Flexi Upgrade Policy

You may be eligible to exchange Your ticket if…

(Certain words in this document are in bold for clarity, and their meanings have been defined later in this document)

If You have purchased a Flexi Upgrade (must be in the same Booking as your tickets), You may be eligible to exchange Your ticket if You cannot Attend the Event due to any of the reasons listed below, and You have provided us with the required evidence.

The following are reasons we consider, subject to our General Conditions of Exchange:

• Illness / Injury (including Covid)
• Pre-existing Medical Condition
• Death of Immediate Family Member
• Mechanical Breakdown
• Armed Forces & Emergency Services Recall

We may, in addition to the above, consider other emergency circumstances at our discretion.

You must read our General Terms and Conditions and the individual reasons section below to understand what we may or may not cover.

General Conditions of Exchange

• All exchanges are considered within our discretion.
• The Flexi Upgrade must have been purchased for the specific Event You are unable to Attend. It cannot be transferred or used for another Event.
• The Flexi Upgrade must have been purchased in the same Booking as the ticket you want to exchange
• Exchanges must be requested before the start of the Event. Once the Event has commenced, no exchanges will be processed, even if You are partway through Attending.
• Any reason for an exchange must not have been foreseeable at the time You made the purchase.
• We do not exchange tickets if You made Your purchase in error or if the tickets are no longer wanted or needed.
• If the Event is cancelled, postponed, and/or cannot be fulfilled by us, please contact our service team directly for further advice about Your exchange.
• You must make all arrangements to Attend the Event
• We may ask for any reasonable additional evidence required to support Your application, which may include proof of eligibility and intent to Attend.
• You will be asked to provide supporting evidence at Your own expense
• Should Your exchange application be rejected due to advancing the wrong reason, we may, at our discretion, consider any subsequent exchange application submitted for the same Event.

Requesting an Exchange

To apply for an exchange, simply contact support@openroadsrally.com 

Definitions of Reasons for Exchange

1. Illness / Injury means an illness or accidental injury to the ticket holder or someone in Your immediate household.
   
   • Evidence required: Doctor’s note confirming the details of the illness or injury, the date it first occurred, that it prevents the person from Attending, and Proof of relationship if the person is not in the Booking.
     
   • When we do not offer an exchange: Where You cannot provide evidence that the person affected is within the Group due to Attend the Event, telephone or online consultations, where You have not been physically examined by a Doctor prior to the date of the Event, conditions that are unpredictable and circumstances where the Event is more than two months in the future.
     
2. Pre-existing Medical Condition means a condition that You had when You made the purchase that would not normally prevent You from Attending.
   
   • Evidence required: Doctor’s note or Medical Certificate confirming details of the illness, the date it changed, that it prevents the person from Attending.
     
   • When we do not exchange: Where guidelines for Your pre-existing medical condition would normally prevent You from Attending the Event; telephone or online consultations; conditions that are unpredictable and the Event is more than two months in the future; pre-existing medical conditions of someone not in the Group due to Attend the Booking.
     
3. Death means Your death or the death of an immediate family member up to 35 days prior to the Event.
   
   • Evidence required: Death certificate and proof of relationship.
   • When we do not exchange: Where You cannot provide evidence that the person was Your Immediate Family Member or in the Group due to Attend the Booking.
     
4. Mechanical Breakdown means breakdown of a vehicle taking You to the Event, or breakdown of vehicle to use during the Event, prior to the Event start time.
   
   • Evidence required: Call-out note from a breakdown recovery service, invoice from mechanic or inspection from on-site mechanics (if available) or an incident number or report from the Police or relevant traffic authority.
   • When we do not exchange: If You did not make reasonable alternative arrangements to Attend the Booking; the vehicle breaks down during the Event or after the Event start time.
     
5. Armed Forces & Emergency Services Recall means being recalled to duty unexpectedly.
   
   • Evidence required: A note from Your Commanding Officer or Line Manager to confirm being called into work or duty and that this was not Your original schedule.
   • When we do not exchange: You were aware of or had scheduled work on the date of the Event, prior to making the Booking; You made an unsuccessful request for annual leave for the date of the Booking.

Any reasons or supporting documentation submitted in support of an exchange application are considered on an entirely discretionary basis.

Definitions

The following words or phrases have the meaning as set out below wherever they appear in bold in this document:

• “We/Us/Our /Ours”: means OpenRoads Rally
• “You/Your/Yourself”: means the ticket holder
• “Event”: means the OpenRoads Rally Event you bought tickets and a Flexi Upgrade to
• “Event start time”: means the time the Event starts (when gates open)
• “Armed Forces”: means any Naval Service, Marine, Army or Air Force.
• “Attend”: means to participate in, take part in, use, and/or be present at.
• “Doctor”: means a qualified medical practitioner registered and licensed with a recognised professional body. A doctor cannot be You or a member of Your family.
• “Emergency Services”: means Police, Fire and Rescue Services or other Emergency Services.
• “Group”: means any person that is due to Attend the Event.
• “Immediate Family Member”: means Your husband, wife, partner, parent, child, sibling, grandparent, or stepfamily.
• “Immediate Household”: means all people living in the same family unit, not necessarily blood-related, who have a reciprocal, natural, and/or moral duty to, and do, provide support for one another. This does not include persons merely sharing the same general quarters, such as tenants, occupiers, and/or friends.
• “Flexi Upgrade”; means the purchase of an upgrade to your ticket to allow you to receive an exchange in the circumstances listed above
• “Booking”: means the pre-planned and pre-booked ticket(s) transacted with Us by You.