Through registering for the Royal Welsh Trail Running Festival and the agreement to the Waiver and Terms and Conditions, a contract is agreed between Run 4 Wales (“The Organiser”) and the participant.
1.1 Participants must be 15 years of age or older on the day of the event.
1.2 When registering via our registration portal, each participant must sign the waiver and terms and conditions before participating in the event.
1.3 Participants must only enter the race if they recognise that they make their best efforts in training for and completing the 10-kilometre course in less than 2 hours (which is a slow walking pace), calculated from the last runner to cross the start line.
1.4 By taking part, all participants confirm that their names and/or video footage or photographs taken during their participation may be used to publicise the Royal Welsh Trail Running Festival or any other Run 4 Wales event.
1.5 Participant race numbers are specific personal identifiers and may not be passed on or sold to any other person. Sale or passing on of race numbers is strictly prohibited and will result in the disqualification and/or banning of any individuals involved from future events. We offer a transfer service to all runners, with a transfer deadline of 22nd April 2019 at 10am.
1.6 Online registrations will close on Thursday 9th May. There are no exceptions once the closing date has passed. The organisers reserve the right to change the date.
1.7 Participants must not be under the influence of drugs or alcohol.
1.8 Participants must be fit to run and free from injury. If you’re unsure, please consult your doctor.
1.9 Participant failure to collect his/her race pack, (if arranged with Run 4 Wales) on time will result in the forfeit of participation of the race. Under no exceptions can a participant collect their race pack after the designated time slots.
PAYMENT AND REGISTRATION FEES
2.1 All entry fees are non-refundable unless the participant withdraws according to section 3.1 within the allotted time. Entries may not be deferred toward any future events.
2.2 Use of discount codes or promo links are restricted to the original recipient only, misuse of these codes will result is disqualification from this event and any future Run 4 Wales events – refunds will not be issued.
2.3 Entry fees are subject to change and Run 4 Wales has the right to amend the price and to offer discounts during open registration. Refunds will not be given to those who have signed up at a different rate.
3.1 A participant may withdraw free-of-charge (with exception of the processing fee taken by ACTIVE) up to two weeks after payment of the event fee, up until the transfer deadline date of 22nd April 2019 at 10am. After this point, full refunds will be granted within the two-week cooling off period if that participants race pack has not yet gone into production (which is the stage at which the cost of their entry is incurred by the organisers).
Notice of withdrawal from the event must be communicated by emailing firstname.lastname@example.org stating clearly the desire to withdraw and putting the word WITHDRAWAL – ROYAL WELSH TRAIL in subject line of the email. Withdrawals will not be accepted by telephone.
After the expiry of the two-week post payment period, the entry fee will not be refunded under any circumstance (including illness or injury, military deployment, pregnancy or shift pattern changes) – unless the participant has taken out third-party insurance. The participant must contact the third-party insurer directly to request this.
3.2 Any participant who fails to arrive at the start line on time will be assumed withdrawn from the race and will not be eligible to a refund of any kind. No late starters will be permitted to cross the start line.
3.3 Participants will be able to transfer their entry to another participant up until 22nd April 2019 at 10am. Any transfer to another participant will be subject to a transfer fee of £5.80. Transfers are conducted through the ACTIVE online system by the withdrawing participant. The new participant will pay the relevant entry fees through the entry system and once complete, the withdrawing participant will automatically receive their refund from the entry system minus the transfer fee. No transfers will be possible outside of the above stated period and can only be made between participants eligible for the same price type (therefore, athletes who have purchased a reduced ‘Affiliated’ or ‘Welsh Athletics’ price entry must transfer to participants eligible for this discount).
3.4 Entries cannot be deferred to the following year nor to any other event.
3.5 The processing fee, which is added onto the entry fee and any extra items you purchase at point of entry by our online registration platform ACTIVE is non-refundable.
3.6 The participant acknowledges that the refund scheme set out above is fair and reasonable, and the monies the Organiser may retain in respect of any withdrawal represents a reasonable pre-estimate of the Organiser’s loss in each case.
4.1 Participants are responsible for ensuring the data provided on their entry form is up-to-date and correct.
4.2 Failure to provide or update a current postage address will result in race packs not being posted to the correct participant. In this instance, organisers will not provide a replacement pack in the post and the participant must collect one from the Run 4 Wales offices in Cardiff or from the Event Information Hub on the morning of the event. Participants must contact the organisers by email as soon as they are aware there is an error on their form, and replacement packs can only be guaranteed to those who have contacted well in advance of the event.
4.3 All changes to registration data must be self-administered by the participant (who must login to view, amend or change their entry at www.myevents.active.com/Run4Wales) or requested in writing by email to email@example.com with the subject ROYAL WELSH REGISTRATION CHANGE REQUEST. Verbal requests will not be accepted over the telephone to ensure updated details are correct.
CANCELLATION AND ALTERATIONS OF THE EVENT
5.1 If the event is cancelled because of circumstance beyond the reasonable control of the Organiser; including and not limited to, an act of God, explosion, acts of a public enemy, war, insurrection, terrorist act or threat of terrorist act, sabotage, epidemic, embargoes, strikes or the death of a leading member of the British Royal Family then the participant will not be entitled to a refund of the entry fee and compensation of other losses, such as travel or accommodation expenses. We reserve the right, in our absolute discretion, to cancel, delay or postpone the event due to unforeseen circumstances out of our reasonable control (for example due to adverse weather conditions or as a result of instructions from the emergency services). In such cases, we will endeavour to inform participants as quickly as is possible.
5.2 The organisers reserve the right to alter aspects of the race at any time. Any alterations, such as a change in start time, will be communicated to participants in good time to allow for plans to be revised.
5.3 The organiser reserves the right to amend the event format at their discretion. If the event format is changed the participant will not be entitled to any refund and no liability can be taken.
6.1 The Organisers reserve the right to disqualify any participant found to be in breach of the terms and conditions.
6.2 Disqualification can be enforced upon partaking in any of the following:
– Urination in any area other than designated toilets en-route.
– Swapping numbers with another runner, without prior consent from the organiser or through the approved transfer link process.
– Possession of any banned item, such as dogs, baby joggers, baby strollers, skateboards, Nordic sticks, Kangoo Jump boots, rollerblades, hand cycles, unauthorised bicycles or any other wheeled device on the course, except for hand-propelled wheelchairs in the wheelchair race.
– Deviation from the designated route
– Tampering with the timing chip
– Not adhering to the issued timing pen when asked to do so.
– Refusing to obey the directions of the event official, city official or course marshal/steward, or who conducts himself/herself in an unsportsmanlike manner, or who uses offensive actions or language to officials, volunteers, participants or spectators may be disqualified from the event.
7.1 Participants must follow instructions as given from all event officials including race staff, volunteers, medical personnel, security officers and city officials before, during and after the event.
7.2 All participants are expected to conduct themselves in a professional and courteous manner during their participation in the event. This means, for example, that urinating or defecating anywhere on or near the course shall be strictly prohibited except in toilet facilities. Anyone violating this rule of conduct shall be disqualified from the event and will be asked to leave the course.
7.3 Every participant shall be provided with a race number which MUST be worn on the front of shirts and be visible at all times during the event. The race number is to be worn as issued. No participant shall be permitted to participate in the event without the appropriate number.
7.4 All participants must write their name and details of any health problems or medication on the reverse of the race number, which must be worn on the front of shirts during the race.
7.5 Participants should also inform the race organisers of any special medical conditions.
7.6 Participants must begin the event during the official recognised starting times.
7.7 Roads closed for the race will reopen as soon as possible after the last runners have passed. A Sweep vehicle will follow the back markers. Anyone who is deemed to be unable to complete the course in the cut-off time will be approached by a race steward and told that they must board the sweep vehicle or use the pavement. If they decide to continue as the roads will be opening up, their safety cannot be guaranteed. In the event of you being so far behind we strongly advise you against continuing and you should ask the steward to radio through for a pick-up vehicle to come and take you back to the finish line. If you do continue we will be unable to guarantee that road closures, marshals and drinks stations will be in place. Before starting the race please give careful consideration to your ability to complete the course in the allotted time.
7.8 Race entry includes the provision of finish line items such as event t-shirts and finishers medals. Only those participants who turn up on the day and complete the event within the cut-off time are entitled to collect these items.
All participants must oblige to the following:
8.1 Advice provided by the Organiser as well as instructions and directions given by officials and race marshals of the event.
8.2 Avoid using headphones whilst running, to limit the risk of injury to yourself and other participants. The Organiser will not be held responsible for incidents caused as a result of the use of headphones which inhibit the communication of important warnings or information from emergency services or course marshals.
8.3 Display the correct race number provided by the organisers, with appropriate medical information completed on the reverse.
8.4 Avoid deviation from the designated race route
8.5 No participant may bring dogs, baby joggers, baby strollers, skateboards, Nordic sticks, rollerblades, hand cycles, Kangoo Jumps, stilts, crutches, unauthorised bicycles or any other wheeled device on the course, except for hand propelled wheelchairs in the mass race (within a designated pen assigned by the Organiser).
8.6 Participants accept that they must make their best efforts in training for and completing the 10-kilometre course in less than 2 hours (which is a slow walking pace), calculated from the last runner to cross the start line. For your safety, if you are unable to keep to this pace you will be asked to board the sweep van collecting runners who are injured or unable to achieve the required pace at each mile. For participants who choose not to board the sweep van when asked, we will no longer accept liability for your welfare. At this point you will no longer be part of the race.
9.1 Participants will be assigned to timing pens in accordance with the runners’ predicted time.
9.2 Participants shall assemble for the race in their assigned timing pen no less than 15 minutes prior to the race start. Any runner attempting to enter the wrong timing pen shall be required to start after all other participants have crossed the start line.
9.3 All participants shall enter the timing pen from the rear unless otherwise directed by an event official. Any person who climbs the fence/barrier or otherwise enters improperly shall be disqualified from the event.
9.4 All participants must be positioned behind the starting line when starting and must run over the start mat to activate their timing chip, failure to do so will result in a finishing time not being available for them.
9.5 Participants are able to move backwards in timing pens but not forward. Any participants found to be in a pen ahead of their colour will be asked to return to the correct pen. Failure to comply with this rule after being asked will result in disqualification.
10.1 Any participant who refuses to obey the directions of the event official, city official or course marshal/steward; or who conducts himself/herself in an unsportsmanlike manner, or who uses offensive actions or language to officials, volunteers, participants or spectators may be disqualified from the event and future participation at the discretion of race officials.
10.2 Any participant who has been found by a course marshal/steward, event official or surveillance equipment to have gained an unfair advantage by intentionally shortening the route of the race (“cutting the course”) shall be immediately disqualified from the event.
10.3 Any person who participates in the event either a) without a current official race number and timing device or b) with a chip or race number not officially assigned to him/her is subject to removal and disqualification from future events.
10.4 No persons are authorised to be on the course unless they are registered participants. Therefore, no person shall be allowed to accompany a participant if he/she is not registered in the event, nor shall any participant be allowed, without the permission of the event management, to receive assistance from anyone during the progress of the event. Any person not properly displaying an authorised and issued race number shall be directed to leave the course.
10.5 A hands-on medical examination during the progress of an event by officially designated medical personnel shall not be considered assistance and will not result in disqualification if participant is deemed medically fit. If a participant becomes ill during or after the event and/or receives medical attention or treatment either from event medical staff, medical providers or any doctor or hospital, they authorise such persons to provide details (including details of medical treatment) to the Medical Director of the Cardiff University/Cardiff Half Marathon or others authorised by them.
11.1 The use of wheeled devices by participants or any other person authorised to be on the course shall be strictly limited to (a) authorised and registered competitive wheelchair participants and (b) authorised course marshals on bicycles. Baby joggers, baby strollers, skateboards, rollerblades, Kangoo Jumps, stilts, crutches, unauthorised bicycles or any other wheeled device will not be permitted.
11.2 Participants are responsible for their recognition and understanding of event signage, symbols and colour relating to participant maps, facilities and direction.
11.3 Medical personnel authorized by the event to do so may examine any participant who appears to be in distress. If in the sole opinion of authorised medical personnel it is in the best interest of the participant’s health and welfare, medical personnel may remove the participant from the event.
11.4 Participants must retire at once from race if ordered to do so by a member of the event’s official staff, official medical staff, or any person in authority, including fire and police officers.
11.5 Participants are responsible and assume liability for any and all medical expenses incurred as a result of training for and/or participation in the event, including but not limited to ambulance transport, hospital stays, physician and pharmaceutical goods and services.
11.6 In the interest of safety, the Race Director and event officials, in consultation with the Police and Emergency Services, reserve the right to delay, cancel, or suspend the race due to extreme inclement weather or a major incident on or near the event route. In these circumstances no refunds will be issued.
11.7 In the event of any major occurrences along the route, the Race Director and the Emergency Services reserve the right to alter/shorten the route, but still provide a race if possible. In these circumstances no refunds will be issued.
11.8 The Race Director and the Emergency Services reserve the right to stop the race at any time, if deemed necessary. These would be in circumstances beyond our control and no refunds would be given.
12.1 Participation is at the participants own risk.
12.2 The organiser, its staff, agents or contactors shall not be liable for indirect or consequential loss or damage.
12.3 The Organiser will not be liable for any computer result anomalies or any technical malfunctions.
12.4 Whilst the Organiser takes every care with staging the event, the participant acknowledges that personal accident and personal items insurance is their own responsibility. The organiser shall not be liable to the participant for any loss or damage of or to personal equipment belonging to the participant, or any indirect or consequential loss or damage whatsoever arising out of the participant taking part in the event, or for any loss of business, revenue or profit, loss of reputation, anticipated savings or wasted expenditure, pledges made on your behalf or to charity.
12.5 The Organiser will not be responsible for the behaviour of any spectators or third parties.
12.6 The Organiser cannot be held responsible for any issues or allergies resulting from food and drink products given out on the day of the event. Please take care and read any packaging carefully before consuming any products at the event.
COLLECTION AND USE OF DATA
14.1 All participants are assigned a chip timing device prior to the event in their race pack.
14.2 Gun time is the official time used for all prize results. Official times are calculated from the start of the race by the starting claxon to the point where the participant crosses the finish line.
14.3 Times shall be rounded up to the next highest second.
14.4 Participants must wear their assigned timing device continuously attached to their runner number from start line to finish line, to receive an accurate finish time.
14.5 Participants found to be wearing two or more timing devices during the race will be disqualified and their results will not be recorded.
14.6 Participants must begin the event during the official recognised starting time in order to register an official course completion time.
14.7 For practical purposes finishing times are only recorded up to 5 hours from the start of the race.
15.1 Any individual requesting a waiver of any of these rules from the event shall submit a written request no less than 30 days prior to the event date specifying the nature of and reasons for the request.
16.1 Event officials reserve the right to modify, supplement or waive all or part of the event rules without notice. It is participants’ responsibility to check the event website for any changes. Participants shall be bound by any modification or supplement of the event rules published prior to the event. Failure to follow these event rules, as may be amended, will result in immediate disqualification, loss of prize money and removal from official results.