General terms and conditions

This is a translation of the Dutch original of 16 May 2025. If the two differ, the Dutch version prevails.

Legal information

For information

These General Terms and Conditions belong to the BV or Besloten Vennootschap (private limited company) Coesens Renting Services, with its registered office at 9500 Geraardsbergen, Diebeke 17, and with enterprise number BE0474.199.940. Referred to in these terms as CRS Racing.

Definitions

Box area: The shared work and waiting area per rider at the circuit, including technical support and guidance.

Consumer (or Customer-Consumer): A natural person acting for purposes outside his trade, business, craft or profession.

Participant: The person who actually takes part in the event, whether or not the same person as the Customer or the person responsible for the booking.

Event: Any motorsport-related programme organised by CRS Racing, such as trackdays, riding sessions, training courses or similar activities on circuits or closed sites.

Customer: The natural or legal person who rents a hall, books an event or uses the catering and hospitality services of CRS Racing.

Customer-Consumer: A Customer acting as a Consumer.

Customer-Trader: A Customer acting in the course of his professional activities, within the meaning of the Code of Economic Law.

Mobile hotel: The mobile accommodation (e.g. a truck unit) made available during events, equipped with sleeping space, sanitary facilities and support facilities for Participants.

Trader (or Customer-Trader): A natural or legal person acting in a professional capacity (see also Customer-Trader).

Package: The participation formulas offered by CRS Racing, such as the "Bring Your Own" package (with one's own motor vehicle) or the "All-in package" (with a rental motorcycle and additional services).

Ridercoach: The instructor or coach responsible for giving safety training, feedback on riding technique and guidance during the event.

Technical checklist: The list of inspection points that CRS Racing imposes on motor vehicles ridden on the circuit.

Information about the General Terms and Conditions

Balance and validity

In drafting this document, a balance between the parties has been sought. If a provision is invalid or void, the remainder of this document remains valid. The invalid provision is replaced by a legally valid clause of comparable purport.

Scope

Application and acceptance of the General Terms and Conditions

These General Terms and Conditions apply to all bookings, registrations, quotations and agreements relating to events, packages, participation formulas and facilities offered by CRS Racing or its appointee.

For the Customer-Consumer

For registrations or bookings by a Customer-Consumer, the General Terms and Conditions are always made available in advance, in accordance with Article 5.23 of the new Civil Code. They are deemed to have been accepted when the box “I agree to the General Terms and Conditions” is ticked during online registration and/or payment, without which acceptance the registration or payment cannot be completed, or when a quotation is signed or accepted digitally.

For the Customer-Trader – Knock-out rule

For bookings or agreements with the Customer-Trader, these General Terms and Conditions apply, even where the Customer-Trader invokes its own terms against CRS Racing. The so-called "Knock-out Rule" means that the terms of both parties apply insofar as they do not conflict.

No timely response

If the Customer-Trader does not object to these General Terms and Conditions in writing and in good time, and/or confirms the reservation of or participation in a CRS Racing event (whether or not by payment or attendance), this is regarded as full and unconditional acceptance of these General Terms and Conditions.

Pre-contractual duty to inform

General

In accordance with Article 5.16 of the Civil Code, CRS Racing is obliged to provide clear, comprehensible and complete information before every registration or booking, so that the Customer can make a well-considered decision about taking part in an event.

For the Customer-Consumer

Before the agreement is concluded, CRS Racing provides all essential information about the type of event, the location and duration, the composition of the chosen package (such as the use of one's own vehicle with a checklist, or the all-in package with a rental motorcycle), and what is or is not included in the price (such as transport, technical support, drinks, lunch or dinner). The required documents, such as a valid driving licence, the house rules to be followed, the deposit conditions, safety equipment and the cancellation policy, are also clearly communicated in advance via the website or by e-mail. The Customer-Consumer can register only after confirming that he has taken note of this information and of the applicable General Terms and Conditions. In this way, the Participant is spared any surprises.

For the Customer-Trader

For registrations by businesses (B2B), CRS Racing may in principle assume that the other party acts with the required expertise. In that case, CRS Racing provides only the information that may reasonably be assumed to be essential to the decision to take part but is not self-evidently known. Examples are circuit-specific restrictions, technical regulations, different logistics, or guidelines imposed by third parties (such as the circuit management or external partners). In case of doubt, it is up to the Customer-Trader to ask for further clarification.

Quotation and explanation

Validity

A quotation from CRS Racing remains valid for 30 days, unless stated otherwise.

Responsibility when requesting and/or completing the CRM

The Customer is responsible for supplying, in good time and in full, all the information needed to draw up the quotation correctly. This includes, but is not limited to: first name, surname, date of birth, address; company name + VAT number (if applicable), e-mail and telephone number, driving licence number / sports licence, number of previous circuit participations, the desired package (own motorcycle with checklist or all-in package), the number of participants and any plus-ones, the circuit or type of event, specific wishes regarding transport, technical assistance or service, food preferences, allergies or other special requirements. If this information is not provided in advance or is incomplete, CRS Racing cannot be held liable for deviations in content, an incorrect booking or additional costs. Changes or corrections may be charged additionally.

Limitation of the content of the quotation

Each quotation contains only what is explicitly included in it. Items that are not mentioned do not form part of the agreement. Any additional services or options – such as additional Participants, damage waiver, insurance adjustments, replacement vehicles or last-minute changes – are provided only after written confirmation and at an extra charge.

Errors

CRS Racing reserves the right to correct obvious errors or clerical mistakes in quotations and/or online bookings, even after they have been sent and/or accepted.

Formation of the agreement, CRM and registration

Formation of the agreement

A quotation becomes binding only once CRS Racing receives an express confirmation from the Customer, either in writing or digitally via the booking platform or by e-mail. By accepting the quotation, the Customer also confirms that he has taken note of and agrees to the General Terms and Conditions, which form an integral part of the agreement.

Administrative support

CRS Racing offers administrative support with the processing of registrations, invoicing details and the correct completion of Participant details, including driving licence, number of circuit experiences, contact details, dietary preferences and optional details for a +1. This information is requested in a structured way via the CRM.

Right of withdrawal of the Customer-Consumer

In accordance with Article VI.47 of the Code of Economic Law (WER), the Customer-Consumer has a right of withdrawal of 14 calendar days for a reservation made at a distance (for example by e-mail, online or by telephone), without the physical presence of both parties.

Exception – agreement with a specific date

As soon as the agreement includes a specific date or period of performance – such as a fixed trackday, event date or reservation at a particular circuit – the right of withdrawal lapses in accordance with art. VI.53, 12° of the Code of Economic Law (WER). This is because it then concerns a leisure activity with performance fixed in time.

In summary

If, as a Customer-Consumer, you have confirmed a reservation without yet fixing a date, you have the statutory right of withdrawal of 14 days. If a specific date has already been agreed, this right of withdrawal lapses.

Reservation and payment system

General

The reservation becomes final only once full payment has been received via the payment system provided. The Customer then receives a confirmation by e-mail with all the details of the event. CRS Racing reserves the right to cancel reservations that are not paid within the period set.

Number of Participants, participant information and price adjustments

Number of Participants and booking information

When registering for an event through CRS Racing, the Customer is responsible for correctly supplying the names and details of all Participants. The final number of Participants must be confirmed no later than 7 calendar days before the event.

If CRS Racing applies a participant limit (e.g. 4 riders per unit in the mobile hotel), that limit is binding. Any change to the number of Participants or their identity is possible only after prior consultation and written approval by CRS Racing. If the Customer and the Participant(s) are not the same persons, the Customer remains jointly and severally liable for compliance with all obligations by those Participant(s), including correctly supplying information, following the safety rules and complying with the instructions of CRS Racing.

Mandatory participant information

Each Participant must supply the following details in good time, such as first name and surname, address and/or company details, valid driving licence (category A) or licence information, experience and the required checklist information (depending on the package chosen). If this information is not supplied in good time or is incomplete, participation may be refused without refund.

Prices and included services

The prices per participation depend on the chosen package (own vehicle vs. all-in formula), the location and date of the event, and additional options such as technical support, insurance, transport, snacks, etc. Each quotation or reservation states clearly what is and is not included. Only the services explicitly stated are included in the price. CRS Racing reserves the right to charge additional costs for extras or requests not agreed in advance.

Changes and price adjustments

In objective circumstances such as rising fuel costs, circuit prices, catering costs, insurance rates or changes imposed by the facilities on site (e.g. technical inspection or additional safety requirements), CRS Racing reserves the right to adjust prices proportionately. Such adjustments are always announced in advance and do not apply to reservations already paid in full, unless agreed otherwise.

Participation with one's own motor vehicle

"Bring Your Own" package

Participants may choose to take part in a CRS Racing trackday or event on their own motorcycle. This package includes: access to the circuit on the booked date, a mandatory technical checklist before participation, and the possible option of additional services such as insurance, transport, rider coach or technical support. Technical support includes, among other things: fitting/removing tyre warmers, checking tyre pressure, refuelling with fuel supplied in advance, replacing brakes and wheels with one's own parts and/or minor mechanical interventions. (to be stated separately on the quotation)

Transport service

If the Customer opts for CRS Racing's optional transport service, CRS Racing collects and returns the vehicle on an agreed date, at an agreed time and place.

Responsibility and exclusions

The Participant is personally responsible for: transporting his motor vehicle to the site, complying with the technical checklist before the event, bringing and correctly wearing all mandatory safety equipment, the technical condition of his vehicle and its being correctly insured. If the Participant cannot produce a valid driving licence, is visibly under the influence, or does not comply with the house rules (including zero tolerance for alcohol and drugs), CRS Racing reserves the right to refuse access to the event without refund.

Participation via the All-in package (including rental motorcycle)

The CRS Racing all-in formula is a complete experience in which CRS Racing provides everything: use of a racing motorcycle made available by CRS Racing, a basic technical check-up before the first session, participation in the safety briefing and rider coaching, basic supervision by the CRS Racing team, insurance with a deposit arrangement, full catering (drinks, lunch, snacks, dinner), and the possibility of staying in the mobile hotel (max. 4 Participants + 1 companion).

Box area

CRS Racing aims for a calm, well-organised box area with sufficient space per Participant.

Rider coaching and video guidance

The sessions are recorded on video and analysed together with the Participant for immediate improvement of technique and safety. With consent, the footage may also be shared on social media or given to the Participant as a keepsake.

Deposit and damage

A mandatory deposit of EUR 2,500 applies to the use of the rental motorcycle, payable via Swikly or in cash. The Participant expressly agrees to forfeit this deposit in the event of even the slightest damage, given the racing nature of the vehicle. CRS Racing reserves the right to establish further damage exceeding the deposit.

Insurance and liability

The insurance policy provides limited cover. In the event of gross negligence, breach of the regulations or intentional damage, CRS Racing is entitled to recover further damage from the Participant.

Cancellation conditions

General

If the Customer wishes to cancel his participation or reservation, this must be notified to CRS Racing in writing or by e-mail.

The following scheme applies to cancellations:

• More than 30 days before the event: The full participation price is refunded.
• Between 20 and 30 days before the event: 50% of the participation amount is refunded. The remaining 50% is retained as an administration and processing fee.
• Between 14 and 20 days before the event: 20% of the participation amount is refunded. The remaining 80% is retained as a fee for preparation and reserved facilities.
• Less than 14 days before the event No refund at all is possible. In this case, CRS Racing is entitled to retain the full amount because of the irreversible preparations made and costs incurred.

Postponement and/or transferability

No possibility is provided of postponing the event or transferring the participation to a third party, unless expressly agreed in advance and in writing with CRS Racing.

Rules and restrictions for participation in CRS Racing Events

Duration and schedule of the event

The schedule of each event is communicated in advance by e-mail or on arrival at the circuit. Participants undertake to be present punctually at check-in, at the mandatory briefing and at the start of their sessions. CRS Racing reserves the right to refuse access to the circuit in the event of late arrival or absence at critical moments of the day.

Alcohol, drugs and conduct policy – Zero Tolerance

Absolute zero tolerance for alcohol and drugs applies throughout the event. Alcoholic drinks are permitted only after the last circuit session of the day, and only then are they provided. Anyone caught in possession of or using alcohol or narcotics during the event is excluded from further participation without further discussion and without refund. CRS Racing reserves the right also to report this to the circuit or other competent authorities.

Fitness to ride

On registration, Participants must show that they hold a valid driving licence. CRS Racing may also request information about riding experience, circuit history or a valid licence. The Ridercoach may refuse participation at any time if it appears that the Participant does not have sufficient experience or vehicle control to take part safely.

Safety

The Participant must have approved and complete safety equipment, including a helmet, protective clothing, motorcycle boots, gloves and preferably back protection. CRS Racing reserves the right to deny Participants without correct equipment access to the circuit. Wearing an airbag vest is expressly recommended, but is not mandatory, unless otherwise stated by CRS Racing or the circuit.

Medical declaration

The Participant confirms that he or she is physically and mentally fit to take part. Each Participant declares that he or she is free of conditions such as haemophilia, epilepsy, colour blindness or any medical condition that makes participation unsafe. This is confirmed in the waiver of recourse, to be signed before the start.

Briefing and instruction by CRS Racing

A mandatory safety briefing takes place before the start of the first session. It explains, among other things, the flags, rules of conduct on the circuit, instructions in the event of accidents or technical problems, the role of the Ridercoach and the house rules of the circuit. Only those who have attended the briefing and receive explicit approval from the instructor may take part in the circuit part.

Conduct on and off the circuit

Participants undertake to treat other Participants, the equipment and the CRS Racing team with respect. Reckless behaviour, aggression or deliberately ignoring instructions may lead to immediate exclusion. In that case, no refund is given.

Technical failures

CRS Racing depends on the availability and operation of external circuit infrastructure. If technical failures or changes to the schedule occur beyond its control, CRS Racing cannot be held liable for them.

Parking and mobility

Participants and visitors use the parking spaces provided by the circuit. It is forbidden to block passageways, emergency exits or technical zones. CRS Racing may give instructions on the positioning of vehicles or tents, in consultation with the circuit manager.

Prohibited conduct

It is also forbidden, without the prior written permission of CRS Racing, to bring onto or use on the site the following items, without limitation: pets, fireworks, weapons or other dangerous objects, welding or cutting equipment; (one's own) alcoholic drinks or food, save for a written exception, products or substances which in the opinion of CRS Racing constitute a safety risk or nuisance; goods intended for sale, distribution or promotion to third parties.

Smoking area

Smoking is permitted only in the designated areas, subject to the local fire safety regulations.

Prohibited items

CRS Racing reserves the right to confiscate prohibited items, to deny the person concerned access to the event, or to remove that person from it, without refund.

Authority of the circuit manager

The local circuit manager always has the final say on safety on and off the circuit. CRS Racing follows these instructions without exception. If access to the circuit is refused by a third party (the circuit manager or a public authority) on grounds of safety or other compelling reasons, CRS Racing cannot be held liable for this, save in the case of gross fault or intent.

Found or abandoned items

Handing in items found during the event

Personal belongings found during the event on the site or in the facilities of CRS Racing (such as the paddock, pit box, hospitality or mobile hotel) must be handed in to a member of CRS Racing staff as soon as possible. CRS Racing records these items and tries – where possible – to identify the owner.

Responsibility after the event

After the event, the entire site, including the infrastructure and any items found, is placed back under the control of the local circuit operator or the owner of the venue. Participants and visitors who enquire about lost items afterwards are therefore referred to the venue concerned. CRS Racing can give no guarantee as to the safekeeping or availability of items after the event.

No obligation to return items

If, at the request of a Customer or visitor, CRS Racing nevertheless returns an abandoned item, this is entirely at the cost and risk of the recipient. CRS Racing is not liable for loss, damage or delay in transport and is never obliged to do so.

Liability

General

CRS Racing has its own liability insurance with cover of up to EUR 7,500,000. This policy is confidential and can be made available for inspection only in medical or administrative emergencies via the CRS Racing team.

Liability of the Participant

Each Participant is fully liable for damage he or she causes to equipment, vehicles, infrastructure, circuit areas, safety installations or to third parties (such as other Participants, staff or spectators), whether intentionally or accidentally. This applies both to users of their own vehicles and to users of vehicles rented through CRS Racing.

Deposit and excess

When a rented vehicle from the CRS Racing range is used, a mandatory deposit of EUR 2,500 applies (in cash or via Swikly). This deposit corresponds to the excess. The Participant expressly agrees to forfeit the deposit in the event of even the slightest damage, regardless of the cause or extent of the damage. CRS Racing reserves the right to claim further compensation if the actual damage exceeds the amount of the deposit.

Liability for guests or third parties

If a Participant or Customer is accompanied by third parties (such as guests, technicians, family members or support crew), the Customer remains fully liable for their conduct, acts or negligence during the event. Damage caused by third parties is attributed in full to the Participant or lead booker concerned.

Exclusion of liability of CRS Racing

CRS Racing acts as organiser and intermediary and uses external circuits and venues with their own safety regulations. CRS Racing is not liable for incidents or restrictions resulting from decisions of the circuit manager (such as changes to access policy, cancellation of sessions or technical requirements). Nor is CRS Racing liable for loss of, damage to or theft of personal belongings or equipment, or for damage to their own vehicles.

Force majeure and cancellation by CRS Racing

In the event of force majeure (such as extreme weather conditions, accidents, government measures, strikes, pandemics, technical problems at the circuit or other unforeseeable circumstances), CRS Racing may cancel or change an event. In that case, CRS Racing will, where possible, refund the amount already paid or propose an alternative. There is, however, no right to further compensation.

Alcohol, drugs and safety

Zero tolerance for alcohol and prohibited substances applies throughout the event. Alcohol is permitted only after the end of the last riding session. CRS Racing reserves the right to refuse or remove any person from the event on suspicion of intoxication, inappropriate behaviour, lack of mandatory safety equipment or failure to follow the instructions of the Ridercoach or the organisation. In such a case, no refund is given.

Compliance with safety rules

Participants must strictly comply with the safety regulations communicated in advance, the flag briefing, technical guidelines and all instructions of the CRS Racing team or the circuit manager. A breach may give rise to exclusion, compensation or (in the event of damage) legal proceedings.

Complaints and time limits

Immediate duty to report – practical complaints

Any complaints about the organisation, communication or facilities must be reported immediately during the event or at the latest on the same day, preferably directly to a member of staff present or via one of CRS Racing's known contact channels (as stated on the website or in the reservation confirmation).

Negligent or late reports

Complaints reported only after the event are in principle no longer dealt with, unless they concern objectively demonstrable defects, damage or negligence that could not reasonably have been detected earlier. In that case, the complaint must be submitted in writing within a reasonable period.

CRS Racing's response time

We always handle complaints with due care and answer every reasoned complaint as quickly as possible, and at the latest within 14 calendar days of receipt. If a longer processing time proves necessary, the Customer is informed of this within the same period.

Invoicing complaints

Disputes concerning invoices must be raised in writing, with reasons, within 14 calendar days of the invoice date. If no objection is made within this period, the invoice is deemed to have been finally accepted.

Payment of invoices

Claims against the Customer-Consumer

Our invoices are payable within 14 days, unless stated otherwise on the invoice, and must be paid to the bank account indicated. If the Customer-Consumer has not paid in full within 14 calendar days (+ three working days if not sent electronically) after the first payment reminder, the Customer-Consumer automatically owes compensation of:

EUR 20 for an amount up to EUR 150, EUR 30 plus 10% of the amount above EUR 150, EUR 65 plus 5% of the amount above EUR 500, up to a maximum of EUR 2,000

Claims against the Customer-Trader

All our invoices must be paid within 14 days of the invoice date, unless stated otherwise, to the bank account indicated.

Interest

If the invoice has not been paid by the due date, conventional default interest is owed by operation of law and without notice of default, at the interest rate set by the Act of 2 August 2002 on combating late payment in commercial transactions. The applicable statutory interest rate is the one in force for the half-year in which the invoice was sent. In the event of late payment, compensation of 10% of the invoice will be charged, with a minimum of EUR 250 to cover administrative costs.

Photography, video recording and use of images

General

At every CRS Racing event, CRS Racing – as the organiser – reserves the right to make images (photos and videos) of Participants, vehicles, infrastructure and atmosphere shots of the event. These recordings may be used for commercial, informational and promotional purposes, such as on the website, social media, newsletters or printed matter.

Use of atmosphere shots and rider images

Images are made with respect for the context of the event. Where possible, the focus is on action shots, the general atmosphere and vehicles. Images in which persons are clearly recognisable by their faces are used only where this falls within the normal expectations of Participants in a public motorsport event.

Objection to the use of specific images

If a Participant, visitor or team objects to the publication of certain images in which he or she is recognisable, this can be reported in writing via info@crs-racing.com. CRS Racing undertakes to assess such requests within a reasonable period and – if they are well founded – to adjust or remove the images concerned.

External photographers and media

Participants may bring their own photographers and videographers, provided these register with CRS Racing and respect the house rules of the circuit and the event. These external photographers are themselves responsible for obtaining the consent of the persons concerned for making and distributing images. CRS Racing cannot be held liable for the use of images by external parties.

Privacy & data protection (GDPR)

With every registration, CRS Racing processes personal data of the Participant (such as name, address, date of birth, telephone number, e-mail address, motorcycle experience, driving licence number and medical declaration) for the purpose of organising the event. These data are used only for the administration, communication, insurance and safety of the event, and are not shared with third parties without consent, unless required by law.

Translation of the General Terms and Conditions

General

If these General Terms and Conditions are translated, the version in the original language (as communicated to the Customer) remains decisive in the event of any disputes or differences of interpretation. In case of doubt or divergent interpretations between language versions, the meaning according to the original language version applies.

Jurisdiction

General

Only Belgian law applies.

For the Customer-Consumer

As a Customer-Consumer, you may bring your claim before a court with territorial jurisdiction, as provided in Article 624, 1°, 2° and 4° of the Judicial Code.

For the Customer-Trader

In disputes with traders, only the Enterprise Court of the judicial district in which CRS Racing is established has jurisdiction.