Practical info

COVID-19

Communicatie

26.06.2020

  • LE MANS 2020
    • New date due to the 24 Hours of LE MANS that was placed on our original date
    • Possibility for all participants to cancel or accept the new date

Mail to participants 26.06.2020

24.06.2020

  • LE MANS 2020
    • Original date canceled, new date known
    • Communication via our FB page

07.06.2020

  • MAGNY-COURS 2020

    • E-mail sent to all registered participants @ our event @ Magny-Cours, with information about the cancellation of the event and the conversion of 100 % of the paid registration amount into voucher(s), valid until the end of 2023.

Mail to participants 07.06.2020

04.06.2020

  • RED BULL RING 2020

    • E-mail sent to all registered participants @ our event @ the Red Bull Ring, with information about the cancellation of the event and the conversion of 100 % of the paid registration amount into voucher(s), valid until the end of 2023.

Mail to participants 04.06.2020

03.06.2020

  • RED BULL RING 2020

    • Canceled

Calendar 2020 - Current situation

02.06.2020

  • MAGNY-COURS 2020

    • Canceled

Calendar 2020 - Current situation

  • HOCKENHEIMRING 2020

Corona - Specific measures

19.05.2020

  • METTET 2020

Mail to participants 19.05.2020

17.05.2020

  • COVID-19 video communication n° 4
    • Update Hockenheimring and Mettet

Newsletter 17.05.2020

16.05.2020

  • HOCKENHEIMRING - METTET
    • Update INFO

Video comm. 16.05.2020

15.05.2020

  • HOCKENHEIMRING 2020

Mail to participants 15.05.2020

14.05.2020

  • METTET 2020

Mail to participants 14.05.2020

09.05.2020

  • Hockenheimring - Mettet - Lédenon - Red Bull Ring

    • Quid?
  • Border issues

    • Quid?
  • E-mail

    • Always your full name + mobile phone number with country code at the bottom please; if not, your e-mail has the lowest priority
    • For example:

Frank Slabbynck
+ 32 476 691 091

Video comm. 09.05.2020

08.05.2020

  • Hockenheimring - Mettet - Lédenon - Red Bull Ring
    • Update

Newsletter 08.05.2020

07.05.2020

  • RED BULL RING 2020 - Original date again

2nd mail to participants 07.05.2020

05.05.2020

  • PAUL RICARD 2020 = canceled!

Mail to participants 05.05.2020

30.04.2020

  • RED BULL RING 2020 = canceled!

1st mail to participants 30.04.2020

22.04.2020

  • RIJEKA 2020 = canceled!

Mail to participants 22.04.2020

21.04.2020

  • COVID-19 communication

Newsletter 21.04.2020

20.04.2020

  • Hockenh. - Mettet - Red Bull

Our March, April and May 2020 events have since been canceled or rescheduled.
What is the latest information and what is our perception about our 3 upcoming events:

    • Hockenheimring
      • Saturday-Sunday
      • 13-14 June 2020
    • Mettet
      • Saturday-Sunday-Monday
      • 13-14-15 June 2020
    • Red Bull Ring
      • Saturday-Sunday-Monday
      • 11-12-13 July 2020

Video comm. 20.04.2020

18.04.2020

  • NOGARO 2020 = canceled!

Mail to participants 18.04.2020

  • LÉDENON 2020 = moved!

Mail to participants 18.04.2020

25.03.2020

  • CALAFAT 2020 = canceled!

Mail to participants 25.03.2020

  • Annulatie VALENCIA + ARAGON 2020

2nd mail to participants 20.03.2020

20.03.2020

  • Newsletter

Newsletter 20.03.2020

  • What if an event is canceled?

Video comm. 20.03.2020

15.03.2020

  • First communication

Communication 15.03.2020

14.03.2020

  • Circuits VALENCIA and ARAGON cancel our Event!

1st mail to participants 14.03.2020

Instant INFO

Instant info is mainly communicated via the EYBIS Facebook page. Like our page to stay informed of the latest news!

EYBIS on Facebook

Why follow us?

Cancellations / Waiting lists

  • 80 % of our events are 1 upto 3 months in advance sold out;
  • We don't use waiting lists for those who were too late to book, who would like to have a chance to buy a place from someone who cancels his participation;
  • But - for events which are already fully booked - each cancellation of a place, is immediately communicated on our Facebook page;
  • This means that everybody who has liked our FB page, will immediately be informed about new free places;

Instant info

Short "instant info" will be communicated only via our Facebook page, as for example:

  • The practical information from an event which went online minutes ago, or just has been completed;
  • Access to the paddock is possible from now on (if earlier than planned);
  • There are 2 cancellations for fully booked event X, in group Y or Z;
  • Very well known person X just informed us that he / she will be participating @ event Y;
  • The pictures of event Z are from now on online;
  • ...

Photos and Videos

  • On our websites, you can find from each event a selection of some photos;
  • On our Facebook page, we put a lot more images from each event (photos, short - non professional - movies, etc.);

Community

  • Via our Facebook page, you can easily communicate with other participants, without knowing them before;
  • You would like to drive together to an event, or you have a place free on your trailer, etc.? It all can be communicated on our Facebook page!

EYBIS on Facebook

For which events?

    • CALAFAT
    • PORTIMAO + ESTORIL

    More INFO & collection points

    • Go to "Events | Book", and then click on "Full INFO", under the name of the track | event that you are interested in
    • Then click on "Bike transport"

    Book motor transport

    • If you book an event, you can click - as an option - on the desired bike transport
    • The price stands beside the option, and will be added at the price of the event
    • Bike transport is bookable up to 3 weeks before each event
    • You can pay in one go per credit card

    Deliver and collect bike

    • 1 month before the event you will receive all necessary, detailed information for the delivery (and retrieval) of your bike and equipment

    For which events?

    • You can fly to all our events

    To which airport(s)?

    • For each event we have mapped the closest airports, with the respective distance and time to the circuit
    • Go to "Events | Book", and then click on "Full INFO", under the name of the track | event that you are interested in
    • Then click on "Plane"

    Book a plane?

    • If you decide immediately that you wish to fly to the event, you can immediately click, book and pay from the same page

    Go to "Events | Book", and click on "Full INFO", under the name of the track | event in which you are interested.

    What will you find there:

    • Where is the circuit?
    • Directions to the circuit
    • What is included in the price?
    • Bike transport (where applicable)
      • From what countries?
      • Where are the collection points?
      • What can you bring?
      • What about insurance?
      • Etc.
    • Flying to the event
      • What airport to fly choose?
      • What is the distance to the circuit?
    • Car rental information
    • Overnight stay
    • Noise limits
    • Time table
    • Circuit layout
    • Where to fuel?
    • Food and drinks: where?
    • Information about the pit boxes
    • Address and paddock acces
    • Website of the circuit
    • Etc.

    A team of coaches is at your disposal, upon your request on site, this service is free of charge and included in the price.
    You only have to come to the INFO point (in the EYBIS pitbox)d at the event to be helped and assisted shortly thereafter.

    Included in the participation fee are:

    • Riding time on the circuit
    • Coaches are available upon your request
    • Insurance (TPL = Third Party Liability)
    • Time keeping
    • Group optimization – based on lap times – every half day

    At all events

    Included

    • Third Party Liability insurance (TPL)
    • Timekeeping
    • Computerized, customer-friendly group adaptation system with QR technology

    Paying

    • Bike transport (to Calafat, Portimao and Estoril)
    • Tyre service
    • Technical service
    • Photo service

    Via the menu button "Events | Book" you can find all INFO about each event.

    Present

    • Operational from 20.00 the evening before
    • In the morning from 08.00
    • Last riding day of the event till 16.00

    Mounting

    • You should remove the wheel from your bike yourself
    • Tyre service @ 15 € / wheel
      • Remove old tyre
      • Install new tyre
      • Balance the wheel

    Purchase of tyres

    • Click on the info for a specific event for more information

    Registration can only be done online via this website, and payment can only be made by credit card (MasterCard and Visa).

    Instant info is mainly communicated via the EYBIS Facebook page.

    Like our page to stay informed of the latest news!

    EYBIS on Facebook

    Buy a voucher

    Max. 1 per booking

    Our registration system accepts maximum one voucher per booking.

    Non-nominative

    Our vouchers are non-nominative.
    Meaning that you can give or sell it to someone else who can use them as well.
    You just have to give your voucher number to the other person and he / she can use it at his registration.

    Validity period

    If you notice you will not be able to use one or more vouchers before the expiry date, you can send an e-mail to management@eybis.com, with the simple request to extend your voucher(s).
    We do this free of charge and without any explanation is needed as long as the validity period has not yet expired.

         

          

    Buy a voucher

    • With EYBIS, the Third Party Liability (TPL) insurance is included in your enrolment price since years;
    • Some circuits require a license. The only reason for this is that there is a TPL insurance included in it;
    • Because we provide for all participants - included in the price - such a TPL insurance, a license is not requested during our events and yet you are fully okay;

    Coverage

    • 10.000 € in case of death
    • 50.000 € in case of disablement
    • 100.000 € in case of total disablement
    • ...

    Price

    • 15 € / day

    Policy

    Insurance Conditions

    • At all our events you can rent a pitbox. This can not be done in advance with your enrolment;
    • Upon arrival at our event, you can come to the EYBIS pitbox to rent a pitbox;
    • If you know you will arrive later, just sent a mail to management@eybis.com, so we can reserve a box for you;
    • For prices and more info: go to "Events | Book", and click in the registration chart on the date of the event;

    In 2020, for the nineth consecutive year, EYBIS has the support of the factory BMW Motorrad in Munich.

    This means we can enable you to test the new BMW S 1000 RR on the track!
    The cost of a test ride is 20 €.
    This includes:

    • insurance (max. costs in the event of a crash = 2.000 €)
    • tyre usage
    • gasoline for one session of a 20' ride (in your own group instead of your own motorcycle)

    After the morning briefing you can - between 9.00 and 10.00 - register for a test session.

    What to bring along:

    • ID card
    • Driver's license
    • Credit card (2.000 € guarantee)

    Together we will determine in which session you will test the new BMW S 1000 RR on the track.
    Then we attend you at the EYBIS pit box 15’ before your test session, where you will be assigned a coach.
    After a brief introduction, he will explain the main features of your test motorcycle.
    He will then ride in front of you 1 to 2 laps.
    Then you will be given the opportunity to freely ride your test motorcycle for the remaining time of the test session.
    After finishing your test ride you will be "received" by your coach who will be interested in your feedback.

    Usually this is impossible

    Normally, you can test a BMW during a session of 20' on the circuit.
    Renting a BMW for a day or a complete event is usually impossible.

    In next cases however, it's possible

    For people who can prove that geographically they come from too far to be able to bring their own motorcycle to our event, we can make an exception.

    Concretely this usually means: living outside Europe.

    That way, we already could welcome at our events clients coming from:

    • Australia
    • California (USA)
    • Canada
    • Lebanon
    • Russia
    • South-Africa
    • South-America

    The number of motorcycles is limited.

    Conditions

    Included in the price of 600 € / day are:

    • transport of the bike to and from the event
    • tyre warmers
    • set tyres
    • fuel consumption
    • mechanic that permanently keeps the bike in good condition:
      • check before the start of the day on the circuit
        • oil level
        • chain tension
        • brake pads
        • tyre condition
        • fuel tank
      • check before the start of your first session
        • tyre temperature
    • refueling whenever necessary
    • insurance, with a franchise of 2.000 €

    To pay in cash on the spot: 600 € / day + 2.000 € caution
    At the end of the event, we refund your caution of 2.000 €, unless your rental bike would be damaged

    Procedure

    Send a mail to management@eybis.com, stipulating

    1. to what event you would like to come
    2. in what country you live
    3. that you would like to rent an S 1000 RR

    Ater internal approval of your request for a rental bike, EYBIS will confirm by mail that there is an S 1000 RR reserved for you during the concerned event.

    Book the event, and pay with credit card.

    The evening before the event, come to the administration desk in the EYBIS box to fulfill all the necessary administrative formalities and to be introduced to your BMW and your mechanic. "Fulfilling administrative formalities" concerns:

    • Submit
      • ID card
      • Drivers licence
      • Credit card
    • Fill out and sign the rental agreement
    • Payment of rent and caution money in cash

    By you as a customer

    Is possible

    • Preliminary note: this is only possible in "normal circumstances"; some examples of non-normal circumstances:
      • Cancellation of the event by the ccircuit for any reason;
      • Prohibitions of the government that:
        • prohibit (the organisation of) events during the period in which the event is scheduled;
        • make the event so difficult to organise, that it is no longer reasonably feasible;
      • One or more of the following circumstances that make the organisation of the event iimpossible, dangerous and/or unreasonable:
        • an earthquake, a tidal wave, a flood or another natural disaster;
        • a terrorist attack, war, uprising, riot, strike or closure of national borders;
        • an epidemic or pandemic;

    Send a Mail

    • To management@eybis.com;
    • State your:
      • First and last name
      • GSM-n° with country code
      • Reason for cancellation

    Final decision

    • EYBIS has final decision about whether or not accepting the cited reason for cancellation. We are 100 % human and flexible in this matter (in "normal circumstances"). Do not forget - as soon as possible after having knowledge of your personal cancellation reason - to contact us in order to inform us about it though;
    • If you do not wish to depend on our "decision-making authority" and to keep it in your own hands with regard to cancellations, we recommend that you take a general cancellation insurance before booking anything (trip, hotel, flight ticket, event, concert, etc.); some examples of possible cancellation insurance (for residents of Belgium for example);
      • Allianz Assistance
        • Royal Service
        • World Royal Protection
      • AG Insurance
        • Yearly cancellation contract
      • AXA Assistance
        • Excellence
      • DVV
        • Custom travel insurance
        • Cancellation insurance
      • Europ Assistance
        • Smart
        • Sport
        • VIP
        • NoGo
      • Touring Assistance
        • No Stop Full
        • No Stop Relax
      • VAB
        • Holiday package
        • Multi package
      • Nomad
        • Nomad assistance

    Validity period

    • When accepting your cancellation, vouchers will be edited that are valid until the end of the second season, after the end of the current season;
    • You 'll find those vouchers in your "My page" after being logged in on our website;
    • Vouchers are non-nominative, so can also be used for a registration of a friend;
    • You just have to give your voucher number to the other person and he / she can use it at his registration;
    • Per enrollment you can not use more than one voucher;
    • Example: a cancelled event during season X, leads to vouchers that are valid until the end of season X+2;

    Where find them?

    You can find the vouchers in your "My page" ( after having signed in on www.EYBIS.com ).

    Number of vouchers

    One voucher per canceled track day.

    Admin. / cancellation costs

    The "administration / cancellation costs" can be considered as:

    • real administration costs;
    • a kind of cancellation insurance which you only pay as soon as you really use it as such;

    The amount of these costs depends on the time of cancellation:

    Time of cancellation

    Admin. cost

    Till 6 wks before event 25 €
    Till 4 wks before event 45 €
    Till 3 wks before event 45 % (1)
    Till 2 wks before event 50 % (1)
    1 week before event 75 % (1)
    Later (2) 90 % (1)

       

    1. Of the booking price
    2. Less than 3 days before the start of an event, cancelling is not possible anymore. The start of an event = the evening before the first riding session on track, at 18.00.

    By EYBIS due to force majeure

    Examples of force majeure:

    • Cancellation of the event by the ccircuit for any reason;
    • Prohibitions of the government that:
      • prohibit (the organisation of) events during the period in which the event is scheduled;
      • make the event so difficult to organise, that it is no longer reasonably feasible;
    • One or more of the following circumstances that make the organisation of the event iimpossible, dangerous and/or unreasonable:
      • an earthquake, a tidal wave, a flood or another natural disaster;
      • a terrorist attack, war, uprising, riot, strike or closure of national borders;
      • an epidemic or pandemic;

    As soon as an example of force majeure described above manifests itself, there is no longer any question of "normal circumstances" as mentioned at the very top.

    We advise you to:

    • always take a cancellation insurance before you book anything (travel, flight ticket, event, concert, etc.);
    • inform you through your insurer about what exactly is and is not covered by the numerous existing cancellation insurance policies, because these can be very different;

    In case of cancellation of the event due to force majeure, we will do everything within our reasonable possibilities to offer you - as a customer (read: registered participant) - the choice between the following options, regardless of the fact whether or not you had taken a cancellation insurance before booking:

    1. Postponement of the event
      • Provided that the circuit - from an event that has been cancelled - is able to propose to us a new date this year, which is acceptable to us;
      • You will be informed of this eventual new date ASAP;
    2. Vouchers
      • Conversion of your registration amount for 100 %;
      • No cost to you;
      • Valid for three years from date of issue;
      • Vouchers are not personal and can be used by anyone;
      • Voucher modalities
        • if it concerns a multi-day event, one voucher will be made per registered day;
        • our booking system accepts 1 voucher per booking;
    3. Refund
      • We refund 65 % of your payment, provided that the track first reimbursed us;
      • In the event of a partial reimbursement, we will be obliged to make a pro rata refund;
      • Please note: this is a financial reimbursement on your bank account and not a credit with voucher(s);
      • If you choose this option, you will not have any recourse afterwards regarding the remaining 35 %;
      • The ratio 65/35 is based on the price composition of an entrance ticket to an event of ours, i.e.:
        • 65 % DIRECT COSTS
        • These costs should not be incurred if an event is canceled
          • rental of the track
          • travel expenses
          • insurance of the event
          • operating costs on the spot
        • 35 % INDIRECT COSTS
        • These costs have already been incurred, regardless of whether an event is canceled or not
          • visit and negotiation with the different tracks to get ddates (time, fuel, rates, etc.)
          • contract negotiations
          • elaboration of all information about the event, in 4 languages
          • putting all the information online, in 4 languages
          • follow-up of registrations
          • administration costs
          • communication costs (a fortiori in connection with cancelations; see e.g. our section "COVID-19 | All communication" on our homepage)
          • answering e-mails
          • answering phone calls
          • office expenses
            • office rent
            • workshop rent containing our equipment to organise the events
            • leasings, rentings of the vehicles and trailers for bringing the organisational material to the events
            • electricity
            • water
            • gas
            • insurances
              • building / workshop
              • vehicles
              • trailers
              • others
            • taxes
              • building / workshop
              • environmental tax
              • vehicles
              • trailers
              • others
            • accounting costs
            • graphic costs for making the visuals of the events
            • monthly Mailchimp costs for sending newsletters
            • publicity costs for promoting events on Facebook
            • publicity costs for promoting events on Instagram
          • etc.

    Disputes

    • The Dutch text is the legal version; all others are translations without any legal validity;
    • In the event of any disputes, Belgian law applies, and the court of Bruges is the only competent authority;

    Follow us on Instagram, and see:

    • the best pictures of each event
    • what you will never see on our website

    EYBIS on Instagram

    Contact us

    Mail

    • management@eybis.com
    • Always state your:
      • First and last name
      • GSM-n° with country code
    • Emails without this information will be deleted without replying to them

    Notice