General Terms and Conditions

 

The English version is available here for reference only. It is an unofficial,
non-certified translation and is provided solely for informational purposes.

 

General Terms and Conditions – Vintage VW In Flanders Fields Meeting

1. Scope

These Terms and Conditions apply to everyone participating in the Vintage VW In Flanders Fields Meeting, hereinafter referred to as "the Event".

By registering, you agree to these Terms and Conditions.

2. Participation

  • You may only participate with a registered and approved vehicle that meets the definition of a Vintage Volkswagen (pre-1967, in original condition and without modifications).
  • Your vehicle must be roadworthy and comply with all applicable legal requirements.
  • You are solely responsible for your vehicle and all required documentation, including insurance, registration and roadworthiness inspection.

3. Registration of Participants and Vendors

  • Your registration is only valid after confirmation by the organisers.
  • Once your registration has been approved, you will receive a payment request.
  • Your participation becomes final upon receipt of your payment.
  • Participating with a vehicle other than the one originally registered is only permitted with prior approval from the organisers.
  • Your registration is strictly personal and may not be transferred or resold to a third party.
  • The organisers reserve the right to refuse registrations without providing a reason.
  • If you cancel your participation up to three (3) months before the Event, 50% of the participation fee will be refunded.
  • If you cancel less than three (3) months before the Event, no refund of the participation fee will be made.
  • Purchased merchandise (such as T-shirts, coffee mugs, enamel signs, etc.) is non-refundable. However, your order will remain available for collection during the Event.

4. Safety

  • You must comply with all traffic regulations and follow the instructions of the organisers.
  • Drive responsibly and consider the safety of other participants and visitors at all times.
  • Dangerous or reckless behaviour may result in immediate exclusion from the Event.

5. Liability

  • You participate entirely at your own risk.
  • The organisers accept no liability for:
    • Damage to vehicles.
    • Loss of personal belongings.
    • Accidents or injuries occurring during the Event.
  • You are solely responsible for any damage or injury you cause.

6. Insurance

  • You must have valid third-party motor vehicle liability insurance.
  • If necessary, you are responsible for arranging any additional insurance coverage.

7. Use of the Venue

  • Please respect the venue and do not leave any litter behind.
  • It is strictly prohibited to allow oil, fuel or any other fluids to leak onto the ground.
  • You must always follow the instructions of the organisers.

8. Photography and Video Recording

  • Photographs and video recordings may be taken during the Event.
  • By participating, you grant the organisers permission to use this material for promotional and communication purposes without compensation.

9. Force Majeure

  • In the event of adverse weather conditions or other circumstances beyond the organisers' reasonable control (force majeure), the Event may be modified, postponed or cancelled.
  • In such cases, the organisers shall not be obliged to refund participation fees or any other costs incurred by participants.

10. Acceptance

By participating in the Event, you confirm that you have read, understood and accepted these Terms and Conditions.