Membership Terms and Conditions

Introduction

1.1. These Terms and Conditions refer to an annual prepaid membership member as “the member”.

1.2. These Conditions apply to all members (“the member”) entering the racecourse and grounds known as Great Leighs Estates Ltd (“the Racecourse”). These Conditions are issued by Great Leighs Estates Ltd (the Executive).

1.3. Acceptance of these Conditions will result in a legally binding contract between the member and the racecourse, which includes the terms of the license that the racecourse has granted to the member to enter the Racecourse.

1.4. It is a member’s responsibility to read and understand these terms and conditions.

The Member

2.1. Members must be 18 years old to apply for membership. Proof of age may be requested when applying for membership.
2.2. Members must supply their email address, mobile phone number and address before they join the racecourse.
2.3. All members of the racecourse must have their photographs taken and this will be displayed on the membership card.
2.4. A valid membership card must be shown, and always available, when members enter and are on the racecourse premises. The management reserves the right to request alternative identification on entry in support of the membership card.
2.5. It is a customer’s responsibility to update their personal details with the racecourse should they change. The racecourse will update customers by email, social media, and website.
2.6. Great Leighs Estates Ltd will not pass details on to third parties.
2.7. All members must comply with the dress code for each race day, for each enclosure and/or any other areas of the Racecourse where a dress code may be in force from time to time. We reserve the right to refuse a member access to any area
of the Racecourse where a dress code is in force with which the member is not complying.
2.7.1. Corporate and Club Members Areas – Gentlemen are required to wear a collared shirt, jacket, and tie.
2.7.2. The Club Restaurant & Lounge – Gentlemen are required to wear a collared shirt, jacket, and tie.
2.7.3. Fairwood Brasserie – Smart Casual attire is acceptable, no trainers.
2.7.4. Sports Bar & General Admission – Please refer to the dress code requirements in the Conditions of Entry Policy, Section 6, on the website.

Memberships

The racecourse offers the following memberships as of April 2024.

3.1. Corporate Membership – Premium 12 Month Fixed Term (with Sponsorship)
3.1.1. The premium 12-month fixed term corporate membership includes:

• 12 months of racing including concert racedays
• Four transferrable badges
• 24 guest passes
• Exclusive access to the club lounge
• Racecard with entry
• Member price on hospitality
• 20% discount on sponsorship
• 20% discount on venue hire
• Private member events
• Reciprocals

3.1.2. This membership is only available to purchase directly from the racecourse. This is a bespoke membership tailored to the member’s sponsorship requirements.
3.1.3. Payments are in advance of the membership commencement date. The racecourse will issue an invoice to the members directly for the membership cost + VAT. Failure to make payment may result in the membership being cancelled or frozen.
3.1.4. Four weeks prior to the membership renewal date the member will be contacted by the racecourse to review the required package for the subsequent year. An invoice will be issued to the member by the racecourse for the renewal at the
agreed renewal price.

3.2. Club Membership
3.2.1. The premium 12-month fixed term membership includes:

• 12 months of racing including concert racedays
• One transferrable badge
• 12 guest passes
• Exclusive access to the club lounge
• Racecard with entry
• Member price on hospitality
• Private member events
• Reciprocals

3.2.2. This is an online membership only. Payment is required at the time of purchase via the website.
3.2.3. The racecourse will contact the member 21 days prior to the renewal date to advise of the membership renewal date, the renewal price, and any amendments to the membership.
3.2.4. The membership will automatically renew if the member does not advise that they wish to cancel the membership. A 14-day cooling off period exists as per point 6.3.
3.2.5. The membership will be automatically renewed on the renewal date and the membership fee will be collected from the specified bank account or credit/debit card.
3.2.6. The automatic renewal can be stopped by contacting info@chelmsfordcityracecourse.com and advising that you wish to cancel the renewal.

3.3. Annual Pass
3.3.1. The regular race goer 12-month fixed term pass includes:

• 12 months of racing excluding concert racedays
• Non-transferable ID card
• 6 guest passes
• Racecard with entry
• Reciprocals

3.3.2. This is an online membership only. Payment is required at the time of purchase via the website.
3.3.3. The racecourse will contact the member 21 days prior to the renewal date to advise of the membership renewal date, the renewal price, and any amendments to the membership.
3.3.4. The membership will automatically renew if the member does not advise that they wish to cancel the membership. A 14-day cooling off period exists as per point 6.3.
3.3.5. The membership will be automatically renewed on the renewal date and the membership fee will be collected from the specified bank account or credit/debit card.
3.3.6. The automatic renewal can be stopped by contacting info@chelmsfordcityracecourse.com and advising that you wish to cancel the renewal.

3.4 The racecourse reserves the right to restrict access to certain areas at any time.
3.5 The racecourse reserves the right to extend or amend the offer at any time without notice.
3.6 The racecourse rules must be adhered to at all times.
3.7 The racecourse management reserves the right to refuse entry.
3.8 Cancelled or abandoned fixtures are non-refundable. Members with cancelled hospitality bookings, due to a cancelled or abandoned fixture, should refer to the Booking Terms and Conditions on the website for further details.
3.9 All members have access to the exclusive reciprocal calendar. Members visiting other racecourses must abide by their terms and conditions. Members must show their membership card and/or metal badge on arrival at that racecourse on arrival.

Bookings

4.1. Hospitality should be booked in advance on the My Account page of the website. For large groups or specific requirements please contact info@chelmsfordcityracecourse.com.
4.2. Hospitality must be paid for at the time of booking.
4.3. Any invoiced hospitality booking must be paid for in advance of the booking date or the booking may be cancelled.
4.4. Late bookings may be available but are not guaranteed. Any late booking requests should be sent to info@chelmsfordcityracecourse.com.
4.5. All bookings are non-refundable.
4.6. Corporate and Club members’ hospitality bookings can only be amended up to 7 days prior to the booking date. Full payment will be required at the time of any amendment. If a credit is due then this will be applied to the member account and valid
for six months.
4.7. Corporate and Club member bookings can be transferred to an alternative date providing the required 7-day notice period is given. Where bookings are transferred to a more expensive event date the balance will need to be paid in full at the time of
transfer.
4.8. Where a booking is cancelled but no alternative date is booked then a credit will be applied to the member account that will be valid for six months.
4.9. Bookings using a credit must be booked in advance via info@chelmsfordcityracecourse.com.

Entry to the Racecourse

5.1 All members are required to park in the main car park. This is accessible from the dual carriageway A131. Members are not permitted to access the racecourse via gate 11 on Moulsham Hall Lane.
5.2 Corporate and Club members are permitted to park in the members area but parking in this area is limited and is on a first come first served basis. Members who park in this area must prominently display a valid car parking badge that includes the
registration details. Priority parking is not available for members on concert days.
5.3 All members must enter through the ticket office.
5.4 A valid membership card and/or a metal badge must be provided on entry to the reception staff. All membership cards will be scanned and where applicable additional ID may be requested. Failure to produce this ID will result in admission to the
racecourse being refused.
5.5 Members who have a membership card with a photo ID will not be required to go through additional security checks.
5.6 All corporate members who have a company logo on the membership card will be required to provide alternative photo ID and will be required to go through further security checks. Failure to produce this ID will result in admission to the racecourse
being refused.
5.7 Members who have booked hospitality are required to present their hospitality tickets at the ticket office.
5.8 Non-members entering using a transferable membership and/or badge (Club or Corporate Memberships) will be required to provide photo ID and will be required to go through further security checks. Failure to produce this ID will result in admission
to the racecourse being refused.
5.9 Non-members entering using a guest pass will be required to provide photo ID and will be required to go through further security checks. Failure to produce this ID will result in admission to the racecourse being refused.
5.10 The racecourse reserves the right at any time and without prior notice to refuse admission or to expel any attendee from the racecourse who it considers in its absolute discretion, has breached these terms and conditions of entry, or behaves in an
unacceptable or unruly manner, or in a manner likely to cause offence to other attendees or members of staff.

Cancelling or Freezing Memberships

6.1. Annual memberships are non-refundable and non-transferable.
6.2. Memberships can only be frozen on medical grounds for a maximum period of 3 months. Any request to a freeze a membership should be made in writing to info@chelmsfordcityracecourse.com with supporting documentation.
6.3. All new members have a 14-day cooling-off period. All requests to cancel a membership within the first 14 days of joining should be made in writing to info@chelmsfordcityracecourse.com. To obtain a full refund the membership should not have been
activated. All refunds will be paid within 30 days of the refund request.

Guest Passes

7.1. Guest passes issued to Club and Corporate members allow complementary general admission access to all racedays and are for guests 18 years and over.
7.2. Guest passes issued to Annual Pass members are not valid for concert days.
7.3. Guest passes on feature days that include additional entertainment to racing only allow general admission access.
7.4. Guest passes to The Club Restaurant & Lounge must be authorized by the membership department in advance of the booking date. All guests must adhere to the dress code outlined in point 2.7.
7.5. Guest passes for children must be booked in advance of the booking date and collected at the ticket office on the day of the event. Please note that children are not permitted in The Club Restaurant & Lounge.
7.6. All guests entering on a guest pass must provide photo ID at the ticket office.
7.7. All members/guests must provide contact information, including name, telephone number and email address, at the time of booking the guest pass.

Privacy

8.1. Members’ personal data will be held securely on our system, and not shared with any third parties.
8.2. To opt out of marketing, members should email info@chelmsfordcityracecourse.com. However, please note that by opting out of marketing, members will not receive any member offers or details of future events.
8.3. We undertake to process any Shared Personal Data in compliance with all applicable laws and regulations. Our Privacy Policy can be found at chelmsfordcityracecourse.com/legal-policies/privacy-policy/.