Terms & Conditions

Welcome to Pole Position Experiences. These Terms & Conditions apply to all bookings made with us and form the basis of your agreement with Pole Position Experiences (ABN: 818 627 900 44). By booking a package with us, you agree to these terms.

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1. Who We Are

Pole Position Experiences is a boutique travel service offering premium F1 experiences and packages. We curate accommodation, transfers, race tickets, and optional events — acting as an agent on your behalf in organising these components.

We do not directly operate the accommodation, flights, or race events and cannot control their terms or performance.

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2. Booking & Contract Formation

Your booking is not confirmed until:

• A deposit or full payment has been received (as specified in your booking),

• You have received a written booking confirmation from us.

By placing a booking, you confirm:

• You are at least 18 years old,

• You are authorised to accept these terms on behalf of your group.

We reserve the right to refuse bookings at our sole discretion.

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3. Pricing & Payments

All prices are shown in AUD and include GST unless stated otherwise. Pricing is based on supplier rates at the time of publishing and may change without notice prior to booking confirmation.

Payment Schedule

• Deposits: A non-refundable deposit may be required at the time of booking.

• Final Payment: Must be received by the due date specified in your confirmation.

• Late Payment: We reserve the right to cancel your booking if full payment is not received by the due date.

We accept payments by bank transfer or credit/debit card. You are responsible for any bank or transaction fees.

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4. Cancellation by You

Cancellations must be made in writing to: hello@polepositionexperiences.com.

Standard Cancellation Terms:

• Deposit: Non-refundable.

• Cancellations more than 12 weeks before event: Deposit forfeited.

• Cancellations within 12 weeks: 100% of package price is due.

No-shows or late arrivals are treated as cancellations.

We strongly recommend comprehensive travel insurance.

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5. Changes by You

If you wish to change details of your booking (e.g., name changes, room type, ticket category), we will do our best to accommodate this. However:

• A $50 admin fee may apply,

• Supplier-imposed fees may also be passed on.

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6. Cancellation or Changes by Us

In rare cases, we may need to:

• Substitute a component of your package (e.g., hotel or ticket),

• Cancel the package entirely due to supplier failure or low minimum numbers.

We will:

• Offer a comparable alternative where possible, or

• Refund all amounts paid if no alternative is suitable.

We are not responsible for costs outside your package (e.g., flights you’ve booked separately).

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7. Disruptions & Force Majeure

You acknowledge that unexpected events may disrupt your travel or affect the delivery of your package. These include, but are not limited to, natural disasters, flight delays, supplier issues, civil unrest, government-imposed restrictions, or extreme weather.

We will:

• Make every effort to minimise the impact of disruptions,

• Offer reasonable support and assistance,

• Work to postpone, amend or credit bookings where feasible and supported by our suppliers.

However, we cannot guarantee refunds or alternative arrangements beyond what suppliers permit.

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8. Travel Insurance

Comprehensive travel insurance is strongly recommended for all guests. Your policy should cover:

• Event cancellation,

• Medical emergencies,

• Lost luggage or travel delays.

We do not accept responsibility for losses that would have been covered by adequate insurance.

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9. Documentation & Entry Requirements

It is your responsibility to ensure that:

• You meet any identification or entry requirements relevant to the event, hotel, or venue.

• If you are travelling from overseas, your passport is valid for international travel and complies with entry requirements.

We do not accept liability if you are denied entry due to insufficient or incorrect documentation.

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10. Liability Disclaimer

Pole Position Experiences is not liable for:

• Acts or omissions of third-party suppliers,

• Changes to event schedules or access restrictions,

• Losses outside of our direct control.

Our liability is limited to the amount you have paid us, and we are not liable for indirect or consequential losses.

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11. Complaints

If something isn't right, please notify us immediately during your experience so we can address it.

If you wish to raise a complaint after your event, email us at hello@polepositionexperiences.com within 14 days of your scheduled event. Complaints submitted after this period may not be eligible for review.

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12. Accuracy of Information

We make every effort to ensure that the information we provide on our website and in marketing materials is accurate and up-to-date. However, supplier availability, race schedules, or logistical details may change.

We reserve the right to update package details and prices at any time prior to booking confirmation and accept no liability for minor discrepancies or changes beyond our control.

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13. Privacy

We collect your personal information to manage your booking. We may share this with third-party suppliers (e.g. hotels, transport providers) solely to fulfil your booking requirements.

We do not sell or misuse your information. Please see our Privacy Policy for more.

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14. Governing Law

These Terms & Conditions are governed by the laws of Victoria, Australia. Any disputes will be subject to the jurisdiction of the courts of Victoria.

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Contact Us

Pole Position Experiences
hello@polepositionexperiences.com