We strongly recommend you familiarise yourself with the detail.
Brief Description and Terms and Conditions Summary
Description of service
EVENTRAC Limited (“eventrac”, “eventract.co.uk (the Site)” “We”, “Us”, “Our”,) provides a simple and quick means for event organisers (“Organisers”,“Merchants” “You” or “Your”) to publicise sporting events and collect payments with respect to the sale of entries or merchandise to Users (“Buyers”, “Participants”, “Event Registrants”, “You”, “Your”).
Organisers must have a registered eventrac account (free of charge) to create a new event. Organisers may add feature-rich content to their event (such as course maps, custom entry questions, pricing information, location, inventory, images etc) and collect event registration fees directly from Users. Organisers understand and agree that all payments are transferred through our preferred Facilitated Payment Model (FPM) provider, Stripe.
How it works
Eventrac event entry system offers a web-based platform where you can promote your event and associated information, where credit and debit payments are processed securely and speedily, letting you get on with what you do best - ie delivering a well organised and well supported event that gets people coming back year on year.
Terms of Eventrac Website Use
All use of the eventrac.co.uk site to enter events, interact with linked information or for event organisers to register events is subject to our Terms and Conditions.
No event entry participant will be able to register for any event unless they agree to the terms and conditions outlined both by Eventrac and those of the respective event Organiser
No event Organiser will be able to register their event unless they agree to the Eventrac terms and conditions outlined and in doing so, make a declaration of acceptance of full responsibility for all aspects related to the event, This includes providing evidence that the event carries its own cancellation and refund policy and acceptance of sole responsibility for issuing any refunds.
EVENTRAC LIMITED uses the Facilitated Payment Model “Stripe” to process payments.
2. Facilitated Payment Modes (FPM)
Stripe FPM Payment Processing
It is the Organisers sole responsibility to provide any refunds requested by the Buyer, including any Booking Fees, via the eventrac admin interface or the Stripe admin interface. EVENTRAC LTD will not be held responsible for, or liable for, any financial disputes between Event Organisers and Buyers, and Organisers hereby agree to fully indemnify EVENTRAC LTD and its affiliates for, refunds, errors in issuing refunds, or lack of refunds in connection with the use of the Stripe payment option.
3. Confirmation of transaction
Upon successful payment for each transaction, EVENTAC LTD’s administrative interface generates a confirmation message and receipt to the Buyer with details regarding to the event entry or product they have purchased. The Organiser agrees to unconditionally accept honour and fulfil all commitments as stated on your EVENTRAC LTD event entry description.
Following this transaction responsibility for all communication regarding the event will be undertaken by the Organiser.
4. Service Modification/Suspension
The eventrac website is provided “as is” and on an “as available” basis. EVENTRAC LTD is unable to offer warranty that the website or its associated digital processes will be free of defects and/or faults. To the maximum extent permitted by law We provide no warranties (express or implied) of fitness for a particular purpose, accuracy of information, compatibility and satisfactory quality. EVENTRAC LTD reserves the right, at any time, to modify, suspend or discontinue, temporarily or permanently the eventrac.co.uk site (or any part thereof) for any reason or no reason with or without notice. We are unable to accept liability for any disruption or non-availability resulting from external causes including, but not limited to, ISP equipment failure, host equipment failure, communications network failure, power failure,Force Majeure, legal restrictions or censorship. The Organiser and the Buyer agree that EVENTRAC LTD shall not be liable to you or any third party for any modification, suspension or discontinued service.
EVENTRAC LTD reserves the right, at any time, to suspend or permanently remove any or all events published by an Organiser that is/are deemed to breach of these T&C’s (or Our associated agreements) where there is doubt about the details/content or any other material of the event or product provided.
Organiser and Buyer Responsibilities
Event Organisers are responsible for all activity occurring under their respective User account and shall abide by all applicable local, national and/or foreign laws, treaties and regulations in connection with your use of the Service, including those related to data privacy, international communications and the transmission of technical or personal data.
- notify EVENTRAC LTD immediately of any unauthorized use of any password or account or any other known or suspected breach of security
- Report to EVENTRAC LTD immediately and use reasonable efforts to stop immediately any copying or distribution of Content that is known or suspected by you or your Users
- not impersonate an EVENTRAC LTD member of staff or another EVENTRAC LTD user or provide false identity information to gain access to or use the Service.
- agree to be bound by our Terms and Conditions of website usage (and any associated documentation referenced therein) and will not use our Services in any way that
· Is unlawful, harmful, threatening, defamatory, infringing, harassing, racially or ethnically offensive or will include obscene material or reference
· Depicts sexually explicit images
· Facilitates illegal activity
· Promotes unlawful violence
· Is discriminatory based on race, gender, colour sexual orientation, religious belief, disability or is otherwise illegal or causes damage or injury to any person or property
Event Organisers understand and agree
- that EVENTRAC LTD may review and delete any content, messages, course maps, photos, videos or profiles (collectively, "Content") that in the sole judgment of EVENTRAC LTD violate this Agreement or which might be offensive, illegal, or that might violate the rights, harm, or threaten the safety of users.
- that You are solely responsible for the Content that you publish or display (hereinafter, "post") on the Service, or transmit to other users.
- You acknowledge and agree that if you contribute, provide or make available any Content to the Site ("Your Content"), whether as an Event Manager, Buyer or otherwise, you hereby grant to EVENTRAC LTD a non-exclusive, worldwide, perpetual, irrevocable, royalty-free, transferable, sub licensable (through multiple tiers) right and license to use, reproduce, adapt, modify, distribute, translate, publish, create derivative works based on, perform, display and otherwise exploit Your Content, in whole or in part, in any media now known or hereafter developed, for any purpose whatsoever, and to allow others to do so, without compensation to you or any other provider of Your Content. You represent and warrant that you have all the rights, power and authority necessary to grant the foregoing license, and that all Your Content (i) does not infringe, violate, misappropriate or otherwise conflict with the rights of any third party, and (ii) complies with all applicable laws and regulations (foreign and domestic). EVENTRAC LTD reserves the right to remove any of Your Content from the Site at any time for any reason (including, but not limited to, upon receipt of claims or allegations from third parties or authorities relating to Your Content) or no reason.
- EVENTRAC LTD allows for Organisers to insert links to other internet websites or resources. Because EVENTRAC LTD has no control over such websites and resources, the Buyer or any other user of the EVENTRAC LTD service, agrees that EVENTRAC LTD is not responsible, endorses or liable for any external content available on such websites or resources. The Organiser or any other user of the EVENTRAC LTD service agrees that EVENTRAC LTD is not responsible or liable for any consequences arising from the usage or reliance of any such websites or resources.
- PHOTOS - It is your responsibility not to upload an abusive photo, not to infringe on any copyrights or trademarks, and not to use a design which other EVENTRAC LTD users may deem offensive. EVENTRAC LTD is not liable for any imagery that is uploaded by Organisers or Registered Users that infringes any copyrights or trademarks relating to the respective imagery.
Copyright and Trademark infringement
Any complaints, with merit, received by EVENTRAC LTD relating to Copyright and Trademark infringement by an Organiser or publisher on the eventrac.co.uk site will result with the “switching off” of their Event site on EVENTRAC LTD and their details forwarded on to the requestor. Any costs associated with this process will be passed onto the Organiser or publisher on the eventrac.co.uk site.
You can, of course, refuse to accept or block certain cookies and computer browsers have different ways of doing this.
For Users and Organisers to be able to use www.eventrac.co.uk website we have to ask for and store some basic personal information about you. By visiting our site to create an account or register for an event, you are accepting and consenting to the collection and use of this data in the manner described.
The data collected at the point of registration may be transferred to, and stored at, a destination outside of the European Economic Area (EEA). It may also be processed by staff operating outside the EEA ie staff who work for our FPM. By submitting your personal data, you agree to this transfer, storing or processing.
EVENTRAC LTD is NOT associated with or partner to any Organiser (its legal agents or its vicarious agents) or Event(s) displayed on the EVENTRAC LTD System.
EVENTRAC LTD is NOT liable for any injury of life, body or health, based on a violation of duty by Organisers, its legal agents or its vicarious agents.
The Buyer absolves EVENTRAC LTD of any responsibility for anything relating to the Event placed by the Organiser on the EVENTRAC LTD System or sent by the Organiser via EVENTRAC LTD emails.
Any claims from the Buyer, relating to anything prompted by/from/linked to the purchase of an Event, should be made to the Organiser.
Organisers and Users hereby agree that they are liable for all content, in whatever form, provided and made available through eventrac.co.uk and agree not to use the service to upload, post, email, transmit, broadcast or otherwise make available any content that is; unlawful, threatening, abusive, vulgar, harmful, tortuous, defamatory, libellous, vulgar, obscene, invasive, hateful, racially or ethnically objectionable, harmful to minors, impersonating any person or entity, misrepresenting yourself, breaching fiduciary contracts, selling or advertising other products other than what is related to the Event, malware, software viruses, malicious code, inciting or breaking the any law foreign or domestic.
The Organiser agrees to defend, indemnify and hold anyone associated directly or employed by EVENTRAC LTD harmless with any and all damages, liabilities, costs and expenses (direct or indirect) due to or arising from your content. You also agree to cooperate with all requests from EVENTRAC LTD relating to this matter.
EVENTRAC LTD reserve the right, at its sole discretion, to terminate an Organiser’s account and remove all related content at any time for any or no reason for (a) failure to pay any fees and monies due by the Organiser(b) lack of usage of eventrac.co.uk (c) any breach of these T&C. Organisers agree that any termination can be implemented without any prior notice. The Organisers also agree that EVENTRAC LTD shall not be liable to you or any third party for any termination.
Disclaimer of warranties
The EVENTRAC LTD services is provided on an “as is” and “as available” basis. EVENTRAC LTD makes no warranty that: (a) The Service will meet your requirements (b) The Service will be uninterrupted, timely, secure or error free (c) The results from the use of the service will be reliable or accurate (d) The Service or Events (or any part thereof) will meet your expectations (e) Any error will be corrected.
Intellectual Property Rights
All intellectual property rights, including in particular, trade marks, logos and copyright shall be owned by the party introducing the same.
These Terms and Conditions and the relationship between you and EVENTRAC LTD shall be governed by and construed in accordance with the laws of England and Wales and all the Parties agree to submit to the exclusive jurisdiction of the English courts.
Terms & Conditions
1 Acceptance of these terms and conditions
By entering the race you accept these terms and conditions. If you complete the race entry on behalf of another, you accept these terms and conditions on their behalf.
All Rural Running events are promoted by Rural Limited ("we" or "us" which expression includes our employees, race officials, authorised agents, sub-contractors, marshals or volunteers).
3 Application of UKA Rules
UKA rules will only be applied when a UKA licence has been applied for, and subsequently granted. Rural Running Limited have a comprehensive Public Liability Insurance Policy covering all their events and do not run under UKA licences unless otherwise stated.
You participate entirely at your own risk. Except only for death or personal injury resulting from our negligence we accept no responsibility whatsoever for any injury, illness, loss or damage to property and possessions, action, claim, economic loss, cost or expense howsoever caused which may arise in consequence of your participation in the race.
5 Medical conditions / medication(s)
If you have any health concerns or are uncertain whether you are fit to run, please contact your GP before you enter. If you have medical conditions that may affect you during the race or are taking any medication(s) you are required to indicate these on the back of your race number, so that it is evident in the event that you need medical attention during the race.
6 Registration closing
Unless otherwise stated on the company website or the event Facebook page, the final closing date for acceptance of entries will be as published.
7 Maximum time to complete race
Generally, there are NO cut off times during our events. However, if there are road closures on the course, and the removal of said closures presents a danger to either the participants or marshals, the route may be altered or participants may be instructed to run on different parts of the route.
8 Minimum age requirement
Age limited for our events will be published in advance and on the entry pages for the individual races. Where the race is being run under a UKA licence, UKA age restrictions will apply.
Competitors withdrawing from event
A credit will be issued as follows:
Notification dated 4 weeks (57 days) or more before the event
Notification dated 2 weeks to 4 weeks (29 to 56 days) before the event
Notification dated less than 2 weeks (28 days) before the event
Notify Rural Running Ltd in writing via email firstname.lastname@example.org giving your full name and event you are withdrawing from. Date of withdrawal is the date of email. Telephone messages, and Facebook messages/posts will not be accepted.
Race entries are NOT transferable to any other person without express permission of the race organiser. The online entry system and race database is fully automated and any manual changes to the data held on the race database requires considerable time and cost in administration.
Credits must be used before the end of the season in which the credit was issued.
Event cancelled due to reasons beyond organisers control
if an event is cancelled due to reasons beyond the organisers control, including weather or the effects of recent weather events, within 48 hours of the event start, we regret that no entry fees can be refunded, credited or deferred to future events. This is due to the amount of admin, organisation and cost that goes into each event prior to the actual event itself.
Optional Cancellation Cover
If you choose to include cancellation cover with your entry and the event is cancelled by the organisers due to reasons outside of the organisers control you will receive a full refund of your entry fee (less cancellation cover fee). To be valid, cancellation cover must be purchased with the associated entry - it cannot be included at a later date. Without this cancellation cover no refunds will be issued. This cover is non-refundable.
Event cancelled by organiser
if an event is cancelled by the organiser for reasons within its control, a full refund will be issued.
10 Race numbers
You will be provided with a race number which you must conspicuously wear on your front during the race. You will not be permitted to run in the race without the appropriate race number. Anybody found running in the wrong race number may be disqualified and may be refused entry into any future Rural Running events. Race numbers must be worn as issued not be altered, cut, folded or otherwise concealed or mutilated in any way. It is a condition of entry that all runners must complete the contact details and medical information (if applicable) on the reverse of the race number.
Race numbers are strictly non-transferable between competitors without the express permission of the race organiser..
12 Collection of race numbers and timing chips
You are responsible for arriving in adequate time for parking, walking to the start and collecting your race number and timing chip from Race HQ and completing the contact details and medical information (if applicable) on the reverse of the race number before racing. Race number and timing chip will be available for collection on the weekend of the race. Evidence of entry and valid identification may be required to collect them so that we can ensure that the correct number and chip are collected. Further information will be provided on the company and event Facebook pages and in the Race Details email which will be sent to all entrants prior to the race. Race number collection will close 15 minutes before the published start time of the race.
We will try to provide a baggage facility. Items are left entirely at the owners' risk and must not include valuables or cash. We accept no responsibility for loss or damage howsoever caused.
14 Use of non-essential ear-pieces
Use of non-essential ear-pieces is prohibited when running on open roads, on the grounds of safety as they may interfere with the hearing of announcements, instructions from marshals, and road traffic. If seen wearing such equipment, you may be asked to remove it by a race official. Crossing the finish line wearing ear phones may result in disqualification.
15 Use of wheelchairs and other equipment
We regret that in most cases our races are not suitable for participants in wheelchairs. Baby joggers, baby strollers, skateboards, sticks, rollerblades, unauthorized bicycles or any other wheeled device will not be permitted on the course, unless permission is granted specifically by the event organiser.
16 Blind or partially sighted entrants
We are unable to allow guide dogs on the course but can accommodate attendants for blind or partially sighted runners. For safety reasons blind or partially sighted entrants must contact the Race Director prior to entering the race. In accordance with UKA Rule 212 (2) any attendant must also enter the race.
17 Instructions to runners
You agree to obey all instructions as posted at Race HQ, the club website, as announced before the start and as given at any time during the event by the Police or marshals or event officials including race staff, volunteers or medical personnel.
18 Conduct of runners
You are expected to conduct yourself in a professional and courteous manner at all times during the race. This means, for example, using the toilet facilities provided or using public toilets. Anyone violating this rule of conduct may be disqualified from the event and may be asked to leave the course. This also includes using abusive language to marshals/volunteers, other runners and members of the public
19 Refusal of entry/removal from race
We reserve the right to deny entry to, and to disqualify, any participant who fails to abide by the race rules or any of these terms and conditions.
In the event of any objections to the conduct or the result of the race the Race Referee's (if appointed) decision is final.
The Race Director's decision on all other matters is final.
21 Changes to these terms and conditions
We reserve the right to change these conditions at any time. Any changes will be notified via the club Facebook page, so you are advised to check for updates.
22 Use of images and personal information
By taking part in the event, you grant full and irrevocable permission to us and any third parties authorised by us to use any photographs, videotapes, motion pictures, website images, recordings, quotes or any other record of this race that may include your image for marketing and promotional purposes. Your personal information will only be used by us and any appointed third parties for purposes in connection with the race, unless you have specifically requested for it not to be.
23 Course Measurement
All our races are run on measured courses. We measure the course using a 1m/rev measuring wheel. We know that this may result in runners using GPS devices recording distances different to that published.
On selected races, we use a course measurer, who will be a member of the UK Association of Course Measurers. They accurately measure the course using a calibrated counter mounted on a bicycle.
The distance published in the race details is the distance measured and not the distance recorded by a GPS device.
Rural Running will hold your data for 12 months following the event date. Contact (for non mandatory event communications) with you will be made in accordance with your consent