Conditions of Entry

TERMS AND CONDITIONS OF ENTRY TO CHELMSFORD CITY RACECOURSE IMPORTANT – PLEASE READ

Please note, our Terms & Conditions of Entry for our concerts can be found here.

These Conditions apply to all persons entering the racecourse and grounds (Attendees / you) known as Chelmsford City Racecourse (the Racecourse). These Conditions are issued by Chelmsford City Racecourse (the Executive). Acceptance of these Conditions will result in a legally binding contract between you and us which include the terms of the licence which we have granted to you to enter the Racecourse.

It is your responsibility to familiarise yourself with these Conditions.

These Terms and Conditions of Entry (these Conditions) consist of the general conditions set out in Part I and the special conditions set out in Part II.

The General Conditions apply to all Attendees. Unless an Attendee informs the Executive that permission to enter the Racecourse under one of the categories of Special Condition is required, all Attendees will be admitted on the terms of the General Conditions only. To obtain permission to enter the Racecourse under one or more of the categories of Special Condition an entrant must make a specific request to the Executive. A person will only be regarded as entitled to enter the Racecourse under one or more of the categories of Special Condition where expressly and specifically granted the right to do so by the Executive. Special Conditions for the following classes of attendee can be found in Part II of these Conditions:

Participants in Racing / Racing Professionals
Media Contractors and Licensees
Photographers
Press
On-Course Bookmakers
Contractors, Trades and Exhibitors
An Attendee may be permitted access to the Racecourse on the basis of more than one of the categories of Special Condition. Each category of Special Condition shall take effect without prejudice to the others.

If you do not understand or have any questions relating to these Conditions you should contact the Executive without delay for clarification.

Every Attendee entering the Racecourse shall be deemed to have accepted all The Orders and Rules of Racing and shall do so subject to The Orders and Rules of Racing.

Entry to the Racecourse shall be at our discretion. We reserve the right to refuse entry to or expel any person from the Racecourse who is, whom we reasonably believe to be, or whom to the best of our knowledge has in the past been, in breach of these Conditions.

The use of any device or communications equipment to capture and disseminate audio, visual, audio-visual coverage of and data relating to any race or fixture is strictly regulated by these Conditions. Please see Condition 141.

Our liability under these Conditions is limited. Please see Condition 15.

GENERAL CONDITIONS

The following General Conditions apply to all Attendees.

1 – THE EFFECT OF THESE CONDITIONS AND VARIATIONS

All Attendees who enter the Racecourse (including all surrounding land, car parks and other facilities which are under the ownership and/or control of the Racecourse) shall be deemed to have accepted these Conditions. Attendees are admitted to the Racecourse strictly subject to these Conditions. There are no exceptions.

Whilst these Conditions are intended to be comprehensive, Attendees are admitted to the Racecourse on the basis that they will comply with both the letter and the spirit of these Conditions.

All Attendees are permitted access to the Racecourse at our discretion and must conduct themselves on the Racecourse in accordance with all reasonable rules, requests and guidelines which we may publish and impose from time to time. We reserve the right to amend and supplement these Conditions by publishing additional and supplementary conditions and guidelines from time to time (Variations). Variations will be effective to vary these Conditions on such basis as we may stipulate and may be of permanent or temporary effect. We will take all reasonable steps to bring any Variations to your attention.

2 – BADGES, PASS CARDS AND OTHER ENTITLEMENTS TO ENTER THE RACECOURSE

Admission to the racecourse is by one ticket per person. No entry will be granted without a ticket. Customers given a swing badge are required to wear it at all times. All customers are required to retain their scanned ticket as proof of entry. Your ticket will state the area you have purchased to enter. Please note that tickets purchased from unofficial sources will be void and therefore not accepted.

Badges, Privileged Access Swipe System (PASS) Cards, tickets and other entitlements to enter the Racecourse are non-transferable. They may not be transferred, sold, offered for sale, coupled or bundled with any other product or services or used for any commercial or promotional purpose whatsoever without our consent (which we may withhold in our absolute discretion). For the avoidance of doubt, only badges, PASS Cards, tickets and other entitlements to enter the Racecourse which are purchased from a supplier authorised by the Executive will be valid. Any Attendee holding any badge, PASS Card, ticket or other entitlement purchased from an unauthorised supplier may be refused entry to the Racecourse.

All badges, PASS Cards, tickets and other entitlements issued by us or on our behalf shall remain our property at all times. We reserve the right to require the immediate return of all badges, PASS Cards or tickets at any time.

These Conditions apply to all Attendees irrespective of whether or not an Attendee has paid for admission and whether or not an Attendee has been issued with a badge (of any type), PASS Card or other ticket, document or entitlement to enter the Racecourse.

We are entitled to impose these Conditions of entry on badgeholders, PASS Card holders and all other Attendees in addition to any terms and conditions to which a badge, PASS Card or other entitlement may have been issued or granted. Holders of badges, PASS Cards or other entitlement may only enter the Racecourse subject to these Conditions. In the event of any inconsistency between these Conditions and any terms and conditions upon which any badge, PASS Card or other entitlement has been issued these Conditions will prevail.

No refund shall be given in respect of any unused part of any badge or other entitlement.

Any Attendee (including any member) holding any badge, PASS Card, ticket or other entitlement will be admitted only on presentation of the relevant badge, PASS Card, ticket or other entitlement. Any Attendee who fails to bring his or her badge, PASS Card, ticket or other evidence of entitlement to a fixture will only be admitted on payment of the full daily admission price for the relevant enclosure (if any) applicable on the day.

3 – LOST OR STOLEN BADGES AND TICKETS

Please ensure great care is taken of your ticket/s once you are on course, for security reasons we are unable to re-print or replace tickets if your ticket is lost, stolen or misplaced. A new ticket would be required to be purchased at the full published price.

We accept no responsibility for lost or stolen badges, PASS Cards, tickets or other entitlements. The Racecourse has no obligation to replace a lost or stolen badge, PASS Card, ticket or other entitlement. In the event that we decide to replace a lost or stolen badge, PASS Card, ticket or other entitlement we may charge a fee to do so.

4 – ACCESS

Permission to enter the Racecourse does not constitute guaranteed entry to any particular area of the Racecourse or any Racecourse buildings or facilities. We reserve the right to refuse or condition access to areas of the Racecourse from time to time and on a temporary or permanent basis.

Unless we give specific permission (either in the Special Conditions or otherwise from time to time) Attendees are prohibited from entering the Weighing Room, the Stewards’ Room, the Sampling Unit, the Racecourse Stables, the Judges’ Box, the Winners’ Enclosure, the Parade Ring, the Racecourse Data Collection Area and any other areas marked private or to which we may restrict access from time to time.

Children under the age of 18 must be accompanied by an adult. You are responsible for each child that you bring onto the Racecourse and shall ensure each child complies with these conditions.

Children under twelve are not allowed to enter the Winners’ Enclosure or the Parade Ring in any circumstances.

No badge, PASS Card, ticket or other entitlement guarantees access to the Racecourse or any area of the Racecourse.

The badge, PASS Card, ticket or other entitlement to entry issued to an Attendee may restrict access to certain areas of the Racecourse including the various enclosures. Where a badge, PASS Card or other entitlement restricts access to some or all enclosures, transfers between enclosures may be possible on a raceday. Transfers will be subject to application at the Transfer Kiosk.

No badge, PASS Card or other entitlement gives any Attendee any right to receive, use or exploit any racing data, audio, visual or audio-visual coverage of any race or fixture. Any coverage or data made available at the Racecourse is made available for the personal use and consumption of Attendees only and redistribution to any person outside the Racecourse is strictly prohibited.

5 – CONDUCT OF ATTENDEES

We reserve the right at any time and without prior notice to refuse admission to or expel any Attendee who, in our reasonable opinion:

5.1.1 has breached or is likely to breach these Conditions and any Variation (as described in Condition 1.3);
5.1.2 has or is likely to commit an offence or otherwise do anything which is unlawful; and/or
5.1.3 behaves or is likely to behave in an unacceptable or unruly manner or in a manner likely to cause offence to other Attendees.
All Attendees must follow the reasonable written and/or verbal instructions of Racecourse safety stewards, other staff and officials and the police or other emergency services at all times.

We reserve the right to require any Attendee to leave the Racecourse, or to remove an Attendee from the Racecourse, without giving a reason.

In the interests of safety we may request to conduct personal body searches of Attendees and/or search their personal belongings. We shall be entitled to refuse entry to or expel from the Racecourse any Attendee who refuses to comply with such a request.

The following items must not be brought onto the Racecourse: knives, fireworks, smoke canisters, air-horns, drinking glasses, bottles or other glass or similarly breakable containers, cans, poles and any other article that might be used as a weapon and/or may in our reasonable opinion compromise public safety. Any Attendee in possession of such items will be refused entry to the Racecourse or expelled.

The following are prohibited on the Racecourse:

5.1.4 has breached or is likely to breach these Conditions and any Variation (as described in Condition 1.3);

5.1.5 flags, banners and other articles and any behaviour which may distract or frigthen the horses; 5.1.6 unauthrosied small unmanned aircraft, aerial systems or vehicles that have not been expressly authorised in writing;
5.1.7 any behaviour which may disrupt or impair the experience of other Attendees;
5.1.8 climbing fences, stands or any other structures or buildings;
5.1.9 throwing any object without lawful authority or excuse;
5.1.10 obstruction of gangways, access ways, exits, entrances, stairways and similar places;
5.1.11 damaging or defacing Racecourse property; and
5.1.12 smoking in any designated “No Smoking” areas

We reserve the right to designate any and all areas of the Racecourse as “No Smoking” Areas from time to time.

From time to time we will close race track crossings for safety reasons. Attendees are prohibited from attempting to cross any closed crossing or attempting to cross the race track other than at an open crossing.

6 – DRESS CODE

We may at our discretion implement a dress code for particular race days, for specific enclosures on race days and/or any other areas of the Racecourse where a particular dress code is required as specified in Annex []. All Attendees 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 an Attendee access to any area of the Racecourse where a dress code is in force with which the Attendee is not complying.

6.1.1 Corporate and Annual Members Areas – Annual Members are reminded that gentlemen are required to wear a collared shirt, jacket and tie.
6.1.2 Club Restaurant – Gentlemen are required to wear collared shirt, jacket and tie. If the appropriate clothing is not worn you will be asked to leave the enclosure.
6.1.3 Fairwood Restaurant – Smart Casual attire is acceptable, no trainers.
6.1.4 Sports Bar – Casual wear is permitted but we ask you to refrain from wearing club shirts at Chelmsford City Racecourse.
6.1.5 General – Tailored shorts are acceptable for general admission only, but no shorts are to be worn within the hospitality areas. No sports shorts or flip flops are permitted, along with no team shirts. These conditions are subject to possible change in the future.
7 – CHALLENGE 25

Chelmsford City Racecourse operates a Challenge 25 and wrist racegoers who appear to look under 25 years of age will be unable to purchase alcohol without a valid passport, driving licence or pass card. The racecourse reserves the right to refuse service of alcohol.

8 – DRUGS

We reserve the right to refuse you entry to and/or eject you from the Racecourse in reasonable circumstances including without limitation for health and safety or licensing reasons; you behave in a manner which has or is likely to affect the enjoyment of other persons at the Racecourse; if you are found in possession or any prohibited item or substance; if in our reasonable opinion you are acting under the influence of alcohol or drugs; if you fail, when required, to produce proof of identify or age; or if your ticket is void.

9 – CRIME PREVENTION

All valuable items should be kept with you at all times. Do not leave them unattended.

10 – SEARCHING

It is a condition of entry to the Racecourse that each spectator shall allow all bags and containers of any description in the possession to be made available for searching by a steward at the point of entry to the Racecourse and at any time thereafter.

11 – UNAUTHORISED TRADING, ADVERTISING, LEAFLETING AND OTHER COMMERCIAL OR PROMOTIONAL ACTIVITY

Only those Attendees who have been given express prior permission by us to trade, advertise, distribute leaflets or conduct any other commercial or promotional activities on the Racecourse may do so. Trading, advertising, leafleting and commercial or promotional activities by all other Attendees is strictly prohibited. This prohibition extends to and includes:

11.1.1 any unauthorised badge, ticket or racecard sellers or hawkers; and
11.1.2 any person directly or indirectly involved in the collation and/or distribution of any audio, visual, audio-visual coverage of or data relating to any race or fixture at the Racecourse or any other British racecourse which has not been expressly permitted in advance by us.
We reserve the right to confiscate any equipment, stock or other materials in the possession of any Attendee whilst on the Racecourse who is, or whom we reasonably believe to be, involved in unauthorised trade, advertising, leaflet distribution or other commercial or promotional activities.

We reserve the right to take such legal action (including where appropriate obtaining injunctive and other relief) against or in respect of any person who is in breach of this Condition 11, who has in the past breached this Condition 11 (or any equivalent prior provision) or whom we reasonably believe will breach this Condition 11.

Where any unauthorised advertising or other sponsorship, promotional or marketing material is distributed to Attendees outside the Racecourse including but not limited to items of clothing, we reserve the right to refuse entry to any Attendee in possession of such material and to confiscate such material from Attendees within the Racecourse.

12 – BETTING

No Attendee may lay bets or otherwise conduct any betting or gaming business whilst on the Racecourse unless specifically entitled to do so by us. This does not prohibit Attendees placing bets with those on-course bookmakers or other properly authorised betting businesses.

13 – FOOD AND DRINK

Attendees are prohibited from taking food, drink, glass bottles and glasses onto any part of the Racecourse. If any person is found to have alcohol on or about their person, it will be confiscated and it may result in the person being asked to leave the racecourse.

14 – USE OF CAMERA, VIDEO, COMPUTER AND TELECOMMUNICATIONS EQUIPMENT

Please note: Non-compliance with the following provisions may constitute a serious breach of these Conditions, as a result of which we may have the right to cancel and withdraw any badge, PASS Card, tickets or other entitlements issued to you. Use of cameras, video equipment, laptop and other computer equipment, mobile telephones and other telecommunications devices at the Racecourse is strictly controlled and limited. You are not permitted to make any commercial use of any audio/visual coverage, still images or data relating to racing at the Racecourse.

Save as expressly permitted by these General Conditions and any Special Conditions, no Attendee may use any device, technology or communications system to capture, record, store, broadcast, transmit, make available or otherwise disseminate by digital or any other means any still (including photographic), audio, visual, audio-visual coverage or record of, or any data available at the Racecourse relating to, any race or any fixture at the Racecourse unless you are expressly permitted to do so.

In particular, you must not capture, record, store transmit (including live stream):
a) any pictures of horses preparing for a race – including pre-parade riding, saddling boxes and parade ring;
b) any pictures of jockeys preparing for a race – including Weighing Room and Parade Ring;
c) any race (either at the Racecourse or any other racecourse) – this includes either “live” or pictures from the on-course CCTV;
d) any data relating to any race (either at the Racecourse or any other racecourse) – e.g. odds, going, colours and colour changes, jockey changes, results; or
e) any activities in integrity areas (i.e. areas with limited access to BHA Officials and designated staff at the Racecourse) – including Weighing Room, Judges Box, Stables and any area signed ‘officials only’.

This list is indicative of the types of activity prohibited, but that list is not exhaustive.

Subject to the following Conditions, Attendees may use mobile devices and point-and-shoot or compact cameras to capture still images (but not moving images or any audio) in the form of photographs or similar (Stills) for private and domestic use only (but you shall not use professional level photography or filming equipment). The following Conditions apply:

14.1.1 Photography on the racing surface is strictly forbidden. /li>
14.1.2 Flash photography is also strictly forbidden.
14.1.3 Attendees shall use Stills for private and domestic purposes only and no other purposes. In particular, no Attendee shall sell, licence, assign, syndicate, distribute or otherwise exploit or make available any Still for gain, profit or any commercial purpose whatsoever, nor shall any Attendee permit any person to do so on his or her behalf.

By accepting these Conditions you agree that all copyright and other intellectual property rights in any unauthorised Still, audio, visual, audio-visual coverage or collation of data shall be assigned to us. To the extent that these Conditions are not sufficient to give effect to this assignment you will do all such things and execute all such documents as we may require from time to time to give effect to such assignment.

Save as expressly permitted by any Special Condition Attendees may not use mobile telephones or any other communications device whilst on the Racecourse to communicate with anyone outside the Racecourse for the purpose of or in connection with any betting.

We reserve the right to confiscate any camera, video equipment, mobile telephone, radio and any telecommunications or other device (including computer similar equipment) and any media or device upon which any audio/visual content or data may be stored where it has been in the possession or under the control of any Attendee who has breached or is likely to breach this Condition 14 or any person associated with such an Attendee.

15 – JOURNALISTS, PUBLISHING AND REPORTING

Without prejudice to Condition 11, other than persons specifically admitted to the Racecourse on the basis of Special Conditions B and/or D (where appropriate) all other Attendees are prohibited from doing those things permitted by Special Conditions D including and extending to the publication, broadcast or distribution by any other means of any composition, report or other material. The prohibition in this Condition 11 applies irrespective of the means of publication, broadcast, distribution and whether or not such means is specifically referred to in Special Conditions D.

16 – MEDIA COVERAGE

All Attendees (which for the purposes of this condition includes horses and Attendees with children) are reminded that many races and fixtures are given coverage on television, radio and in print and various other forms of media.   By entering the Racecourse you accept (for yourself and on behalf of any horse or children in your care) that you/they may appear in such coverage, which may also include printed or electronic material used for the promotion of the Racecourse.

Accordingly, you shall have no right to object to, or demand any payment in respect of, your, your horse’s or your children’s inclusion in any such coverage whether produced by the Racecourse or by third parties authorised by the Racecourse. Furthermore by entering the Racecourse you consent (for yourself and on behalf of any children in your care) to the passing of still or moving images of you/them to third parties authorised by the Racecourse for the purposes of the production of printed or electronic material to be used solely for the promotion of the Racecourse.

You acknowledge that, on request, you will give any additional consents or waivers required for the unrestricted lawful use of any coverage (if any) without request for payment or imposing any other conditions.

17 – DOGS

Dogs are not permitted in any enclosure except for those required for disabled assistance. Where dogs are permitted they must be kept on leads at all times and must not be allowed to foul anywhere on the Racecourse. Water is available at the main reception. We strongly recommend that guests do not bring their animals and leave them in the car. On a day where the temperature can reach 22 deg C/72 deg F outside, the temperature inside a car can soar to 47 deg/117 deg F within 60 minutes (RSPCA). We brief our car park attendants to be vigilant of animals being brought on site and should we see the animals in distress the vehicle will be reported to the RSPCA and potentially the Police, who reserve the right to force entry into any car to release an animal suffering.

18 – LOSS OR DAMAGE

Any property brought onto the Racecourse by an Attendee remains at all times at the entire risk of the Attendee. The Racecourse accepts no responsibility for the theft or other loss or damage to Attendees’ property.

Attendees must accept that, by its very nature, attending race meetings is not without risk. Attendees must therefore remain vigilant and exercise a reasonable degree of caution and care for themselves and those around them at all times.

Subject to Conditions, we shall not be liable for any direct loss arising out of any breach by us of these Conditions where such loss was not reasonably foreseeable by us; nor shall we have any liability for any indirect or consequential loss, damage, costs or expenses, any loss of profits, loss of opportunity or loss of revenue whether foreseeable or not.

Nothing in these Conditions shall limit or exclude our liability in respect of death or personal injury caused by our negligence or fraudulent act or omission.

Nothing in these Conditions shall affect the statutory rights of any Attendee attending a race meeting as a consumer.

You are responsible for any damage you cause (or a child in your care causes) to the Racecourse, any fixtures and fittings or goods or equipment owned by or in the possession of the Operator at the Racecourse and for any damage caused to the property of any other person or business present at the Racecourse.

19 – PARKING

All parking is free of charge at Chelmsford City Racecourse.

Cars can be left overnight in the car park are left at the owner’s risk.

Gates to car park will be locked 2 hours after the final race.

All vehicles parked or stored within the Racecourse are parked at the owners risk and the Racecourse accepts no responsibility for such vehicles.

All vehicles must be driven with the utmost care whilst on the Racecourse and all vehicle drivers must comply with all instructions of staff and other officials at the Racecourse.  Vehicles must only be driven along routes and parked in areas specifically designated by the Racecourse.  We reserve the right to require that any vehicle be moved, or to move any vehicle, if it is not parked in an area designated by the Racecourse or if it is otherwise obstructing the smooth operation of the Racecourse or represents a safety hazard.

20 – ABANDONED OR DELAYED RACING AND OTHER EVENTS AFFECTING RACING

Race fixtures and races may be abandoned at any time in accordance with directions from the British Horse Racing Authority and any successor body, the police or other emergency services. Fixtures and races may also be delayed or abandoned in other exceptional circumstances beyond our reasonable control.

In the event of any fixture being abandoned the refund policy is as set out in below:

The racecourse managing executive may abandon or delay any race meeting or race at any time where so directed by The British Racing Authority, the police or any other emergency services or their respective servants or agents or in any emergency or other exceptional circumstances beyond the reasonable control of the racecourse managing executive.

Any delays or abandonment in racing will be announced via the public address system.
In the event of racing being abandoned, refunds on badges or tickets purchased will only be paid in the following circumstances:
Abandonment before completion of the first race – full refund. Abandonment before completion of the third race – 50% refund .Abandonment thereafter – no refund

Refunds cannot be made on racedays.
To obtain a refund racegoers should send their badge/ ticket with full address details, within [28] days of the date of the race meeting to: Chelmsford City Racecourse, Great Leighs, Chelmsford CM3 1QP
Save as set out in these Conditions, we will have no further liability in relation to any abandoned or delayed racing.

We give no guarantee that any race or race meeting will take place; nor do we give any representation or warranty concerning the nature or quality of any race or meeting which may be held at the Racecourse.

Save as provided above, we shall not be liable to any Attendee if and to the extent that any failure or omission by us results from any event beyond our reasonable control such as, but not limited to, war, acts of terrorism, civil disturbance, any order or act of a governmental or regulatory body, fire, flood, severe adverse weather conditions, labour dispute, lock-out, disease, epidemic or other circumstances concerning the healthcare or well-being of humans and/or animals.

It is responsibility of the Attendee to check whether a raceday has been cancelled or rescheduled and the date and time or any rescheduled race or raceday.

21 – PAYMENT TERMS

Ticket prices are inclusive of VAT. The Racecourse reserves the right to charge VAT (or any other applicable tax or levy) on any other services supplied including sponsorship and corporate hospitality.

22 – EVACUATIONS

In the event of an emergency (bomb scare, fire hazard, etc) all areas must be evacuated. Please listen to announcements over the public address system. Any emergency should be reported immediately to a member of the Racecourse staff and/or the Racecourse Office.

23 – ENFORCEMENT

We will use our discretion in deciding when to enforce these Conditions. The nature and complexity of racecourse operations means that we are unlikely to enforce these Conditions in every instance in which there is a breach. However, notwithstanding this we nonetheless reserve the right to enforce (without limitation whether by taking practical steps and/or bringing legal proceedings) in every instance where we deem it appropriate. No failure or delay to enforce, or decision by us not to enforce, should be construed as a waiver of our right to do so.

24 – LAW

These Conditions shall be governed by the laws of England and Wales In the event of a dispute relating to these Conditions the courts of both England and Scotland shall have jurisdiction.

25 – ZERO TOLERANCE

We want our visitors to be able to make the most of the racing experience at Chelmsford City, and ask all racegoers to ensure that their actions, whether in bars or in open areas, do not affect the enjoyment of others. In instances where groups or individuals demonstrate behaviour which is considered likely to be unacceptable to the majority, they will be ejected from the course without question. We thank you in anticipation for your cooperation in helping us to maintain a safe and secure environment in which everyone can enjoy racing at its best.

26 – RESTAURANT CARD SAFE SYSTEM

Chelmsford City Racecourse politely informs customers that all restaurant bills must be settled in full before departure on the day of dining.

27 – CHILDREN

Children under 18 years old can enter the racecourse but must be accompanied by an adult at all times

PART II – SPECIAL CONDITIONS

Additional TERMS AND CONDITIONS OF ENTRY TO CHELMSFORD CITY RACECOURSE

The following Special Conditions apply in addition to the Conditions to certain categories of Attendee.  Most Attendees will not fall within any of the categories covered by the following Special Conditions.  Attendees will only be required to comply with, and will only be entitled to any of the rights and privileges set out in, the following Special Conditions where specifically and expressly admitted to the Racecourse on the basis of one or more of the categories of Special Condition.  An Attendee may, however, be admitted on the basis of more than one of the relevant categories. The provisions of these Special Conditions shall apply in preference to the relevant provisions of the Conditions.  If a provision in these Special Conditions conflicts with a provision in the Conditions, these Special Conditions shall modify the Conditions solely to the extent necessary to give effect to the relevant Special Condition(s).


SPECIAL CONDITIONS A – PARTICIPANTS IN RACING

  1. Scope of Special Conditions A
    • These Special Conditions A apply to all Attendees who are actually involved in racing at a particular fixture whether as racecourse officials including but not limited to British Horseracing Authority officials, racehorse owners, trainers, jockeys, medical professionals, veterinary or other animal care or welfare professionals, assistants to any of the foregoing, stable staff, drivers or other Attendees fulfilling comparable roles directly related to the business of racing on the relevant day (Racing Professionals).
    • These Special Conditions A apply whether or not a Racing Professional Attendee holds a badge, PASS Card or other entitlement to enter the Racecourse.
  2. Applicable Conditions
    • Where your entry to the Racecourse is by PASS Card you must show your PASS Card at the PASS entrance to collect your day badge allocation, which is non-transferable.
    • Where appropriate, your PASS Card and/or badge will entitle you to access to the owners’ and trainers’ facilities at the Racecourse, the Parade Ring and the Winners’ Enclosure. Racing Professionals will be granted access to the different areas of the Racecourse depending upon the role of the relevant Racing Professional, as we determine.
    • All Attendees (which for the purposes of this condition also includes horses) are reminded that many races and fixtures are given coverage on television, radio and in print and various other forms of media. By entering the Racecourse Attendees are accepting they and/or their horse(s) may appear in such coverage which may also include printed or electronic material used for the promotion of the Racecourse.
    • Accordingly, Attendees shall have no right to object to, or demand any payment is respect of, their and/or their horse(s) inclusion in any such coverage whether produced by the Executive or by third parties authorised by the Executive. Furthermore by entering the Racecourse each Attendee consents to the passing of still or moving images of them to third parties authorised by the Executive for the purposes of the production of printed or electronic material to be used solely for the promotion of the Racecourse.
    • Each Attendee will give any additional consents or waivers required for the unrestricted lawful use of any coverage (if any) without request for payment or imposing any other conditions.
    • All Racing Professionals granted access to the Racecourse under these Special Conditions A must hold and maintain, or their employers must hold and maintain, comprehensive and adequate public liability insurance with a reputable insurer on industry standard terms to cover a reasonable level of liability for any claim for which they may become liable as a result of any loss or damage which they cause whilst present on the Racecourse. We reserve the right to refuse entry to, or to expel, any Attendee admitted under these Special Conditions A who does not produce satisfactory evidence of such insurance on demand or within such period as we may determine.

SPECIAL CONDITIONS B – MEDIA CONTRACTORS AND LICENSEES

  1. Scope of Special Conditions B
    • We (and or our duly authorised agents and sub-licensees) may from time to time enter into agreements with third parties under which those third parties, their sub-contractors and licensees are permitted to enter the Racecourse for the purpose of producing still images or audio/visual/data coverage of races and fixtures and/or transmitting, broadcasting or otherwise distributing such coverage from the Racecourse (a Third Party Media Agreement). These Special Conditions B apply to all Attendees who are present on the Racecourse under the terms of a Third Party Media Agreement or for purpose(s) equal or similar to those permitted by a Third Party Media Agreement (Media Attendees).
    • These Special Conditions B apply whether or not a Media Attendee holds a badge, PASS Card or other entitlement to enter the Racecourse.
    • Subject to any special conditions that may be agreed in any Third Party Media Agreement or Racecourse accreditation all Media Attendees granted access to the Racecourse under these Special Conditions B must hold and maintain, or their employers must hold and maintain, comprehensive and adequate public liability insurance with a reputable insurer on industry standard terms to cover a reasonable level of liability for any claim for which they may become liable as a result of any loss or damage which they cause whilst present on the Racecourse. We reserve the right to refuse entry to, or to expel, any Media Attendee admitted under these Special Conditions B who does not produce satisfactory evidence of such insurance on demand or within such period as we may determine.
  2. Your Rights
    • Ordinarily the rights which Attendees have to produce audio/visual/data coverage of races and fixtures is limited under Condition 10. However, where Media Attendees are present on the Racecourse under the terms of a Third Party Media Agreement it is likely that the scope of the rights which the relevant third party enjoys in respect of, or to produce and exploit, audio/visual/data coverage of races and fixtures will be wider than that permitted under Condition 10.
    • To the extent that the rights granted under a Third Party Media Agreement are wider than the rights granted under the General Conditions, including (but not limited to) Condition 10, Media Attendees will be entitled to exercise and exploit those rights granted to the third party under the relevant Third Party Media Agreement.
    • Please note, however, that save where we have expressly agreed otherwise in writing the rights granted a third party under a Third Party Media Agreement will be personal to that third party. Accordingly, Media Attendees’ rights to attend the Racecourse will be strictly as an employee or sub-contractor to the relevant third party and Media Attendees will not be entitled to exercise any rights to, or to produce and exploit, audio/visual/data coverage of races and fixtures on their own behalf or for any purpose other than that permitted under the relevant Third Party Media Agreement.
    • Media Attendees must comply with the terms of any applicable British Horseracing Authority Instructions which may be relevant to their activities on the Racecourse. Particular attention is drawn to BHA General Instructions 5.1 and 5.2(2) which are set out in the Annex to these Conditions.
  3. Third Party Media Agreements to Prevail

If and to the extent that there is any conflict between these Conditions and the terms of any Third Party Media Agreement, the terms of the Third Party Media Agreement shall prevail.

SPECIAL CONDITIONS C – PHOTOGRAPHERS

  1. Scope of Special Conditions C
    • These Special Conditions C apply to all Attendees who have been granted an express licence by the Executive and who hold badges or other entitlements to enter British racecourses allocated by or on behalf of the RCA to take photographs of races, fixtures and other activities on the racecourses (Photographers’ Accreditation). At the time of publication of these Conditions this function is performed by the RCA/HWPA Press Liaison Committee but these Special Conditions C apply to any press badges allocated by this or any successor body empowered by the RCA to do so.
    • Only those persons who attend the Racecourse holding a valid and subsisting Photographers’ Accreditation (Authorised Photographers) will be entitled to enter the Racecourse on the basis of these Special Conditions C.
    • Without prejudice to Condition 2, these Special Conditions C apply whether or not an Authorised Photographer holds a badge, PASS Card or other entitlement to enter the Racecourse.
  2. Special Conditions for Holders of Photographers’ Accreditation
    • In these Special Conditions C the following words and expressions shall have the following meanings:
      • Internet means the global network of computer systems using TCP/IP protocols known as the world wide web.
      • Newspaper and News Magazine mean, respectively, a newspaper or magazine published and distributed in printed paper format but specifically excluding any “one off”, special or commemorative edition or supplement and newspaper or magazine based on a specific racecourse.
      • Photograph means any still visual image, or information capable of being converted into a still visual image, (whether such still visual image is in physical, negative or digital form or any other form of electronic storage of whatever nature and whether existing now or invented in the future) but shall specifically exclude any moving images, digital sequencing or audio in any form.
      • Publish means to use, reproduce, distribute, store or communicate to any person in any form (whether in hard or electronic copy, whether permanent or transient and whether existing now or invented in the future).
    • Authorised Photographers shall produce satisfactory evidence of their Photographer’s Accreditation upon demand. We reserve the right to refuse entry to, or to expel, any Attendee who does not produce such evidence when asked to do so.
    • All Authorised Photographers granted access to the Racecourse under these Special Conditions C must hold and maintain, or their employers must hold and maintain, comprehensive and adequate public liability insurance with a reputable insurer on industry standard terms to cover a reasonable level of liability for any claim for which they may become liable as a result of any loss or damage which they cause whilst present on the Racecourse. We reserve the right to refuse entry to, or to expel, any Attendee admitted under these Special Conditions C who does not produce satisfactory evidence of such insurance on demand or within such period as we may determine.
    • Authorised Photographers must wear any form of identification issued by us to identify them as Authorised Photographers and will return any such identification upon request.
    • Save as we may expressly agree otherwise in writing from time to time, Authorised Photographers must not wear any form of branded clothing or otherwise participate in any promotional or other commercial activity on the Racecourse.
    • Authorised Photographers will not do any of those things prohibited by Condition 10 save as expressly permitted by these Special Conditions C.
    • Authorised Photographers will only Publish Photographs:
      • in a Newspaper or News Magazine or other relevant websites approved by the Executive in writing; or
      • as a reproduction on the Internet of an equivalent electronic version (operating under the same or a substantially similar title or brand name) of any Newspaper or News Magazine in which the Photograph is actually Published. A Photograph must only be made available on the Internet subject to terms which incorporate clear and legally binding provisions prohibiting:
        • the reduction of any Photograph to hard copy form; and/or
        • the Publication of any Photograph except in order to enable it to be viewed on the relevant Internet website or service.

We acknowledge that Newspaper and News Magazine versions of a Photograph may be published at different times to Internet website versions of the same Photograph and that the different versions may therefore not be identical.

SPECIAL CONDITIONS D – PRESS

  1. Scope of Special Conditions D
    • These Special Conditions D apply to all Attendees who hold press accreditation from the Executive or press badges or other entitlements to enter British racecourses allocated by or on behalf of the RCA other than on-course bookmakers’ representatives (Press Accreditation). At the time of publication of these Conditions this function is performed by the RCA/HWPA Press Liaison Committee but these Special Conditions D apply to any press badges allocated by this or any successor body empowered by the RCA to do so.
    • Only those persons who attend the Racecourse holding a valid and subsisting Press Accreditation (Authorised Journalists) will be entitled to enter the Racecourse on the basis of these Special Conditions D.
    • Without prejudice to Condition 2, these Special Conditions D apply whether or not an Authorised Press Attendee holds a badge, PASS Card or other entitlement to enter the Racecourse.
  2. Special Conditions for Holders of Press Accreditation
    • In these Special Conditions D the following words and expressions shall have the following meanings:
      • Article means any composition or fixture report created at the Racecourse about a race or fixture or about any person involved in any race or fixture, whether for immediate, simultaneous or delayed publication or other distribution.
      • Internet means the global network of computer systems using TCP/IP protocols known as the world wide web.
      • Mobile Text Service means a service, whether free or pay, via which text only (that is, no audio/visual content whatsoever) versions of Articles are distributed using mobile telecommunications technologies such as GPRS and 3G to devices which are capable of two-way communications of data and voice and intended for use while the user is in motion.
      • Newspaper and News Magazine mean, respectively, a newspaper or magazine published and distributed in printed paper format but specifically excluding any “one off”, special or commemorative edition or supplement and newspaper or magazine based on a specific racecourse.
      • Publish means to use, reproduce, distribute, store or communicate to any person in any form (whether in hard or electronic copy, whether permanent or transient and whether existing now or invented in the future).
    • Authorised Journalists shall produce satisfactory evidence of their Press Accreditation upon demand. We reserve the right to refuse entry to, or to expel, any Attendee who does not produce such evidence when asked to do so.
    • All Authorised Journalists granted access to the Racecourse under these Special Conditions D must hold and maintain, or their employers must hold and maintain, comprehensive and adequate public liability insurance with a reputable insurer on industry standard terms to cover a reasonable level of liability for any claim for which they may become liable as a result of any loss or damage which they cause whilst present on the Racecourse. We reserve the right to refuse entry to, or to expel, any Attendee admitted under these Special Conditions D who does not produce satisfactory evidence of such insurance on demand or within such period as we may determine.
    • Authorised Journalists must wear any form of identification issued by us to identify them as Authorised Journalists and will return any such identification upon request.
    • Save as we may expressly agree otherwise in writing from time to time, Authorised Journalists must not wear any form of branded clothing or otherwise participate in any promotional or other commercial activity on the Racecourse.
    • Authorised Journalists will not do any of those things prohibited by Condition 10 save as expressly permitted by these Special Conditions D.
    • Authorised Journalists will only Publish Articles:
      • in a Newspaper or News Magazine or other relevant websites approved by the Executive in writing; or
      • as a reproduction on the Internet or a Mobile Text Service of an equivalent electronic version (operating under the same or a substantially similar title or brand name) of any Newspaper or News Magazine in which the Article is actually Published. The terms upon which any Article is made available on an Internet website or a Mobile Text Service must incorporate clear and legally binding provisions prohibiting:
        • the reduction of any Article to hard copy form; and/or
        • the Publication of any Article except in order to enable it to be viewed on the relevant Internet website or Mobile Text Service.

We acknowledge that Newspaper and News Magazine versions of an Article may be published at different times to Internet website or Mobile Text Service versions of the same Article and that the different versions may therefore not be identical.

any statistics or other information for commercial exploitation as a data service (including but not limited to any of those items of racing data referred to in Conditions 10.1and 10.2).

SPECIAL CONDITIONS E – ON-COURSE BOOKMAKERS and staff

30.6              The only Attendees who shall be permitted to accept or lay off bets on the Racecourse shall be:

IMPORTANT NOTE TO BOOKMAKERS

30.8              Nothing in these Special Conditions E:

30.8.1  shall require us to admit to the Racecourse any Bookmaker or Staff who has or in our reasonable opinion is likely to commit an offence, a breach of these Special Conditions E or behave in an unacceptable manner;

30.8.2  shall confer any tenancy or right to exclusive possession upon a Bookmaker of any part of the Racecourse (including the Existing Betting Ring) and possession of the Racecourse (including the Existing Betting Ring) is retained by us and a Bookmaker shall not be entitled to use any part of the Racecourse (including the Existing Betting Ring) to the exclusion of us or any others who are from time to time entitled.

Definitions

31.1              In these Special Conditions E the following words and expressions shall have the following meanings:

Admission to the Betting Areas

                         Conduct in the Betting Areas

and shall comply with Condition 31.7.2 above regarding the prominent display of terms.

Identification Cards

Breach of Special Conditions E


SPECIAL CONDITIONS F – CONTRACTORS, TRADES AND EXHIBITORS

 

Published by Chelmsford City Racecourse, November 2015


ANNEX

BHA Instructions Relevant to Media

  1. The attention of all Members of the Media is drawn to the BHA Instruction No. 5.2(2), namely:

1.1    Photographers may not position themselves on the racing surface or on or above the take-off or landing side of a fence or hurdle and are to remain on the outside of any running rail

Note: For Jump Racing the surface is deemed as the course in use for the particular race (for example, the hurdles or chase course).  This also includes any bypass of a hurdle or fence, whether it is in use or not.  For Flat racing, all photographers must be behind a running rail.

1.2    Photographers must not stand behind any wing of a fence or hurdle or protrude a camera through any part of a wing or stand between a double rail.

1.3    No remote cameras are to be attached to any wing or a fence or hurdle

1.4    No remote cameras are to be places on the take-off side of a fence or hurdle, except in a ditch or behind or in the wing on the non-bypass side.  Remote cameras may be positioned on the landing side of a fence (not hurdle) within and no further than six inches from the base of fence frame;

1.5    Tripods and ladders must not be used before or for 30 yards after a fence or hurdle on the side of the rail marking the layby of that fence or hurdle.  The tope step/platform of the ladder must not be higher than the running rail;

1.6    For Flat racing, ladders can only be used after the winning post (except in areas open to the public) and behind a double running rail or five yards back from a single running rail;

1.7    Photographers using a ladder must remain static on the ladder until all runners have gone past the site of the ladder;

1.8    Camera support spikes and mini-tripods may be used but must be behind the line of the running rail upright.

1.9    Photography inside the winners’ enclosure is to be restricted to those who are authorised by the Racecourse Association or Managing Executive (unless other accreditation arrangements are in place);

1.10  Photography is not to take place in the saddling boxes or the parade ring except with permission from the Managing Executive.

1.11  Photography is not to take place in the Weighing Room, except with permission from the BHA. Photography is not to take place in the Official Racecourse Stables, except with prior permission from the BHA.  Such permission will only be granted in exceptional circumstances.  Permission will not be granted for requests made on the day of racing;

1.12  Flash photography of horses is not permitted.  Flash photography may be allowed in specific areas or in adverse light conditions, with permission of the Racecourse Executive;

1.6    Photography of on-going medical or veterinary treatment is not permitted. Specific examples where photography is not considered acceptable, although the list is not exhaustive, include horses or riders undergoing treatment when screens have been erected, the interior of an ambulance when a patient is on board and inside designated treatment areas for both humans and equines.

  1. Filming on the Racecourse is subject to contractual arrangements being in place prior to the raceday. Advance contact should be made with the racecourse managing executive to arrange the necessary accreditation.
  2. The attention of all television and radio broadcasters is drawn to the BHA Instruction No. 5.1, namely:

3.1    Filming or radio interviews are not to take place on racedays in the following designated integrity areas without the prior permission of The BHA:

Weighing Room complex (to include Weighing Room, Stewards’ Room and Jockeys’ Changing Rooms)  However, if the Managing Executive agrees, a mini-camera with an effects microphone may be installed in the Weighing Room itself without permission of the BHA, providing that the Stipendiary Steward and the Clerk of the Scales are informed beforehand:

Sampling Unit

Racecourse Stables (once BHA’s security provision is in force)

Judges’ Box,

Stewards’ Viewing Boxes

The Start.

3.2    If broadcasters wish to use any of these areas for filming etc., racecourses should refer broadcasters to the Communications and Promotions Department at BHA’s Head Office (telephone no: 020 7152 0162), who will inform both the racecourse and the appropriate BHA Officials of the decision.  Officials will not allow filming to take place in designated integrity areas unless authorised beforehand by the PR Department.  If an urgent situation requires it, this authority may be obtained on the day by telephone;

3.3    The sitting of television cameras and the activities of broadcasters in all other areas of the Racecourse are matters to be decided by the managing executive, who must always take into account safety, the smooth running of the meeting and ensure compliance with the requirements of paragraphs 3.5 – 3.12 (shown below).

3.4    If BHA Officials consider that the activities of television crews in these areas are a threat to safety, the smooth running of the meeting or contravene paragraphs 3.5-3.12 below they will immediately inform the managing executive who will deal with the situation without delay in line with the requirements in paragraph 3.3

Such activities would include:

Distracting horses or riders whilst racing or on the way to the start

Prejudicing safety in the Parade Ring, Winners Enclosure or between these areas and the racecourse

Holding up jockeys before the start of a race, or delaying them unduly from returning to weigh in

Note: These examples are not exhaustive, and other circumstance may pose a threat to safety or the smooth running of the meeting.

3.5    The proposal to introduce any new type of tracking camera must first be cleared for safety by television companies with the BHA Racing Department.

3.6    Also in the interests of safety, tracking cameras must travel no less than ten yards from the side of the course or, if this is impossible no less than 50 yards in front of the leading horse.  Vehicles carrying these cameras must be careful to avoid rapid acceleration or deceleration.

3.7    Any mobile camera designed to be carried by horse or rider must be authorised by the BHA. A protocol for its use will then be developed by the BHA with racing’s associations and the television companies.

3.8    Cameras at the start are not to be placed in such position that they will upset the horses or impede the starting procedures.

3.9     If cameras are positioned at the winning line, they must be sited so as not to interfere in any way with the photofinish mirror or the integrity cameras. They must also not be attached to either the winning post or any marker post. Where facilities for cameras are limited, the integrity cameras must be given priority.

3.10  Broadcast cameras must not restrict the view of the Racecourse Stewards, BHA Officials or integrity cameras.

3.11  The sitting of any cameras which encroach onto the track (for example overhead or in a fence etc) is to be agreed beforehand with the Inspector of Courses and the Racecourse Department.

3.12  Filming of ongoing medical or veterinary treatment is not permitted.  Specific examples where filming is not considered acceptable, although the list in not exhaustive, include horses or riders undergoing treatment when screens have been erected, the interior of  an ambulance when a patient is on board, and inside designated treatment areas for both humans and equines without prior permission from the Communications Department.

 

ANNEX TO PART 6

DRESS CODE

Annual Members Area
Annual Members are reminded that gentlemen are required to wear a collared shirt and tie. Smart attire is expected at all times. Annual Members guests must adhere to the dress code.

Club Restaurant
Gentlemen are required to wear collared shirt, jacket and tie. If the appropriate clothing is not worn you will be asked to leave the enclosure.

Fairwood Restaurant
Smart Casual attire is acceptable, no trainers.

Sports Bar
Racegoers within the Sports Bar are encouraged to dress smartly. Smart shorts and jeans are acceptable, but no bare tops, vests or tracksuits please. We ask customers to refrain from wearing club replica shirts.

Chelmsford City Racecourse plc reserve the right to refuse admission to anyone who is considered inappropriately dressed.