EVENT TERMS & CONDITIONS
These Terms and Conditions apply to the Northstowe Running Festival (the “Event”), organised by Northstowe Running Festival Events Ltd (the “Organiser”).
By registering for or participating in the Event, Participants agree to be bound by these Terms and Conditions.
Where relevant, these Terms and Conditions also apply to all persons entering or attending the Event venue, including spectators, volunteers, traders, contractors, sponsors and partners. Entry to and remaining within the Event venue is subject to compliance with the applicable provisions of these Terms and Conditions.
1. REQUIREMENTS
1.1 Only persons properly registered for the relevant competition in accordance with these Terms and Conditions are eligible to participate in the Event (“Participant” or “Participants”).
1.2 Participants must meet the following minimum age requirements on the Event Date:
1.2.1 Half Marathon – 17 years;
1.2.2 10K – 15 years;
1.2.3 5K – 11 years;
1.2.4 Family Mile – no minimum age.
1.3 Participants under 9 years of age must be accompanied on the course by an adult who is also properly registered to participate in the Family Mile.
1.4 A Participant under 18 years of age on the Event Date must be registered by their parent or legal guardian, who must accept these Terms and Conditions on the Participant’s behalf.
1.5 A parent or legal guardian registering a Participant under 18 is responsible for ensuring that the Participant complies with these Terms and Conditions and any applicable Event instructions.
2. ACCEPTANCE OF CONDITIONS
2.1 By completing an Event registration and accepting these Terms and Conditions through the online registration process, the Participant enters into a binding agreement with the Organiser and agrees to comply with these Terms and Conditions.
2.2 Where an entry is completed on behalf of another Participant, the person completing the registration must have authority to do so and must ensure that the Participant is made aware of these Terms and Conditions.
3. PERSONAL HEALTH AND FITNESS
3.1 Participation in the Event is physically demanding and may involve inherent risks. Participants are responsible for ensuring that they are medically and physically fit and sufficiently prepared to participate in the competition they have entered.
3.2 Participants should not take part if they are unwell, injured or otherwise medically unfit to participate. Participants are responsible for seeking appropriate medical advice before taking part where they have any concerns about their health or fitness.
3.3 The Organiser reserves the right to prevent a Participant from starting or require a Participant to stop participating at any point during the Event, where the Organiser, its appointed medical personnel or Event officials reasonably consider that continuing may present a risk to the Participant’s health or safety or to the health or safety of others.
3.4 Participants acknowledge and accept the risks normally associated with participation in a running event, including the risk of accident, injury or illness, subject to the Organiser’s responsibilities under applicable law.
4. MEDICAL TREATMENT
4.1 By entering the Event, Participants consent to receiving such medical treatment as may be considered reasonably necessary during or immediately following the Event by the Organiser’s appointed medical personnel, emergency services or other appropriately qualified persons.
4.2 Participants must comply with reasonable instructions given by the Event’s medical personnel. Where medical personnel consider that a Participant should stop participating, the Participant must withdraw from the Event.
4.3 Where considered necessary for the Participant’s health or safety, the Organiser or its appointed medical provider may arrange for the Participant to be transported by ambulance or other appropriate means for further medical assessment or treatment.
4.4 Participants are subject to the UK Athletics Anti-Doping Rules and agree to comply with those rules, including any applicable requirements relating to testing and the provision of samples.
5. RACE NUMBERS
5.1 Participants must wear the race number allocated to them by the Organiser and ensure that it is clearly visible throughout the Event.
5.2 Race numbers must not be altered, duplicated or used by any person other than the Participant to whom they are registered, except where an entry has been officially transferred in accordance with Section 6.
5.3 Participants must not give, sell or otherwise pass their race number to another person outside the Organiser’s official transfer process.
5.4 Any person participating using a race number registered to another Participant without an authorised transfer may be refused participation, disqualified or removed from the Event results.
5.5 Participants are responsible for ensuring that the personal, medical and emergency contact information associated with their entry is accurate and up to date before taking part in the Event.
6. PARTICIPANT WITHDRAWAL, COMPETITION CHANGES AND ENTRY TRANSFERS
6.1 Entry fees are non-refundable. Where a Participant is unable or chooses not to take part in the Event, no refund of the entry fee will be provided.
6.2 Participants may change to another competition within the same Event up to 5:00pm two weeks before the Event Date, subject to availability and any applicable eligibility requirements.
6.3 Where a Participant changes to a competition with a higher entry fee, they must pay the difference in price. Where a Participant changes to a competition with a lower entry fee, no refund of the difference will be provided.
6.4 Participants may transfer their entry to another person through the Organiser’s official transfer process up to 5:00pm two weeks before the Event Date.
6.5 A transfer is not valid until the replacement Participant has completed the required registration process, provided all required information and accepted these Terms and Conditions.
6.6 Competition changes and entry transfers will not be accepted after the deadlines specified in clauses 6.2 and 6.4.
6.7 Entries cannot be deferred to a future Event or subsequent year.
6.8 Where optional cancellation or entry protection is made available during registration, Participants are responsible for deciding whether to purchase such protection and for understanding the applicable terms, exclusions and claims process.
7. TRAVEL TO AND FROM THE EVENT
7.1 Participants are responsible for making their own travel arrangements to and from the Event and for allowing sufficient time to arrive and be ready to participate at their allocated start time.
7.2 The Organiser will not be responsible where a Participant is unable to attend, arrives late or misses their start as a result of traffic, public transport disruption, parking availability or other travel-related circumstances.
7.3 A Participant who is unable to attend or participate due to travel-related circumstances will not be entitled to a refund of their entry fee.
8. EVENT CHANGES, POSTPONEMENT AND CANCELLATION
8.1 The Organiser reserves the right to alter the Event where reasonably necessary, including changing the start time, race schedule, route, distance, venue, format or other Event arrangements, where this is required for safety, operational reasons or circumstances beyond the Organiser’s reasonable control.
8.2 The Organiser may postpone, cancel, shorten, suspend or otherwise modify the Event where it considers this reasonably necessary due to circumstances beyond its reasonable control. Such circumstances may include, without limitation, severe or adverse weather, flooding, lightning, unsafe course conditions, fire, natural disaster, epidemic or pandemic, acts or threats of terrorism, civil disturbance, failure of utilities or essential infrastructure, restrictions or directions imposed by the police, emergency services, local authority, governing body or other competent authority, or any other circumstance which makes staging or continuing the Event unsafe, impracticable or unreasonable.
8.3 Where the Event is cancelled, postponed or materially altered due to circumstances beyond the Organiser’s reasonable control, Participants will not be entitled to a refund of their entry fee, subject always to any rights which cannot lawfully be excluded.
8.4 The Organiser will not be responsible for any additional costs incurred by a Participant in connection with the Event, including travel, accommodation or other expenses, where the Event is cancelled, postponed, delayed or altered.
8.5 Where the Organiser cancels or postpones the Event for reasons within its reasonable control, Participants will be entitled to a refund of the entry fee paid if the Event is cancelled or if they are unable to participate on the rescheduled Event Date. The Organiser will not be responsible for any associated costs incurred by Participants, including travel, accommodation or other expenses.
9. ANIMALS
9.1 Participants are not permitted to take part in the Event accompanied by a dog or other animal.
9.2 Participants who use an assistance dog and require support or a reasonable adjustment in order to participate should contact the Organiser before entering so that appropriate arrangements can be discussed.
9.3 Where appropriate, the Organiser may provide a complimentary entry for a supporting runner accompanying a Participant who requires assistance to take part.
10. BUGGIES, BICYCLES AND OTHER EQUIPMENT
10.1 Participants may take part with a child in a buggy only in the Family Mile. Buggies are not permitted in the Half Marathon, 10K or 5K.
10.2 Bicycles, scooters, roller skates, skateboards, stilts and other similar wheeled or mobility equipment are not permitted on the course during any competition, except for wheelchairs permitted in accordance with Section 11.
10.3 The Organiser reserves the right to refuse participation or require a Participant to leave the course where any equipment, costume or other item being used or worn by that Participant is reasonably considered unsafe or likely to present a risk to the Participant, other Participants, Event staff or spectators.
11. WHEELCHAIR PARTICIPANTS
11.1 Participants using non-racing wheelchairs are welcome to take part in the Event. Due to the nature of the course, Participants considering entering the Half Marathon using a wheelchair are advised to contact the Organiser before entering to discuss the suitability of the course.
11.2 For safety reasons, wheelchair Participants may be asked to start at the rear of the relevant start wave or in another position determined by the Organiser, taking into account the course, Participant numbers and other relevant safety considerations.
11.3 A wheelchair Participant may take part with a supporting runner where required. The supporting runner must be registered for the Event and will be provided with a complimentary entry by the Organiser.
11.4 Participants who require a supporting runner or any other reasonable adjustment in order to participate should contact the Organiser in advance of the Event so that appropriate arrangements can be discussed.
12. PARTICIPANT OBLIGATIONS
12.1 As a continuing condition of participation in the Event, each Participant must:
12.1.1 start only at the official start time and in any start wave or position allocated or instructed by the Organiser;
12.1.2 not use a mobile phone or other electronic device in a manner that causes distraction, reduces awareness of their surroundings or creates a risk to themselves or others;
12.1.3 comply with any restrictions on the use of headphones communicated by the Organiser and with any applicable UK Athletics rules;
12.1.4 follow the official Event route and not deliberately deviate from, shorten or otherwise alter the route;
12.1.5 comply with the applicable UK Athletics competition rules; and
12.1.6 comply promptly with all reasonable instructions given by the Organiser, Event officials, stewards, marshals, medical personnel and emergency services.
12.2 Participants must conduct themselves in a manner that does not endanger, obstruct or unreasonably interfere with other Participants, Event staff, volunteers, spectators or members of the public.
12.3 A Participant who breaches these obligations may be refused permission to start, required to leave the course, disqualified from the Event or removed from the Event results.
13. PARTICIPANT CONDUCT AND EJECTION
13.1 Participants must behave in an appropriate and respectful manner towards other Participants, Event staff, volunteers, officials, spectators and members of the public.
13.2 The Organiser reserves the right to refuse participation, require a Participant to leave the course or Event venue, or disqualify a Participant where their behaviour is abusive, threatening, discriminatory, dangerous, disruptive or otherwise reasonably considered likely to cause harm, harassment or serious offence to others.
13.3 This includes the display or wearing of clothing, signs, messages or other material that the Organiser reasonably considers to be abusive, discriminatory, threatening or likely to cause serious offence.
13.4 Serious misconduct, or failure to comply with a reasonable instruction from the Organiser, Event officials, marshals, security personnel or emergency services, may result in the Participant being excluded from future events organised by the Organiser and, where appropriate, the matter being reported to the police or other relevant authorities.
14. FINISHER ITEMS AND MERCHANDISE
14.1 Only Participants who complete their registered competition will be entitled to receive the applicable finisher’s medal and any other items designated by the Organiser as finisher items.
14.2 Where an Event T-shirt is purchased as part of an entry or registration, the Participant will receive the size selected at the time of ordering.
14.3 The Organiser will publish a deadline for guaranteed collection of Event T-shirts on the Event Date. Where a T-shirt is ordered after this deadline, the Organiser does not guarantee that it will be available for collection on the Event Date.
14.4 Where a T-shirt ordered after the published deadline is not available for collection on the Event Date, it will be sent to the Participant after the Event using the delivery address provided with their registration.
15. PHOTOGRAPHY AND RECORDING
15.1 The Event may be photographed, filmed or otherwise recorded by the Organiser and by photographers, videographers or other media representatives authorised by the Organiser.
15.2 By participating in the Event, Participants acknowledge that photographs, video or other recordings may be taken in which they may appear and that such material may be used by the Organiser for legitimate purposes connected with the Event, including Event reporting, promotion and publicity.
15.3 Participants who have concerns regarding photography or filming, including in relation to a child or vulnerable Participant, should contact the Organiser in advance of the Event so that reasonable arrangements can be discussed where practicable.
16. COLLECTION AND USE OF PERSONAL INFORMATION
16.1 The Organiser will collect and process Participants’ personal information as necessary to administer and deliver the Event and for other purposes described in the Organiser’s Privacy Policy.
16.2 Personal information may be shared with third parties where reasonably necessary for the organisation and delivery of the Event, including registration, timing and results providers, medical providers, governing bodies and other Event service providers.
16.3 Where necessary for Participant safety or the provision of medical assistance, relevant personal and medical information may be made available to the Organiser’s appointed medical provider, emergency services or other appropriate persons.
16.4 The Organiser may contact Participants with information necessary for the administration and delivery of their entry and the Event. These service communications are not marketing communications and may be sent regardless of a Participant’s marketing preferences.
16.5 Where permitted by applicable law, the Organiser may use contact details obtained through Event registration to send Participants occasional marketing communications about similar future events, entries and services offered by Northstowe Running Festival Events Ltd. Participants are given the opportunity to opt out of receiving such communications when registering and may unsubscribe at any time.
16.6 Marketing communications promoting products, services or offers from the Organiser’s sponsors or partners will only be sent to Participants who have agreed to receive such communications.
16.7 All electronic marketing communications will include an appropriate means of opting out or unsubscribing from future marketing communications.
16.8 Further information about how personal information is collected, used, shared and retained, and about Participants’ data protection rights, is set out in the Organiser’s Privacy Policy.
17. RACE INFORMATION
17.1 The Organiser will provide Participants with relevant Event information before the Event Date, which may include start times, venue information, course details, parking and travel information, race instructions and safety information.
17.2 Participants are responsible for reading the Event information provided by the Organiser and for complying with any instructions contained within it.
17.3 Event information may be updated where reasonably necessary. Participants are responsible for checking communications from the Organiser and the Event website for any updates before travelling to and participating in the Event.
17.4 Where there is a conflict between information previously provided and a subsequent update issued by the Organiser, the most recently issued information will apply.
18. LIABILITY
18.1 Nothing in these Terms and Conditions excludes or limits the Organiser’s liability for death or personal injury caused by its negligence, fraud or fraudulent misrepresentation, or any other liability which cannot lawfully be excluded or limited.
18.2 Subject to clause 18.1, the Organiser will not be liable for loss, damage, costs or expenses resulting directly from circumstances beyond the Organiser’s reasonable control, except to the extent that such loss, damage, costs or expenses are caused by the Organiser’s negligence or other breach of duty.
18.3 Participants are responsible for their own personal possessions and property brought to the Event. The Organiser will not be responsible for loss, theft or damage to personal property, except where caused by the Organiser’s negligence or where liability cannot otherwise lawfully be excluded.
18.4 Subject to clause 18.1, the Organiser will not be liable for any indirect or consequential loss arising in connection with the Event where such loss was not reasonably foreseeable when the Participant entered into the contract.
18.5 Food, drink and other consumable products available at the Event may be provided by third-party suppliers and may contain allergens or traces of allergens. Participants are responsible for checking relevant allergen and ingredient information before consuming any product and for informing the relevant supplier of any allergies or dietary requirements. Nothing in this clause excludes or limits any liability which cannot lawfully be excluded.
18.6 The Organiser will use reasonable endeavours to provide accurate timing and results information but does not guarantee that a finish time or result will be recorded in every case. The Organiser will not be responsible for errors, omissions or delays in timing or results caused by technical failures, timing equipment, communications systems or other circumstances beyond its reasonable control.
19. ADVERTISING AND COMMERCIAL ACTIVITY
19.1 No person or organisation may advertise, promote, market, sell or distribute any product, service or promotional material at the Event without the prior permission of the Organiser.
19.2 Official Event sponsors, partners, traders and other authorised organisations may undertake advertising, promotional or commercial activity only to the extent agreed with the Organiser and in accordance with any conditions imposed by the Organiser.
19.3 Where required, advertising, promotional or commercial activity must also have the permission of the relevant landowner or venue operator.
19.4 All advertising, promotional and commercial activity must comply with applicable laws and regulations and with any reasonable requirements of the Organiser, landowner or venue operator.
20. MISCELLANEOUS
20.1 These Terms and Conditions, together with any documents expressly referred to in them, constitute the applicable terms governing participation in and, where relevant, attendance at the Event.
20.2 If any provision of these Terms and Conditions is found by a court or other competent authority to be invalid, unlawful or unenforceable, that provision will be treated as modified to the minimum extent necessary to make it valid and enforceable or, where this is not possible, removed. The remaining provisions will continue in full force and effect.
20.3 Any failure or delay by the Organiser in exercising a right under these Terms and Conditions will not prevent the Organiser from exercising that right subsequently.
20.4 These Terms and Conditions are governed by the laws of England and Wales. Participants will retain any rights they have under applicable consumer law regarding where legal proceedings may be brought.