HomeNatMeet XV Terms and Conditions

NATMEET XV

11 - 16 April 2024

Cancellation and Withdrawal

Cancellation of Event registration will be accepted up to seven days prior to the commencement of either of NatMeet XV or the Morgan Park Track Day, based on whichever is the earliest Event activity that is subject to the cancellation. Registrants who have cancelled their registration will be entitled to either a full or partial refund of the applicable entry fees as described below.

Registrants withdrawing from the Event within seven days of the commencement, or after commencement, of the earliest applicable Event activity (that is, NatMeet XV or the Morgan Park Track Day), will not be entitled to a refund of any entry fees for the applicable Event activity.

Should NatMeet XV and/or the Track Day be cancelled due to impact of natural disaster, adverse weather conditions, Government direction or any other cause beyond the control of the Mazda MX5 Club of Qld, registrants will be entitled to a full or partial refund of their entry fees as described below.

Refund of Entry Fees

In the cases of the cancellation of registration and cancellation of the Event, the portion of entry fees to be refunded by the Committee to an individual registrant will be calculated based on the total entry fees paid adjusted via a pro-rata allocation of the unrecoverable financial commitments made by the Committee on that person/persons’ behalf up to the time of receiving notification of cancellation (eg, firm orders placed, non-refundable deposits, etc). Any refund of entry fees will detail the fee adjustments included.

Any tangible items (such as regalia) which have been purchased on behalf of the registrant up to the time of notification of registration/Event cancellation (as applicable) will be the property of the registrant and will be forwarded to that person as soon as reasonably practicable.

Any cancellation costs associated with accommodation bookings and any other expenses not covered by the Event entry fees will be the responsibility of the applicable registrant.

The decision to accept a cancellation and to refund entry fees will be at the discretion of the Committee and its decision will be final. Any request to review the decision of the Committee is to be made, in writing, to the Mazda MX5 Club of Qld, via email to secretary@mx5clubqld.com.au , within two weeks of the date that the cancellation takes effect or the receipt of the refund advice from the Committee, whichever is the later.

TERMS AND CONDITIONS

General

These Terms and Conditions cover the conduct of the Mazda MX5 Clubs of Australia’s 15th National Meeting (NatMeet XV) which will be held in the Toowoomba/Darling Downs region of Qld between 11 and 16 April 2024, and which includes the optional Morgan Park Track Day on 11th April 2024 (collectively, the ‘Event’). The NatMeet XV Organising Committee (the ‘Committee’) and operating under the governance of the Mazda MX5 Club of Queensland Incorporated (the ‘Mazda MX5 Club of Qld’), is responsible for the planning and conduct of the Event on behalf the Mazda MX5 clubs.

Whilst the Mazda MX5 Club of Qld, a Motorsports Australia affiliated club, has used its best efforts to organise the Event so as to ensure the safety and well-being of participants, the ultimate responsibility of care rests with the participants to practice safe driving, adhere to state road rules, and abide by the Rules, Terms and Conditions as stated herein and in the NatMeet XV Event Program and the NatMeet XV Runs Booklet.

The public liability insurance coverage of the Mazda MX5 Club of Qld is limited to $100,000,000. This information is provided in accordance with the Associations Incorporation Act. For any claims related to the Event, other than claims against its Public Liability insurance policy, the liability of the Mazda MX5 Club of Qld is limited to a sum equal to the amount paid in Event registration fees by the claimant.

Motorsport Australia Organising Permits will be provided by the Mazda MX5 Club of Qld for NatMeet XV and the Morgan Park Track Day. The permits will cover participants whilst participating in the Event activities. The permits do not cover personal travel to and from the Event or between the individual activities comprising the Event.

Eligibility to Participate in NatMeet XV

Participation in NatMeet XV is open to members of the Mazda MX5 Clubs of NSW, SA, Vic/Tas, WA or Qld. Participants must be financial members or Life Members of their state’s Mazda MX5 club at the time of registration and must maintain that status until the completion of the event.

Persons who are not a member of one of the above Mazda MX5 Clubs of Australia are not eligible to register or attend this event.

Attendance Protocols

Participants acknowledge that the car which they will use during the Event will be registered, roadworthy and have current third-party insurance for the duration of the Event.

Participants agree to adhere to the Event rules, comply with reasonable directions given by members of the Committee, and to:

operate their vehicle safely at all times and in accordance with road and traffic conditions,
adhere to Queensland road rules and speed limits, and
uphold the good name and public image of all Mazda MX5 clubs by extending courtesy to all other road users.

During Event activities conducted on public roads, participants agree to the following run protocols:

Navigate for yourself and don’t rely on the car in front. Use the written run sheet in the NatMeet XV Runs Booklet or be guided by online route instructions (such as Google Maps).
Monitor your two-way radio at all times and advise others in your group via radio of any hazards.
You may change your position within the group when safe to do so.
If you wish to travel slowly, advise your Group Leader before departure and place yourself at the back of the group.
The group should not stop to wait for “stragglers” or search for anyone “lost”.
If separated from your group, make your own way to the next way-stop or destination as indicated in the NatMeet XV Runs Booklet or as guided by online route instructions.

Security of Personal information

The Mazda MX5 Club of Qld is responsible for the security of Event registrants’ personal information provided to the Committee via the registration process or via other means. Personal information will be held securely on the Club’s secure website servers managed by Club Express and will be available only to the officers of the Committee.

Registrants personal information will not be shared, provided or offered to any organisation, company or individual, with the exception that all participants’ name and club will be listed in the NatMeet XV Event Program and NatMeet XV Runs Booklet.

After the Event has concluded and all follow-up action has been completed, the Mazda MX5 Club of Qld undertakes to delete all Event-specific personal information held on the Club Express servers and from any other digital or hard copy files in their possession.

Photos posted to the NatMeet XV Photo Album will be considered common property of the Mazda MX5 Clubs of Australia and may be used by those clubs for public relations and advertising purposes in club magazines, on club websites and social media platforms relating specifically to the promotion of the Mazda MX5 clubs. Whilst acknowledgement of the photographer is preferred, it is not be a condition of use. Such photos are not to be used by clubs or individuals for profit or personal gain.

The Committee undertakes to exercise reasonable endeavours to ensure that any inappropriate photos be immediately deleted from the NatMeet XV Album. Participants may request any photo, in which they are shown, be deleted from the NatMeet XV Photo Album by advising a committee member. Such photos are to be removed at the earliest opportunity available.

Protection of NatMeet XV Name and Logos

The “NatMeet XV” name and logos are held by the Mazda MX5 Club of Qld on behalf of the Mazda MX5 Clubs of Australia and may be used by the Committee and participating MX5 clubs on material which is directly related to the advertising and conduct of the Event, e.g: club websites, notifications to members, event programs, run sheets, banners etc. Use for any other purpose is not permitted without the prior approval of the Committee. This includes display of the name and/or logo on business or private emails, correspondence or on social media platforms not associated with the club.

The Committee may authorise the use of the name and/or logo provided that no individual shall personally gain materially and/or financially by such use. Any such approval given is to be only for specific instances and is to include the proviso: “The NatMeet XV logo and name may be used without alteration and must display acknowledgement of the MX-5 Clubs of Australia”.

The Committee shall authorise the use the name and logo by Committee-approved sponsors of the Event where such use is determined to be in the best interests of the Event.

Financial Management

As an Incorporated Association, the Mazda MX5 Club of Qld undertakes to conduct all financial management for the Event in accordance with the financial requirements of the Fair Trading Act 1989 (Qld). Finances are to be kept separated from the Mazda MX5 Club of Qld accounts and are to be audited at the completion of the event by a suitably experienced auditor. A financial report is to be provided to all Mazda MX5 Clubs of Australia once reconciliation of accounts has been finalised.

The Mazda MX5 Club of Qld is not to financially profit from the conduct of the Event. Following the completion of the Event activities and once all expenses have been finalised, any surpluses that may exist are to be dispersed equally to all participants as a refund. Should such a surplus be of a minor amount making reimbursement of participants uneconomical, such surplus will be dispersed by Mazda MX5 Club of Qld as agreed by the Mazda MX5 National Council.

The NatMeet XV entry fee is $700 per person. The entry fee will cover participants’ attendance at all NatMeet XV activities detailed on the NatMeet XV Program, including, when indicated on the program, meals and entry to venues and attractions. Participants are responsible for all other costs and personal expenses, including accommodation associated with attending NatMeet XV.

The Morgan Park Track Day entry fee is determined by which event is being entered and as provided in the registration process. Entry to the track day events and any other costs related to attending the track day are not included in the NatMeet XV entry fee.

Morgan Park Track Day

In addition to the relevant Terms and Conditions above, attendees at the Morgan Park Track Day are required to adhere to the any terms and conditions required by the operators of Morgan Park Raceway.

NatMeet XV and Morgan Park Track Day Organising Committee

May 2023