Vixen Racing Limited – Crew Terms and Conditions

This document outlines the terms and conditions for participating as crew aboard the vessel operated by Vixen Racing Limited, an approved, licensed, and professionally managed international yacht charter and racing organisation.

By registering as crew, you acknowledge that you are joining a working racing or training crew and will take an active, hands-on role during the event. You will be welcomed as a valued member of the Vixen Racing team and will receive the necessary guidance and support to contribute effectively and safely.

1. Prior sailing experience is required

Before any racing event, you must complete an event or passage of equal difficulty to be eligible. You will receive full training and support to fulfil your crew responsibilities, which may include:

• Hoisting, trimming, reefing, and changing sails
• Standing watch and helming
• Regular equipment checks and basic maintenance at sea
• Navigation and communication assistance
• Food, sleep, fatigue management and personal care

2. Safety and Conduct

Safety is our highest priority. As a crew member, you agree to:

• Follow all safety procedures, Skipper, instructor, and race official instructions
• Observe all safety procedures and follow all training and instructions provided.
• Use safety equipment only as instructed.
• Wear a Personal Flotation Device (PFD), Personal Locator Beacon (PLB), and safety tether whenever directed.
• Manage your clothing, hydration, sleep, and nutrition to maintain your health and alertness.
• Abstain from alcohol while the vessel is underway. Moderate alcohol consumption may be permitted ashore.
• Not bring or consume hard spirits, home-made alcohol, or illegal drugs onboard.
• Refrain from smoking or vaping on yacht.
• Treat all crew with respect regardless of gender, race, religion, age, nationality, or experience.
• Follow all reasonable and lawful directions from the Skipper, instructors, or race officials.
• Avoid any aggressive, abusive, or antisocial behaviour.
• Failure to adhere to these standards may result in removal from the crew at your own expense.

3. Physical Ability and Fitness

You must disclose any physical limitations, medical conditions, or prior injuries that could affect your ability to perform onboard duties safely.  You should be able to swim at least 100 metres or tread water confidently. Your swimming ability will inform PFD requirements and safety measures.

4. Accommodation and Personal Gear

• Each crew member is allocated a stowage location for their personal gear, as Vixen is a race boat, bunks will be allocated according to the required trim and performance set-up. This will be the “hot-bunking”.
• Bring a maximum of one 20-litre soft bag for personal clothing, plus wet weather gear and boots or dry socks and shoes.
• Keep downstairs uncluttered; wet weather gear must be hung in designated areas.
• No personal items may be left unsecured downstairs.

5. Meals and Dietary Needs

• All meals are provided onboard.
• Please declare any allergies or dietary restrictions before departure.
• Food may only be consumed on the seats by the companionway or downstairs in the cabin.

6. Weather and Schedule

Our sailing calendar is aligned with regattas, training schedules, and seasonal weather windows. While every effort is made to adhere to planned itineraries, weather conditions at sea may require changes for safety or performance reasons.

• Schedule or route changes do not constitute grounds for a refund.
• The Skipper’s decision regarding weather-related changes is final.
• The yacht is commercially certified and fully equipped to handle offshore conditions, but we will always prioritise safety over schedule.

7. Pre- and Post-Passage Requirements

Before departure, you will receive a full safety and operational briefing.  After the event, you may be asked to assist with cleaning, securing equipment, and packing down the yacht. This is part of team participation and helps ensure smooth turnaround between events.

8. Qualifications and Logbook Entries

Vixen Racing Limited is not a sailing school, but a commercially approved professional training and racing organisation.  While no formal qualifications are awarded, your logged sea miles and hours may be signed off by the Skipper, appropriate for RYA or equivalent documentation.

9. Participation Commitment

By registering, you agree to be available for the full duration of your event or passage. Late arrival or early departure is not permitted except by prior written agreement.  As many events take place offshore or abroad, flexibility of at least 24 hours in flight and travel planning is strongly recommended.

10. Itinerary Changes and Cancellations

• Itineraries are subject to change due to weather, race schedules, port access, or force majeure events.
• Such changes do not entitle you to a refund.
• Should Vixen Racing Limited cancel an event entirely, you will receive a credit equal to 100% of payments made, redeemable against a future event.
• No refunds are provided for voluntary withdrawal, late arrival, or early departure.
• Failure to disclose relevant health or medical information may result in removal from the crew without refund.

11. Conduct and Dismissal

If you act in a way that endangers safety or disrupts the experience of others, the Skipper reserves the right to remove you from the crew and arrange your return home at your own cost. This includes intoxication, use of illegal substances, or any aggressive or inappropriate conduct. The Skipper’s decision in all matters of safety and crew
management is final.

12. Photography & Media

We photograph/film our sailing events. If you are reasonably identifiable, that imagery is personal information handled under our Privacy Policy. We may use imagery for safety, incident reporting, training, and internal records. We will not use identifiable images for marketing or promotional purposes without your express consent (which you may withdraw at any time; we will cease future use and take reasonable steps to remove content we control).

If you do not wish to be photographed/filmed, please tell us before or during the event at info@vixenracing.nz, and we will take reasonable steps to avoid capture and to delete/obscure any inadvertent images. For participants under 18, a parent/guardian must consent to any marketing use. You may request access to or correction of images we hold by contacting our Privacy Officer at info@vixenracing.nz. Non- identifiable/crowd images may be used without consent.

13. Insurance

All crew are strongly advised to obtain comprehensive travel and medical insurance before joining any event. Recommended cover should include:

• Trip cancellation or interruption
• Medical expenses and emergency evacuation
• Baggage loss or delay
• Missed transport connections

Vixen Racing Limited is not responsible for costs or losses arising from trip interruptions, delays, illness, injury, or travel cancellations.

14. Assumption of Risk and Release of Liability

You acknowledge sailing involves inherent risks, included but not limited to:

• High winds, rough seas, collision, grounding, and equipment failure
• Falling overboard or injury while performing duties
• Medical emergencies in remote locations
• Travel delays or inability to access immediate medical facilities

To the maximum extent permitted by New Zealand law, you release Vixen Racing Limited, its directors, contractors, and crew from liability for loss, injury, or property damage. This does not apply to gross negligence or willful misconduct. You further agree to indemnify Vixen Racing Limited against any claim brought by third parties arising from your actions or omissions during participation. This release applies to you, your estate, heirs, and assigns.

15. Governing Law & Dispute Resolution

These Terms are governed by New Zealand law. Any dispute will first be negotiated in good faith and, if requested, mediation entered into. If unresolved, either party may refer the dispute to binding arbitration in Auckland under the Arbitration Act 1996, or otherwise bring proceedings in the New Zealand courts (exclusive jurisdiction). Nothing in this clause limits your non-excludable rights under the Consumer Guarantees Act 1993 or the Fair Trading Act 1986.

16. Acceptance of Terms

By checking “Yes, I accept” on the Vixen Racing Limited Crew Registration page, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions, and any future updates thereto.

Vixen Racing Limited
Registered in New Zealand