others do not accept requests at all and simply fill their grandstands starting with the best available seats. Just ask and we’ll be able to advise you based on which circuit you are travelling to.

Do you sell ticket-only?

Yes we do. If you would like ticket-only prices, just let us know. Ticket-only bookings are payable in full at the time of booking and are non-changeable and non-refundable.

Can I visit the Paddock and Pit Lane?

It depends on the championship and race that you’re attending. Pit lane and paddock access is very sought after but, due to the amount of activity taking place over the raceweekend and potential health and safety concerns for spectators, they are not generally open to the public. Some circuits open up the pit lane for ticket holders at a set time, usually on the Thursday or Friday before the race. It may mean you need to add an extra night to your stay in order to participate, and there are sometimes limited numbers admitted; do ask us for details for the race you’re interested in attending.

Please note that the public pit lane walks are usually confirmed around 3 weeks before the race weekend.

Some hospitality tickets, such as Formula One Paddock Club™, MotoGP VIP Village™, World SBK Pit Lounge™ and Le Mans Spirit Club™ include pit lane walks, service lane tours and/or paddock passes; again, do ask us if you want more information.

The historic races and World SBK championship races are a little more flexible in that they tend to offer paddock passes for sale alongside their tickets to many of the events on their calendars.

The race weekend

How do I get to the circuit?

If circuit transfers are included, then your information guide, sent 2-3 weeks before the race weekend, will give full details of the times and locations of pick-ups and drop-offs.

If circuit transfers are not included in your package, then the information guide we send out before you travel will include full details of how to get to and from the circuit.

If car hire is included in your package, we will include suggested routes and information on parking.

We do all the legwork for you so you don’t have to spend time working out where to go and at what time.

Can I bring my camera?

Some circuits allow cameras, others have restrictions on lenses and equipment (e.g. tripods, stands), predominantly because of the legal, copyright and licensing issues relating to the races. It is worth remembering that any photos or video footage you take must only be for personal, private and non-commercial use, and some circuits’ terms even prohibit you from posting photos or moving image clips on social media sites such as Facebook. Please be mindful of other spectators, as long lenses (if permitted by the circuit) can prohibit their view.

In purchasing a race ticket you are deemed to have accepted and agreed to the terms and conditions set by the circuit and race organisers; these can be found on the circuit websites or, if you would like us to send you a copy, please ask.

Do you provide ear plugs and ticket lanyards?

Yes! We’ll send them to you before you travel. Motor racing is VERY noisy (yes, even with the new V6 hybrid engines in FORMULA 1…) so we recommend you wear ear plugs at the circuit. If you are travelling with children, we also include ear defenders for the little ones.

Ticket lanyards and ticket holders are useful as they keep everything together, so we will send those too. And no, we don’t charge!

Is it dangerous?

Yes. Motor racing is a dangerous sport and in attending a race, you do so at your own risk. In purchasing a ticket, it is deemed that you acknowledge and accept that motor racing, the race and related activities are dangerous and that accidents can happen and that there is a possibility of an accident causing injury, death, property damage or loss. This forms part of the terms and conditions set by the circuit and race organisers; these can be found on the circuit websites or, if you would like us to send you a copy, please ask.

After travel

I have a complaint; how do I complain?

We hate to think of any of our customers being unhappy with their package, but if you are not satisfied with any aspect of your travel arrangements, please notify the relevant person as soon as possible (for example, the hotel management). If they cannot help, do please contact us on +44 207 183 2022 or email us at admin[at]motorsportstravel.co.uk while you are away and we will do everything reasonably possible to sort the problem out.

If you are still not satisfied once you return home, please either email us at admin[at]motorsportstravel.co.uk or write to us at 3rd Floor, 207 Regent Street, London W1B 3HH within 28 days of returning home. If you have special needs which prevent you from writing to us then, where possible, we will accept details of your complaint over the telephone.

For complaints arising from Scheduled airlines, we will act as a liaison between you and the airline, to try to assist in resolving the problem. If we cannot help and you wish to take matters further, you must contact the airline directly.

We aim to resolve all complaints ourselves, but if this is not possible, your complaint can be considered under a scheme devised by ABTA and administered by CEDR Solve. The scheme does not apply to claims over £25,000 in total or more than £5,000 a person, nor to claims mainly about illness or injury. To take advantage of the scheme you must contact CEDR Solve within 18 months of returning from your holiday.

I had a great time! Can I go again?

Of course you can! And we offer our repeat customers (and anyone travelling with them, booked together) a 5% discount on all future travel.