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Race terms and conditions

All competitors agree to abide by the race terms and conditions.

Safety

Trail running can involve some risks.  Unlike road races, competitors will face obstructions in the path, such as stones and tree roots.  Whilst the organisers will take all reasonable steps to minimise risks to competitors, all competitors must take responsibility for their own safety, including

 

  • Being aware of the environment and trip hazards

  • Cross roads safely.  Where there is a marshal present, you must follow the directions of the marshal.  Marshals will be present on roads which are either busy, or where speeds of vehicles will be expected to be higher than in built up areas.

  • Take adequate care of environmental factors, such as heat.  If the weather is hot, please take on extra fluids and adjust your pace.

  • Only participating in the race if you are medically fit to do so.  Should you have a medical condition, please contact your GP for advice.  We are not trained in medical matters and cannot offer advice.  We will expect all competitors to have made their own assessment of their fitness to compete and taken appropriate advice where necessary to minimise any risks.

Withdrawing from the race before race day

Competitors may cancel their entry up to to 2 calendar months before the event and will receive a refund minus the booking and refund fee charged by our suppliers.


The terms above are not because we wish to be difficult.  We incur costs as people enter each race which require payment months in advance of race day.  Deferring to another race would still result in us incurring the costs for the initial race you entered. The terms are non-negotiable. We are clear on the rules up front so that matters are fair for everyone and they are consistent with other races.

You are welcome to transfer your place to another person up to one week before race day.  You will need to organise and exchange payment yourself..


Withdrawing during the race

Please, please let someone know!  If for any reason you need to pull out of the race once it has started, please ensure the organisers are made aware.  If possible, please retire at a checkpoint.  If this is not possible, please telephone the contact number given on the day.


We take missing runners seriously so, if you pull out without notifying us, you may very well see a major search and rescue exercise


Race Cancellation
Should the race be cancelled it will be for reasons beyond our control.  We will seek to find an alternative date in the first instance.  Entry fees will not be refundable. Note:  Due to many of our routes using forests, if the BBC weather app has Stong Wind warnings, and the wind arrows are in Black, then it is highly likely the race will be rearranged.  We do not feel it is safe to proceed with a race under trees in a storm.


Should an alternative date not be available we will if possible refund entry fees.  We cannot be held responsible for other costs incurred, such as transport and hotels.


Cut Offs
The race will expect competitors to reach each checkpoint and the finish within a fixed time, known as cut offs.

 

Our races have generous cut offs.  A fast walker could complete the course within the cut off times.  If you are able to occasionally run the flat sections and the gentle down hills, you will easily make the cut-offs.  If you are asked to withdraw from the race due to failing to meet these, please respect the marshals’ decision.  The cut offs are there for two main reasons

 

  • To ensure your safety.  The safety kit, nutrition and support has all be designed with the race times allowed.  Lengthening the timings will increase health risks to yourself.  Cut offs at Check Points are calculated to be met for a competitor seeking to achieve completion within the overall time limit (approx. 2.5 miles per hour for the shorter races & 3 m.p.h for the marathons)

  • To ensure the safety of our marshals.  Some of our marshals will be working for over 8 hours to ensure you have as pleasant a day as possible.  Please respect the fact that they are providing their time for free, for you.  We owe them the decency to let them return as agreed at the start of the day.

 

General Courtesy
The race will go through some very special areas, which are outstandingly beautiful, and some are conservation areas.  We should all be aware of the huge pressures on the environment.  One of the aims of the race is to raise an awareness of the preciousness of our countryside and seek to protect it for future generations.


We will be very strict and all must

 

  • Leave no litter (or preferably pick litter up, even if it is not yours!)

  • Close gates

  • Respect livestock – these are a farmer’s livelihood, we are enjoying a day out.

  • Respect other users of the countryside who have as much right as us to use the countryside.

  • Keep to the signed route paths, to reduce erosion off route.


Any person found not abiding by the above will be immediately Disqualified.  Your name will be provided to other local Race Directors for consideration.

Running with dogs
You are welcome to run with well behaved dogs. Please adhere to the following rules:

1.  Dogs must be at least 12 months old.

2.  Dogs must always be on lead before, during and after the race.

3.  Dogs should wear a appropriate canicross running harness, this should be fitted and not restrict the dog's movement.

4.  A bungee line should be used from the dog's harness to their human's belt. 

5.  The human should wear a canicross running belt

6.  Poo bags must be carried and all waste collected and taken away with you or otherwise disposed of appropriately (i.e bin en route)

7. Owners should be mindful of livestock in fields and other countryside users and stop or walk, as appropriate, when near animals.  

 
Kit

To repeat the information in the kit section.  You are expected to carry the essential kit.  Any competitor who fails a kit check (this can occur at any point in the race if an organiser suspects an individual to not have the essential kit), could be disqualified.  The kit is there for your safety.  Despite the fact we are very close to a major city, it can still take time for aid to both find you and provide assistance. Should the weather turn bad, and you are injured, the kit will keep you alive until support arrives.  Symptoms of hyperthermia and other similar ailments are known even in cities and can kill.


Cheating
Please don’t cheat and cut short the route.  There are plenty of opportunities to do so on the route, though we have added measures in place to try to avoid you doing this accidentally. Cheating is not in the spirit of the trail running community.  We trust runners in our community.

 

Data Protection 

By participating in our races, you nearby acknowledge and agree to the following data protection terms:

1. Use of photos

By entering our races, you grant us permission to use any photographs or videos taken during the event that may feature you.  These images may be used for promotional and marketing purposes, including, but not limited to social media, our website, and other event-related materials.

2. Marketing communications

By providing your contact information, you consent to receiving occasional communications from us for marketing purposes.  These communications may include event updates, special offers, and relevant information related to future events.  You have the right to opt-out from these communications at any time,

3.  Non-Disclosure to Third Parties

We are committed to protecting your privacy and will not share your personal data with third parties unless necessary for the smooth operation of the race.  In such cases, we will ensure that adequate data protection measures are in place to safeguard your information.

 

4. Data retention

 We will retain your personal data for as long as necessary to fulfil the purposes outlined in this clause or as required by applicable laws and regulations.

5. Data security

We take reasonable precautions to protect your personal data from unauthorised access, loss, misuse, or alteration. However, please be aware that no method of transmission over the internet or electronic storage is complete secure, and we cannot guarantee absolute data security.

By participating in our races, you acknowledge that you have read, understood, and agreed to the terms of this data protection clause.  If you have any concerns or questions regarding the use of your data, please contact us directly

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