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Velance Aviation Club

Velance Aviation Club Fly-out Terms

Version 1.7 — 22 October 2026
Effective date: 22 October 2026

Inhoud

Article 1 – Organiser, definitions and scope

  1. These terms have been drawn up by Velance Aviation Club (“Velance”), a trade name of the sole proprietorship of Faber Valkering, located at Rondtanderlaan 6, 2171 LW Sassenheim, the Netherlands, registered in the Trade Register of the Netherlands Chamber of Commerce under number 42100899, VAT identification number NL005497336B63, reachable via contact@velanceclub.com and www.velanceclub.com.
  2. In these Terms:
    1. Fly-out: a social event organised by Velance at a destination announced in advance, with an associated social programme;
    2. Participant: a member or guest whose registration for a Fly-out has been confirmed by Velance;
    3. Member: a person with an active Velance membership;
    4. Guest (introducé): a person who takes part in a Fly-out at the invitation of a member without being a member themselves;
    5. Registering member: the member who registers one or more guests for a Fly-out;
    6. Pilot-in-command (PIC): the pilot who, as pilot-in-command, is responsible for a flight to or from a Fly-out;
    7. Digital Squadron: the protected online member portal of Velance, in which registration, communication and matching take place, among other things;
    8. Event page: the page in the Digital Squadron or on the website on which Velance publishes the specific information about a Fly-out;
    9. Participation fee: the amount owed to Velance for taking part in a Fly-out.
  3. These terms apply to every registration for and participation in a Fly-out, regardless of the channel through which the registration takes place.
  4. For each Fly-out, the event page states at least the destination, date, programme, participation fee, what it includes, the minimum number of participants and any maximum capacity.
  5. In the event of a conflict, the arrangements announced in advance on the event page prevail over these terms, to the extent permitted by law.
  6. These terms supplement the General Terms and Conditions of Velance and, for members, apply in addition to the Membership Terms. In the event of a conflict, these terms prevail insofar as the Fly-out is concerned. The processing of personal data is governed by the Velance Privacy Policy.

Article 2 – Nature of the service

  1. Velance organises and coordinates the social event, the meetings between participants and the joint activities announced in advance. The participation fee is the remuneration for this organisation, preparation, coordination and the social programme.
  2. Velance is not an airline, air carrier, aircraft rental company or provider of aircraft seats. Velance does not operate flights and does not sell, rent or reserve flights or seats.
  3. Flights, aircraft use, fuel, landing and parking fees, accommodation, meals and other personal expenses are not included in the participation fee, unless the event page expressly states that a specific item is included.
  4. Participants book and pay for accommodation, meals and other third-party services directly with the provider concerned. The terms of that provider apply to those services.
  5. Information, suggestions, group arrangements or contact details that Velance provides about third-party services do not constitute a guarantee of their availability, quality or performance.

Article 3 – Participation and guests

  1. Fly-outs are primarily intended for members.
  2. A member may register guests insofar as the Fly-out concerned allows this. Velance may set a maximum number of guests per member for each Fly-out.
  3. Guests are at least 16 years old. For an guest aged 16 or 17, the registering member confirms at registration that a parent or legal representative has given written consent for the participation. Such an guest takes part under the supervision of an adult designated by that parent or representative.
  4. A higher rate applies to guests than to members. This rate is announced in advance for each Fly-out.
  5. Where capacity is limited, members have priority over guests. Within those groups, places are allocated in order of final registration, unless the event page states a different allocation method in advance.
  6. Taking part as an guest does not confer membership of Velance or access to protected parts of the Digital Squadron.
  7. The registering member also concludes the agreement with Velance for the participation of their guests. The member accepts these terms also on behalf of their guests, owes Velance the full participation fee for them and is the person who can change, cancel or transfer their participation. Where these terms refer to the participant in connection with registration, payment, cancellation, transfer, refund or credit, this means the registering member in the case of an guest. Any settlement between the member and their guest is a matter between them.
  8. The registering member ensures that every guest, and for an guest aged 16 or 17 also their parent or legal representative, receives the event information, these terms and the Privacy Policy before the Fly-out. The member guarantees that their guests comply with the provisions on safety and conduct (Articles 7 and 14).

Article 4 – Interest, registration and formation of the agreement

  1. Velance may gauge interest in advance without obligation. An expression of interest is not a registration, creates no payment obligation and can be withdrawn free of charge at any time.
  2. Final registration in principle opens 14 days before the start of the Fly-out. A different opening date is stated in advance on the event page.
  3. Before final registration, the participant receives the event information, the total participation fee including VAT, the cancellation arrangements, the notice on the right of withdrawal (Article 12) and these terms, in a way that allows them to be stored.
  4. The participant registers by means of a button or action that states unambiguously that they are entering into a payment obligation, such as “Register with obligation to pay”.
  5. The agreement is concluded when Velance confirms the registration. Before that confirmation, the participant owes nothing. From confirmation, the full participation fee is due.
  6. Anyone who depends on a flight with another pilot for their journey arranges this themselves and ensures sufficient certainty about their transport before their final registration. The absence or lapse of transport does not affect the payment obligation (see Article 6).
  7. Velance may refuse a registration if the Fly-out is full, the participation conditions are not met, necessary information is missing or there are compelling organisational or safety reasons.
  8. A participant may transfer their place to another member or an admitted guest by asking Velance to do so before the start of the Fly-out via the Digital Squadron or by email. Velance will agree unless there are reasonable grounds against it, such as the replacement not meeting the participation conditions or no longer being able to be registered in time. The participation fee already paid remains with Velance and is allocated to the replacement. The financial settlement between the participant and the replacement is a matter between them. The transferring participant pays Velance a one-off reasonable administration fee of no more than € 15 (the “administration fee”). If a member place is transferred to a guest, the member who registers that guest owes Velance the difference with the guest rate (Article 3.7). A lower rate does not lead to a refund. No cancellation fee is due on a transfer. The administration fee is charged no more than once per place, regardless of whether the place is transferred (this article) or taken up again after cancellation (Article 10.3).

Article 5 – Participation fee and payment

  1. The participation fee is the remuneration for the organisation, preparation, coordination and social programme of the Fly-out, as described on the event page. It is not a payment for transport, a flight match or an aircraft seat.
  2. The amount of the participation fee is set per Fly-out. Amounts shown to consumers include any applicable VAT.
  3. The participation fee is paid immediately after confirmation using the payment method offered by Velance, at the latest within the period stated on the event page.
  4. If payment is not made on time, Velance sends the participant a written reminder (by email or letter) with a payment period of 14 days. If payment is still not made after that, Velance may claim performance or terminate the agreement and release the place. On termination, the participant owes only the compensation that would apply on cancellation by the participant, determined by applying Articles 10.2, 10.3 and 10.5 accordingly. Velance charges no penalty or fixed surcharge for non-payment, and performance and this compensation cannot both be claimed for the same participation fee. Statutory interest and collection costs are charged only to the extent permitted by law. Collection costs are only charged after the statutory 14-day reminder.
  5. Participation fees are separate from membership fees. Payment of a membership fee gives no right to take part in a Fly-out, and vice versa.

Article 6 – Flying together and matching

  1. Velance encourages members to travel to Fly-outs together and may propose a suitable match to members who ask for one. In doing so, Velance does not organise or sell air transport.
  2. This matching is a free community feature. It is not part of the service for which the participation fee is paid, and Velance receives no commission or other remuneration for it.
  3. A match is only made if all members involved agree to the proposal and Velance then confirms the match. Those involved then decide independently whether they fly together, with which aircraft, who acts as pilot-in-command and what arrangements they make about the flight and any cost sharing.
  4. Any cost sharing is settled directly between those involved and must comply with the applicable rules for non-commercial flights and cost sharing.
  5. A match is solely an opportunity to make contact. It is not a contract of carriage with Velance, not a seat reservation and not a guarantee that a flight will take place.
  6. The absence, change or lapse of a match or flight arrangement gives no right to free cancellation, a refund or credit. Article 10 applies in full.
  7. Each participant is responsible for their own transport to and from the destination.

Article 7 – Flight operations and safety

  1. The pilot-in-command is fully and solely responsible for the preparation, decision-making and safe conduct of their flight, in accordance with the applicable aviation regulations.
  2. This includes, among other things, licences and ratings, medical fitness, recent flying experience, aircraft documentation, airworthiness, insurance cover (including for passengers), weather assessment, fuel planning, NOTAMs and aerodrome procedures.
  3. On registration, every participant who flies to the Fly-out as pilot-in-command declares that they meet all legal requirements to conduct the flight as pilot-in-command and have appropriate insurance cover. Velance does not ask for or record any medical or other health data in this respect and does not check this declaration. It does not constitute approval or a guarantee by Velance.
  4. The pilot-in-command decides independently whether a flight can be conducted, continued or aborted safely and lawfully, and whether every person to be carried can be carried safely and lawfully.
  5. Velance gives no operational flight instructions. Flight schedules, meeting times and arrival windows are organisational guidelines and never take precedence over the safety assessment of the pilot-in-command. Travelling together is not formation flying and not a flight group led by Velance.
  6. No one is obliged or pressured to fly. A decision not to fly for safety reasons does not lead to any negative treatment within the community.
  7. Pilots-in-command strictly comply with the aviation rules on alcohol, medication and fatigue, including during the social programme. Velance takes the return flight into account when planning the programme.
  8. Participants follow the instructions of competent authorities and of responsible staff at airports and other venues.

Article 8 – Programme and changes

  1. Velance carries out the announced programme as well as possible, but may make reasonable adjustments where weather, safety, availability of venues, logistics or other circumstances give reason to do so.
  2. A change to a minor part of the programme gives no right to a refund or termination.
  3. In the event of a material change as a result of which the Fly-out no longer corresponds to what was agreed, the participant may terminate the agreement free of charge by notifying Velance within 3 days of the announcement of the change. Velance states this right and this period in its announcement and in that case refunds the participation fee in full. This period applies solely to this contractual right of termination. It does not restrict any statutory or mandatory rights of the participant. Not responding within the period does not constitute a waiver of those rights, and after the period has expired, the right to terminate for breach and the right to damages, among others, remain in full force.
  4. Velance informs participants of important changes as soon as possible.

Article 9 – Cancellation by Velance

  1. Velance may set a minimum number of participants for each Fly-out. The minimum number and the decision date are stated on the event page before final registration opens. The decision date is 7 days before the start of the Fly-out, unless the event page states a different decision date. Only participants whose registration has been confirmed at the decision date count towards the minimum. If the minimum has not been reached at that time, Velance may cancel the Fly-out and will inform the participants no later than the day after the decision date. If Velance does not cancel within that period, the Fly-out goes ahead and Velance can no longer rely on the minimum not having been reached. Article 9.2 remains unaffected.
  2. Velance may also cancel or postpone a Fly-out where it cannot reasonably be carried out responsibly or at all, for example because of severe weather conditions that make the destination unreachable for the group as a whole, safety risks or the loss of an essential venue.
  3. If Velance cancels the entire Fly-out, each participant receives the participation fee paid in full within 14 days of the cancellation.
  4. Velance may instead offer a replacement date or credit. The participant is not obliged to accept this. If they do not accept, Article 9.3 applies.
  5. Velance does not reimburse costs that participants have incurred with third parties, such as accommodation, fuel or aircraft rental, unless Velance is liable under Article 13.

Article 10 – Cancellation by the participant

  1. A participant may cancel their participation after confirmation via the Digital Squadron or by email to the address stated in Article 1. Failure to attend counts as cancellation.
  2. The participation fee is the remuneration for the entire organisation process of the Fly-out. For this, Velance carries out work before, during and after the event, such as planning and preparation, arrangements with suppliers, coordination and communication with participants, guidance during the event and the financial settlement. Much of this work and many of these costs do not depend on the exact number of participants, so the cancellation of one participant usually does not reduce them, or not proportionally. Because final registration moreover only opens shortly before the start (Article 4.2), Velance can usually no longer fill a vacated place. On cancellation after confirmation, the participant therefore owes a cancellation fee equal to the full participation fee, reduced in accordance with Article 10.3.
  3. The cancellation fee is reasonable compensation for the loss suffered and the profit forgone by Velance, consisting of work performed, committed costs and lost income. Velance automatically deducts from it only:
    1. the costs that Velance demonstrably saves as a result of the cancellation, such as items charged per person that can still be cancelled or reduced free of charge; and
    2. where the vacated place is taken by a new participant who could not have taken part without the cancellation (for example because a stated maximum capacity had been reached): the amount that Velance receives from that new participant as participation fee, less the administration fee under Article 4.8, up to no more than the amount paid by the cancelling participant.
  4. Transfer of the place under Article 4.8 is not a cancellation. In that case no cancellation fee is due and only Article 4.8 applies. The administration fee is never charged per place under both Article 4.8 and Article 10.3.
  5. The cancellation fee is never higher than the agreed participation fee. Velance refunds any amount repayable under Article 10.3 no later than 14 days after the Fly-out. At the participant’s request, Velance explains the calculation.
  6. If a participant is excluded from (further) participation under Article 14, or a member under the Membership Terms, because of conduct attributable to them, the participation fee remains due, subject to Article 10.7.
  7. This article is without prejudice to the participant’s mandatory statutory rights. Insofar as a provision of this article conflicts with them, the statutory rules apply and the article otherwise remains in force.
  8. Ending the membership or deleting the account in the Digital Squadron is not a cancellation and does not end a confirmed registration. If the participant no longer wishes to take part, this article applies. Velance then keeps only the data needed for the settlement, as described in the Privacy Policy.

Article 11 – Individual inability to attend, weather and goodwill

  1. If the Fly-out goes ahead and a participant does not take part for whatever reason, including local weather, technical problems, illness or a lapsed flight arrangement, this counts as cancellation by the participant and Article 10 applies. A participant who cannot or does not want to fly may travel to the destination by other means and still take part (Article 6.7).
  2. The pilot-in-command always decides independently and without pressure from Velance or other participants on the safety of their flight, including on postponing, aborting or not conducting it. The financial consequences of Articles 10 and 11 are never a reason to conduct or continue a flight that the pilot-in-command does not consider responsible. Velance does not interfere with that decision.
  3. In the event of inability to attend related to weather or safety, Velance may grant a credit at its own discretion. There is no entitlement to this. A credit granted:
    1. is only granted on a request submitted no later than 7 days after the Fly-out;
    2. is granted no more than once per member in any 12-month period;
    3. amounts to no more than the participation fee paid, less the administration fee under Article 4.8;
    4. is valid for 12 months, personal, non-transferable and not exchangeable for cash;
    5. gives no guarantee of a place on a specific Fly-out.
  4. In addition, in exceptional circumstances Velance may decide at its own discretion on a full or partial refund or a credit. Such a decision is a one-off gesture of goodwill. It creates no precedent and no right for the participant concerned or for others.

Article 12 – Right of withdrawal

  1. A Fly-out is a service related to leisure activities for which the agreement provides for a specific date or period of performance, namely the date stated on the event page. Pursuant to Article 6:230p(1)(e) of the Dutch Civil Code, the participant therefore has no right of withdrawal (right to terminate within 14 days).
  2. Velance states this expressly on the event page and in the registration process before every final registration.

Article 13 – Liability and insurance

  1. Velance is responsible for the careful performance of its own organisational obligations under the agreement.
  2. Velance is not the operator of participants’ flights and does not assume any responsibility of pilots-in-command, aircraft owners or operators. Velance is not a party to arrangements between participants, not even after a match (Article 6). Velance is not liable for damage resulting from participants’ flights, from decisions of pilots-in-command or from acts or omissions of other participants, unless that damage results from a breach or wrongful act attributable to Velance.
  3. Velance is not liable for failures of third parties with whom participants themselves conclude an agreement, such as hotels, restaurants, airports and rental companies. Velance is responsible in accordance with the law for third parties that Velance itself engages to provide the items included in the participation fee.
  4. Participants and pilots-in-command arrange their own appropriate aircraft, liability, accident, travel and cancellation insurance. Anyone flying along who is not the pilot-in-command checks for themselves whether the pilot-in-command’s insurance covers passengers. Velance recommends that participants take out cancellation insurance covering the participation fee.
  5. To the extent permitted by law, Velance is not liable for indirect damage, such as lost profits. Nor is Velance liable for costs arising from weather, airspace or airport restrictions, technical problems, delays or diversions of flights, such as additional overnight stays, missed connections or alternative transport, insofar as these are not attributable to Velance. This paragraph does not apply in the event of intent or deliberate recklessness on the part of Velance.
  6. Nothing in these terms limits or excludes liability for death or personal injury caused by Velance, for damage caused by intent or deliberate recklessness on the part of Velance, or in other cases in which this is not permitted under mandatory law.

Article 14 – Conduct

  1. Participants behave respectfully towards other participants, venue staff and third parties, and respect the safety and house rules of the venues visited.
  2. Excessive alcohol consumption, inappropriate behaviour and dangerous conduct are not permitted.
  3. In the event of serious misconduct, endangerment or repeated disregard of reasonable instructions, Velance may exclude a participant from (further) participation in the Fly-out. Article 10.6 applies.
  4. Participants are liable for damage they cause themselves, insofar as there is a legal basis for this.

Article 15 – Privacy, communication and images

  1. Velance processes personal data for registration, organisation, payments, participant communication and voluntary matching, in accordance with the Privacy Policy on www.velanceclub.com. It also sets out retention periods and the rights of data subjects.
  2. Data for matching is only shared in accordance with the consent given and the profile settings in the Digital Squadron.
  3. Velance may make a group chat (for example WhatsApp) available for each Fly-out. Taking part is voluntary. Velance informs participants in advance that other group members can see their phone number and profile information. Important announcements are also made via the Digital Squadron or email.
  4. Velance takes photos and videos during Fly-outs for reporting, community content and the promotion of Velance. A participant may object to being recognisably recorded, in advance or on site. For targeted or prominent marketing use in which a recognisable person is central and for which consent is the required legal basis, Velance asks for separate consent in advance.
  5. Velance does not take or publish recognisable photos or videos of guests aged 16 or 17.
  6. Participants do not publish recognisable images or personal data of other participants without their consent.

Article 16 – Complaints

  1. The participant preferably submits complaints about a Fly-out within 4 weeks of the Fly-out via the email address stated in Article 1, with a clear description.
  2. Velance confirms receipt within 7 days and responds substantively within 14 days of receipt. If more time is needed, Velance will say so within that period.
  3. A complaint submitted later will still be dealt with, but may be less thoroughly investigated. Statutory periods remain unaffected.

Article 17 – Final provisions

  1. The agreement is governed by Dutch law. This does not affect the protection a consumer enjoys under the mandatory provisions of the law of their country of residence.
  2. Disputes will be submitted to the court having jurisdiction under applicable law.
  3. If a provision is void or annulled, the remaining provisions remain in force. Velance will then replace the provision concerned with one that comes as close as possible to the original purpose.
  4. Velance may amend these terms. A confirmed registration remains subject to the version the participant agreed to when registering.
  5. These terms are made available electronically before the agreement is concluded and can be stored and printed by the participant.
Velance Aviation Club
Faber Valkering
Rondtanderlaan 6
2171 LW Sassenheim
The Netherlands
Dutch Chamber of Commerce: 42100899
VAT identification number: NL005497336B63
contact@velanceclub.com

Version 1.7 — 22 October 2026
Effective date: 22 October 2026