THE PROPERTY RACEDAY — TERMS & CONDITIONS
1. Introduction
These Terms & Conditions (“Terms”) govern your registration for and participation in The Property Raceday at Ascot Racecourse (“the Event”), organised by The Property Raceday Ltd (“we”, “us”, “our”).
These Terms should be read alongside our Privacy & Cookies Policy, which describes how we process personal data collected during registration, through Event systems, or via lead‑capture tools.
Where a conflict arises between these Terms and the Privacy & Cookies Policy:
- the Privacy & Cookies Policy governs matters relating to personal data;
- these Terms govern attendance, conduct, risk and liability.
By completing registration, you confirm that you have read, understood and agree to be bound by these Terms.
2. Eligibility & Registration
2.1 Registration Requirements
To attend the Event, you must complete the official registration process and provide accurate information. Your registration is confirmed only when payment (where required) is received and you receive written confirmation.
2.2 Non‑Transferability
Your registration is personal to you. You must not:
- transfer or resell your ticket or badge;
- allow another person to use your access pass or QR code;
- provide false identity details.
Any breach may result in cancelled registration or removal from the Event.
2.3 Registering on Behalf of Others
If you register colleagues or guests, you warrant that you have authority to do so and that those individuals agree to be bound by these Terms.
3. Booking Changes, Cancellations & Substitutions
3.1 Cancelling Your Registration
All cancellation requests must be made in writing to:
events@thepropertyraceday.com
Requests sent through any other channels will not be accepted.
3.2 Refund Policy
A full refund is available only where your cancellation is received before:
11:59pm (UK time) on 12 June 2026 (“Cancellation Deadline”).
After this date:
- no refunds will be issued;
- non‑attendance does not entitle you to a refund or credit;
- we are not responsible for travel disruption, illness, weather or personal circumstances preventing attendance.
3.3 Substitutions
Substitution requests must be made in writing and may be approved at our discretion, subject to operational, security and catering constraints.
3.4 Travel & Accommodation
You are solely responsible for travel, accommodation, and third party bookings. Cancelling your Event registration does not cancel such reservations.
4. Age Requirements
All attendees must be 18 years or older on the day of the Event.
Proof of age may be required.
5. Photography, Filming & Media Use
5.1 Consent to Capture
By attending the Event, you acknowledge that The Property Raceday Ltd, Ascot Racecourse, and approved partners may capture photographs, video footage and audio recordings of you (“Materials”), including incidental and intentional recording.
5.2 Rights Granted in the Materials
To the fullest extent permitted by law, you grant The Property Raceday Ltd a non-exclusive, perpetual, worldwide, royalty-free licence to use, reproduce and publish the Materials for Event-related purposes (including marketing, reporting and archival use), as described in this section. This does not affect your statutory rights.
This permits us to use the Materials in any form or media for:
- marketing and promotional communications;
- reporting to sponsors;
- social media and digital channels;
- printed or online publications;
- internal documentation and archival use.
5.3 Editing & Moral Rights
You acknowledge that the Materials may be edited, modified, cropped, adapted, or combined with other content.
To the maximum extent permitted by law, you waive any moral rights in the Materials, including the right to be identified and the right to object to modification.
5.4 Opt‑Out Limitations
The Event takes place in public and semi‑public environments where full opt‑out from photography cannot be guaranteed. Guests with concerns may contact privacy@thepropertyraceday.com before the Event.
5.5 Privacy Alignment
Any personal data contained in the Materials is processed in accordance with our Privacy & Cookies Policy.
privacy@thepropertyraceday.com
6. Partner Data Sharing & Communications
6.1 Partner Data Sharing (Condition of Attendance)
The Property Race Day is supported by event partners (including sponsors and exhibitors). As a condition of attending, you agree that we may share a limited set of your registration details with approved event partners for networking and partner follow-up. The details shared will include your name, job title, organisation and email address. We do not share attendee phone numbers with sponsors/exhibitors.
Event partners that receive your details will process them as independent data controllers under their own privacy notices.
6.2 Purpose of Sharing
We share attendee details with event partners so they can: (a) understand who has attended and measure the value of their participation; (b) follow up with attendees about products or services that may be relevant to the attendee’s professional role; and (c) maintain appropriate records of their engagement with the event.
6.3 Partner Communications and Marketing Rules
Event partners must comply with applicable data protection and e‑marketing laws (including UK GDPR and PECR). Where consent (or another lawful basis) is required for electronic direct marketing, the partner is responsible for obtaining it. All partner communications must include a simple means to unsubscribe/opt out, which the partner must honour.
6.4 If You Object to Partner Sharing
If you do not want your details shared with event partners, you should not purchase a ticket or attend. If you object after booking but before the Event, contact us at privacy@thepropertyraceday.com; we may need to cancel your attendance and deal with any refund in accordance with these Terms. If you object after the Event, we cannot recall data already shared, but we will record your preference for future events where applicable.
7. Data Protection
We process personal data in accordance with:
- UK GDPR;
- the Data Protection Act 2018;
- our Privacy & Cookies Policy.
We rely on:
- Contract (ticketing and registration),
- Legitimate Interests (safety and operational management), and
- Consent (dietary or access requirements; marketing)
as our legal bases for processing.
Data may be shared with:
- Ascot Racecourse (safety and operational access);
- caterers (dietary requirements);
- ticketing and registration partners;
- approved sponsors (name, job title, organisation and email address, shared as a condition of attendance);
8. Code of Conduct
8.1 Expected Behaviour
Attendees must:
- behave respectfully;
- follow instructions from Event or venue staff;
- act responsibly when consuming alcohol;
- support a safe, inclusive environment.
8.2 Prohibited Conduct
Prohibited conduct includes:
- harassment, discrimination or intimidation;
- dangerous, disruptive or aggressive behaviour;
- illegal activity;
- unauthorised access to restricted areas;
- sharing or misusing registration credentials.
8.3 Consequences
We may remove attendees without refund and restrict future attendance.
9. Admission, Security & Venue Regulations
Ascot Racecourse may require:
- bag searches;
- security screening;
- proof of age or identity;
- compliance with dress codes and restricted zones.
We may refuse entry or remove attendees who:
- appear intoxicated;
- refuse security checks;
- violate safety rules;
- behave inappropriately.
9.1. Venue Rules
The Event takes place at Ascot Racecourse. All attendees must comply with Ascot’s Conditions of Entry, Venue Policies, dress code and any directions from Ascot staff/security. Where there is any conflict, Ascot’s on-site rules prevail for entry/behaviour.
10. Assumption of Risk, Acknowledgement & Waiver
By attending the Event, you expressly acknowledge, understand and agree to the following:
10.1 Assumption of Inherent Risks
You accept full responsibility for all risks associated with attending the Event, including:
- movement around racecourse facilities;
- weather exposure;
- slips, trips or falls;
- loss or theft of personal property;
- exposure to viruses or communicable illnesses;
- serious injury or death, including risks arising from the negligence, acts or omissions of third parties (“Released Parties”).
10.2 Awareness of Venue Guidelines & Safety Measures
You acknowledge that Ascot Racecourse and The Property Raceday may implement safety and operational guidelines, and agree to follow reasonable instructions to maintain a safe environment.
10.3 Voluntary Participation
Your attendance and participation are voluntary and undertaken at your own discretion.
10.4 Personal Responsibility for Health Conditions
It is your responsibility to determine whether you are medically or physically able to attend or participate safely.
11. Liability, Release & Indemnity
11.1 Limitation of Liability
To the maximum extent permitted by UK law, we are not liable for: This section does not affect any rights you have under applicable UK consumer protection law.
- indirect, incidental or consequential losses;
- loss, theft or damage to personal belongings;
- actions or omissions of third‑party providers;
- cancellations or alterations caused by circumstances beyond our control.
Nothing excludes liability for death or personal injury caused by negligence.
11.2 Indemnity for Attendee Conduct
To the extent permitted by law, you agree to indemnify and hold harmless The Property Raceday Ltd against third-party claims arising directly from (a) your deliberate misconduct, or (b) your material breach of these Terms. This does not apply to claims arising from our negligence or the negligence of the venue or our contractors.
11.3 Release of Claims (UK‑Compliant)
Except where prohibited by law, you agree that The Property Raceday Ltd and its representatives (“Released Parties”) shall not be liable for any claims, losses, damages or expenses arising out of your attendance at the Event, aside from those resulting from negligence causing death or personal injury.
To the fullest extent permitted by law, you (and your heirs, dependants, personal representatives and assigns) release and discharge the Released Parties from all other liability, including liability relating to property damage, economic loss or consequential damages.
12. Force Majeure
12.1 Force Majeure.
We may cancel, postpone, relocate or materially alter the Event where reasonably necessary due to circumstances beyond our reasonable control, including (without limitation) severe weather, venue closure, safety incidents, industrial action, public-health restrictions, or transportation disruption.
12.2 If we cancel.
If we cancel the Event, we will refund the face value of your ticket. Any third-party booking/processing fees charged by the ticketing provider are non-refundable only to the extent they are not recoverable by us from that provider. We will not be responsible for any other costs you incur (for example travel, accommodation or subsistence).
12.3 If we postpone.
If we postpone the Event, your ticket will remain valid for the rescheduled date. If you cannot attend the rescheduled date, you may request a refund of the ticket face value within 14 days of being notified of the new date.
12.4 If we relocate or materially alter.
If we relocate the Event or make a change that materially affects the Event (acting reasonably), we will notify you as soon as practicable. You may attend the revised Event or request a refund of the ticket face value within 14 days of notification.
12.5 Minor changes.
If changes are minor and do not materially affect the Event, refunds are not available.
12.6 Your own arrangements.
We recommend you consider appropriate personal travel/ticket insurance to cover your own arrangements. We do not accept liability for losses arising from your inability to attend due to travel disruption or other personal circumstances.
13. Amendments
We may update these Terms periodically. The latest version will always be made available on our website and during registration.
14. Contact
General enquiries:
enquiries@thepropertyraceday.com
Data protection enquiries:
privacy@thepropertyraceday.com
15. Miscellaneous
15.1 Governing Law and Jurisdiction.
These Terms are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms or the Event.
15.2 Severability.
If any provision of these Terms is held invalid or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid and enforceable, and the remaining provisions will continue in full force and effect.
15.3 No Waiver.
If we do not enforce a provision of these Terms, that is not a waiver of our right to do so later.
15.4 Entire Agreement.
These Terms (together with any documents expressly incorporated by reference) constitute the entire agreement between you and us regarding the Event and supersede any prior understandings.
15.5 Third Party Rights.
A person who is not a party to these Terms has no right to enforce any term of these Terms under the Contracts (Rights of Third Parties) Act 1999.