Rally, Meet-Up, Showcase Event and Certified Location Booking Terms and Conditions

1.1 Unless the event listing states otherwise, Club rallies, meet-ups and Club-hosted events are exclusive to valid members. Membership must be active when booking and throughout the event. We may request proof of membership.

1.2 A standard family membership covers one vehicle, up to two adults and up to two children under 18. Other membership categories have the entitlement stated when purchased. Membership does not itself include event admission or pitch fees.

1.3 Separate membership terms apply to membership purchases and cancellations. Nothing in these booking terms removes any statutory right to cancel a membership purchased online.

1.4 For CL stays, membership requirements depend on the applicable exemption certificate, site permissions and site booking conditions. A site owner cannot waive a membership requirement imposed by its certificate or the law.

2.1 Accepted rally vehicles are motorhomes, campervans, van conversions, bus conversions and overland vehicles, subject to the event listing and venue restrictions.

2.2 Unless expressly stated otherwise in the event listing, rally vehicles must be self-propelled and have onboard toilet facilities, fixed or designated sleeping accommodation and installed cooking facilities. Vehicles must be safe and suitable for the venue.

2.3 You must check restrictions before booking and provide accurate vehicle details, including registration where required for site access. Tell us promptly about changes. Failure to meet clearly disclosed requirements may result in refusal of entry; any retained payment is subject to section 5.6.

2.4 CL sites may accept only the accommodation types permitted by their certificate, planning permissions, licences and site rules. Acceptance of tents, caravans or other accommodation must not be assumed from CL approval alone. Check the individual listing before booking.

3.1 A booking is confirmed when we issue written confirmation following receipt of the required payment. Check the confirmation and tell us promptly about errors.

3.2 For standard Club events, the deposit and balance deadline are stated before payment and in your confirmation. Showcase Events require full payment under section 6; the standard £15 deposit arrangement does not apply to them.

3.3 The price, included services and any compulsory charges will be shown before you book. Optional extras require your agreement. We will not increase the agreed price of a confirmed booking without your agreement.

3.4 If a balance is overdue, we will send a reminder and a reasonable final payment deadline. If it remains unpaid, we may cancel and release the pitch. Any amount retained or claimed must comply with section 5.6 and cannot exceed our recoverable loss.

3.5 Deposits form part of the booking price and are included when calculating credit or refunds under these terms. No separate statement that a deposit is non-refundable overrides section 5 or your statutory rights.

3.6 You must bring the important booking conditions and site rules to the attention of everyone in your party. The lead booker must be at least 18 and provide accurate contact and party details.

3.7 Event-specific conditions must be disclosed before booking. Section 6 overrides the standard cancellation arrangements only where the event was clearly identified as a Showcase Event before you paid. These terms do not govern tickets bought directly from an independent third-party organiser unless expressly stated.

4.1 Follow the arrival and departure times in your confirmation. Early arrival may be refused for setup, safety or venue reasons. Late departure requires advance agreement.

4.2 Pitch allocation is at the discretion of the host, event team or CL operator, acting reasonably and taking account of safety, access needs and the facilities booked.

4.3 Position vehicles, tents and equipment as instructed. Keep emergency access and required spacing clear. Tell us before booking about access requirements so we can discuss whether the venue can accommodate them.

5.1 This section applies to Club-organised rallies, meet-ups and events other than Showcase Events. Independent CL bookings and third-party events follow their disclosed booking terms, subject to statutory rights.

5.2 To cancel, use the cancellation facility in your booking account or email hello@thevanclub.co.uk with your booking reference. Cancellation takes effect when your notice reaches the booking system or our email inbox, not when we reply. Keep the automated confirmation or email record.

5.3 More than 21 days before the scheduled event arrival time: all payments received for the cancelled Club event booking, including the deposit and any balance, will be credited to your booking account towards your next booking with The Van Club. No cash refund is provided under this standard cancellation policy, subject to section 5.6.

5.4 At or within 21 days before the scheduled event arrival time: payments are non-refundable and no booking credit is provided, subject to section 5.6. This includes cancellation exactly 21 days before arrival, non-attendance and voluntary early departure.

5.5 Credit is applied to the same lead booker's next booking with the Club, subject to availability and the normal eligibility requirements. Any unused balance remains on the account. Credit does not reserve a pitch, guarantee a price or cover independently operated CL bookings or payments made directly to third-party organisers. No expiry applies unless a different period was expressly agreed when the credit was issued.

5.6 Fair cancellation charges and legal rights: these cancellation rules do not permit us to retain more than a fair and proportionate amount reflecting the net loss caused by cancellation. We will take reasonable steps to reduce our loss and account for costs saved and replacement income attributable to resale. We will review retained payments on that basis and refund any excess where required by law. We will not recover the same loss twice. A refund legally due will not be restricted to booking credit without your agreement.

5.7 Personal circumstances such as illness, breakdown, work commitments or changes of plan do not automatically create an additional contractual refund right. Consider suitable cancellation cover. This does not affect section 5.6 or any other legal rights.

5.8 If we cancel the event, we will refund payments for services not provided. For an event cancelled in full before it starts, this means a full refund of the event booking price, including the deposit. We may offer credit or an alternative event, but you do not have to accept either instead of a refund legally due.

5.9 If we propose a significant change to the event date, venue or essential advertised content, we will explain the change and offer a choice of accepting it or cancelling for a refund of services not provided. Reasonable minor programme changes may be made where necessary without changing the overall nature of the event.

5.10 Severe weather, venue closure, government restrictions and other circumstances beyond our reasonable control may require cancellation or changes for safety. This does not automatically allow us to deduct non-recoverable supplier costs or remove your refund rights. Any adjustment required by applicable law will be explained.

5.11 Refunds we agree are due will be processed without undue delay, normally within 14 days, using the original payment method unless otherwise agreed. Any shorter statutory deadline takes priority. Additional statutory remedies remain available.

6.1 A Showcase Event is a Club-organised event expressly advertised and identified as a Showcase Event before booking. Special entertainment, venue or production arrangements may require substantial advance commitments. An event is not a Showcase Event merely because it includes entertainment or has a seasonal theme.

6.2 Full payment is required at the time of booking. The standard £15 deposit option and later balance payment arrangement do not apply. A pitch is not confirmed until payment has been received and written booking confirmation issued.

6.3 If you cancel a Showcase Event booking at any time, the booking is non-refundable and no booking credit is offered, subject to section 6.6. The standard policy allowing credit for cancellation more than 21 days before arrival does not apply.

6.4 Showcase Event bookings cannot be transferred to another person, vehicle party, event or date at the booker's request. Private resale and substitution of another booking holder are not permitted. Updating an existing attendee's contact details or vehicle registration is not itself a transfer, provided the same booking party attends and remains eligible.

6.5 Non-attendance, late arrival and voluntary early departure do not create an additional contractual entitlement to a refund, credit or transfer.

6.6 Sections 5.6 and 5.8 to 5.11 apply equally to Showcase Events. In particular, the Club must comply with consumer law concerning fair cancellation charges, resale income, Club cancellation, significant changes and refunds. The non-refundable policy does not exclude any refund or remedy required by law.

6.7 The Showcase Event designation and full-payment, cancellation and no-transfer conditions must be displayed prominently before payment and included in the booking confirmation.

7.1 A CL is independently owned and operated. Club approval or certification is not a guarantee of every facility or aspect of the guest's stay and does not replace statutory permissions.

7.2 Before booking, the listing or checkout must identify the site operator, who your accommodation contract is with, who takes payment and the applicable cancellation terms. Where the Club acts as a disclosed booking agent, this will be stated before payment.

7.3 The CL operator is responsible for day-to-day management, facilities, maintenance, site safety, guest arrangements and its contractual refund obligations. Site conditions must be supplied before booking or brought to your attention in good time where they are reasonable operational instructions.

7.4 Comply with the site's rules on permitted accommodation, occupancy, length of stay, pitch spacing, waste, generators, noise, pets, electric hook-up and arrival and departure. The operator must comply with its certificate, exemptions and other legal requirements.

7.5 Raise operational issues promptly with the CL operator. You may also notify the Club about concerns relevant to its approval or certification. The Club remains responsible for its own services, statements, negligence and legal duties; independent operation does not exclude that responsibility.

8.1 Treat staff, volunteers, hosts, site owners and other guests respectfully. Abuse, harassment, discrimination, threats, violence, illegal activity, serious nuisance, deliberate damage and unsafe conduct are prohibited.

8.2 Follow reasonable safety and site instructions and published quiet hours. We may give a warning and an opportunity to put matters right where appropriate. Serious misconduct or an immediate safety risk may require refusal of entry or removal without a warning.

8.3 Any removal or booking cancellation must be proportionate to the breach. Any retained payment is subject to section 5.6. We may also consider membership suspension or termination under the applicable membership rules and a fair review process.

8.4 Parents and guardians are responsible for supervising children in their care. You remain responsible for loss or damage you cause to the extent provided by law.

9.1 Pets are welcome only where the event or site rules permit. Dogs must be kept on leads and under control. Pets must be supervised, and owners must clean up after them.

9.2 Pets are not permitted in event halls unless expressly allowed by the venue. Assistance dogs will be accommodated in accordance with applicable law; contact us to discuss any venue arrangements.

9.3 Persistent nuisance, aggression or unsafe handling may result in restrictions or a reasonable request to remove the animal. Additional venue rules will be disclosed where applicable.

10.1 Participation in walks, rides, games, excursions and other activities is voluntary. Assess your fitness and ability, use suitable equipment and follow reasonable instructions. Tell the activity leader about relevant requirements where necessary for safe participation.

10.2 Cycle helmets must be worn on Club-organised bike rides. Use lights, protective equipment and roadworthy vehicles or cycles as appropriate.

10.3 Recreational activities carry ordinary risks, but participation does not waive legal rights or excuse the Club or an activity provider from taking reasonable care. We will exercise reasonable care and skill in the services we provide.

10.4 Independent activity providers may have their own terms, which must be made available before the relevant booking. This does not remove any responsibility the Club has as organiser or contracting supplier.

11.1 Follow the venue's BBQ, fire pit and open-fire rules. Raise BBQs off the ground where required and never use BBQs or fuel-burning outdoor equipment inside a vehicle, tent or enclosed space.

11.2 Keep fire lanes, emergency routes and required spacing clear. Use gas and electrical equipment safely and follow manufacturer guidance. Observe any additional fire restrictions imposed because of weather or site conditions.

12.1 Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability or consumer right that cannot lawfully be excluded or limited.

12.2 Where we breach the contract or fail to exercise reasonable care and skill, we are responsible for foreseeable loss or damage caused by that breach or failure, subject to applicable law. We do not accept responsibility for loss caused solely by your own breach or by an independent third party for whom we are not legally responsible.

12.3 Take reasonable care of vehicles and belongings and report incidents promptly. Attendance does not make the Club an insurer of personal property. Equally, theft, damage or injury is not automatically excluded where the Club is legally responsible.

12.4 Maintain legally required vehicle insurance and consider suitable breakdown, travel, personal liability and cancellation cover. Insurance does not replace the Club's or a supplier's legal obligations.

13.1 You are responsible for valid passports, visas, travel and vehicle documents and appropriate insurance, subject to any information duties the law places on us. Check destination and transit requirements before travelling.

13.2 The event listing must distinguish services provided or sold by the Club from arrangements you book independently. Supplier terms apply where properly disclosed, but do not displace mandatory consumer rights or responsibilities the Club has as an organiser.

13.3 Where an arrangement falls within package travel or linked travel arrangement legislation, the applicable statutory information, protection, cancellation and refund requirements take priority. These general terms do not replace the specific documents and protections required for such arrangements.

13.4 We are not automatically responsible for independently booked travel delays, border issues, breakdowns or supplier cancellations. Any responsibility arising from our contract, negligence or applicable travel legislation remains unaffected.

14.1 We may take photographs or videos at Club events for Club news and promotion. We will give appropriate notice and explain the purposes, lawful basis, retention and your rights in our privacy notice. Attendance alone is not treated as blanket consent.

14.2 Tell the event team if you do not wish to appear in promotional images. We will take reasonable steps to respect objections and explain any practical limitations for incidental background images. Where we rely on consent, you may withdraw it for future use.

14.3 For identifiable promotional close-ups of children, we will seek appropriate parent or guardian permission and take account of the child's wishes and capacity. We will use additional care when publishing children's images.

14.4 Booking and attendee information will be handled in accordance with our privacy notice and applicable data protection law. Necessary information may be shared with venues or suppliers for booking, access and safety purposes as explained in that notice. Independent CL operators are responsible for their own privacy information and processing.

15.1 We may refuse or cancel a booking for a valid reason, including ineligibility, material breach, overdue payment after notice, capacity restrictions, legal requirements or a genuine safety concern. Decisions must be reasonable, proportionate and comply with equality law. Criticism or a complaint alone is not grounds for removal.

15.2 Where refusal or cancellation is not caused by your breach, we will refund payments for services not provided, subject to any additional legal remedies. Where you are in breach, any retained payment is governed by section 5.6.

15.3 We may withdraw a CL's approval where certification conditions are not met. The site operator remains responsible for its bookings; we will explain any effect on bookings handled by us and meet our own legal obligations.

15.4 The version supplied or made available before booking applies to that booking. Updated terms apply to future bookings. We will not retrospectively impose stricter cancellation terms or other material changes without your agreement, except to the extent a change is required by law.

16.1 Contact the event host or site operator promptly so that practical issues can be addressed. For complaints about the Club, email hello@thevanclub.co.uk with your booking reference and details. This does not restrict your legal remedies.

16.2 Club booking contracts are governed by the law of England and Wales, subject to any mandatory protections available under the law of your country of habitual residence. Consumers may bring proceedings in any court available to them under applicable jurisdiction rules.

16.3 These terms and any event-specific conditions must be available before booking and supplied with, or linked in a durable booking confirmation. By completing a booking, you agree to the terms properly brought to your attention. Attendance does not amount to a waiver of legal rights.