2026 Facility Rental Agreement This is an agreement between South Okanagan Motorsports Corporation ("SOMC") and the Group / Group Organizer named in the online form above, dated as entered above. Name of Event: completed in the online form above. Date(s) of Event: completed in the online form above. Option: Private Testing Option: Client Entertainment – Ride Along Only Option: Client Entertainment – Combination Driver Training & Lapping Option: HPDE – Open Lapping* Option: Production Use (Videography/Photography) Event Type: Option: Non-motorized Option: Autocross Training (Paddock Only) Option: Paddock Only Option: Off-Road Only Option: Other: completed in the online form above if applicable. *Drivers must meet eligibility requirements prior to arrival Event Description: completed in the online form above. Total Attendees and Total Drivers: completed in the online form above. Group Contact, Email and Phone Number: completed in the online form above. Company Mailing Address: completed in the online form above. This address will be used to forward any invoices.
Facility Rental Rates Facility rental includes exclusive use of the full 4.83-kilometer (3.0 mile) track, the 4.75-acre paddock, and specified clubhouse areas. Option: Single Day Weekday Rate - Option: Single Day Weekend Rate - $18,400/day (Monday – Thursday) $25,000/day (Friday – Sunday) Option: After-Hours Rate - $5,000/evening (3-hours)* *Restricted Uses / Seasonal Optional Track Resources and Equipment Resources and equipment are additional items SOMC may provide for your event. Please check all requested items. Option: Chief Instructor - $1,600/day (per Chief Instructor) Option: Additional Instructors - $1,200/day (per Instructor) Quantity: completed in the online form above. Option: Cone Rental - $50/day Quantity: completed in the online form above. Option: Pace Cars (Only available with SOMC Instructors) - $2,400/day Quantity: completed in the online form above. Option: Track Assistant – $300/day (per Assistant) Quantity: completed in the online form above. Option: Radios (20) (Only available with SOMC Instructors) - $200/day Quantity: completed in the online form above. Option: Helmets - $300/day Option: Corner Marshals – Auto Lapping - $1,400/day Option: Corner Marshals – Motorcycle lapping - $1,700/day Option: Level 3 Medical First Responder - $700/day* Option: Overnight Security – $300/night (6:00pm – 7:00am) Option: Additional Event Rentals (including seating and tables) – Charges subject to quantity Option: Extended Facility Hours (Day Rental) - $500 per hour Option: Additional Hours (After-Hours rental) - $1,000 per hour Option: Off-Road Park and Off-Road Circuit – $7,500/day** *Required for Open Lapping **Subject to availability Extended Hours: Please specify when you’d like to extend the facility access hours. Extended hours will apply automatically, without notice. The Event Organizer must be present for the full duration of the event. Option: Pre-Event Option: Additional Hours (After-Hours) Quantity: completed in the online form above. Quantity: completed in the online form above. Option: Post-Event Quantity: completed in the online form above.
Catering Services Crave Creative Kitchen is the in-house catering team at Area 27. Challen Wilkison, Culinary Director, can be contacted at CraveArea27@gmail.com or 250-469-4689. Deliverables One week prior to the event, the following items must be submitted to SOMC to ensure the event will proceed as planned: - A detailed schedule & final number of attendees (spectators, staff, and participants) - Driver list detailing drivers’ legal name (and preferred if applicable) - Participant experience qualifications, skill level, and/or motorsports resume* - A copy of the event insurance as described below If these documents are not received prior to the event, SOMC reserves the right to make changes to the event booking including, but not limited to, cancelling the event. SOMC requires that all events hold event insurance; this insurance must be purchased through an SOMC approved specialty insurance provider. All insurance must carry a minimum of five million dollars ($5,000,000) liability coverage and must name ‘South Okanagan Motorsports Corporation’ and ‘His Majesty the King in the Right of Canada’ as additional insured. *SOMC will review prior Area 27 history and adjust groups at SOMC’s discretion needed Payment Option Please select a payment option for the event below: Option: Cheque Option: Credit Card Option: EFT Time Frame Payment Required Signing Agreement 50% Non-Refundable / Non-Transferrable Deposit 30 Days Prior to Event Remaining Invoice Balance Net 30 Days Following Event Incidentals Owed Cheque: Please make cheque payments out to: EFT: South Okanagan Motorsports Corporation South Okanagan Motorsports Corporation Bank of Montreal, Branch: 195 Main Street Penticton, BC, V2A 6K1 Credit Card: Please note credit card transactions Transit #: 07360, Bank: 001, Account #: 1998242, subject to a 3% transaction fee Swift Code: BOFMCA
Cancellation Terms Under the terms of this agreement, SOMC is reserving event space described herein for the Group. Notwithstanding any other provisions of this Agreement, the Group shall have the right to request a cancellation of the Agreement, upon written notice by the Group Organizer to SOMC. If SOMC deems it reasonable, SOMC may accept the cancellation. The Group understands that all monies paid to SOMC at time of cancellation become forfeited. At no time following the execution of the Agreement will the deposit become refundable, transferrable, or the obligation to provide the event deposit be broken. If a cancellation occurs, the Group will be responsible for all pre-arranged service costs, such as instructor fees. The performance of the Agreement is subject to acts of God and force majeure that make it impossible to perform the obligations under the Agreement. The Group shall have no right to cancel for any weather-related reasons. It will be at SOMC’s sole discretion to determine if conditions prevent the event, making it unsuitable to fulfil the obligations under the Agreement. In the event SOMC determines the event will not be able to proceed as planned, SOMC will provide the Group with options deemed reasonable under the circumstance. Acceptance The Agreement must be signed by an authorized Group Organizer. Once completed, SOMC will countersign and provide a fully executed copy to the Group Organizer and the booking shall be considered definite and binding. A non-refundable and non-transferrable deposit of 50% will be due at that time. All changes, additions, deletions, or modifications must be initialed or otherwise approved in writing by both parties. Acceptance must be received by way of a signed electronic copy returned to SOMC. The event deposit is due upon receipt of the deposit invoice, failure to provide the event deposit in a timely manner following completion of the agreement may jeopardize the event. Services can be determined later and/or adjusted leading up to the event, the balance owning on the invoice must be paid in full the day of the event. All other deliverables must be received a minimum of one week prior to the event taking place to ensure no risk of forfeiture. By signing the Agreement, the Group Organizer agrees to the terms herein and as outlined in Appendix A. The Group Organizer signature and date are completed in the online form above. SOMC will countersign separately where required.
Credit Card Authorization Form The Credit Card Authorization Form is required for incidentals, and/or damages, but may also be used as a payment option. By signing this form, you authorize South Okanagan Motorsports Corporation to charge your credit card, prior to or following the event listed below: The authorized cardholder name is completed in the online form above. Full card number and expiry details must be provided through Area 27's secure payment process or on the printable PDF, not through this emailed online form. Authorized Signature and Date: completed in the online form above. Card Type: Option: Mastercard Option: Visa Option: Amex Cardholder name: completed in the online form above. Credit Card Number and Expiry: not collected by this online form. Use Area 27's secure payment process or the printable PDF. Billing Address: completed in the online form above. Groups are required to complete the Credit Card Authorization for any incidentals incurred during the event. This credit card will not be charged for additional fees unless specified as preferred method of payment. By signing, the Organizer certifies that this is an authorized credit card charge and that they will not dispute the payment to SOMC, or the credit card company so long as the charge corresponds with the terms indicated above. It is also understood the organization will be held responsible for any damage costs. The credit card included upon submission may be charged if damages occur or for payment of incidentals as authorized if left unpaid.
Appendix A: Terms & Conditions Prices: All prices shown in Canadian Dollars. Payments in Non-Canadian Funds: US Cheques or transfers are accepted towards event payments; the conversion rate will be determined by SOMC’s bank upon deposit. Invoice Disputes: Any questions or disputes regarding invoicing must be submitted in writing to SOMC management within 10 business days of receiving the final event invoice. Deposits: A 50% non-refundable & non-transferrable deposit of the facility rental fee is required to reserve the event date and is due upon execution and delivery of the Agreement. The remaining invoice amount is due the day of the event. Service charges will be invoiced post event with a net 30 days payable. Refunds: No refunds will be issued upon cancellation of an event. Overtime: An automatic charge of $500 will be apply for any unplanned overtime, per hour or partial hour. 3-Day Rule: Non-members are only eligible to drive on track 3 times per season. No exceptions will be granted. Area 27 in-house programs such as, Academy 27, do not apply to this 3-day rule; all other programs will count including guest driving during a Member Lapping day or participating in another track day event. Back-to-back events count as individual days. If a driver has exceeded their 3 days, SOMC will not permit them on track as a driver. These individuals are still permitted to attend an event or be a passenger. Max Participants: The maximum number of driving participants is 60 total per car event and 80 total per motorcycle event. Pace cars and control riders must be pre-approved in advance by SOMC. Instructors and control staff do not count towards participant totals, within reason. Sound Limits: The maximum permissible sound limit is 103.0 decibels for cars and 97 decibels for motorcycles. The sound is measured at fifty (50) feet during full throttle acceleration. Any vehicle found to be over this limit (confirmed by 2 tests) or lifting the throttle, will not be allowed to run until sound attenuation modifications are made. If a warning has been issued on a previous visit and no changes are made to the vehicle for the following, SOMC may not only park the vehicle, but ask the participant to leave the premises. Open Lapping: Participants are eligible to open lap if they can prove one or more of the following. If they are unable to produce satisfactory accreditation prior to arriving at the facility, they will be moved into another group by SOMC. Accredited drivers that have never been to Area 27 will be required to do a minimum of 2 lead follow laps to familiarize themselves with the circuit. Please provide one or more of the following: a. Have an official lapping license or higher issued by a recognized sanctioning authority such as ORRA 27, b. or, currently hold or have previously held a regional or higher-grade race license within the last 10 years. Ineligible race licenses include Autocross licenses. c. or, have successfully completed an ASN approved performance driving program with proof of certification within the last 5 years. d. or, have attended an event run by Academy 27’s Chief Instructor a minimum of 3 times within the last 12 months or 5 dates within the last 24 months. Must be able to provide specific dates verified by SOMC management. e. Please refer to SOMC’s rules and regulations for more information. Facility Hours: Spring/Fall facility access is from 8:00am to 6:00pm with track access from 9:00am to 5:00pm. Summer facility hours are 7:00am – 5:00pm with track access from 8:00am – 4:00pm. Seasonal track times may vary and are subject to change to accommodate weather conditions outside seasonal norms.
Pre & Post Event Storage and Shipments: Special arrangements may be made for facility storage prior or post rental dates, additional charges will apply. This includes the receipt of shipments by SOMC, if a delivery is scheduled outside of business hours extended hours will apply automatically. Track Rules: SOMC track policies and rules apply at all times and for all in attendance. For competitive (timed) events, the Group will be provided with supplemental track guidelines and meet SOMC requirements. Track Waiver: All event attendees are required to sign the track waiver for access to the SOMC property and Area 27 facilities. The Group will be required to have all staff and/or volunteers complete the waiver in addition to their guests. Registration: The registration process will be controlled and completed by SOMC the morning of the event; additional registration may be done by the Group Organizer if desired. Extended Hours: Extended hours will apply automatically and without additional notice. Extended hours will apply for any time desired outside of the rental period, including but not limited to early set-up during regular business hours. Pre-arrangements must be made in advance for early set-up or late tear down. If any persons (members, guests, invitees, employees, personnel, transporters, and agents being collectively referred to as “Participants”) are on-site outside of the arranged rental period, Extended Hours will apply automatically without notice. No one is permitted on the premises outside of the predetermined facility rental hours. Track access is not eligible to be extended or changed to accommodate a group, hours are as stated. The Event Organizer must be on-site for the duration of the event. Catering Guidelines: Please note full payment of the catering invoice is required within 2 weeks of the invoice being issued to the Organizer. If event cancellation occurs, 25% will be charged within 5 days of an event. All invoices reflect 10% auto gratuity applied. Final catering numbers must be confirmed 7 days prior to the event, late changes may be subject to an additional surcharge. Music: Music is subject to the legislated Society of Composers, Authors and Music Publishers of Canada (SOCAN) license fee and must follow the noise by-laws. Required Breaks: Groups will be required to incorporate several track breaks throughout the event including 2 x 10- minute breaks and a 60-minute lunch break from 12:00pm-1:00pm. The Group understands that track hours will not be extended to make up lost track time or extended to accommodate marshal breaks. Drop-Off / Pick-Up: SOMC does not permit drop-offs or pick-ups outside operating hours without prior arrangement of extended hours. Extended hours will apply automatically without notice, if participants or event related suppliers arrive outside of arranged hours. Participant Access: The Group Organizer must be present at all times for the duration of the event. Participants and guests will not be admitted to the facility without the Group Organizer being present. The Group Organizer must remain at the track until all guests have left the facility. Overnight: No one is permitted on the premises overnight or while the facility is closed. Anyone caught in violation will be subject to removal from security personnel and may incur a penalty subject to, but notwithstanding being banned from the facility. Camping is not permitted on Area 27 property. Valid Licenses: Participants are required to provide proof of a valid driver’s license at any time to SOMC. Participants will not be permitted to drive on track without a valid license, failure to show proof of license will result in a driver being ineligible to participate as a driver – they may still however participate as a passenger or guest on-site.
Foreign Licenses: Participants with a foreign license will be required to present both a copy of their translated license, along with a BCID (British Columbia Identification) card upon registration. Event Insurance: SOMC requires that all events hold event insurance; this insurance must be purchased through an SOMC approved specialty insurance provider. All insurance must carry a minimum of $5,000,000 liability coverage and must name ‘South Okanagan Motorsports Corporation’ and ‘His Majesty the King in the Right of Canada’ as additional insured. A copy of the insurance certificate and any additional waivers must be submitted to SOMC no less than one week prior to track access being granted. The Group Organizer is responsible for obtaining this event insurance and provide a copy to SOMC in advance. Grid Marshal: An SOMC Grid Marshal or Chief Steward will be provided to the Group at no additional cost to support the event. The SOMC Grid Marshal or Chief Steward will be responsible for controlling all track activities. They will work with the Event Organizer, but their role will be to manage who, what, and when with regards to on track permissions to ensure a safe event. Attendance: Final attendance numbers are to be provided to SOMC no less than 7 days prior to the event. Attendance must include drivers, staff, spectators, and all other participants. Please ensure the Events Manager is aware of any changes prior to registration and provided with an updated attendee list. Liability: SOMC is not responsible for lost, stolen, or damaged items while on Area 27 premises. SOMC shall have no responsibility of any property left or damaged while at the facility. Lead Follow: Lead Follow is defined as a paced session by an accredited instructor with no more than 6 cars behind the instructor vehicle (pace car). The purpose of this is to familiarize with the circuit and review the proper lines around the track, as this circuit is highly technical. It is mandatory for all drivers who do not meet ‘Advanced’ eligibility requirements or are new to Area 27 (even with advanced accreditation). A minimum of two formal lead follow sessions will be required for Intermediate drivers and more for Novice level drivers. These drivers will only be eligible to move to open lapping with an accredited instructor’s authorization. Guest Instructors: Guest Instructors may be asked to provide proof of accreditation through the Motorsport Safety Foundation (FIA / SCCA etc.) prior to instructing for an event at Area 27. The Group Organizer must request and receive approval for their instructors, at the discretion of SOMC. Guest instructor fees may apply. Session Group Size: SOMC does not permit more than 20 cars or 30 bikes maximum on track at any given time, this does not include pace cars or control riders. This is to prevent overcrowding while on track and to adhere to SOMC safety standards. Deliverables: It is the Group’s responsibility to ensure SOMC is clear on all event details leading up to the event. If SOMC does not feel the Group Organizer has provided enough information regarding the event, SOMC reserves the right to request additional deliverables. All event deliverables must be as transparent as possible, including event schedules, participant list(s), participant experience, and non-members who may be exceeding the 3-day rule. SOMC reserves the right to cancel any event at any time if such event is found non-compliant with the terms & conditions contained herein. Pace Cars: Pace cars are used to conduct lead follow. A pace car must be driven by an accredited instructor, as approved by SOMC. There can be no more than 6 participants behind a pace car during a session. Pace cars are available as an optional service when arranged with an Academy 27 instructor or the Group may designate their own for instructor use. Pace cars must be available to instructors at any time during a program. These vehicles must meet eligibility requirements and be shared with the Event Manager in advance of the event.
Eligible Vehicles: The Group Organizer will be responsible to ensure all vehicles participating are in proper road-worthy condition. Convertibles are required to have sufficient factory rollover protection. Trucks and SUVs are not suitable for track use and therefore not permitted under any circumstances. Certain non-sport motorcycles will not be permitted on track. SOMC can provide further detail and clarification on approved vehicles as needed. Event Set-up: Event set-up and take-down will be the responsibility of the Group Organizer. All event extras such as signage, welcome packages, registration extras, must be handled by the Group Organizer. Timing for event preparation and takedown will be subject to availability and if applicable extended hours will apply. Clubhouse Layout: The clubhouse will come furnished as is. Groups may request an adjustment to the floorplan in advance, approval of the request is subject to SOMC and not guaranteed. Outside Food & Beverage: No outside food or drink is permitted in the clubhouse. Crave Creative Kitchen will have first right of refusal if a catering exception has been requested. AV Equipment: All AV equipment in the building is included for Group use. Signage/Decor: The Group is permitted to bring their own signage and/or decoration but will be solely responsible for set-up and tear-down, including the disposal of all packaging. Groups are not permitted to cover any existing facility signage. All signage/event decor must be approved by SOMC. No permanent fixtures permitted. All signage and décor must be easily removable, with no adhesive residue or damage left behind. 3rd Party Rentals: Rentals or other outside services may be organized, but all outside arrangements must be directly organized through SOMC. Additional fees will apply and will be subject to a service fee for arrangement. Executive Access: Area 27 President, Chairman, Shareholders, and General Manager will be permitted to use the facility at their leisure including but not limited to hosting personal guests, at any time. The Group will be given advanced notice if possible. Tents & Equipment: Tents and other equipment must be secured at all times. Proper weights and/or tie-downs are required, this is to ensure no damage can occur from movement due to winds or other unexpected factors. Weights may be provided by SOMC. If left during a back-to-back event, tents must be lowered rather than taken down and other equipment must be secured. Please note SOMC is not responsible for lost or damaged belongings if left at the facility. No tent may be set-up within 50 meters of the clubhouse and fleet vehicles. Indemnity: By signing the liability waiver participants understand they are waiving certain substantial legal rights which the participant, their heirs, next of kin, executors, administrators, and assigns may have against SOMC, SOMC instructors, employees, entities of the organization, owners, lessees, promoters, sanctioned authorities, and stakeholders. It is at the sole discretion of the participant to permit an SOMC instructor and/or other individual to operate his or her vehicle. By verbally agreeing for another individual to operate their vehicle, they understand the risks and waive the above listed parties from any and all liability for any loss, damage, injury or expense that participant may suffer as a result of this action, the driver’s presence at Area 27, due to any cause whatsoever, including negligence, gross negligence, breach of contract, or breach of any statutory or other duty of care, including any duty of care owed under the relevant occupiers liability act on the part of the releasees.
Emergency Services: Medical services are required for any open lapping vehicle events at Area 27, for both cars and motorcycles. SOMC can arrange a Level 3 responder directly for the Group, additional fees apply. If insurance requires services higher than a Level 3 responder, it is the responsibility of the Group to book these services for their event. SOMC can offer the following recommendations for medical services greater than Level 3: a. St. John Ambulance - Penticton Region: 250-492-3377 b. British Columbia Emergency Health Services – Lower mainland area: 604-930-6537 Cleaning Fees: A minimum charge of $200.00 plus materials will automatically be applied if the Group fails to clean up following an event, this will apply without prior notice. Event spaces include, but are not limited, the second-floor lounge, classroom, paddock, event tent, pit lane, entry roads, and all areas of the circuit. For paddock and circuit cleanup including oil spills, SOMC will provide all supplies charged at a rate of $60.00 (per bag of oil dry). Please note larger clean-ups are subject to a more substantial cleaning fee, at the discretion of SOMC. If facility areas are left in an unacceptable state such as garbage, oil, markings, or other damage, a fee of $700 plus any disposal fees and repair costs for damage will apply. Rule and Contract Violations: Any violation by the Group or any of their participants of any provision of this agreement or SOMC’s rules & regulations may result in the immediate termination of the agreement, forfeiture of the event, or immediate expulsion from the facility including, for committing such violation. In the event of any such expulsion, no refund shall be issued. Guests or individuals in violation of the track rules may result in suspension of the event until such time the violation has been resolved. Damage: SOMC reserves the right to request a damage deposit prior to the event. In the event of damage to the track and/or track structures (walls, pavement, barriers, fencing, buildings, paddock, fuel spills, fleet vehicles, or other Area 27 equipment) the organizer will be solely held responsible for all repair costs. The Group shall, at its sole expense, be responsible for clean-up and removal of any trash, tires, or other debris left at the facility following the event, including responsibility for any debris left by the Group’s attendees. The Group will be held responsible for the cost of repairing any damage to the facility caused by user or any of their attendees during the term of this agreement. The Group and their participants shall avoid causing any damage to paddock or other paved areas, including the pits and track areas, caused by oil or gas spills, jack stands, awning and tent poles and stakes, and similar items. Amendments: The provisions of this agreement may be modified subject to the terms and conditions herein by either party unless mutually agreed upon. No such modification shall be deemed effective unless in writing and signed by SOMC management and the Group.
