Race Terms

Terms & Conditions Definitions “Conditions” means these terms and conditions of entry for the Event. “Entry Form” means the website pages and/or documents completed in order to participate in the Event. “Event” means the event named on the Entry Form. “Event Organiser” means The Race Organiser Limited, a company registered in England & Wales with company registration number 08496051; or F3 Events Limited, a company registered in England & Wales with company registration number 05973055; or AAT Events Limited, a company registered in England & Wales with company registration number 12762684. “Fee” means the price of entry into the Event as set out in the Event description and/or on the Entry Form subject to any discounts, offers, bonus or other promotions exercised by the Participant. “Participant” means the person named on the Entry Form who will be participating in the Event. 1. Acceptance of Conditions These Conditions shall apply in place of and prevail over any terms or conditions (whether or not in conflict or inconsistent with these Conditions) contained or referred to in any documentation submitted by the Participant or in correspondence or elsewhere or implied by trade custom, practice or course of dealing. A variation of these Conditions is only valid if the Event Organiser gives notice to the Participant in writing in any official Event material or correspondence prior to the Event. The Participant shall be deemed to have accepted these Conditions upon completion of the Entry Form. 2. Participation 2.1 It is acknowledged that participation in the Event will be physically demanding and the Participant is aware of the nature of the Event and associated medical and physical risks involved. 2.2 The Participant agrees that they are physically capable of competing in the Event and agrees to be solely responsible for their actions and the Event Organiser, its officers, employees, agents, affiliates, associated companies or landowners, sponsors or medical advisers are not responsible for any injury or illness that the Participant may suffer as a result of their participation in the Event. The Participant accepts that should any medical or physical condition arise prior to the Event, which is likely to affect their ability to compete, the Participant will withdraw in accordance with these Conditions. The Participant must disclose any pre-existing medical conditions, disabilities, medication or allergies that may be relevant in the administration of any medical assistance on the Entry Form and agrees that any medical or emergency contact information provided to the Event Organiser will be shared with the Event medical provider to best ensure their safety in the case of a medical emergency. 2.3 The Participant agrees to abide by all applicable rules and regulations including the UK Athletics (“UKA”) Rules of Competition, British Triathlon Federation (“BTF”) Competition Rules, International Triathlon Union (“ITU”) Competition Rules and the British Cycling Federation (“BCF”) Rules and Regulations. The Participant shall not be entitled to a refund of the Fee if they are disqualified from the Event as a result of an infringement of these Conditions or any such rules and regulations. The Event Organiser is also entitled to impose Event rules upon the Participant from time to time which will form part of these Conditions. The referenced rules and regulations may be obtained from www.uka.org.uk, www.britishtriathlon.org, www.triathlon.org and www.britishcycling.org.uk. 2.4 The Event Organiser may introduce cut-off times as they see fit as part of the Event rules, being limits on the time taken to complete sections of the Event (as initiated by the Event Organiser at its discretion) to ensure the safe and proper running of the Event. Subsequently, competitors may be instructed to withdraw from the race in accordance with imposed cut off times. The Event Organiser shall not be liable for any inconvenience, expenses, costs, losses or damages suffered by the Participant as a result of such withdrawal. 2.5 The Event Organiser reserves the right at any time to remove the Participant from the Event or prevent the Participant participating in the Event if, in the Event Organiser’s sole discretion, it considers such action necessary for safety reasons or the proper enjoyment of the Event by other participants or for any other reasonable reason. No refund of the Fee shall be made if the Participant has acted negligently, maliciously, with wilful misconduct or otherwise without due care and attention for the Event or other participants, so as to cause their removal. 2.6 At registration, the Participant must be prepared to produce appropriate photographic personal identification acceptable to the Event Organiser (such as driving license or passport), and UKA/BTF/BCF members must be prepared to produce their respective membership card. 2.7 While the Event Organiser takes every care with the staging of the Event and the safety and security of items left at any staffed bag-drop (or other named provision for the safeguarding of the Participant’s personal belongings), the Event Organiser, its officers, employees, agents, affiliates, associated companies or landowners, sponsors or medical advisers are not responsible for any loss or damage to any personal items as a result of the use of this service by the Participant. 2.8 The maximum distances for: 2.8.1 a UKA licensed road race competition are set out below and further clarified in the UKA Rules for Competition. Ages are determined on the day of competition. Age Maximum Distance Over 11 – Under 13 5,000 metres Over 13 – Under 15 6,000 metres Aged 15 years 10,000 metres Aged 16 years 15,000 metres Aged 17 years 25,000 metres Over 18 – Under 20 Marathon Seniors/Masters Unlimited 2.8.2 a BTF licensed multisport competition are set out below and further clarified in the British Triathlon Competition Rules. Ages are determined with respect to the age of the competitor on the 31st of December of the year of the competition. Age Maximum Distance Aged 15 years* (Super)/Sprint (Triathlon/Duathlon/Aquathlon/Aquabike) Aged 17 years* Standard (Triathlon/Duathlon/Aquathlon/Aquabike) Aged 18 years Middle (Triathlon), Long (Aquathlon/Aquabike) Aged 19 years Long (Triathlon/Duathlon) *Parental consent must be provided for competitors aged 15 to 17 where the Event includes a bike segment that takes place on open roads. 2.8.3 a swim-only competition are set out below. Ages are determined with respect to the age of the competitor on the 31st of December of the year of the competition. Age Maximum Distance Aged 15 years 750m Aged 17 years 1500m Aged 18 years 3000m 2.9 On submission of the Entry Form, the Parent or Guardian of the Participant who is a minor confirms that: 2.9.1 the Participant meets the age requirements as specified in these Conditions. 2.9.2 the Participant is in good health and is capable of taking part in the Event. 2.9.3 they consent, in the event of an emergency, that any necessary treatment can be administered to the Participant which may include the use of anaesthetics. 2.9.4 they accept that whilst the Event Organiser, its employees, Event officials, authorised agents, sub-contractors and volunteers will take reasonable precautions to ensure accidents do not happen, they cannot necessarily be held responsible for any loss, damage or injury suffered by the Participant. 2.9.5 they accept that no refund of the Fee shall be made if the Participant is withdrawn from the Event or prohibited from participating as a result of an infringement of any of the conditions set out in this clause 2.9. 2.10 Team entries must provide confirmation of full details of all team members through the accepted online process or in writing a minimum of 2 weeks prior to the Event. 2.11 All decisions and rulings by the Event Organiser, its employees and its agents are considered final. Accordingly, the Participant will comply with all Event rules and all instructions and guidelines given by stewards, marshals and safety personnel. The Participant acknowledges and agrees that the Event Organiser will organise and run the Event and will have sole authority and be the final arbiter on all decisions relating to the safety, running and organisation of the Event, the rules of the Event, the timings/finish times and the placings. 2.12 These Conditions are personal to the Participant and it may not assign any of its rights or obligations under this Agreement without the prior written consent of the Event Organiser. The Participant represents and warrants that the Entry is purchased for personal use only, that it cannot be donated free of charge or otherwise given away for free, and that it is not purchased as part of any form of business or commercial activity (save as expressly authorised by the Event Organiser), and in particular, that the Entry may not be resold or offered for resale by anyone whether at a premium or otherwise and may not be used for advertising, promotional use, as a prize (including in competitions and sweepstakes), travel packages, or for any other trade purposes. Unauthorised donation, giveaway, resale or attempted resale is grounds for seizure or cancellation without refund or other compensation. 2.13 The Participant acknowledges and accepts that circumstances concerning the Event may change from time to time for reasons out of the Event Organiser’s reasonable control or otherwise, without the Event Organiser incurring any liability and without any rights to withdrawal being accrued by the Participant other than set out in clause 4 below. By way of illustration, changes to car parking arrangements, competition rules and accommodation will not allow the Participant to withdraw, nor will the Event Organiser be deemed liable except as otherwise set out herein. 2.14 The Participant consents to receiving communication from the Event Organiser specifically related to the Event. 2.15 The Participant must ensure the Event Organiser is notified either in writing or by completion of the necessary website pages of any changes in personal details including but not limited to their name, email, address or contact number. The Event Organiser cannot be held responsible for any communication correctly addressed and sent either physically or electronically (such as by way of illustration any electronic mail that is filtered as spam or rejected for any reason by the Participant’s service provider) that is not received by the intended recipient and may request a reasonable fee where appropriate to cover any replacement, administrative or other costs associated with the failure of the Participant to maintain an accurate record of their personal information with the Event Organiser. 2.16 Noise-cancelling earphones/headphones are prohibited for use in the Event. Other earphones are only permitted if the Event is a closed road race, where the Participant should ensure that instructions from marshals or other Event officials can be clearly understood. Earphones/headphones are prohibited in all circumstances if the Event is multisport or swim-only. The Participant shall not be entitled to a refund of the Fee if they are disqualified from the Event as a result of an infringement of this clause 2.16. 2.17 The Participant is responsible for ensuring they wear suitable clothing and any other safety equipment (such as by way of illustration a bicycle helmet or wetsuit) and that any other items required for participation in the Event have been properly maintained and are of sufficient quality to participate. Whilst running or cycling, the Participant may encounter livestock, steep drops, uphill sections, roots, mud, rocks, fellow participants, dogs, horses, quad bikes or other obstacles and should take extreme care when doing so. The Participant must adhere to the course markers and to any warning signs on the route at all times. Save to the extent caused by negligence on the part of the Event Organiser, the Participant will be entirely responsible for any injury sustained (whether to themselves or others) as a result of any reckless cycling, running or swimming, failure to take proper care or pay proper attention or failure to adhere to warning signs or instructions. 3. Bookings and Payments 3.1 In consideration for being granted the right to participate, the Participant must pay the Fee by no later than the closing date set out on the Entry Form. 3.2 The Participant shall either: 3.2.1 complete the Entry Form online and submit it together with payment of the Fee online in accordance with the Event Organiser’s website; or 3.2.2 complete the Entry Form by hand and send it by post with the accompanying agreed suitable form of payment. 3.3 The Participant shall not be eligible or entitled to participate in the Event until full payment of the Fee has been received by the Event Organiser. No payment shall be deemed to have been received until the Event Organiser has received cleared funds. 4. Withdrawal, Cancellations or Alterations 4.1 Subject to 14 days or more remaining before the Event, the Event Organiser operates a 7-day cooling off period. Accordingly, the Participant is entitled to cancel their application to participate provided the Event Organiser receives written notice of cancellation within 7 days of payment of the Fee (payment being deemed made for the purposes of this clause 4.1 by completing payment online, or on receipt of the Entry Form sent by post in accordance with clause 3.2 above) and more than 14 days before the Event to receive a full refund of the Fee. 4.2 The Event Organiser reserves the right to cancel, delay or postpone the Event due to circumstances beyond its reasonable control (such as by way of illustration an act of God, adverse weather, water or ground conditions, emergency service instructions or an outbreak/epidemic of any communicable disease). 4.2.1 In the event of such postponement of the Event, and the Participant is unable to attend on the revised date, they must inform the Event Organiser in writing of their intention to withdraw from the Event. For the purpose of determining any entitlement to a refund, deferral or transfer to an alternate event, the Participant will be considered to have submitted notification a number of days prior to the Event equal to the date the rescheduled Event was communicated relative to the original Event date, or on any subsequent date of notification relative to the rescheduled date, whichever is shorter. Notwithstanding the determination of entitlement set out in this clause 4.2.1, the Event Organiser reserves the right to offer a virtual alternative; a transfer to an alternate, comparable event; or credit up to the original Fee in lieu of a refund. The Event Organiser shall not be liable for any inconvenience, expenses, costs, losses or damages suffered by the Participant as a result of such postponement. 4.2.2 In the event of such cancellation of the Event where a postponement is not possible, the Event Organiser reserves the right to offer a virtual alternative; a transfer to an alternate, comparable event; or credit up to the original Fee in lieu of a refund. The Event Organiser shall not be liable for any inconvenience, expenses, costs, losses or damages suffered by the Participant as a result of such cancellation. 4.2.3 Where the Event has to be cancelled, delayed or postponed due to circumstances that were within the Event Oganiser’s reasonable control or where the Participant has any other claim against the Event Organiser in respect of the Event, its entire liability (save in respect of personal injury or death) in respect of any inconvenience, expenses, costs, losses or damages suffered by the Participant as a result will be limited to the Event Fee. 4.2.4 The Event Organiser reserves the right to amend the Event format due to circumstances beyond its reasonable control (such as by way of illustration from a triathlon to a duathlon or other suitable race format). If the Event is changed to another format the Participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change of format. 4.2.5 The Participant accepts that the Event Organiser is unable to prevent or minimise any risk associated with open water swimming (such as by way of illustration illness or injury caused by other parties or wildlife, contamination, an uneven or hazardous bed, consuming water or participating with open wounds). The Event Organiser reserves the right to cancel the Event at short notice if the water conditions are such as to be unsuitable to accommodate a swim event, or to substitute the swim element for another discipline. In the event of such substitution the Participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change of format. 4.2.6 The Event Organiser reserves the right to amend the time of the Event due to circumstances beyond its reasonable control or to facilitate the implementation of a waved or staggered start. In the event of such change, which shall be communicated as soon as reasonably practical, the Participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change. 4.3 The Participant acknowledges that places are limited, and payment of the Fee and reservation of the place has an effect on logistics and subscription for the Event. Accordingly, subject to clauses 4.1 and 4.2 above, the Participant may only withdraw from the Event at any other time, subject to the following: 4.3.1 If the Participant withdraws 28 days or more before the Event, they will receive a refund of 100% of the Fee. If the Participant withdraws between 21 and 28 days before the Event, they will receive a refund of 75% of the Fee. If the Participant withdraws between 14 and 21 days before the Event, they will receive a refund of 50% of the Fee. If the Participant withdraws between 7 and 14 days before the Event, they will receive a refund of 25% of the Fee. 4.3.2 If the Participant withdraws less than 7 days before the Event, they will receive no refund from the Event Organiser but upon request the Event Organiser may offer a transfer to an alternate, comparable event. Where authorised, the Participant must pay any additional fee associated with the increased cost of entry into an alternate category but will not be entitled to any refund where the fee for entry into the alternate event is less than that for which the Participant originally registered. The Event Organiser may also request a reasonable additional fee where necessary to cover any further administrative or other costs associated with such transfer of Entry. 4.3.3 If the Participant is unable to attend the Event and informs the Event Organiser of their intention to withdraw 7 days or more before the Event they can, in lieu of any entitlement to a refund, request the Event Organiser transfer their Entry to an alternate, comparable event and/or participant. Where authorised, the Participant must pay any additional fee associated with the increased cost of entry into an alternate category and/or event but will not be entitled to any refund where the fee for entry into the alternate event is less than that for which the Participant originally registered. The Event Organiser may also request a reasonable additional fee where necessary to cover any further administrative or other costs associated with such transfer of Entry. Such transfers are strictly prohibited without prior authorisation from the Event Organiser and the Participant shall not be entitled to a refund of the Fee if they are disqualified from the Event as a result of an infringement of this condition. The Event Organiser reserves the right to refuse requests to transfer to an alternate, comparable event and/or participant received less than 7 days before the Event. 4.3.4 Notwithstanding the conditions set out in these clauses 4.3.1, 4.3.2 and 4.3.3, the notice periods stated for the determination of refund entitlement shall all be doubled for the following list of premium ‘closed-road’ events: Run Silverstone Half Marathon, 10K & 5K The New Swindon Half Marathon The Rugby Half Marathon The Maidenhead Half Marathon The Frome Half Marathon, 10K & 5K The Surrey Half Marathon The Guildford 10K The Weybridge 10K The Slough Half Marathon 4.4 If the Participant informs the Event Organiser of their intention to withdraw from the Event through illness, injury or other circumstance (such as by way of illustration any legally imposed travel and/or participation restrictions), such notice will dictate any entitlement to a refund or transfer to an alternate event with this clause 4.3. 4.5 The Participant shall not be entitled to change the race category further to submitting the Entry Form without prior agreement from the Event Organiser. Where authorised, the Participant must pay any additional fee associated with the increased cost of entry into an alternate category but will not be entitled to any refund where the fee for entry into the alternate event is less than that for which the Participant originally registered. The Event Organiser may also request a reasonable additional fee where necessary to cover any further administrative or other costs associated with such transfer of Entry. 4.6 Notice of withdrawal from the Event must be communicated through the online administration service on the Event website or by providing written notice to the Event Organiser. Withdrawals WILL NOT be accepted by telephone. The date of receipt of such notice will dictate any entitlement to a refund or transfer to an alternate event and/or participant with this clause 4. 4.7 Should places in any category for the Event be oversubscribed, the Event Organiser reserves the right to either offer the Participant a place in a suitable alternate category for such Event or withdraw the offer of a place. 4.8 In the event the Event Organiser withdraws the offer of a place to the Participant in the Event for any reason at any time it will provide the Participant with a full refund of the Fee, with no further liability whatsoever arising from such withdrawal. Notwithstanding this clause no refund shall be made where otherwise set out herein (including for the avoidance of doubt clauses 2.3, 2.4, 2.5, 2.9, 2.12, 2.13, 2.16 and 2.17). 4.9 Where the Event has been promoted as being licensed with the respective regulatory body and the route is subject to official measurement, the Event Organiser will make every reasonable effort to offer the route as described. In the event the Event Organiser is unable to offer the official route due to circumstances beyond its reasonable control (such as by way of illustration the route being affected by weather, debris or other hazard or being inaccessible for any other reason including restrictions or other denial of access imposed by the landowner) or where an error occurs in the placement or measurement of the course (notwithstanding the best intentions of the Event Organiser), an unmeasured, approximate revised route will be accepted by the Participant as an alternative. Where such alterations invalidate the terms of any event license granted by the respective regulatory body, any results will be withheld from publication therein and the Participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change. 4.10 The withdrawal policy set out in this clause 4 does not apply to Charity Pledge Place Participants whose places are the property of the charity. 5. Event Organiser Responsibilities/Liability 5.1 Notwithstanding anything in these Conditions the Event Organiser shall not be liable to the Participant for any liability in contract, tort (including negligence) or otherwise for any loss of business, revenue or profits, anticipated savings or wasted expenditure, loss or damage of or to personal equipment belonging to the Participant or any indirect or consequential loss or damage whatsoever (notwithstanding that such loss was within the contemplation of the parties at the date of submitting the Entry Form) arising out of the Participant taking part in the Event or any other matter arising under these Conditions, nor for an aggregate amount greater than the Fee paid by the Participant. Without limiting the foregoing, the Event Organiser will not be liable for any actions of any spectators or other third parties unless otherwise set out herein. 5.2 Accordingly the Participant hereby expressly and irrevocably renounces, for themself, heirs and successors in title the right to any recourse or claims whatsoever against the Event Organiser, its officers, employees, suppliers and/or sponsors and/or persons for whom it is answerable (“Associated Parties”) as a result of any kind of physical, mental or other loss or damage of whatsoever nature (including any loss of earnings, profits, or pain and suffering) suffered by the Participant, directly or indirectly, or by their family or by any dependents and caused by an event in any way relating to the Participant’s participation in Event, and the Participant hereby undertakes, for themself, heirs and successors in title to indemnify and hold harmless the Event Organiser, and the Associated Parties for any costs and/or amount which they or any of them may be required to pay as a result of any recourse or claim aforesaid by whomsoever made. The Participant also agrees to indemnify the Event Organiser and the Associated Parties for any claim, actions, liabilities or losses resulting from any breach of the Participant’s declarations above and/or the Participant’s negligent acts or omissions and/or wilful misconduct. 5.3 Nothing in these Conditions shall exclude or limit the liability of the Event Organiser: 5.3.1 for death or personal injury caused by the Event Organiser’s negligence; or 5.3.2 for fraud or fraudulent misrepresentation; or 5.3.3 for any matter which it would be illegal for the Event Organiser to exclude or attempt to exclude liability. 5.4 This clause 5 shall be read and construed and shall have effect subject to any limitation imposed by any applicable law. 6. Publicity and Results 6.1 The Participant irrevocably consents to: 6.1.1 their appearance in the Event being photographed, filmed, recorded, incorporated and exploited in whole or in part in any publication, television program, film, video or broadcast of whatever nature by all means and in all media and formats now or invented after the date of these Conditions; and 6.1.2 the use and reproduction of the Participant’s name, likeness, appearance and photographs, films and recordings by all means and in all media for the purpose of advertising, publicity and otherwise in relation to the exploitation of the Event (and future events) and/or the promotion of the Event (and future events) and the commercial rights relating to the Event (and future events) provided that such use does not imply direct endorsement by the Participant of any official sponsor or supplier of the Event. 6.2 Any film, photographs (by camera or mobile phone), or any other recording of moving or still picture, and all intellectual property in connection therewith (including but not limited to copyright) shall remain the property of the Event Organiser, and where such intellectual property does not automatically vest in the Event Organiser, these Conditions shall constitute a legally binding assignment thereof and/or the Participant shall sign all reasonable documentation required to give affect thereto. Accordingly, any such recording shall not be used other than for private use without the Event Organiser’s prior written consent. 6.3 The Event Organiser or any company contracted to provide a result timing service on their behalf will use best endeavours to provide an Event finish time for the Participant. However, it cannot be held responsible for any computer result anomalies or technical malfunctions that prevent the recording of an accurate result and/or time for the Participant, nor will its failure to do so entitle the Participant to any refund or further liability whatsoever arising therein. 6.4 Events results remain provisional until final verification has taken place. The Event Organiser or any company contracted to provide a result timing service on their behalf will not be responsible for the retraction of any gift, place, prize or other offer withdrawn from the Participant by any other party in the case that a result is altered for any reasonable reason in line with the rules of competition. 6.5 The Participant consents that the Event Organiser and/or any affiliated results provider may publish their personal information as part of the Event results and may also pass such information to the governing body or any affiliated organisation for the purpose of insurance, licensing or for publishing results either for the Event alone or combined with/compared to other events. Results may include name, gender, club affiliation, time and age category. 7. General 7.1 These Conditions (and the documents referred to in them) constitute the entire agreement and understanding of the parties and supersede any previous agreement between the parties relating to the Event. The Participant acknowledges and agrees that in submitting the Entry Form (and the documents referred to in it) it does not rely on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person (whether party to these Conditions or not) other than as expressly set out in these Conditions. 7.2 Nothing in these Conditions shall constitute or be deemed to constitute a partnership between the parties hereto or constitute or be deemed to constitute either party as agent of the other for any purpose whatsoever and neither party shall have authority or power to bind the other or to contract in the name of the other in any way or for any purpose. 7.3 No waiver by either party of a breach or a default hereunder shall be effective unless in writing and signed by both parties and any such waiver shall not be deemed to be a waiver of any subsequent breach or default of the same or similar nature. 7.4 To the extent permitted by law all provisions of these Conditions shall be severable, and no provision shall be affected by the invalidity or unenforceability of any other provision with the remaining provisions if necessary, being so amended as shall be necessary to give effect to the spirit of these Conditions so far as possible. 7.5 These Conditions shall be interpreted in accordance with the laws of England and Wales and any dispute arising hereunder shall be subject to the exclusive jurisdiction of the English Courts.