General Conditions of Entry to Royal Sutton Fun Run (© Great Midlands Fun Run Ltd).
In these Conditions the following definitions shall apply:
“Agreement” – the agreement between you and Great Midlands Fun Run Ltd comprised of the Event Conditions and these Conditions of Entry;
“Event” – the event organised by Great Midlands Fun Run Ltd;
“Event Conditions” – the terms and conditions, in addition to these Conditions of Entry, provided to you by Great Midlands Fun Run Limited in respect of the Event;
“Event Date” – the date of the Event, as specified in the Event Conditions;
“Fee” – the fee payable by you to Great Midlands Fun Run Ltd in consideration of your participation in the Event, as specified in the Event Conditions;
“we”, “Royal Sutton Fun Run” – means Great Midlands Fun Run Ltd trading as Royal Sutton Fun Run;
“you” – means you the Event participant.
Great Midlands Fun Run Ltd is a company registered in England and Wales (company number 4600215). Great Midlands Fun Run Ltd is the merchant selling entries in the Event.
For the safety and enjoyment of all, a maximum of 5000 entries will be accepted in 2022. Registration will end when either the maximum number of entries has been received or Monday 18 April, 2022 whichever is soonest [no late entries will be accepted and no entries are accepted on the day of the Royal Fun Run, Sunday, 29 May 2022]. Entries will be accepted on a first to register, first to run basis.
In exceptional circumstances and at the discretion of the Event Director, your place may be transferred to another entrant of the equivalent category and a charge of not less than £5 and no more than £10 will be administered before the transfer of details are undertaken.
When completing your online application, it is the responsibility of the person completing the entry form to ensure the correct postal address, including the postcode is entered. The Royal Sutton Fun Run cannot accept any responsibility for Information Packs being posted to incorrect addresses if incorrectly entered on entry forms. The Event Director, at his discretion, will issue replacements at an additional charge of no less than the full entry fee for respective categories i.e. Adults £25; Juniors [14 & under on 29 May] £15; dogs £6.
The Royal Sutton Fun Run cannot be held responsible for run numbers, timing tags lost or damaged in the post or by the entrant once delivered.
In exceptional circumstances and at the discretion of the Event Director, a replacement number/timing tag will be issued and a charge not more than the equivalent entry fee £25 adults; £15 juniors & £6 dogs will be administered before the replacement number/timing will be issued.
If your on-line entry is accepted, your entry fee: adults £25; juniors [14 & under on 29 May 2022] £15; dogs £6 and + online processing fee is non-refundable.
Your event information pack, including your official entry number, assembly instructions, maps & timing tag will be posted 2nd class on Monday, 16th May, 2022.
ON-LINE APPLICATIONS FOR JUNIOR & ALL ENTRANTS UNDER 18 MUST BE COMPLETED BY AN ADULT. IN DOING SO, THAT ADULT ACCEPTS FULL RESPONSIBILITY FOR PAYMENT OF THE ENTRY.
You can nominate a charity, voluntary organisation or community interest group to receive the money you raise in sponsorship either online or via your sponsor form.
All on-line fundraising through JustGiving will go direct to your nominated charity’s bank account.
On safety grounds, all junior entrants – without exception – must assemble and start from the Junior/Family Assembly area in South Parade. Any juniors’, whose course time indicates they have started from the Adult Assembly area, will have their course time removed from the official times published on the Royal Sutton Fun Run web site.
Adults who wish to start with juniors may assemble and start with them in South Parade.
1.1 By submitting your application and paying your Fee you are agreeing to enter the Event and also agree to abide by these Conditions of Entry, the Event Conditions and any instructions given to you by the organisers and officials of the Event.
1.2 Included in your run pack will be an electronic chip to record your time, this should be used in accordance with the instructions in the information pack.
1.3 Participants in the Run are subject to the event rules dictated by the organisers. If there is any conflict between the event rules and the Agreement, the Agreement shall apply to the extent of the conflict.
- CHANGE OF ADDRESS
2.1 If your address details change after you have submitted your application, you need to advise the organisers via email@example.com to confirm your change your postal address. Approximately two weeks prior to the Event your run pack will be sent to the address held at that point. If you have any queries regarding this please contact us www.royalsuttonfunrun.org
2.2 We take no responsibility for items lost or misplaced in the post or, if you fail to comply with condition 2.1, for items despatched to the wrong address.
- EVENT SAFETY
3.1 At all times during the Event you must adhere to all instructions given by the Event officials.
3.2 It is your responsibility to ensure that you have the correct equipment, footwear and clothing for the Event, taking the weather conditions into account.
3.3 You are not permitted to be accompanied by your pets other than officially registered dogs when participating in the Event.
3.4 Your participation in the Event is personal to you, you are strictly prohibited from swapping, selling or transferring your place in the Event or allowing any other person to wear your Event number and participate in your place. If you are found to be in breach of this Condition 3.4 we reserve the right to exclude you from participation in future Events.
3.5 All Royal Sutton Fun Run participants must display a valid running number at all times. Unregistered participants are not permitted into the start or finish area and will be removed from the course by security. Check points will be located at entry points to the start area and on the route.
Resources of the event organisers, including medical and safety services, along with event supplies for drink stations, are reserved solely for registered entrants. Any unregistered runner intending to participate should seriously reconsider as they pose a serious safety risk. Any unregistered participants should be reported to the nearest official.
3.6 You are not permitted to use the following items in the Event:-
3.6.1 roller skates;
3.6.2 wheel barrows;
3.6.3 electric or motorised wheelchairs [except with prior agreement with event organisers]
3.6.4 cycles, hand cycles or;
3.6.5 any other item that could potentially inhibit the flow or safety of other participants or which we, in our reasonable opinion, deem may cause danger or risk of danger to you or other participants.
3.7 You will only be permitted to wear fancy dress costumes for certain Events as expressly stated in the Event Specific Conditions, and in any event we reserve the right to prevent you from participating in the Event if we determine in our sole discretion that the fancy dress outfit may cause danger or risk of danger to you or other participants.
3.8 This Event is staged on closed roads. The running course will be on the highway and public park, allowing full use of the space delineated by kerb edges, barriers or cones and tape. You should not run on the footpath, verges or central reservation. Such areas may contain permanent street furniture and or temporary works or hazards, so for your own safety all runners are instructed to stick to the highway.
3.9 You warrant to Great Midlands Fun Run Ltd that you are, and will be on the Event Date, sufficiently fit and healthy to participate in the Event unaided and in accordance with the Agreement. If you are in any doubt we recommend that you seek medical advice.
- EVENT EJECTION
4.1 We reserve the right to refuse entry to the Event or ask you to cease participation if:-
4.1.1 you fail to follow instructions given by Event officials;
4.1.2 you attempt to participate in the Event in a manner that we, acting reasonably, believe:-
(a) may cause injury to you;
(b) may cause injury to another participant;
(c) may damage or harm the environment;
(d) is likely to cause offence; or
(e) otherwise causes a risk or potential risk to health and safety including any failure, in whole or in part, to comply with the restrictions in Condition 3 above (Event Safety);
4.1.3 in our opinion you are unfit to participate in the Event due to:-
(a) the consumption of alcohol;
(b) the use of drugs;
(c) an injury or illness; or
4.1.4 you fail to arrive at the start location at the specified time; or
4.1.5 you are unable to make sufficient progress in the Event to allow you to complete the event in line with timelines set by Event officials, as identified by the last support vehicle
4.1.6 you take part in any ambush marketing activity
- CANCELLATION BY YOU
5.1 You should inform Great Midlands Fun Run Ltd immediately firstname.lastname@example.org if you incur an injury or develop a medical condition which prevents you from participating in the Event and need to withdraw. Refunds will be considered (as a result of injury or medical condition) at least six weeks prior to the event. After this time no refund will be offered. Refunds will not be possible for any other eventuality.
Entries are non-transferable either to a different participant or to subsequent Royal Sutton Fun Run events in future years.
5.2 We reserve the right to retain £5.00 (€5.00) from any refund given in accordance with condition
5.1 as a contribution to administration costs.
- CANCELLATION BY GREAT MIDLANDS FUN RUN LTD
6.1 We may cancel the Event if circumstances beyond our reasonable control arise, including, without limitation, war, civil or political unrest, terrorism or inclement weather conditions, restrictions by UK Government.
6.2 In such circumstances:
6.2.1 We will endeavour to stage the Event at a later date either at the same venue or at an alternative venue. Any changes to the Event will be communicated to you at the earliest possible time.
6.2.2 You will have the right to take part in the re-staged Event;
6.2.3 If you are unable to take part in the re-staged Event you will receive a refund of the standard entry fee only minus any processing fee.
6.3 If we are unable to reorganise the event in accordance with Condition 6.2.1 you will receive a refund of the standard entry fee only minus any processing fee.
6.4 If you are refunded under Condition 6.2.3 or Condition 6.3 then Great Midlands Fun Run reserve the right to retain £5.00 from the refund of the Fee as a contribution to administration costs.
6.5 In the event of ongoing national restrictions preventing the Event taking place as planned, we will endeavour to stage the Event at a later date either at the same venue or at an alternative venue. All entrants will be automatically transferred to the subsequent staging of the event. Any changes to the Event will be communicated to you at the earliest possible time.
6.6 In the event of cancellation or postponement of the Event under any circumstances we will have no responsibility for any costs incurred as a result of cancellation or postponement.
- DATA PROTECTION
7.1 You agree that your Personal Information can be stored, used by Great Midlands Fun Run Ltd and our Event partners in connection with the organisation, staging and administration of the Event.
7.2 You agree that your Personal Information may be anonymised and the anonymised data may be used by Great Midlands Fun Run Ltd and our Event partners in connection with the compilation of statistical information and to improve health and safety procedures at future events.
7.3 You agree that your name, image and contact details can be used by Great Midlands Fun Run Ltd and our Event partners for the purposes of:-
7.3.1 the promotion and marketing of the Event;
7.3.2 adding you to a mailing list to keep you informed about any future events and services which we believe you might be interested in, such as leisure activities relating to either similar types of events or activities;
7.3.3 promotional and marketing material in respect of similar events, other community based activities organised by our Event Partners,
(together the “Marketing Information”). If you object to such, please see Condition 7.5.
7.4 We shall take all necessary steps to ensure that Personal Information or Marketing Information pertaining or relating to you which comes into the possession or control of Great Midlands Fun Run Ltd or our Event partners shall not be:-
7.4.1 used or reproduced in whole or in part in any form except for the purposes outlined in these Conditions;
7.4.2 disclosed to any person not authorised by you to receive it; or
7.4.3 altered, deleted, added to or otherwise interfered with (except where expressly permitted by these Conditions).
7.5 If you would not like Great Midlands Fun Run or our Event partners to use the Marketing Information or Personal Information other than for purposes related solely to your participation in the Event, please contact Great Midlands Fun Run Ltd in writing. You may also withdraw your consent by ticking the appropriate box on your application form.
7.6 By agreeing to the terms and conditions you will receive a number of information emails which will include training information and latest updates on the Event itself.
7.7 By agreeing to the terms and conditions you warrant that you will not take part in any ambush marketing activity in respect of the Event.
- CHANGES TO THE EVENT
8.1 We reserve the right to reduce the course distance, change the course, or make any other amendment to the Event that we deem necessary to stage the Event. Any change to the Event will be communicated to you at the Event or sooner if practicable.
8.2 Should the course distance be reduced as per clause 8.1 above for the avoidance of doubt you agree that the Event is still deemed to be staged and that we will not be liable to you for any refund.
- USE OF IMAGE
9.1 The Event may be televised and photographs may be taken which capture your participation in the Event. You agree to the publication of photographs and broadcasts of your image which accurately depict your participation in the Event.
9.2 Whilst we may make reasonable endeavours to capture a photograph of every event participant which will then be offered to each participant for purchase we do not offer a guarantee that images will be captured.
- COMMEMORATIVE MEDAL
You will only receive a commemorative medal if you complete the Event. No commemorative medal will be provided to spectators or participants who do not complete the Event. Royal Sutton Fun Run reserves the right to change the style, size and type of commemorative medal.
- TAKING PART FOR A CHARITY
11.1 Your entry to the Event will be acknowledged via a confirmation email. If you are taking part to raise money for a charity you should not enter into any sponsorship raising until you receive this email.
11.2 By accepting a charity place for the Event or by choosing to raise money for a charity during the entry process you consent to Great Midlands Fun Run Ltd making your contact details available to the charity concerned unless you explicitly advise you do not wish your information to be passed to the charity.
12 MEDICAL CONDITIONS
12.1 It is strongly recommended that you train for the Event and prepare for the challenge. If you have not exercised before or for some time, you should consult your doctor before commencing your training for the Event.
12.2 You must complete all the required medical information fields on the back of your official entry number prior to participating in the Event. Medical information will only be used to allow medical assistance to be given on the Event date.
13.1 In no event shall we be liable to you, whether for breach of contract, any tortious act or omission (including negligence) or otherwise, under or in connection with the Agreement for any:
13.1.1 loss or damage;
13.1.2 loss of profit;
13.1.3 loss of reputation;
13.1.4 loss of business, revenue or goodwill;
13.1.5 loss of anticipated savings;
13.1.6 pledges made on your behalf or by you to charity; or
13.1.7 consequential or indirect loss, regardless of whether the loss or damage:
(a) would arise in the ordinary course of events;
(b) is reasonably foreseeable; or
(c) is in the contemplation of the parties, or otherwise.
13.2 Nothing in this Agreement shall affect our liability for death or personal injury, fraud, or any other liability to the extent it cannot be excluded or limited by law.
13.3 We shall procure and maintain appropriate third party liability insurance for the Event for our own benefit. You:
(a) acknowledge that you are not entitled to benefit under such insurance where any claim is made against you by a third party for death, personal injury or damage to property arising out of or in connection with your negligent actions or omissions whilst participating in the Event; and
(b) shall indemnify us and keep us indemnified against any claim made against us by a third party for death, personal injury or damage to property arising out of or in connection with your negligent actions or omissions whilst participating in the Event.
- REFUND POLICY
14.1 Once we have confirmed your participation in the Event we will not provide any refund if you choose to cancel the Agreement other than in accordance with Condition 5.
15.1 If there is a conflict or inconsistency between any provision contained in the body of these Conditions of Entry and any provision contained in the Event Specific Conditions, except where provided to the contrary in the latter, the Event Specific Conditions prevail to the extent of the conflict or inconsistency.
15.2 The Agreement shall be governed by English law, and the parties submit to the exclusive jurisdiction of the English courts.
15.3 If any provision of the Agreement is invalid or unenforceable, in whole or in part, the validity of the remainder shall not be affected.
15.4 The Agreement does not create, confer or purport to confer any benefit or right enforceable by any person not party to it.
15.5 Nothing in the Agreement shall have the effect of holding the Partners out as being a partnership, joint venture, principal or agent of each other or of Great Midlands Fun Run Ltd
Full terms and conditions can be viewed by visiting the Royal Sutton Fun Run web site: greatmidlandsfunrun.org