ROYAL ASCOT 2021 - OWNERS' INFORMATION

06 June 2021

Ascot are looking forward to welcoming owners back to the Royal meeting this year and have asked us to share the following information for those planning to attend:

An email will be sent to all registered owners with an entry at the six-day entry/confirmation stage/s for each day of Royal Ascot.  You will need to forward on to all guests wishing to attend as part of your group as applications to attend must come from individuals and not one person on behalf of a group.
 
Royal Ascot & the Events Research Programme (ERP)
Royal Ascot has been selected to be part of Phase II of the Government led Events Research Programme (ERP). This email sets out what to expect ahead of your attendance at Royal Ascot and the actions you need to take:
 
The requirements for each individual owner AND guest attending are:
  1. Provide consent to attend Royal Ascot as part of the Events Research Programme (ERP) and your contact details for the purposes of NHS Test & Trace.
  2. Provide evidence of a free negative lateral flow test on arrival at Ascot Racecourse (on each day you are attending).
  3. Complete two free covid-19 PCR tests; one the day before OR on the day attending Royal Ascot, and one five days after your last day of attendance at Royal Ascot. Note if you are attending more than one day, you do not need to do a PCR test for each visit.
  4. Book regular badges via the Royal Ascot Owners booking portal from declarations stage until 3pm the day before racing.
 
Existing Royal Ascot bookings
Those with an existing booking for Royal Ascot (Royal Enclosure and hospitality bookings, including private boxes, for example) who have already undergone these requirements to access their tickets, will not be required to complete these steps again.  If you would like to collect Owner’s badges/Parade Ring Passes against any horse/s you have running alongside your pre purchased badges, you will still be required to book via the Royal Ascot Owners booking portal as outlined in point 4 above and below.
  1. Consent & Personal Information
At the six-day entry/confirmation/supplementary stage, all owners (as registered with Weatherbys) will be sent an email asking for all those attending to provide consent to attend Royal Ascot as part of the Events Research Programme and your personal information.
The terms of the consent can be found within this Privacy Notice.
Details required for each individual attending (owners and guests) include first name, surname, email address, postal address, mobile number, gender, and date of birth.
Understandably, there will be owners and guests who are unsure whether they are attending Royal Ascot until declarations.  Due to the short time frame following declarations, we are asking as many owners/owners guests as possible to provide and consent ahead of declarations.
It will be the responsibility of the owners to pass the details onto guests to ensure they can provide their consent and personal information ahead of attending Royal Ascot.
PLEASE REMEMBER all individual owners/ owners’ guests will need to provide their own consent.  Once received, please share your email with all those who are planning to attend in your party.  Badges will be provided when proof of consent confirmation is shown via email (print out or on mobile devices).
  1. Provide Evidence of a Negative Lateral Flow Test (LFT )
For the full details on how to order / access and take your lateral flow test please click here and follow the instructions.  This process should take less than 5 minutes.
 
Follow the instructions accompanying your test kit to do the lateral flow test within 36 hours of attending the event.  This process should take less than 5 minutes.
 
It is critical that you report the result of your lateral flow test within 24 hours of doing it. Follow the instructions and you will receive an email and text message to confirm the result.
 
PLEASE NOTE the text or email together with your Owners badge will be required to be admitted to the racecourse.
  1. Complete Two Covid-19 Polymerase Chain Reaction (PCR) Tests
You are asked to take one PCR test prior to attending Royal Ascot, either the day before or the morning of attendance, and send this back in the pre-paid envelope provided with the test, posting it in a Royal Mail priority post box.
Free at home PCR tests can be ordered here
You are asked to do the same for the PCR test 5 days after attending.  Find your nearest priority post box here
The process of taking the PCR tests should take less than five minutes.
  1. Badge Allocation & Booking
We are looking forward to welcoming up to 1200 owners and trainers with runners each day and accommodating you all to the best of our ability.  Owners will have the option to choose from one of two options:
 
Owners badge allocation – Option one
Six complimentary owners/trainers NAMED badges (including lunch), with a further four Owners/Trainers STAR badges available to purchase (no lunch included)
Owners badge allocation – Option two
Ten complimentary owners/trainers STAR badges (not including lunch)
 
Depending on owner’s badge bookings for each, further badges may be available to purchase subject to availability.  Confirmation on further badges available will be confirmed by 4pm the day before each raceday.
 
Parade Ring Passes
The allocation will be six per race Parade Ring Passes per horse.  Please note that regardless of how many owners’ badges you have, the allocation of passes to the Parade Ring per horse remains six.
 
Badge Booking
Owners will be able to book owners badges through a dedicated site which will be communicated to you at declarations.  Please ensure all attendee information is filled in correctly to allow us to provide your NAMED (including lunch) or STAR (badge only) Owners badge/s.  You will also be able to confirm whether you would like to choose badge option one or two.
 
Please note that ALL badge bookings will need to be submitted by 3pm the day before racing.  Badges requested after this time, for the relevant day’s racing, will not be processed.  We will not be able to provide any additional badges on the day.
 
The PASS system will not be in use during Royal Ascot.
PLEASE NOTE we will need to receive all badge bookings by 3pm the day before racing.  Badge requests received after this time will not be processed.  All bookings will need to be made via the dedicated site, circulated at declarations.  The PASS system will not be in use during Royal Ascot.
  1. Other useful information for Owners attending Royal Ascot
Owners’ Hospitality
Owners will be offered a two-course buffet lunch, including afternoon tea, in the Owners’ and Trainers’ Dining Room/s, situated within the Old Paddock complex. 
 
Dress Code
Owners’ badges (NAMED and STAR) permit access to the Queen Anne Enclosure meaning that all those attending will need to adhere to the dress code, found here.
 
If you are attending as an owner and have purchased Royal Enclosure badges, you will need to adhere to the Royal Enclosure dress code to gain access.
 
Face Coverings
The Parade Ring (including the Pre-Parade Ring and all horse walks) is the only area on site where face masks will be mandatory for owners and trainers. Please remember to bring a face mask.
 
If you or any of your guest/s are exempt from wearing a face mask, we ask that you kindly show an exemption card.  More information on which can be found here.
 
Contact
If you have any questions ahead of your visit, please do not hesitate to contact Olivia Hills, Owners’, Trainers’ and Breeders’ Manager via Olivia.hills@ascot.co.uk or +44 (0)7717 516066.
 
The Going
The latest Going information and live weather data from Ascot can be found here.
 
If you have any further questions or queries before Royal Ascot about the event or the Event Research Programme, please don’t hesitate to contact me in the first instance.
 
We are very much looking forward to welcoming you to Royal Ascot and thank you again for your support.
 
With Best Wishes,
 
Yours Sincerely, 
 
Olivia Hills
Owners’, Trainers’ and Breeders’ Manager