GENERAL TERMS AND CONDITIONS
SUB-ZERO-RACE 2025
Art. 1 Each Participant in the Sub-Zero Race (hereinafter SZR), organized by Extreme Challenge BV (hereinafter the Organization), is expected to act entirely independently (without any support) during the SZR. This means, among other things, that:
a) No support vehicles, mechanics, or any other assistance are available during the SZR for the Participants in case of vehicle breakdowns, accidents, or any other mishaps;
b) No (formal) agreements have been made with the competent authorities of the countries included in the SZR itinerary regarding the requirements imposed by the competent authorities of those countries for entry, stay, and departure from those countries;
c) No provisions have been made for medical assistance in case of illness or any physical injury;
d) No provisions have been made for repatriation of remains in case of death during the SZR;
e) No provisions have been made in case the Participants cannot continue traveling for any reason;
f) No provisions have been made to ensure the safety of the Participants and their vehicles.
Art. 2 Each Participant is responsible for obtaining the correct documents necessary to traverse the various countries.
Art. 3 Each Participant is responsible for their own safety and health and will refrain from any action that poses a danger to the safety and health of other Participants or third parties. Any action that poses a danger to the safety and health of others incurs full liability to the aggrieved party(s) and disqualification from participating in the SZR.
Art. 4 Each Participant acknowledges that traveling through Europe can be dangerous and that there is a high chance of personal injury, theft, fraud, and damage to personal property. Each Participant shall familiarize themselves with the current situation of the countries to be traversed and declare awareness of current news and applicable travel advisories (www.minbuza.nl) regarding the countries to be visited by the Participant, both before and during the journey.
Art. 5 Each Participant acknowledges that the SZR does not involve any competitive element. Exceeding the maximum permitted speed is strictly prohibited and may result in exclusion from the SZR. Each Participant is expected to be aware of all applicable legal rules and regulations in force in the countries visited by the SZR. This includes (but is not limited to):
a) The prevailing legal requirements and rules regarding the condition of the vehicle used by the Participant;
b) The prevailing legal requirements and rules regarding the use of the vehicle used by the Participant;
c) The prevailing legal requirements and rules regarding the use and transportation of drugs and alcohol;
d) The prevailing legal requirements and rules regarding entry to and exit from the respective country.
Art. 6 Each Participant realizes that in the countries visited by the SZR, different customs and habits prevail than in the country where the Participant resides. Each Participant will show respect for these customs and habits. This also includes respect for nature.
Art. 7 Each Participant is part of a team with at least one other driver who holds a valid driver's license.
Art. 8 Each Participant must make a well-considered assessment of the risks involved in such a journey. Each Participant shall take measures to minimize possible risks for themselves and others. The potential risks that may be encountered during the journey may include, but are not limited to:
a) Personal injury to the Participant caused by an accident, illness, (extreme) weather conditions such as cold, or any other possible causes;
b) Personal injury or damage caused to third parties due to negligence of the Participant or other causes whether or not attributable to the Participant;
c) Loss or theft of material possessions due to negligence of the Participant or other causes whether or not attributable to the Participant;
d) Financial damage due to negligence of the Participant or their teammate, involvement in an accident, mechanical failures or damage to the vehicle, illness, or any other causes whether or not attributable to the Participant;
e) Inadequate medical facilities and other facilities compared to common European standards;
f) Acts of war or political instability;
g) Religious customs, political and legal systems differing from the Participant's country of origin;
h) Detention or any other form of deprivation of liberty, e.g., for violating or on suspicion of violating local prevailing laws, traditions, or local customs;
i) Longer or shorter travel time than anticipated.
Art. 9 One of the conditions for admission to a country visited by the SZR may be that if a vehicle is imported by the Participant, it must be exported again by the same Participant. If (mechanical) defects occur to the vehicle or for any other reasons, whether or not attributable to the Participant, and the vehicle cannot be exported from the country, this is the full responsibility of the Participant. Attempting to leave the country without the vehicle with which the Participant entered the country may be in violation of the legislation of the respective country and may result in liability for customs duties, fines, or other penalties.
Art. 10 It is strongly recommended that each SZR Participant:
a) Has sufficient automotive technical knowledge and understanding of the functioning of their electric vehicle;
b) Has received sufficient knowledge and training in first aid and possesses the appropriate medical equipment to be able to provide first aid in case of any injury caused by negligence or any other cause to themselves, other Participants, or third parties;
c) Has adequate insurance coverage for all foreseeable and unforeseeable risks or events;
d) Carries complete information with contact information regarding family, other Participants, embassies, and consulates of the countries visited by the SZR;
e) Carries sufficient personal medication and takes precautions to obtain this medication promptly in case of loss or theft;
f) Always has a mobile phone whereby the Organization ensures access to the numbers of other participating Participants. It is recommended that the Participant checks with their provider if the mobile phone works in the countries visited by the SZR;
g) Has sufficient financial means to cover (an extension of) the planned travel time.
Art. 11 Participation in the SZR is on a personal basis and is in no case transferable to third parties. Participants are prohibited from allowing passengers in the participating vehicle who have not formally registered, under penalty of exclusion of the team's participation in the SZR.
Art. 12 No rights can be derived from all information provided by or on behalf of the Organization (including information posted on the website and information provided during correspondence or any other form of communication). Although the Organization will exercise due care, the Organization is not responsible in case this information proves to be incorrect or incomplete.
Art. 13 Participants may actively seek media attention for their participation in the SZR. If a Participant wishes to involve national, international media, or online channels, the Participant is requested to contact the Organization. Participants are not allowed to make commercial media agreements regarding a program(item) or documentary about the (participation in the) SZR without the Organization's permission, under penalty of an immediately payable fine per violation.
Art. 14 Participants consent to being photographed and/or filmed for publicity purposes regarding the SZR and will cooperate with this. Participants consent to the use of their name, image, voice, and biographical material for media attention, publicity, and other overarching promotional activities by the Organization. Participants agree that the Organization has sole discretion whether or not to use footage in which the Participant appears and how the footage is used, whether edited or not. All SZR footage and media attention and all copyright remain the property of the Organization.
Art. 15 Waiver, indemnification, and disclaimer. By using the opportunity to participate in the SZR, the undersigned hereby declares:
a) That he/she is at least 18 years old and holds a valid (international) driver's license;
b) That he/she is aware of the risks involved in participating in the SZR and that he/she participates entirely at their own risk;
c) That he/she is in good (mental and physical) health and in good physical condition;
d) That he/she waives any right to claim against the Organization, including its affiliated companies, directors, officers, representatives, shareholders, and employees, for damage suffered during or as a result of the SZR;
e) That he/she waives any right to claim against sponsors and suppliers of the SZR, including their affiliated units, directors, officers, representatives, shareholders, and employees, for damage suffered during or as a result of the SZR;
f) That he/she personally waives any right to compensation from the aforementioned companies and individuals, on behalf of himself/herself, his/her spouse, heirs, agents, or employee if he/she is injured or dies as a result of participating in the SZR;
g) That he/she acknowledges that the Organization has the right, in accordance with principles of reasonableness and fairness, to exclude him/her from participation (registration fee will not be refunded);
h) That he/she acknowledges that the Organization and all their representatives have the right to cancel the SZR and that the Organization has no obligation to offer the opportunity to hold the SZR at another location or time if the event does not proceed as planned.
Art. 16 Each Participant is expected to behave respectfully towards third parties during all events and throughout the journey. The Organization is not liable for the actions of the Participants. In case of theft of the Organization's property or other misconduct, the Organization is authorized to immediately exclude the Participant and their team from the SZR, without refund of the registration fee.
Art. 17 The Organization of the SZR is solely and exclusively managed by Extreme Challenges BV, which as a legal entity is the sole representative.
Art. 18 Copyrights apply to the logo and all related expressions - including printing on clothing etc. - of the SZR. The SZR logo can be requested from the Organization. Its use is only permitted for soliciting donations for charity.
Art. 19 Each participating team and its participants comply with the regulations of the SZR and risk disqualification if deviated from.
Art. 20 Sponsorship by participants is limited to sponsoring their own car (as a participant in the SZR) and fundraising for charity. Companies already partnering with the SZR cannot be approached by participants for sponsorship. Agreements with sponsors wishing to be involved in the event in a comprehensive manner can only be made through the Organization. Among other things, Participants are not allowed, without written permission from the Organization, to support product introductions before/during the SZR or to provide commercial content via their own (online) media channels regarding the SZR, under penalty of an immediately payable fine per violation per day.
Art. 21 During the SZR, all Participants keep both front doors completely free for official SZR stickers and any sponsor stickers. The sunstrip on the windshield is kept free, as well as the entire rear window and both side mirrors. In addition, space the size of A3 format is kept available on the hood for official stickers and a space the size of A5 above both wheel arches. A sketch showing the positions to be kept free is available from the organization.
Art. 22 Participants are not allowed to present themselves before, during, or after the SZR as representatives of the Organization or to act on behalf of the Organization.
Art. 23 Each Participant is expected to be present on the departure day at the location, date, and time designated by the Organization. Upon departure, a final verbal briefing is given regarding the latest situation known to the Organization. In case of absence during the collective departure, time registration is not possible, and the Participant and their team are disqualified.
Art. 24 The Participant must prepare their vehicle for travel through countries where extreme weather conditions and road conditions, including very low temperatures, snowstorms, icy and frozen roads, may occur. Refer to the applicable SZR regulations for this.
Art. 25 One car per team is allowed, with a minimum of two participants and a maximum of four participants per team. If Participants do not comply with this, the Organization reserves the right to exclude the team from participating in the SZR. An exception to the maximum number of participants per team is only possible with written permission from the Organization.
Art. 26 Trackers and other devices provided on loan by the Organization remain the property of the Organization at all times. Participants must return all loaned devices by the Organization in accordance with the loan agreement.
Art. 27 Upon receipt of the full payment of the registration fee, a complete registration is confirmed, and definitive placement can proceed. Placement is done in the order of receipt of complete registrations.
Art. 28 Cancellations must be submitted by email to the Organization. Cancellations received before September 1, 2024, qualify for a 50% refund of the paid SZR registration fee. From September 1, 2024, no refund of the SZR registration fee is possible.
Art. 29 Dutch law applies to these general terms and conditions.
The Participant confirms that they have carefully read, fully understood, and accepted the General Terms and Conditions. The Participant fully accepts that neither the Organization nor its director(s) bear any responsibility for (im)materiel damage or personal injury resulting from participation in the SZR.