Eventrac News

Terms and Conditions

27 Feb, 2025 04:33 By:

Terms and Conditions of Entry

If you are booking for other entrants, you are accepting the terms and conditions on their behalf. We strongly advise that you share these terms and conditions with them. By completing personal details and paying for the entries all entrants are signing to acknowledge and agree to all terms and conditions

• Under 18’s and 'On the Day' entrants need to have signed a personal details form, for under 18's the form MUST be signed by a parent or legal guardian. Download and print the form from the download link in the final details email.
• This is a race on open roads, by entering this event you are accepting that you understand you'll be responsible for your safety and accept the risks of racing on open roads.
• All entrants are responsible for ensuring they are physically able to take on the event that they have signed up for.
• Suitable footwear and clothing must be worn throughout the event taking into account the weather conditions on the day. 
• All entrants must take account of the weather conditions, which may be encountered during the event and may mean it’s necessary to carry additional items. All entrants are responsible for ensuring they have the appropriate equipment to deal with the weather conditions on the day.
• At any event if any entrant decides to retire for whatever reason, either event HQ or the marshal at the nearest Marshal Point must be informed of the retirement. Call the event emergency/retirement number printed on your race number as soon as possible
• For all adult events/distances, all entrants must be over 16 years of age to enter solo. For UK Athletics permitted events, Half Marathon entrants MUST be at least 17 years old to take part. 
• For the Kids Kilometre, entrants must be age 5 - 16. Under 5's cannot take part for insurance reasons and those 17 years and over acn enter the senior distances.    
• All under 18’s must have consent signed by a legal parent/guardian.  
• We may recommend that certain equipment is used for each event. Please see the event specific webpage for a list of recommended equipment if appropriate.

Disclaimer 

• All entrants should be aware that these are running races where an appropriate level of fitness and stamina is required to complete the distance. We therefore recommend that if you are not used to these sorts of activities that suitable training is undertaken beforehand.
• Whilst the organisers will do everything possible to safeguard entrants, no responsibility can be accepted. You enter the event at your own risk and Active South West Ltd accept no responsibility for injury, death, loss or damage of property or any other outcome. Those who require insurance cover against possible injury and/or loss of, or damage to, property should make their own arrangements or purchase the optional Refund Protect insurance at point of entry (Provided by a third party insurance company, claims should be dealt with directly with them using the information supplied in your confirmation email)
• Please note that the organisers reserve the right to re-organise the event in any way considered appropriate to prevailing conditions. If the event has to be cancelled through no fault of the event organisers, no refund will be made. We suggest you take out your own insurance to cover this.As above, optional Refund Protect can be purchased when entering through a third party insurer. 
• Participating in the events will always have associated risks of personal injury. We make every effort to minimise these risks. However, there are inherent risks of bumps, bruising, sprains, scrapes, cuts, etc. More serious injury cannot be ruled out and participants taking part in this event should be aware of the risks and be responsible for their own actions, the condition of their equipment/kit/clothing and their ability to complete their chosen event/distance.
• Staff reserve the right to remove participants from events where their behaviour is unacceptable. Supervising adults are responsible for maintaining control of their under 18’s whilst at the events.
• Participants must not be intoxicated with drugs or alcohol prior to or during the event, doing so will forfeit their place on the event and they are not eligible for a refund or compensation from Active South West Ltd. Staff members reserve the right to remove participants from events where they believe the participant is under the influence of drugs and/or alcohol and will not be eligible for a refund or compensation from Active South West Ltd.
• Correct clothing, footwear and equipment must be used as per the equipment listed on each event specific webpage. Staff reserve the right to remove participants from the event if they do not have sage appropriate kit.
• Any medical conditions or disability must be detailed when entering the event, this can be updated at any time up to 1 week before the event by signing into your eventrac account. If you are not sure about your fitness to take part, then your doctor’s advice should be taken. We must also be made aware of any medication being taken. Our medical providers may also make a clinical decision to remove you from the event if they deem you to be unwell or not fit to take part/finish.
• Active South West Ltd has public and product liability insurance of £5 million. Personal belongings are the participant's own responsibility. We do not accept responsibility for loss or for additional expenses due to sickness, weather, strikes or any other causes. Personal accident insurance is not included.
• We may film or take photographs of participants for publicity purposes, including reproduction on our website, social media accounts and other media outlets. If you are not willing, please inform us directly. Active South West Ltd does not share personal information in accordance with the Data Protection Act 1998. 

Cancellations

Should you need to cancel your booking once it has been confirmed, you can do so via your Eventrac account which is where the booking was made. The date on which you do this will determine the level of cancellation charges applicable:

• Cancellation up to 2 months before the event – full refund
• Cancellation less than 2 months before – no refund
• Entries may be transferred to another suitable entrant up to 16 days before the event and must be formally transferred via the Eventrac booking system.
• Less than 16 days, strictly no transfers (no runner should run under another person's number)

No discount or reduction in fees will be made if the weather or other conditions outside the control of Active South West Ltd preclude all or part of the event taking place. This includes pandemics such as: COVID-19.  If Active South West Ltd fails to attend or cancel, under no circumstances will consequential losses be met. 

Concerned entrants are advised to take out cancellation insurance to cover this eventuality at the point of booking (or organise their own insurance if they don’t already have this).

By accepting these terms and conditions you are agreeing to all the above points.