Terms & Conditions

CONTENTS

Definitions

1. Acceptance of Conditions
2. Participation
3. Bookings and Payments
4. Withdrawal, Cancellations or Alterations
5. Event Organiser Responsibilities/ Liability
6. Publicity and Results
7. General

Definitions

“Conditions” means these terms and conditions of entry for the Event.
“Entry Fee” means the price of entry into the Event as set out in the Entry Form
“Entry Form” means the online registration website pages which must be completed in order to participate in the Event.
“Event” means the event named on the Entry Form.
“Event Organiser” means Windsor Trail Run.
“Participant” means the person or persons named on the Entry Form who will be participating in the Event.

1. Acceptance of Conditions

1.1. 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).

1.2. The Participant shall be deemed to have accepted these Conditions upon completion of the Entry Form. By accessing and or completing the Entry Form, the Participant is agreeing to the Event Organiser making use of the data provided on the Entry Form for Event Information purposes and other marketing communications organised by the Event Organiser. The Event Organiser agrees that the Event Form email and or postal address data will not be passed on to any Third Parties, with the exception of any Event Partners who require Participant data to fulfil their Agreement, such are delivery of Chip Timing, Results and Participant photography.

1.3. The Event Organiser primarily uses email to communicate with its Participants. By entering this Event, the Participant agrees to receive emails regarding their Event booking. Other Event Organiser emails, such as newsletters and promotions, have an ‘unsubscribe’ link, but race specific emails do not have this link.

1.4. The Event Organiser cannot be responsible if Event information does not reach the intended recipient by email. The onus is on the Participant to ensure that their Spam filters will allow the Event Organiser emails through to their email address books. The Event Organiser can only be responsible for ensuring that the email address provided is the one to which Event emails are sent.

1.5. The Participant agrees that their name and contact details can be used by Event Organiser and their Event partners for the purposes of:

• the promotion and marketing of the Event.
• adding their contact details to a mailing list to be informed of any future events and services, such as leisure activities relating to either similar types of events or activities.
• promotional and marketing material in respect of similar events, other community-based activities organised by our Event partners.

1.6. The Event Organiser 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 the Event Organiser or their Event partners shall not be:

• used or reproduced in whole or in part in any form except for the purposes outlined in these Conditions.

1.7. If you would not like Event Organiser or their Event partners to use the Marketing Information or Personal Information other than for purposes related solely to your participation in the Event, please email the Event Organiser.

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. 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 must complete the Event Day registration process at the times and on the day as instructed by the Event Information, which will be issued by the Event Organiser before the Event.

2.4. The Event Organiser may introduce a Cut-off Time 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 Time.

2.4.1. 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 Time imposed by the Event Organiser and advertised on the Event Organiser’s website.
2.5. 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 Event 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.

2.6. At Event Day 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).

2.7. 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.

2.8. Age restrictions are applied to each Event and are applicable to the Participant’s age as of the day of the Event in which the Participant is competing.

2.9. 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, marshals, 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.

2.10. 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, 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.

2.11. 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 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.

3. Bookings and Payments

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 Event Partner purchases made during the Entry Form. Any cancellation, refund or withdrawal requests must be taken up directly with the relevant Third Partner.

4.2. The Event Organiser operates a 14 day cooling off period. Accordingly, the Participant is entitled to cancel his/her application to participate provided the Event Organiser receives written notice of cancellation within 14 days of payment of the Event Fee (payment being deemed made for the purposes of this clause 4.2. by clicking on the make payment link on the secure payment webpage). During this 14 day period the Participant is able to cancel its entry and receive a full refund of the Event Fee (less the booking fee) by emailing enquiries@windsortrailrun.co.uk. The notice must be received before the end of the 14 day cooling off period.

4.3. 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.

4.4. The Event Organiser reserves the right to change the date of the Event and shall notify the Participant of any such change as soon as reasonably practicable. If the Participant is unable to attend on the revised date, he/she may withdraw from the Event but will not receive a refund of the Entry Fee. For the avoidance of doubt, the Event Organiser reserves the right to alter the start date of the Event and shall notify the Participant of any such change as soon as reasonably practicable. No refund of the Entry Fee will be made in full or in part as a result of any change in the start date of the Event.

4.5. The Participant acknowledges that their Event place may not be transferred to another person. Event places are limited, and payment of the Event Fee and reservation of the Event place has an effect on logistics and the subscription for the Event. Accordingly, subject to clauses 4.3 and 4.5 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 another Event. There may be an additional sum to be paid if race prices increase or the Participant chooses a race or an Event of a higher value. If the Participant accepts the option to defer their Entry, the Participant must let the Event Organiser know which Event they wish to compete. The Participant shall only be entitled to defer their entry once.

4.5.2. If the Participant withdraws from an Event within 89 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 or a deferred option for any future race or Event.

4.6. The Event Organiser reserves the right to allow the Participant to move their Event to another Event in the same year. The Participant shall provide a written request clearly stating the desire to move to another Event and the reasons for this. A discretionary £10.00 administration charge may be levied by the Event Organiser depending on circumstance.

4.7. Notice of withdrawal from the Event must be communicated by emailing enquiries@windsortrailrun.co.uk 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.

4.8. Should Event places in any category for the Event be oversubscribed, the Event Organiser reserves the right to either offer the Participant an Event place in a suitable alternative category for such Event or withdraw the offer of an Event place.

4.9. In the event the Event Organiser withdraws the offer of an Event 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 (less the booking fee), with no further liability whatsoever arising from such withdrawal. Notwithstanding this clause 4.9. no refund shall be made where otherwise set out herein (including (but not limited to) for the avoidance of doubt clauses 2.4. and 2.5.).

4.10. I acknowledge that Event Organiser is at its sole discretion may delay, modify, or cancel the Event if conditions or natural or man-made emergencies make administering the event unreasonably difficult or unsafe. I agree that “emergency” is defined to mean any event beyond the control of Windsor Trail Run, including but not limited to: high wind, extreme rain or hail, hurricane, tornado, earthquake, flood, acts of terrorism, fire, threatened or actual strike, labour difficulty or work stoppage, insurrection, war, public disaster, and unavoidable casualty. In the event of a delay, modification, or cancellation of the Event as described in this paragraph, I understand that I will not be entitled to a refund of my entry fee or any other costs incurred in connection with the Event.

5. Event Organiser Responsibilities/ Liability

5.1. Notwithstanding 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 (notwithstanding 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 endeavours to provide an Event Finish Time Results for the Participant however it cannot be held responsible for any computer result anomalies or any technical malfunctions.

6.4. The Participant is made aware that the Event Organiser may make use of drones to produce aerial video and photography. The Participant acknowledges that the drones may fly within less than 30m of the Participant before, during, or after the event and, by agreeing to these Terms and Conditions, authorises this use by the Event Organiser and or their subcontractors.

7. General

7.1. 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.

7.2. Nothing in these Conditions shall constitute or be deemed to constitute a partnership between the parties hereto 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.

7.3. No waiver by either party of a breach or a default hereunder 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.

7.4. 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.

7.5. These Conditions shall be interpreted in accordance with the laws of England and any dispute arising hereunder shall be subject to the exclusive jurisdiction of the English Courts.