TERMS AND CONDITIONS

PARTICIPANT TERMS AND CONDITIONS

Definitions

“Event” or “Events” means all mass participation events hosted by Run Series.

“Event Organisers” means Run Series.

“Fee” means the price of entry payable prior to participation.

"Online Registration Form” means the pages within the Website which must be completed prior to participation.

“Online Confirmation” means confirmation of acceptance (via email) to participate in the Event

“Participant” means the named person on the official entry form.

“Run Reigate” “Run Gatwick” “Ride Reigate” “Tri Reigate” “Run Reigate Trail” are all trading brands of Run Series Limited, a registered company in England No: 10939051.

“Terms and Conditions” means the terms and conditions set out below.

“Website” means www.runseries.co.uk

Section 1: Race Registration

1.1: The Events are scheduled to be held on the dates as listed on www.runseries.co.uk The distances are as selected by the participant during the registration process. 

1.2: Only persons aged 17 years or above on race day may register for Half Marathon events, persons aged 15 years or above on race day may register for 10k events, persons aged 11 years or above on race day may register for 5k events. Our Kids races have variable age limits, please see each event for details. 

1.3: The relevant date for registrations shall be the date the participant receives an Online Confirmation. Run Series is not responsible for technical, hardware or software failures of any kind, lost or unavailable network connections, or failed, incomplete, garbled or delayed computer/Internet transmissions or other errors or malfunctions of any kind which may prevent receipt by Run Series of a registration.

1.4: After clearance of the appropriate payment, the Participant shall receive an Online Confirmation. No refunds shall be provided should a Participant fail to take part in the Event, for any other reason save in exceptional circumstances as determined by the Event Organisers in their absolute discretion, which shall not include, without limitation, injuries, unavailability, oversight of diary commitments, not acknowledging the full event scheduling or holidays.

1.5: The personal information provided by the Participant when signing up to the Event will be stored on a secure web database, will not be shared with third parties and only used for the functional purpose of the Event by Run Series. You may be contacted regarding the event by post, email, telephone or SMS.

1.6 Paid for post race packs will be posted to participants to arrive approximately 1 week before the event. Race pack collection details will be advised approximately one month prior to the Event. 

1.7: The time chipped race number is personal to the Participant accepting the Terms and Conditions, and the Participant undertakes and agrees (i) to wearing the official time chipped race number assigned to his/her registration, and (ii) not to authorise or permit any third party to use their official numbered race bib for the Event.

1.8: Timing chips are built into the race numbers and must be worn on the front and visible at all times while running and unobstructed by clothing, water carriers, belts, Go-Pro equipment or anything else that may obstruct the reading of the chip. 

1.9: The Event Organisers will not be liable in any way to the Participant as a result of damage to, loss of or non-receipt of the official time chipped race number and shall not be responsible in any way for any failure of the technology or the Participant’s failure to bring their time chipped race number on the day of the Event.

1.10: If at any time it is discovered that any Participant should have been ineligible to participate in the Event (or if participation should have been refused for any reason whatsoever) the Event Organisers reserve the right to disqualify from/refuse entry to such Participant to the Event. Further, the Event Organisers reserve the right to reject at any time any Online Registration Form which is believed to be fraudulent, or to disqualify any Participant believed to have not complied with the Terms and Conditions from attending, or participating in the Event. The Event Organisers shall not be liable in any way to the Participant as a result of any such disqualification or refusal.

1.11: We cannot, and will not, defer participant places to future events. Participants can transfer their place to another Run Series event being held in the same calendar year as long as they administer this themselves and pay the required administration fee. If the participant has not purchased a refundable booking, and they do not attend the event for any reason, then they will lose their participant place. If the participant is injured, unwell or unable to attend the event for any reason, no refund, deferral or transfer to a future event will be granted. 

The transfer of a Participant between race distances is available for a small administration fee, as long as they administer this themselves prior to the event and subject to availability, any increase in entry fee will also need to be paid. 

Participants can transfer their place to another participant for a small administration fee as long as this is administered by the Participant themselves and is subject to availability.

1.12: If any provision in the Terms and Conditions, whether in full or in part, is held to be invalid or unenforceable, all other remaining provisions (in full or in part) shall continue to be valid and enforceable. The Terms and Conditions shall be subject to English law and the non-exclusive jurisdiction of the English Courts.

Section 2.1: The Event - Running

2.1.1: The Event Organisers reserve the right to change the time, date and/or venue and format of the Event and to cancel the events, in whole or in part, without notice or liability to the Participant. 

2.1.2 If the Event Organisers receive Government, or Local Authority, advice that the Event should not take place NO REFUNDS WILL BE ISSUED.

2.1.3: The Event Organisers reserve the right to refuse entry to the Event (or to disqualify from the events) of any registered Participant not wearing their assigned official race number.

2.1.4: The Participant agrees to abide by the rules, instructions and regulations published and displayed from time to time by the Event Organisers or given on the day of the Event by race marshals, officials and police.

2.1.5: The Event Organisers will update all participants with regard to water/drinks provision in line with current Government COVID-19 regulations prior to the event.

2.1.6: Running times for the Event can only be recorded by the digital timing chip which is incorporated into the race number.

2.1.7: No drugs, illegal substances, performance enhancing substances or intoxicants of any kind are permitted to be brought to the venue or used by any Participant either before or during participation in the Event. The Event Organisers reserve the right to refuse attendance at, or participation in the Event by any persons found to have consumed or to have in their possession any drugs, illegal substances, performance enhancing substances or intoxicants of any kind.

2.1.8: The Event Organisers reserve the exclusive right and licence throughout the world (and, the Participant hereby grants the Event Organisers such exclusive right and licence) to interview and/or photograph and/or film adult Participants at the Event (or subsequent to the Event as the Event Organisers may reasonably require) and to the unlimited use in all current and future media (including without limitation, print, audio, audio visual, virtual media) of Participant’s name, likeness and image or facsimile image, voice, video and film portrayals and other means of identification of Participant, and any biographical or other information or data related to Participant (including race times and results), in connection with the production, advertisement, marketing or promotion of any Run Series Limited event.

Section 2.2: The Event - Cycling

2.2.1: The Event is not a race and all riders must treat it as a non-competitive event. The Event, is a cycle ride organised by Run Series for the personal satisfaction of the individual cyclist named on the entry form (the 'Cyclist') who, after successfully completing the route, having provided a mobile phone number on filling out the entry form will receive a text message (SMS) showing their finishing time.

2.2.2: The Cyclist acknowledges that throughout the Event the Cyclist is on a private excursion on the public highway and enters the Event entirely at their own risk. The Cyclist is responsible for their actions at all times. The Organiser accepts no responsibility or liability whatsoever for any accident, injury, damage or liability to any third party incurred by the Cyclist during, or as a result of their participation in the Event.

2.2.3: Participants agree to comply with the scheduled itinerary for the Event along with all directions and instructions given by Run Series or its representatives at all times during the Event.

2.2.4: Whilst providing assistance and guidance, it is the Cyclist’s personal responsibility to follow the route indicated.

2.2.5: Drinks will not be dispensed during the ride but are supplied at the two designated feed stations along with a selection of food.. The refreshments i.e. drinks & foodstuffs are free of charge at the two feeding stations. Please note that food and drink at the venue will be charged for. Cyclists with food allergies or intolerances must make their own decision as to whether any food or drink dispensed at the venue and feed stations is safe for them to consume. The Organiser cannot accept any responsibility for any problems that arise due to any food or drink consumed on the ride.

2.2.6: We accept no responsibility for cycles, clothing or equipment stolen or left unattended at the venue, feed stations or out on the route.

2.2.7: The Cyclist is advised to have his/her own personal accident and third party liability insurance. 

2.2.8: The Cyclist must wear a hard-shelled cycling specific helmet that complies with current safety standards. This is mandatory and the Organiser reserves the right to refuse entry or withdraw riders who do not comply.

2.2.9: The Cyclist should wear appropriate clothing and be suitably equipped to counter possible adverse weather conditions. Failure to be clothed adequately could mean you will not be allowed to start.

2.2.10: The Cyclist must be self-sufficient and be physically and mentally capable of riding the event. Furthermore the Cyclist must be competent and properly equipped to deal with the challenges of the Event and any mechanical failure and punctures. The Organiser strongly recommends the carrying of a mobile phone during the event including Event Emergency Contact details.

2.2.11: The Cyclist agrees that the purpose of the marshals is only to indicate direction and the Cyclist must decide personally whether any movement is safe. Marshals have no legal right to, and cannot, stop traffic and it is therefore the Cyclist(s) responsibility to navigate safe passage at all crossings and junctions.

2.2.12: No Cyclist should leave their personal rubbish or clothing on any third party property, especially on the walls of ANY local properties. Failure to comply with this may result in the event being cancelled and the Cyclist(s) in question being banned from riding in this or any other future Run Series event. No Cyclist shall park in an inconsiderate manner, extra parking marshals will be deployed to control parking on the roads in the vicinity of the Event HQ (Reigate College) to ensure that disruption and inconvenience to local residents is kept to an absolute minimum. Any Cyclist who ignores the marshals' instructions regarding parking will be disqualified and not allowed to start the event. Please car share where possible.

2.2.13: No personal support cars for Cyclists will be permitted.

2.2.14: Participation in the event is entirely at the Cyclist's own risk. Each Cyclist is responsible for organising their own personal third party liability and accident and injury insurance. (See No 10 above). The Organiser, does not, and has no responsibility for verifying that each Cyclist has such insurance cover in place.

2.2.15: Each Cyclist will be fully responsible for any fees or costs incurred or arising from an accident either involving or caused by the Cyclist. This includes, but is not exclusive to, fees from Police, Air Ambulance, Fire and Rescue and the Ambulance service. If the situation arises that you are not capable of making the decision to call the emergency services, the Cyclist agrees that a employee of Ride Reigate or member of the public may call for them. In this situation, the Cyclist accepts the costs and consequences of such actions.

2.3 By entering the event the cyclist declares that he/she:

2.3.1: Is suffering from no illness, disease, or injury that could prevent them from completing the route.

2.3.2: Acknowledges that they are confident they have the ability to complete their chosen distance.

2.3.3: Is an experienced and competent cyclist accustomed to riding safely in the company of others.

2.3.4: Will adhere to the Laws of the Land and observe the Highway Code, with special consideration to horses and their riders when passing.

2.3.5: Where possible: keep to the left; ride not more than two abreast; single out on narrow roads; be aware of backlogs and if in a large group leave passing places between riders; extend courtesy to other road users and participants; stop at junctions; be careful when crossing main roads; exercise caution when descending steep hills and follow any marshal's instructions.

2.3.6: Will not use earphones (e.g. MP3, iPods) which are prohibited during the Event.

2.3.7: Will be courteous at all times to other cyclists, members of the public and the Organiser’s officials, marshals and event helpers. Also ensure caution and etiquette is observed when passing or approaching horses and mounted riders.

2.3.8: In the case of failing to complete the Event the Rider may incur costs when requesting assistance in returning to HQ or home. Confirmation that any cost will be met may be requested before the Organiser arranges any transportation.

Section 3: Event Participation – Participant’s Declaration

3.1: The Participant agrees to be bound by these Terms and Conditions.

3.2: The Participant acknowledges that participation in and training for the Event involves potentially dangerous physical activity and inherent risks and dangers of accidents, personal injury (including death) and loss or damage to property. By completing and submitting the Online Registration Form and the Online Confirmation, the Participant confirms that, to the best of their knowledge, they are healthy and fit to run, they understand and have considered and evaluated the nature, scope and extent of the risks involved, and voluntarily and freely choose to assume these risks (except where any such personal and bodily injury, including death, is caused by the negligence of the Event Organisers or any of their employees). The Participant further understands that the Event Organisers reserve the right to refuse the Participant’s attendance at, and/or participation in the Event.

3.3: The Participant acknowledges that any medical information submitted during registration, where deemed necessary, may be used for assisting medical staff to treat or otherwise assist the Participant as a result of illness or injury at the Event. The Event Organisers shall not be under any obligation whatsoever to process, analyse, or otherwise take action on, such information either during or after the registration process. The Participant undertakes and agrees to inform the Event Organisers of any change in their medical condition from the date of registration up to and until the start of the Event. The Participants’ data will be used solely in accordance with current data protection legislation.

3.4: The participant acknowledges that personal information (including medical information entered on their race number OR collected by event medical staff during or after the event) can be stored, used and disclosed by The Event Organisers in connection with the organisation and administration of the Event and for the compilation of anonymised statistical information. The participant acknowledges that if they become ill during or after the Event and/or received medical attention or treatment from the Event medical provider, or any doctor or hospital, they authorise such persons to provide their details (including details of medical treatment) to the Event Organisers or others authorised by the Event Organiser, subject to maintaining appropriate Medical Confidentiality.

3.5: The Event Organisers do not provide any insurance, whether life or medical or liability, for any illness, accident, injury, death, loss or damage that may arise in connection with the attendance at, and/or participation in the Event by each Participant. The Participant is advised to obtain such insurance themselves if required

3.6: Subject to clause 3.7, the Event Organisers shall take all reasonable steps to assess the safety and suitability of the Event locations prior to the Event. The Event Organisers shall also arrange for the availability of an appropriate number of first aid and medical personnel according to the nature of the Event. The Participant hereby authorises such medical personnel (both on-site or on-call) to administer first aid treatment or any medical treatment to the Participant or to transport the Participant in the event of any illness, accident or injury suffered by the Participant in connection with his/her participation in the Event, but shall not be liable for such treatment or transportation by such third party. The Participant shall be responsible for any medical or transport expenses specifically incurred in connection with any illness, accident or injury sustained or occurring in connection with participation in and/or attendance at the Event.

3.7: The Participant acknowledges and agrees that:

3.7.1: Subject to clause 3.7.4, the Participant shall:

3.7.1.1: fully indemnify and keep the Event Organisers fully indemnified from and against all liabilities, claims, actions, proceedings, loss, damage, costs or expenses suffered or incurred by the Participant; and

3.7.1.2: irrevocably indemnify and hold harmless, and reimburse the Event Organisers from and for any sum, costs or expenses (including legal and professional fees) incurred, payable or paid by the Event Organisers to any person (including the Participant’s insurers) in connection with any accident, loss, damage or injury (including death) arising out of the Participant’s attendance at, participation in, or training for the Event.

3.7.2: Subject to clause 3.7.4, the Event Organisers shall not be responsible for any losses the Participant suffers as a result of the Event Organisers’ breach unless such losses were reasonably foreseeable to both the Participant and the Event Organisers as at the date of the Participant’s registration for the Event. For the avoidance of doubt, the Event Organiser will not be liable to the Participant in contract, tort (including, without limitation, negligence) or otherwise in connection with the Event for loss of revenues, profits, contracts, business or anticipated savings or loss of data); or goodwill or reputation; or any special or indirect or consequential losses; for any personal injury to or death of the Participant;

3.7.3: Subject to clause 3.7.4, the Event Organiser’s liability to the Participant shall in any event be limited to the refund of the Fee.

3.7.4: Nothing in the Terms and Conditions shall affect the Event Organiser’s liability:

3.7.4.1: for death or personal injury resulting from the negligence of the Event Organisers or a deliberate act or omission of the Event Organisers, its employees or agents;

3.7.4.2: for breach of statutory duty;

3.7.4.3: for fraudulent misrepresentation; or

3.7.4.4: to the extent that liability cannot be excluded or limited by law.

3.8: Nothing in the Terms and Conditions shall affect any statutory rights to which the Participant may be entitled to as a consumer.