Terms & Conditions

Definitions:

Adult means a male or female participant aged 16 years or over, as of the 31st December in the year of participation.

Charity means the charity that has reserved the charity participant’s place in the event.

Charity Participant means the person named on the charity bond registration.

Child or Children means a child aged between 4 and 13 years, as of the 31st December in the year of participation.

Conditions means these terms and conditions of entry for the event.

Cut-off time means the limit on the time taken to complete sections of the event.

Entry Fee means the price of entry into the event as set out in the entry form.

Entry Form means the website pages which must be completed in order to participate in the event.

Event means the event named on the entry form.

Event Information means information provided by the event organiser in relation to the event.

Event Organiser means Tri-Fest UK Ltd, a company registered in England & Wales with company registration number 11607633

Junior means a child aged between 13 and 15 years, as of the 31st December in the year of participation.

Sprint means the event distance format which includes a 750m swim, 20km bike and 5km run.

Super Sprint means the shorter event format for adults including a 400km swim, 5km bike (subject to slight variations in distance dependent on the event) and 2.5K run.

Olympic means the standard Olympic distance which includes a 1500km swim, 40km bike and 10km run.

Participant means the person named on the entry form who will be participating in the event.

Relay means a group of 3 individuals who undertake the event as a relay i.e., one swims, one cycles and one runs.

Training Day means a training day on a date notified by the event organiser for participants in relation to triathlon or dual discipline events.

Wave Number means a specific number allocated to a group of swimmers to commence their event.

Wave Time means a specific time allocated for the start of a specific wave. These times are 10 – 20 mins apart in the adult events and 15mins apart for the children’s events.

1. Acceptance Of Conditions
These conditions shall apply in place of and prevail over any terms or conditions (whether or not in conflict or inconsistent with these conditions) contained or referred to in any documentation submitted by the participant or in correspondence or elsewhere or implied by trade custom, practice or course of dealing. A variation of these conditions is only valid if the event organiser gives notice to the participant in writing in any official event material or correspondence prior to the event (including via email or other electronic means). The participant shall be deemed to have accepted these conditions upon completion of the entry form or in the case of charity participants, by completion of entry forms provided by their designated charity. All references to Participants shall include charity participants unless expressly stated otherwise.

2. Participation
2.1 The participant acknowledges that participation in the event is physically strenuous. It is acknowledged that participation in the event will be physically demanding and the participant is aware of the nature of the event and associated medical and physical risks involved.

2.2 The participant agrees that he/she is physically capable of competing in the event and agrees to be solely responsible for his/her actions and the event organiser, its officers, employees, agents, affiliates, associated companies, sponsors or medical advisers are not responsible for any injury or illness that the participant may suffer as a result of his/her participation in the event (unless caused due to the negligence of the event organiser). The participant accepts that should any medical or physical condition arise prior to the event which is likely to affect his/her ability to compete; the participant will withdraw in accordance with these conditions. The participant acknowledges the exclusion of liability and indemnity provided in clause 5 of these conditions.

2.3 The participant agrees to abide by all applicable rules and regulations of the relevant sporting governing bodies that oversee the event including competition and doping rules and the rules and regulations of the International Triathlon Union (“ITU”). The participant shall not be entitled to a refund of the event fees if he or she is disqualified from the event as a result of an infringement of these conditions or any such rules and regulations. The event organiser is also entitled to impose event rules upon the participant from time to time which will form part of these conditions. The relevant rules and regulations for triathlon events may be obtained from www.triathlon.org.

2.4 The participant must complete the registration process (including if required to rack their bike) at the times and on the day as instructed by the event information, which will be issued by the event organiser before the event.

2.5 It is the participant’s responsibility to provide and use a roadworthy bicycle, helmet, or other safety requirements to ensure compliance with BTF rules and regulations. If required the participant will supply their bike for inspection.

2.6 It is the participant’s responsibility to provide and use a wetsuit which complies with BTF rules and regulations.

2.7 The event organiser may introduce cut-off times as they see fit as part of the event rules, being limits on the time taken to complete sections of the event (as initiated by the event organiser at its discretion) to ensure the safe and proper running of the event. Subsequently, competitors may be instructed to withdraw from the event or race in accordance with imposed cut-off times.

2.7.1 For the avoidance of doubt, no refund of the entry fee will be made to the participant if they do not meet the cut-off times imposed by the event organiser and advertised on the event organiser’s website.

2.8 The event organiser reserves the right at any time to remove participants from the event or prevent participants participating in the event if in the event organiser’s sole discretion, it considers such action necessary for safety reasons or the proper enjoyment of the event by other participants or for any other reasonable reason, including but not limited to the imposition of a cut-off time. No refund of the entry fee shall be made if the participant has acted negligently, maliciously, with wilful misconduct or otherwise without due care and attention for the event or other participants, so as to cause his/her removal.

2.9 At registration, the participant may be asked to produce appropriate photographic personal identification at the sole discretion of the event organiser (such as drivers licence or passport)

2.10 While the event organiser takes every care with the staging of the event, the participant acknowledges that personal accident and personal items insurance is his or her sole responsibility.

2.11 15 years old is the minimum age of entry for the Super Sprint and Sprint distances and 18 years old is the minimum age of entry for the Olympic distance events is as of 31 December in the year in which the participant is competing. Participants under this age may participate in the distance event at the sole discretion of the event organiser and with a signed consent form by the participant’s parent or guardian.

2.12 All decisions and rulings by the event organiser, its employees and its agents are considered final. Accordingly, the participant will comply with all event rules and all instructions and guidelines given by stewards, marshalls, and safety personnel. The participant acknowledges and agrees that the event organiser will organise and run the event and will have sole authority and be the final arbiter on all decisions relating to the safety, running and organisation of the event, the rules of the event, the timings/finish times and the placings.

2.13 These conditions are personal to the participant and it may not assign any of its rights or obligations under this agreement without the prior written consent of the event organiser. The participant represents and warrants that the entry is purchased for personal use only, that it cannot be donated free of charge or otherwise given away for free (other than by an authorised charity for charity participants), and that it is not purchased as part of any form of business or commercial activity (save as expressly authorised by the event organiser), and in particular, that the entry may not be resold or offered for resale by anyone whether at a premium or otherwise and may not be used for advertising, promotion use as a prize (including in competitions and sweepstakes), travel packages, or for any other trade purposes. Donation, give away, resale or attempted resale is grounds for seizure or cancellation without refund or other compensation.

2.14 The participant acknowledges and accepts that circumstances concerning an event may change from time to time for reasons out of the event organiser’s reasonable control or otherwise, without the event organiser incurring any liability and without any rights to withdrawal being accrued by the participant other than set out in clause 4 below. By way of example, and for illustration purposes only, car parking arrangements, rules regarding wet suits, and issues with hotels, may arise/change but such changes/issues will not allow the participant to withdraw and nor will the event organiser be deemed liable except as otherwise set out herein.

2.15. Allergies – Please note that some of the food products given out on event day may contain or have traces of nuts and nut oils or may have been made alongside other products containing nuts. Tri-Fest UK Ltd cannot be held responsible for any issues resulting from food allergies.

3. Bookings and Payments (not applicable to charity participants)
3.1 In consideration for being granted the right to participate, the participant must pay the entry fee set out on the entry form.

3.2 The participant shall complete the entry form online and submit it together with payment of the entry fee online in accordance with the event organisers’ website.

3.3 The participant shall not be eligible or entitled to participate in the event until full payment of the entry fee has been received by the event organiser. No payment shall be deemed to have been received until the event organiser has received cleared funds.

4. Withdrawal, Cancellations or Alterations
4.1 This clause 4 shall not apply to charity participants. All cancellations, refunds or withdrawals by charity participants must be taken up directly with their designated charity. No refunds (mentioned in this clause 4) shall be made directly to any individual charity participant in any case.

4.2 The event organiser reserves the right to alter the start time of the event. In the event of a change of start time the participants will be notified of the revised start time with as much notice as reasonably practicable. No refund in full or in part shall be made for any change in start time for an event provided the event takes place on the specified date of the event.

4.3 The event organiser reserves the right to change the date of the event. No refund will be given for a change of date, but will be given if the event is cancelled.

4.4 The event organiser reserves the right to reduce the course distance, change the course, or make any other amendment to the event that they deem necessary tostage the event. Any change to the event will be communicated to you at the event or sooner if practicable. No refund in full or in part shall be made for any change in distance or change of course for an event provided the event takes place on the specified date of the event.

4.5 The participant acknowledges that participant places are limited and payment of the event fee and reservation of the place has an effect on logistics and the subscription for the event. accordingly, subject to clauses

4.2. 4.3 and 4.4 above, the participant may only withdraw from the event at any time, subject to the following:

4.5.1 If the participant withdraws from an event 90 days or more before the event is scheduled to take place, he/she will receive no refund. However upon written request, the event organiser will put the value of the race price paid by the participant towards the event the following year, provided such event takes place. There may be an additional sum to be paid if race prices increase. The participant accepts this option to defer their entry; the participant must notify the event organiser of their intent to take up the deferred place and must complete the online entry form no later than 30 days prior to the following year’s event to secure their place. The participant shall only be entitled to defer their entry once and for the following year.  If no event is scheduled to be held the following year no deferral is available.

4.5.2 If a participant pulls out of the event between 89 days and 59 days before the event he/she will receive no refund from the event organiser and will not be entitled to a deferred place. However upon written request, the event organiser will reserve a place at the same event the following year, subject to the participant completing an entry form and paying the applicable entry fee for such event within the stipulated time limits for such event. The participant must notify the event organiser of their intent to take up the place no later than 30 days prior to the following year’s event or within the stipulated time limits for such event, whichever is earlier.  If the event is not scheduled to be held the following year no deferral is available.

4.5.3 If the participant cancels their place at the event within 60 days or less to the event or if the participant fails to register for the event he/she will not be entitled to a refund, deferred option or a reserved entry for any future race or Event.

4.6 Specific events – If the participant cancels a training day or if the participant fails to register for the event he/she will receive no refund or place at a different date.

4.7 The event organiser reserves the right to allow the participant to move their event to another event in the same year, if such events are scheduled. The participant shall provide a written request stating clearly the desire to move to another event. A £5.00 administration charge will levied by the event organiser.

4.8 Notice of withdrawal from the event must be communicated by emailing stating clearly your desire to withdraw and putting the word WITHDRAWAL in subject line of the email. Withdrawals WILL NOT be accepted by telephone. Date of receipt of notice will dictate what is offered for the following year in accordance with this clause 4.

4.9 Should places in any category for the event be oversubscribed, the event organiser reserves the right to either offer the participant a place in a suitable alternative category for such event or withdraw the offer of a place.

4.10 In the event the event organiser withdraws the offer of a place to the participant in the event for any reason at any time it will provide the participant with a full refund of the event fee, with no further liability whatsoever arising from such withdrawal. Not withstanding this clause 4.10 no refund shall be made where otherwise set out herein (including (but not limited to) for the avoidance of doubt clauses 2.3, 2.7 and 2.8).

4.11 The event organiser reserves the right to amend the event format at their sole discretion (such as by way of illustration from a triathlon to a dual discipline event or other suitable event or race format) or cancel the event due to circumstances beyond its reasonable control or for any safety related reason. In the event of the event being cancelled there shall be no refund to the participant with no further liability whatsoever arising from such cancellation. If the event is changed to a dual discipline event or other format the participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change of format.

4.12 Under no circumstances is the booking fee refundable.

5. Event Organiser Responsibilities/Liability
5.1 Not withstanding anything in these conditions the event organiser shall not be liable to the participant for any liability in contract, tort (including negligence) or otherwise for any loss of business, revenue or profits, anticipated savings or wasted expenditure, loss or damage of or to personal equipment belonging to the participant or any indirect or consequential loss or damage whatsoever (not withstanding that such loss was within the contemplation of the parties at the date of submitting the Entry Form) arising out of the participant taking part in the event or any other matter arising under these conditions nor for an aggregate amount greater than the event fee paid by the participant. Without limiting the foregoing, the event organiser will not be liable for any actions of any spectators or other third parties unless otherwise set out herein.

5.2 Accordingly the participant hereby expressly and irrevocably renounces, for him/herself, heirs and successors in title the right to any recourse or claims whatsoever against the event organiser, its officers, employees, suppliers and/or sponsors and/or persons for whom it is answerable (“Associated Parties”) as a result of any kind of physical, mental or other loss or damage of whatsoever nature (including any loss of earnings, profits, or pain and suffering) suffered by the participant, directly or indirectly, or by his/her family or by any dependents and caused by an event in any way relating to the participant’s participation in event, and the participant hereby undertakes, for him/herself, heirs and successors in title to indemnify and hold harmless the event organiser, and the associated parties for any costs and/or amount, which they or any of them may be required to pay as a result of any aforesaid recourse or claim by whomsoever made. The participant also agrees to indemnify the event organiser and the associated parties for any claim, actions, liabilities or losses resulting from any breach of the participant’s declarations above and/or the participant’s negligent acts or omissions and/or wilful misconduct.

5.3 Nothing in these conditions shall exclude or limit the liability of the event organiser:
5.3.1 for death or personal injury caused by the event organiser’s negligence;
5.3.2 for fraud or fraudulent misrepresentation; or
5.3.3 for any matter which it would be illegal for the event organiser to exclude or attempt to exclude liability.

5.4 This clause 5 shall be read and construed and shall have effect subject to any limitation imposed by any applicable law.

6. Publicity and Results
6.1 The participant irrevocably consents to:

6.1.1 his/her appearance in the event being filmed, recorded, incorporated and exploited in whole or in part in any television programme, film, video or broadcast of whatever nature by all means and in all media and formats now or invented after the date of these conditions; and

6.1.2 the use and reproduction of the participant’s name, likeness, appearance and photographs, films and recordings by all means and in all media for the purpose of advertising, publicity and otherwise in relation to the exploitation of the event (and future events) and/or the promotion of the event (and future events) and the commercial rights relating to the event (and future events) provided that such use does not imply direct endorsement by the participant of any official sponsor or supplier of the event.

6.2 Any film, photographs (by camera or mobile phone), or any other recording of moving or still picture, and all intellectual property in connection therewith (including but not limited to copyright) shall remain the property of the event organiser, and where such intellectual property does not automatically vest in the event organiser, these conditions shall constitute a legally binding assignment thereof and/or the participant shall sign all reasonable documentation required to give affect thereto. Accordingly any such recording shall not be used other than for private use without the event organiser’s prior written consent.

6.3 The event organiser will use best endeavors to provide an event finish time for the participant however it cannot be held responsible for any computer result anomalies or any technical malfunctions.

7.  Data Protection
For the purposes of this condition, personal information includes medical data collected for health and safety purposes (“Personal Information”).

7.1. Personal information can be stored, used by Tri-Fest UK Ltd and our event partners in connection with the organisation, staging and administration of the event.
Medical information will only be used to allow medical assistance to be given on the event date.

7.2.  Personal information and data may be used by Tri-Fest UK 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. By ticking ‘Yes’ to the appropriate questions on your consent form, you consent to your name and contact details being used by Tri-Fest UK Ltd on behalf of their event partners for the purposes of the promotion and marketing of the event and their products and services. Furthermore, you will be added to a mailing list to be kept informed about any future events and services which Tri-Fest UK Ltd believe might be of interest, such as leisure activities relating to either similar types of events or activities.

7.4. All necessary steps will be taken to ensure that personal information or marketing information pertaining or relating to you which comes into the possession or control of Tri-Fest UK Ltd or our event partners shall not be used or reproduced in whole or in part in any form except for the purposes outlined in these conditions.

7.5. If you would not like Tri-Fest UK Ltd 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 e-mail Tri-Fest UK Ltd at press@tri-fest.co.uk. You may also withdraw your consent by ticking the appropriate box on your consent form during the sign up process.

7.6. I am aware that by agreeing to the terms and conditions I will receive a limited number of welfare emails which will include training information and latest updates on the event itself.

8. General
8.1 These conditions (and the documents referred to therein) constitute the entire agreement and understanding of the parties and supersede any previous agreement between the parties relating to the event. The participant acknowledges and agrees that in submitting the entry form (and the documents referred to therein) it does not rely on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person (whether party to these conditions or not) other than as expressly set out in these conditions.

8.2 Nothing in these conditions shall constitute or be deemed to constitute a partnership between the parties here to or constitute or be deemed to constitute either party as agent of the other for any purpose whatsoever and neither party shall have authority or power to bind the other or to contract in the name of the other in any way or for any purpose.

8.3 No waiver by either party of a breach or a default here under shall be effective unless in writing and signed by both parties and any such waiver shall not be deemed to be a waiver of any subsequent breach or default of the same or similar nature.

8.4 To the extent permitted by law all provisions of these conditions shall be severable and no provision shall be affected by the invalidity or unenforceability of any other provision with the remaining provisions if necessary, being so amended as shall be necessary to give effect to the spirit of these conditions so far as possible.

8.5 These conditions shall be interpreted in accordance with the laws of England and any dispute arising here under shall be subject to the exclusive jurisdiction of the english courts.