TERMS & CONDITIONS.
Bookings, cancellations and safety
1. About us and these terms
1.1 These terms apply to everything you book or buy from Apex Race Rooms, Unit 7C, Llantrisant Business Park, Pontyclun, CF72 8LF ("Apex", "we", "us"). Apex Race Rooms is the trading name of Apex Race Rooms Ltd, a company registered in England and Wales (company number 14642509). Registered office: Unit 7F, Llantrisant Business Park, Llantrisant, Pontyclun, Wales, CF72 8LF. Contact: info@apexracerooms.co.uk or 029 2166 0792.
1.2 By booking a session, buying a membership, gift card or product, or hiring our simulators, you accept these terms. If you book for a group, you accept them on behalf of everyone in your group and must make sure they know the rules in section 5.
1.3 These terms sit alongside our Privacy Policy, Refund Policy and Returns Policy. If anything here conflicts with those pages, these terms apply.
1.4 Nothing in these terms affects your legal rights as a consumer.
2. Booking venue sessions and payment
2.1 All venue sessions are pre-booked online. We don't take walk-ins. A booking is confirmed once you've paid in full and received our confirmation email.
2.2 Prices are per person, include VAT and are shown on the website at the time you book. We may change prices for future bookings, but never for a booking you've already paid for.
2.3 When you book a Motion or Static session, you're booking that type of rig. If a motion rig develops a fault, we may move you to a static rig for that session and refund the price difference, or offer you a free return visit.
2.4 Apex Club members can use their included sessions and member discount when booking online, as set out in their plan (section 8).
2.5 Corporate, Christmas and exclusive venue hire is by quote only and isn't confirmed until you accept our quote and pay the deposit (section 6).
3. Cancellations, changes and refunds for venue sessions
More than 72 hours before the start: full refund less a cancellation fee of £5 per booking, or move to another date free of charge once.
Within 72 hours of the start: no refund. You can send someone else in your place at no charge, or move the booking for a fee of £5 per person, subject to availability.
No-show: no refund or transfer.
3.1 To cancel or change, email info@apexracerooms.co.uk or call 029 2166 0792 with your booking name and date.
3.2 Refunds go back to the original payment method and usually take 3–5 working days, depending on your bank.
3.3 No refund is due if you can't take part because of intoxication, if we ask you to leave under section 5 or 13, or if you damage equipment through misuse.
3.4 If we have to cancel or cut short a session (for example an equipment, power or internet failure, or events outside our control), you can choose a full refund for the lost time or a free rebooking. We're not responsible for travel or other costs you've paid.
3.5 Membership session credits and gift card balances used for a booking are returned to your account or card, not refunded as cash.
4. Late arrival, no-shows and session times
4.1 Please arrive 15 minutes before your start time for a safety briefing and seat setup.
4.2 Sessions start and finish at the booked times. If you arrive late, your session still ends on time and the time you missed isn't refunded.
4.3 If you're more than 30 minutes late without letting us know, we treat the booking as a no-show and may release your rig to someone else.
4.4 On league and themed nights (for example Unlimited Thursdays and Nürburgring Nights) your seat time is shared in rotations. The guaranteed racing time shown for each night is the total you'll get across the evening.
5. Age, health and safety rules
5.1 Age. Drivers must be 13 or over. Under-16s must be accompanied by an adult who stays on site for the whole session. We may ask for proof of age.
5.2 Height and fit. Drivers need to reach the pedals and sit safely in the seat. Our staff have the final say on whether a rig can be adjusted to fit.
5.3 Motion rigs. Motion simulators move suddenly and can cause motion sickness. Please don't use a motion rig if you're pregnant, have a heart condition, epilepsy or photosensitivity, back or neck problems, or recent surgery. If in doubt, choose a static rig. Stop and tell a member of staff if you feel unwell.
5.4 Alcohol and drugs. You can't drive if you appear to be under the influence of alcohol or drugs. We'll refuse entry with no refund.
5.5 Staff instructions. Follow the safety briefing and staff instructions at all times. We may stop a session or ask anyone to leave for unsafe or abusive behaviour, with no refund.
5.6 Food and drink. No food or drink at the rigs other than in sealed bottles in the holders provided.
Hire, memberships, events and gift cards
6. Group, Christmas and corporate exclusive hire
6.1 Exclusive hire of the whole venue (all 8 rigs) is by quote only. A booking is confirmed when you accept our written quote and pay a 50% non-refundable deposit. The balance is due 14 days before the event.
6.2 If you book within 14 days of the event, full payment is due when you book.
6.3 Cancellation by you:
More than 28 days before: you lose the deposit only.
14–28 days before: 50% of the total is payable.
Less than 14 days before: the full amount is payable.
6.4 You can move the date once, free of charge, if you tell us more than 28 days before. A new date depends on availability.
6.5 The number of drivers quoted is the maximum. Final numbers can drop without a change in price for exclusive hire.
6.6 You're responsible for your group's behaviour and for any damage they cause (section 13).
7. Off-site event hire
7.1 We deliver, set up, staff and collect our simulators for weddings, corporate days and private events. Prices (VAT inclusive) are calculated by our online quote form: motion simulator £700 each and static simulator £500 each per hire day (a day covers up to 5 hours, and each extra hour is £70 per simulator), staffing £150 per day, a delivery charge based on distance from our Pontyclun base, optional custom graphics from £100, and £150 for each overnight stay: one night between each hire day, plus one more if your venue is a 3+ hour drive from us.
7.2 We cover mainland UK only. We can't deliver to Northern Ireland, the Isle of Man, the Channel Islands, the Isle of Wight, the Isles of Scilly, the Outer Hebrides, Orkney, Shetland or IV and KW postcodes.
7.3 A quote is valid for 30 days. A booking is confirmed when you accept the quote and pay a 50% non-refundable deposit. The balance is due 14 days before the event. Cancellation charges follow section 6.3.
7.4 You must provide, at no cost to us:
a flat, dry, covered indoor space (or a suitable marquee) with clear access for our equipment;
one standard 13A socket per simulator within reach, on a circuit that isn't shared with heavy loads;
access for set-up 2 hours before and pack-down 1 hour after the hire period, and parking near the loading point.
7.5 If we can't set up safely because these aren't in place, the hire is still payable in full.
7.6 The venue is responsible for any permission it needs for the equipment. Guests must follow the rules in section 5 and our staff's instructions.
7.7 Custom graphics need your artwork at least 14 days before the event.
8. Apex Club memberships
8.1 Apex Club Bronze (£25 a month), Silver (£35) and Gold (£60) are monthly memberships, paid in advance by recurring card payment. The included sessions, discounts and perks for each tier are as shown on the Apex Club page when you join.
8.2 Membership is personal to the named member. Included sessions and discounts can't be transferred, except where your plan says you can bring a guest.
8.3 Included sessions must be used in the month they're given. Unused sessions don't roll over and have no cash value.
8.4 You can cancel at any time from your account or by emailing us. Cancellation stops the next payment. You keep your benefits until the end of the month you've paid for. There's no minimum term.
8.5 Cooling-off. You can cancel within 14 days of joining for a full refund. If you've already used an included session or discount, we'll deduct its normal price.
8.6 If a payment fails, benefits are paused until it's paid. We may change membership prices or benefits with at least 30 days' notice by email, and you can cancel before the change takes effect.
9. Championship and special events
9.1 Event entries (for example the Apex Championship Day, £30 entry) are for the named driver. You can transfer your entry to another driver by emailing us at least 48 hours before the event.
9.2 Entries are non-refundable unless you cancel more than 14 days before the event. If we cancel or postpone the event, you can choose a full refund or a place on the new date.
9.3 Event format, timings, car and track choices are set by us and may change on the day. Results are decided by the timing system and the race director, whose decision is final.
9.4 Prizes are as advertised for that event, and aren't exchangeable for cash unless the prize is cash. Proof of identity may be needed to claim a prize. Drivers who break the rules or drive unfairly (for example deliberate contact or exploiting track limits) can be penalised or disqualified.
10. Gift cards
10.1 Apex eGift Cards are sold in amounts from £20 to £120, or a custom amount, and are delivered by email. They can be spent on venue sessions and on products in our online store.
10.2 Gift cards expire 12 months after purchase. The expiry date is shown on the card. Unused balances are lost after expiry.
10.3 Gift cards can't be exchanged for cash, resold or used to buy other gift cards. A gift card can be used over several bookings until the balance runs out.
10.4 Treat a gift card code like cash. We can't replace a lost or stolen code that has already been used.
10.5 You can cancel a gift card purchase within 14 days for a full refund if none of it has been used.
Store, vehicle storage and general terms
11. Online store orders and returns
11.1 Product prices include VAT. Delivery charges are shown at checkout. An order is accepted when we email you to say it has been dispatched.
11.2 Change of mind. You can return unused items in their original packaging within 30 days of delivery. Email info@apexracerooms.co.uk for a returns number first. You pay the return postage. We refund the item price and the original standard delivery charge within 14 days of receiving it back.
11.3 Faulty or wrong items. Tell us as soon as you can. Within 30 days of delivery you're entitled to a full refund; after that we'll repair or replace first. We pay return postage for faulty or wrong items.
11.4 Gift cards, downloadable software and items marked as final sale or clearance can't be returned for change of mind. Custom simulator builds made to your specification can't be returned for change of mind, but are still covered if faulty.
11.5 Simagic and other branded hardware also carry the manufacturer's warranty. We'll help you make a warranty claim.
12. Vehicle storage
12.1 Storage plans are Bronze, Silver and Gold, at the monthly prices shown on our website. Plans start on a 3-month minimum term, paid monthly in advance. After that they continue month to month until either side gives 30 days' written notice.
12.2 Insurance. You must keep your vehicle insured (including fire and theft while stored) for the whole time it is with us, and show us proof before it comes in. Our insurance doesn't cover your vehicle or its contents.
12.3 Our care. We store vehicles in a secure unit with 24/7 CCTV, and Silver and Gold plans include trickle charging. We're responsible for loss or damage only if it's caused by our negligence or that of our staff.
12.4 Condition check. We'll record the mileage and take photos of the vehicle when it arrives and when it leaves. Please remove valuables, and tell us about any known faults or leaks.
12.5 Access. Collection and visits are by appointment, with at least 48 hours' notice, during our opening hours.
12.6 The vehicle must be roadworthy or declared SORN, free of fuel leaks, and yours (or you must have the owner's permission to store it). No hazardous goods, spare fuel cans or gas bottles inside.
12.7 Late payment. If a payment is more than 14 days late, we may refuse to release the vehicle until the balance is paid. If it remains unpaid after 60 days and written reminders, we may take further action to recover the debt as the law allows.
12.8 Storage plans include Apex Club membership while the plan is active. Membership ends when the plan ends.
13. Conduct, damage, liability and other terms
13.1 Conduct. Follow staff instructions at all times. We may stop a session, with no refund, for anyone who is unsafe, abusive, or under the influence of alcohol or drugs, or who deliberately mistreats the equipment.
13.2 Damage. Normal wear is our cost. If equipment is damaged on purpose or through clearly reckless use, we may charge the cost of repair or replacement. For off-site hire, the hirer is responsible for damage caused by their guests.
13.3 Our liability. Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law doesn't allow us to limit. Otherwise our liability is limited to the price paid for the booking or product involved. We aren't liable for business losses or for personal belongings left at the venue.
13.4 Photos and video. We sometimes take photos and video at the venue and events to use on our website and social media. Tell a member of staff at the start if you don't want to appear, and we'll leave you out or remove it on request.
13.5 Things outside our control. If we can't run a session because of something outside our reasonable control (power cut, severe weather, equipment failure, illness), we'll offer you a new date or a full refund.
13.6 Changes to these terms. We may update these terms from time to time. The version on our website when you book applies to that booking.
13.7 Your data. We use your details only to manage your booking, membership or order, as set out in our Privacy Policy.
13.8 Law. These terms are governed by the law of England and Wales.
13.9 Contact. Apex Race Rooms, Unit 7C, Llantrisant Business Park, Pontyclun, CF72 8LF. Phone 029 2166 0792. Email info@apexracerooms.co.uk.
Last updated: 7 November 2026.