Frequently Asked Questions
Before you travel
All of our Flight Inclusive packages are ATOL protected under ATOL Number 11723
We are not members of ABTA. ABTA is a trade body and does not offer financial protection for the flight-inclusive packages offered by Motor Sports Travel. In fact, ABTA stopped providing customer protection some years ago.
The law states your holiday must be protected if it is a package holiday. ATOL (which stands for Air Travel Organiser’s Licence) is a government-backed UK financial protection scheme and it protects most air package holidays sold by travel businesses that are based in the UK. The scheme also applies to some flight bookings, usually those where you book flights (including UK domestic flights) but do not receive your tickets immediately.
ATOL was first introduced in 1973, as the popularity of overseas holidays grew. After a number of high profile travel business failures left people stranded overseas the UK Government realised consumers required protection when their travel providers fell into difficulties. ATOL currently protects around 20 million holidaymakers and travellers each year.
If a travel business with an ATOL ceases trading, the ATOL scheme protects consumers who had booked holidays with the firm. It will support consumers currently abroad and provide financial reimbursement for the cost of replacing parts of an ATOL protected package.
The scheme is designed to reassure consumers that their money is safe, and will provide assistance in the event of a travel business failure.
Our P1, P2 and P3 (formerly known as GEN, LUX, VIP) and P4, P5 and MotoGP VIP Village™ packages typically include different grades of accommodation and race tickets. Our P1 packages are always our best value packages with good hotel accommodation and race tickets that don’t break the bank, but still offer a great experience. Our P2 packages tend to offer an upgraded or more centrally located hotel and/or upgraded race ticket, and our P3, P4 and P5 packages each go up another level for accommodation and/or race tickets. MotoGP VIP Village™ packages always include MotoGP VIP Village™ hospitality as the ticket option.
It is important to read through the inclusions in the package both on the website and in our emailed quote, as inclusions differ from race to race and package to package plus the specific inclusions can change as availability sells out for hotels and/or tickets. For example not all areas have 5-star hotels so where that is the case, the P3 package may include a good 4-star. Some P2 or P3 packages may include grandstand tickets whereas others may include hospitality. The P1, P2, P3, P4 and P5 labels are simply to differentiate between our packages. Full details of exactly what is included in your chosen package will always be sent to you before you make the decision to book.
All flight-inclusive packages departing from the UK include Fast Track Security and Airport Lounge access on your departure from the UK, where available at your UK airport, flights including checked luggage allowance, return airport transfers (or, in some cases, car hire), hotel accommodation, official race tickets and full ATOL-protection (ATOL 11723) – some packages also include circuit transfers and some are hosted by the Motor Sports Travel team. We try to include everything into our packages to make your travel as easy and enjoyable as possible, but we’re always happy to change the packages to suit your needs.
Of course you can! Our P1, P2, P3, P4, P5, 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.
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 (as the room cost remains the same regardless of occupancy, in most cases). 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.
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.
You can pay over the phone by debit card or credit card. There is no charge for card payments and we accept Visa and MasterCard cards. We don’t accept Diners Card or AMEX, nor do we accept cheques or cash. 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 customer trust account.
There is no charge for any card payments. 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.
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.
Your balance payment is due 15 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.
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, a link to 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.)
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, 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!
Race tickets are in e-ticket format, and so they will usually be sent with your travel documents.
Travel documentation and information (e.g. flight check-in information, flight e-tickets/vouchers, hotel vouchers, transfer vouchers) is sent by email, usually 1-2 weeks before you depart.
It is a condition of booking that you take out suitable insurance cover for all people travelling, that it covers the full value of your booking and that you confirm your insurance as soon as you have made your booking with us – that way, should you be unable to travel, you can rest easy knowing you are covered. Your insurance should cover you not only for travel, but also for cancellation and loss of deposit in the event that you are unable to travel. Whilst we do not sell insurance, there are a number of policies available which will give you peace of mind. Which?, MoneySavingExpert and the comparison websites are a good place to start
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.
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 105 days: Loss of deposit
105-85 days: 50% of cost (or loss of deposit if greater)
84-29 days: 75% of cost (or loss of deposit if greater)
28 days or fewer: 100% of cost
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.
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.
For up to date health advice, please visit https://www.gov.uk/foreign-travel-advice, http://www.nathnac.net and consult your GP.
For up to date travel advice, please visit https://www.gov.uk/foreign-travel-advice.
You can sign up for automatic email updates if the travel advice for your destination is updated, which is definitely worth doing.
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 Motor Sports Travel may be recorded for training and quality purposes and for preventing/detecting crime. If you have chosen for us to contact you by email, we will communicate with you using the email address you have provided to supply you with your travel documentation. We are entitled to assume that the email 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.
If you have any kind of disability or reduced mobility issues 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. Different race circuits have different facilities but we are always happy to discuss the options so you can make a decision as to what works for you.
Your 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. Some airlines allow you to submit your own dietary and meal requests. Please note that we cannot guarantee what will be supplied during your flight.
Most scheduled 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. A few exceptions allow you to pay to select your extra legroom seat in advance – we’re happy to advise which airlines allow this.
If your package includes flights with a low cost carrier, then we will always pre-book standard seats together for you and your accompanying party. If you wish to prebook extra legroom seats for a low cost carrier flight, please let us know and we will advise the cost and availability for your booking.
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 over race weekends, 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.
Your departure and arrival terminals are noted on your travel itinerary, which is sent at the time of booking and again with your travel documents 1-2 weeks before you travel.
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 again with your travel documents 1-2 weeks before you travel.
Your transfers
When we send your travel information, which is by email 1-2 weeks before you depart, we will include full details of where you will be met at the airport, plus a contact number for our transport provider.
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.
When we send your travel information, which is by email usually 1-2 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.
A few 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.
If you have transfer vouchers, there will be a contact number on your voucher, 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, 1-2 weeks before you travel.
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.
Some circuits offer helicopter transfers – they tend to be quite costly, but are a great way to arrive or depart from the circuit, particularly if you’re travelling for a special occasion.
However, if you would prefer for us to book circuit transfers for you, just ask!
Your 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.
The standard international practice is to let rooms from midday to midday, however times do vary. Check-in times are usually 14:00 or 15:00, and check-out times either 11:00 or 12:00 noon on the day of departure, however the exact times for your own hotel will be detailed on your travel itinerary.
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 11:00 or 12:00 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.
Please note that whilst we can request an early check-in or late check-out, ultimately this is at the discretion of the hotel and subject to availability, so we cannot guarantee such requests will be met. If you want to guarantee an early check-in or late check-out, we recommend paying for the additional night or afternoon.
Race weekend
If circuit transfers are included, then your information guide, sent 1-2 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.
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.
No – all circuits have now changed to e-tickets only, which removes the need for lanyards and ticket wallets.
However, motor racing is VERY noisy (yes, even with the new V6 hybrid engines in FORMULA 1…) so we recommend you bring ear plugs to the circuit. If you are travelling with children, we recommend you bring ear defenders for the little ones.
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.
We would love to say yes, but unfortunately the drivers and riders are not generally available over the race weekend, other than in an official capacity to their sponsors. If there is a public Pit Lane Walk at the race you are attending, then this is a way to try and spot your favourite driver/rider, although do bear in mind that hundreds, if not thousands, of people have exactly the same idea, so getting up close and personal generally isn’t possible. If your ticket has Paddock access then you will have more chance of spotting a few famous faces, and may be lucky enough to get a few autographs, although this tends to be as part of a hospitality package and so generally comes at a price.
After travel
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 Motor Sports Travel Ltd, 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.