1. 1. Event Nature & Risk Acknowledgement

   1. 1.1The XPLR Adventure Rally is a non-competitive, self-supported adventure motorcycle riding event organized by XPLR South Africa (the Organizers). The Event is not a race, timed competition, training course or professionally guided commercial motorcycle tour.
   2. 1.2The Event route includes public tar roads, open gravel roads, mountain passes, rugged farm roads, remote areas and rapidly changing terrain. Conditions are unpredictable and can deteriorate due to weather, erosion or traffic.
   3. 1.3Participants will be provided with GPX files and/or Google Maps route links. Participants remain entirely and solely responsible for their own navigation, route choice, pace, communication and dynamic decision-making at all times.
   4. 1.4Participants acknowledge that actual routes, terrain conditions, distances and riding times may vary from promotional material due to weather, road closures, safety considerations or operational requirements.
   5. 1.5The Event is a community-focused, self-supported adventure designed to bring together like-minded riders. The emphasis is on camaraderie, self-sufficiency and riding within your own ability. This is not a race.
   6. 1.6GPX files, Google Maps links and any navigation information are provided for convenience only and do not constitute navigation instructions, guarantees regarding road conditions or confirmation that any route remains suitable or accessible. Participants remain solely responsible for assessing conditions and making safe riding decisions.

2. 2. Participation & Legal Requirements

   1. 2.1All riders and pillion passengers must be 18 years or older. All riders must hold a valid, unrestricted South African motorcycle licence (or recognised international equivalent) appropriate for the engine capacity of the motorcycle being ridden.
   2. 2.2All motorcycles must be fully roadworthy, legally licensed and in safe operating condition. Participants are solely responsible for ensuring their tyres, brakes, suspension, drivetrain and overall mechanical integrity are fit for long-distance mixed-terrain riding.
   3. 2.3High-clearance adventure or dual-sport motorcycles are recommended. Dual-purpose or off-road biased tyres are strongly recommended. Motorcycles must comfortably achieve a minimum fuel range of approximately 220km.
   4. 2.4This is an intermediate to experienced level adventure riding event. Prior gravel and off-road riding experience is strongly recommended. Participants confirm they possess the physical fitness, mental acuity and riding proficiency required to safely negotiate the route.
   5. 2.5XPLR South Africa reserves the absolute right to refuse participation to any rider, passenger or motorcycle deemed unsafe, unsuitable, unroadworthy or inadequately equipped at any point before or during the Event, without any liability for a refund or compensation.

3. 3. Safety, Conduct & Rider Responsibility

   1. 3.1Participation in the Event is entirely voluntary and at the participant's own sole risk.
   2. 3.2Dangerous, reckless, illegal or irresponsible riding will not be tolerated. Participants must strictly obey all South African road traffic laws, speed limits and regulations at all times. Racing, stunts and aggressive riding are strictly prohibited.
   3. 3.3Alcohol consumption during active riding hours is strictly prohibited. Participants may not operate a motorcycle while under the influence of alcohol, medication or any intoxicating substance.
   4. 3.4Responsible social consumption of alcohol is permitted only once the day's riding has concluded and participants have arrived safely at the official overnight accommodation or designated social venue. Any participant who consumes alcohol before or during the riding portion of the Event does so entirely outside the scope of the Event and accepts full responsibility for their own actions.
   5. 3.5Participants must respect local communities, livestock, wildlife, farms and public infrastructure. No littering or environmentally damaging behaviour will be tolerated.
   6. 3.6Participants are solely and exclusively responsible for their own costs, including but not limited to fuel, navigation hardware, personal medical costs, comprehensive insurance, motorcycle repair, towing, recovery, transport and any damages caused to third-party property or the accommodation venue.
   7. 3.7While XPLR South Africa may attempt to provide basic assistance, tools, ride leadership or sweep support where reasonably possible, it does not provide a dedicated recovery vehicle, motorcycle transport service, roadside assistance or guaranteed mechanical support. Participants remain solely responsible for arranging and paying for any motorcycle recovery, towing or transport required during or after the Event.
   8. 3.8XPLR South Africa reserves the right to immediately remove any participant from the Event, without refund or recourse, for reckless riding, intoxication, aggressive behaviour, harassment, unsafe conduct, failure to follow organizer instructions, or behaviour that damages the Event's reputation.
   9. 3.9Participants agree to attend all mandatory rider briefings, safety briefings and operational updates before departure. Failure to attend does not relieve the participant of responsibility for complying with Event procedures.
   10. 3.10Participants acknowledge that riders may become separated from the group due to differing riding speeds, navigation choices, traffic, weather or mechanical issues, and remain responsible for their own navigation, safety and decision-making at all times. Public roads remain open to other users and hazards may include livestock, wildlife, farm vehicles, pedestrians, cyclists, loose gravel, corrugations, erosion, flooding, fallen debris and other unforeseen obstacles.

4. 4. Protective Gear

   1. 4.1Properly fastened, approved motorcycle helmets are compulsory at all times while the motorcycle is in motion.
   2. 4.2Full protective motorcycle gear is mandatory for both riders and pillion passengers, including a motorcycle-specific riding jacket, gloves, sturdy over-the-ankle boots, protective riding pants and eye protection.

5. 5. Accommodation & Third-Party Providers

   1. 5.1Accommodation for the Event is facilitated through Rooiberg Lodge and/or associated third-party venues. XPLR South Africa acts strictly as an event organizer and intermediary and shall not be held liable for the acts, omissions, defaults or service failures of third-party providers, venues or suppliers.
   2. 5.2Participants agree to comply with all rules, policies and instructions issued by Rooiberg Lodge. Participants are fully and personally liable for any breakages or damages caused to accommodation, facilities or property.
   3. 5.3Shared loft-style or communal accommodation applies unless explicitly upgraded and specified otherwise.

6. 6. Bookings, Cancellations & Refunds

   1. 6.1Participants may cancel their booking by providing written notice to XPLR South Africa.
   2. 6.2In accordance with Section 17 of the South African Consumer Protection Act (CPA), the following cancellation charges apply as a reasonable pre-estimate of loss: cancellation more than 7 days prior to the Event start date carries a penalty equal to 0% of the entry fee (full refund); cancellation 7 days or less prior to the Event start date carries a penalty equal to 100% of the entry fee (non-refundable).
   3. 6.3Entries are not transferable to another rider. A participant who can no longer attend must cancel their booking (the cancellation terms above apply), after which the freed spot is released for sale on the Event website.
   4. 6.4XPLR South Africa reserves the right to shorten, reroute, delay, postpone or cancel any portion of the Event due to severe weather, road closures, safety hazards, national emergencies or force majeure events. If the Event is postponed, entries will be transferred to a rescheduled date. XPLR South Africa shall not be liable for any personal expenses, travel costs, third-party accommodation costs or secondary losses arising from postponement or changes.

7. 7. Media Release

   1. 7.1Participants grant XPLR South Africa an unrestricted, perpetual, worldwide, royalty-free right and licence to capture, use, reproduce, edit, publish and distribute photographs, videos, drone footage and audio recordings of the participant and their motorcycle captured during the Event.
   2. 7.2This media may be used in perpetuity for marketing, promotional, editorial, commercial, educational and social media purposes. Participants completely waive any rights to financial compensation, royalties, ownership claims or approval rights relating to such media.
   3. 7.3Participants acknowledge that cameras and drones may be operated during the Event and agree to comply with reasonable safety instructions issued by Event organisers regarding camera and drone operations.

8. 8. Indemnity & Limitation of Liability

   1. 8.1The participant explicitly acknowledges that adventure motorcycling is an inherently dangerous activity that carries significant risks of severe personal injury, permanent disability, trauma, illness and death, as well as risks of severe economic loss and property damage.
   2. 8.2To the maximum extent permitted by the laws of South Africa, the participant releases, waives, indemnifies, holds harmless and covenants not to sue XPLR South Africa, its owners, event organizers, ride leaders, sweep riders, volunteers, sponsors, partners, land owners, accommodation providers (including Rooiberg Lodge), employees and independent contractors (the Indemnified Parties).
   3. 8.3This indemnity applies to any and all claims, demands, actions, losses, liabilities, damages, costs or legal fees arising directly or indirectly from the participant's attendance or participation, including personal injury, bodily harm, illness or death; motorcycle damage, mechanical breakdown or total loss; theft, loss or destruction of personal property; delays, route alterations, extreme weather or medical response delays; and accidents involving other participants, third-party motorists, wildlife or livestock. This includes any negligent acts or omissions by the Indemnified Parties, excluding gross negligence or intentional misconduct as defined by South African law.

9. 9. Privacy & Data Protection (POPIA)

   1. 9.1In accordance with the Protection of Personal Information Act, No. 4 of 2013 (POPIA), XPLR South Africa collects and processes your personal information strictly to facilitate your safe participation in the Event. Full detail on what we collect, our legal basis and your rights is set out in our Privacy Statement.
   2. 9.2Your website, database and entry data are hosted securely on servers located in the Netherlands. By submitting your entry, you consent to this cross-border transfer, which is protected by GDPR standards matching or exceeding POPIA requirements.
   3. 9.3Your sensitive data (ID or passport number, medical aid details, health conditions and emergency contact details) is permanently and securely deleted 30 days after the conclusion of the Event. We retain only a basic administrative record (name, email, payment reference, amount paid and proof of acceptance of these terms) for tax, legal and accounting purposes.
   4. 9.4Marketing communications about future XPLR rides are managed via a separate, optional opt-in that is off by default. You may unsubscribe at any time. We do not sell, rent or trade our marketing databases.

10. 10. General & Acceptance

    1. 10.1If any clause or provision of this document is found by a South African court to be invalid, illegal or unenforceable, that clause shall be severed and the remaining clauses shall continue in full force and effect.
    2. 10.2This agreement, its interpretation and all disputes arising from it are governed exclusively by the laws of the Republic of South Africa, and any legal proceedings must be initiated within the jurisdiction of South African courts.
    3. 10.3This document constitutes the entire agreement between the participant and XPLR South Africa in relation to the Event. Participants acknowledge they have not relied on any verbal representation, promise or statement other than those expressly contained in this Agreement.
    4. 10.4The primary ticket purchaser binds themselves to these terms by clicking the mandatory acceptance box at online checkout. In addition, every individual participant (including riders and pillion passengers) must personally complete and execute their own individual digital entry form and indemnity link. No participant may start the Event or access accommodation until their personal digital acceptance is recorded.
    5. 10.5Digital, electronic or tick-box acceptance of this document carries the full legal weight of a physical, handwritten signature as per the South African Electronic Communications and Transactions Act (ECTA), No. 25 of 2002.

For full detail on how we collect, use, store and delete your personal information under POPIA, see our Privacy Statement.

By checking the acceptance box at checkout, or by signing your individual digital entry link, you confirm that you have read, understood and voluntarily agree to all the Terms & Conditions and Indemnities contained herein.