Terms and Conditions

2024 event

Parties

The following Terms and Conditions relate to all events promoted by Equinox24 Ltd.

Definitions

From this point forward the following will be referred to as:- “the Organisers” are the above named Equinox24 Ltd. “the Competitors” are all competitors both prospective and successful “the Events Office” is Equinox24 Ltd, 4 Lawson Close, Sileby, Leicestershire, LE12 7SR. “the Withdrawal Date” of an event is two calendar months prior to the date of an event. “Closing Date” of an event is one calendar month prior to the date of the event unless otherwise stated on the Website. “the Website” is www.equinox24.co.uk “Race Information” is all information about the race provided by the Organisers on the Website or in pre-race emails to Competitors. “the Event” is Equinox24, “Team Creator” or “Team Captain” is the person who is responsible for the managing of the team. “Team Members” are those who have joined a team as an additional team member, not a Team Captain or Team Creator. The “Cut Off Date” is the date by which all details on the entry system must be correct and no further amendments can be made. This date will be confirmed in the Race Information.

1 Conditions of Entry

By entering any events run by the Organisers, either by using the online entry system or paper entry, Competitors are agreeing to abide by the following Terms & Conditions as outlined below. Cashing of Competitors’ cheque or completion of the transaction through the online entry system or cash sale, confirms the Competitors’ place in the event for which they have applied.

Competitors agree not to hold The Organisers, its sponsors, partners, employees or those of Belvoir Castle Estate and its associates liable for mishap or injury sustained over the duration of the Equinox24 event.
All entry fees are inclusive of VAT.
The Entry Fee may vary depending upon geographic market, availability, selected package, venue requirements and/or regulations and we reserve the right to change prices at any time.
The Event is personal to the Participant accepting these Terms and Conditions, and the Participant undertakes and agrees (i) only to participate in the Event wearing the number assigned to his/her registration, (ii) not to authorise or permit any third party to use his/her Participant number for the Event and (iii) not to sell, transfer or give any other person the right to participate in the Event and/or use the Participant’s number, with the exception of compliance with any process outlined in these terms and conditions.
Competitors agree to take part on the understanding that this is an endurance event which will require strenuous physical activity and running day and night on uneven, unlit terrain and when they are lacking sleep. They must understand the risks and be confident that they are fit, well and able to take part.
Solo, Pair, Team and Night 10K category competitors must be aged 18 or over. Day 10k event runners must be aged 15 or over. For those under the age of 18 parents must be confident in the competitors’ ability to complete the event and understand that they must take part unaccompanied and will be unsupervised while out on the course and must have a parent or Guardian in attendance at the Event.
Competitors agree that they will read and follow the Race Information published by the Organisers for the Event and understand that by not following any of these rules the Organisers may at their discretion disqualify or remove them and their party from the event and the Competitor will be responsible for all repatriation travel costs and related incurred travel arrangements. The Organiser will not be responsible for transporting the Competitor or any belongings of the Competitors.
Competitors agree that the clothing size stated on the entry form does not guarantee availability or suitability of a garment of that size, if offered. Sizes are a guide only and if garments are offered we cannot guarantee that the requested size will be suitable, and no replacement will be offered. No refunds will be made in regards of the fit or suitability of the garments.
Competitors agree that the entry fee is solely for taking part in the event and does not include any services or gifts which sponsors may choose to provide on the day or as a continuation of gifts or services provided in previous years.
The Organisers will only deal with the Competitor who paid the fee for their entry with regards to financial matters such as refunds, cancellations, transfers, deferrals and payments. Where a Competitor has entered a category where no fee was payable directly to the Organisers for their place ie additional team members other than the Team Captain/Team Creator, no financial relationship is entered between that competitor and The Organisers.
Team members will not be able to compete at the Event if they do not have a Team Captain to manage the team or who has withdrawn without replacement.
If a Team Captain withdraws from the Event without transferring their entry and there are Team Members registered to the same team, the Organisers will endeavour to inform the team members (via the email address) provided of the withdrawal and that they will be also be withdrawn or will need to move to an alternative team.

2. Competitor Withdrawal

If for any reason a Competitor wishes to withdraw from the event, the Competitor must inform the Organisers by email or use the cancellation option on the entry site. If the Competitor has taken the optional cancellation insurance cover for their entry, they should contact the policy provider directly regarding their eligibility to claim for this and should be aware that cancelling their place with us may prevent them from claiming a refund. In such circumstances the Competitor should inform us that they won’t be attending and will be making a claim via email to the e-mail address provided on the Website.

Competitors should receive a confirmation of their withdrawal within 14 working days. If this confirmation is not received, the Competitors should contact the Organisers immediately to verify receipt of their request to withdraw. It is the responsibility of the Competitors to ensure that their request has been received. Alternatively, if you do not have access to e-mail, postal withdrawals can be made in writing but the Organisers are not responsible for delays or loss of post and suggest that the more secure method of withdrawal is via e-mail and this method should be used when possible. Postal Withdrawals should be forwarded to the Events Office.

Team Members should contact their Team Captain who is responsible for removing them from the team or swapping them for another runner should they wish to withdraw. Team Captains are responsible for ensuring that the details of their team and Team Members are correct on the Entry System before the Closing Date or Cut Off date whichever is sooner. The Organisers have no responsibility with regards to payment for and refunds of team member places.

Competitors who do not attend the race/event, will not receive any form of refund/credit and forfeit any gifts, services or benefits offered by the Organisers or their sponsors and partners to Competitors who compete at the Event. Competitors who withdraw from an event prior to the Withdrawal Date will receive a refund in line with the policy outlined in section 3 below.

3 Refund/Transfer/Deferral Policy

3.1 Withdrawal/Cancellation:

Booking fees are non refundable in all circumstances.

Competitors who withdraw according to the process outlined above and by the dates stated are entitled to the following refunds:

All entries:

Withdrawal within 14 days of payment: Full refund of Race Entry fee (booking fees are not refundable, and cancellation cover refund should be dealt with directly with the service provider).

After 14 days of payment:

If the Competitor took the optional cancellation insurance cover at the time of entry via our entry system: Refunds in line with the cancellation cover provider’s Terms and Conditions and the provider should be dealt with directly.

If cancellation cover was not taken: no refunds are available. See below for options for deferral and transfer of entry with time limits.

3.2 Transfer of Entry:

Solo and 10k runners:

Transfers can only be completed if the new Competitor wishes to enter the same event category as the original Competitor. Competitors who have paid The Organisers directly for their place must follow the process outlined on our Website FAQ page for Transfers. Transfer of your race entry to another runner is down to the discretion of the Organisers. Competitors will not transfer their entry to another person without following the official process or prior consent from the Race Organisers. A transfer fee will be applicable. Entries transferred to another competitor where the official transfer process has not been followed will be invalid and the competitor disqualified and will not receive any form of refund/credit and forfeit any gifts, services or benefits offered by the Organisers or their sponsors and partners to Competitors who compete at the Event. The final date to transfer entries is 6pm on 31^st August of the event year. For Solo Participant Transfers the most current Entry Fee and Administration Fee is applied at checkout when the new Participant accepts the transfer. In order to transfer a place the new runner will need to pay the current entry fee for the place via the entry site and on payment, the outgoing runner will be refunded minus the transfer fee within 14 days. There is no option to transfer a place for a reduced entry fee rate/free. The Organisers are not responsible for any non-payment by the new runner before the deadline.

Teams:

The Team Captain is responsible for all team swaps, transfers and deferrals and for re-allocating monies between the incoming and outgoing Team Participants. Team Creators can swap team runners without charge or payment until 6pm 31^st August following the process outlined on our website.

3.3 Deferrals of Entry:

Solo and 10k Runners:

Deferral of your race entry to the following year’s event to the same category is available until 6 weeks before the Event start date however if you took cancellation insurance cover and your deferral falls within their T&Cs to claim, we urge you to claim for your entry with the provider instead. Competitors who have paid The Organisers directly for their place must request the deferral but emailing [email protected] and follow the process outlined on our Website for deferrals. There will be a deferral fee applied at the time of deferral. Entries may only be deferred to the same category – if a category transfer is required at a later date then the usual terms and conditions for this apply. Deferred entries will be required to pay any increase in the entry fee for their category for the new event from the original purchase price of the deferred event. Entries can only be deferred once – your deferred entry cannot be refunded, transferred or deferred again.

Teams:

Deferral of a team Competitor place to the following year’s event to the same category is available until 6 weeks before the Event start date, however if you took cancellation insurance cover and your deferral falls within their T&Cs to claim, we urge you to claim for your entry with the provider instead. Team runners who opt for a deferral are responsible for creating or joining a team with their deferred entry. No alternative or refund will be given if the team runner does not have a team to race in with their deferred place. They may at the discretion of the Organsiers be allowed to change entry category according to availability and will be required to pay any increase in entry fees for the new category and no refunds will be given if they change to a category with a lower entry fee. Entries can only be deferred once – your deferred entry cannot be refunded, transferred or deferred again.

4 Completion of Entry Form

Solo and 10k runners:

It is the Competitor’s responsibility to ensure that all information entered, either via the online entry system, online form or paper entry, is correct and up to date by the Cut Off Date. If any Competitor information is incorrect on the entry system, form, Website or in Race Information, it is the responsibility of the Competitor to inform the Organiser of the correct information. Whilst the Organisers will try to solve any problems that arise through incorrectly completed entry forms, if any section of the entry form cannot be understood or read, then the Competitor may not secure a confirmed place in the event and could lose their right to a prize. Changes after the Cut Off Date may result in incorrect information on printed items such as t-shirts and race numbers.

Teams:

It is the Team Captain’s responsibility to ensure that all information entered, either via the online entry system, online form or paper entry, is correct and up to date by the Cut Off Date. Team Captains must ensure that the email address and phone number entered for each team member is that of the team member and is correct so that the team member receives all race information emails and any entry emails/messages needed to access the site/claim their entry place. If any Competitor information is incorrect on the entry system, form, Website or in Race Information, it is the responsibility of the Team Captain to inform the Organiser of the correct information. Whilst the Organisers will try to solve any problems that arise through incorrectly completed entry forms, if any section of the entry form cannot be understood or read, then the Competitor may not secure a confirmed place in the event and could lose their right to a prize. Changes after the Cut Off Date may result in incorrect information on printed items such as t-shirts and race numbers.

5 Race Information

All necessary Race Information relating to events is published on the Website or will be sent by email to the email address provided on the entry form. All information provided is provisional unless stated otherwise. Please note that details of individual events as published on race entry forms and provisional Race Information is subject to change without notification. Updated details of any alterations to the Race Information initially issued, will be made available on the Website or by email as soon as possible. It is the responsibility of Competitors and Team Captains to ensure they have accessed the relevant information relating to their event. The Organisers are not responsible for the delivery failure of emails.

6 Race Numbers/Registration at the event

Race Packs including numbers and timing chips and team slap bands must be collected at the event by the Competitor or Team Captain before Race Registrations closes. Competitors who are eligible for finisher t-shirts and medals and any other promotional gifts and awards including medals, pins and trophies are required to collect these in person at the Event at the times and location stated in the Race Information. Race numbers must be worn in order to participate in the Event – runners not wearing a Race Number will be asked to leave the course.

Competitors will be issued a QR code which they will need to present to access the event on arrival whilst still in their vehicle. For runners, this will include any additional camping passes purchased for spectators.

7 Camping passes

Runners and spectators who have purchased camping passes or have them included in their race entry will be issued a QR code which they will need to present to access the event on arrival whilst still in their vehicle (either in an email, a screenshot, image or print out). This will have information about the camping passes you have been allocated or purchased. Wristbands will be handed out at this point to anyone with a valid camping pass. Wristbands will need to be worn for the duration of the Event. Spectators without a QR code camping pass will be either issued a Day Visitor pass and must leave the site by 10.30pm each day or be required to purchase one at the event before entry to the site and they will be an additional fee. Camping/visitor passes are not required by children aged 4 and under. Children’s camping passes are for children age 5-16. Adults camping passes are for people age 17+.

8 Timing

The Organiser will endeavour to provide every Participant with a completion time and lap times but is not responsible for any electronic timing anomalies. No refunds will be given for errors or failure with timing. Competitors should resolve any issues with timing as soon as the are aware directly with the Timing Provider either at the event or via email after the event.

9 Photography

The Organisers retain the right to use images, video and photographs taken by their contracted photographers and employees at the event without informing Competitors or giving recompense to Competitors. These images can be used for promotional purposes as undertaken by the Organisers and their partners, which will cover a range of possible uses including (but not exclusively) advertising press and media, printed information items, editorial coverage and any other promotion directly related to the Organisers or their sponsors. Drones will be used at the event and will be filming/recording.

10 Camping

Any competitors camping do so at their own risk and are responsible for the security of their own property. The Organisers will not be held responsible for any loss of property. Campers also agree to follow the camping rules as set out in the Race Information and Event Safety Guide. Those not doing so may be asked to leave the site and will forfeit their place in that event and will not be entitled to a refund. All campers are required to wear a camping wristband at all times whilst at the event. Any person found not wearing a camping wristband will be required to purchase one whether or not one has previously been purchased. In the event of adverse weather affecting camping but where the race itself is able to go ahead, no alternative accommodation shall be offered and no refunds will be offered for those unable to camp or take part.

11 Prizes

Competitors who are awarded a prize or award are required to attend the prize giving in order to receive their prize. If prize winners are not in attendance at the prize giving they forgo their right to the prize and the prize will not be awarded.

12 Event Changes

The Organisers have the right to change any aspect of the event in whole or part, including the time, date, route and/or format of the without prior notice and without liability to the Competitor.

In such cases The Organisers will:

-make a reasonable effort to provide notice of the changes/cancellation via email. If email notice is not practicable due to the timescales involved, we will use reasonable alternative methods of notice such as social media and app notifications or text.

-have no responsibility or liability for any costs incurred, including any travel or accommodation costs whether existing or additional, as a result of the changes/cancellation;

-undertake to act with full transparency and fully observe and satisfy its legal obligations to you at all times.

You may possibly receive a full or partial refund of the Fee, the amount to be determined by us dependent on the circumstances of the cancellation.

13 Event Cancellation

If the event is cancelled or postponed for any reason including those beyond the control of the Organisers due to unforeseen events that were unavoidable, including an ‘act of God’, the Organisers may transfer your entry to a rescheduled event or alternative event. In the instance that no alternative is offered or is unsuitable The Organisers may issue a full or partial credit note to the person who paid the fee for another replacement event, the amount to be determined by us dependent on the circumstances of the cancellation. In the event of cancellation of the Event we will have no responsibility for any costs incurred as a result of cancellation including any third party booking fees, travel or accommodation costs.

In the event of cancellation the Organisers will:

-have no responsibility or liability for any costs incurred, including any travel or accommodation costs whether existing or additional, as a result of the changes/cancellation;

-undertake to act with full transparency and fully observe and satisfy its legal obligations to you at all times.

You may possibly receive a full or partial refund of the Fee, the amount to be determined by us dependent on the circumstances of the cancellation.

14 Right of refusal for entry

The Organisers retain the right to refuse or revoke entry to any Competitor, where they believe that accepting the entry could prejudice the event, the Competitors, the promotion of the event, organisation of the event, their sponsors, associates or staff. This right of refusal extends to include applications where acceptance is considered by the Organisers to be likely to infringe upon the enjoyment of any persons connected with the event, including staff, marshals, volunteers & other competitors. The Organisers have the right to remove any Competitor from the Event either before or during it, due to ill health or any other reason that may render the competitor unfit to safely participate. The Organisers also reserve the right to ask any Competitor or Spectator to leave the event, including the campsite.

No drugs, illegal substances, performance enhancing substances or intoxicants of any kind are permitted to be used by any Participant either before or during participation in the Event. The Organiser reserves 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.

15 Illness

The Competitor confirms that he/she will not take part in the Event if he/she is suffering from any contagious illness (to include, but not exclusively, symptoms suggestive of Covid-19 (or similar) infection and diarrhoea or vomiting symptoms) and confirms that he/she will report any illness during the Event, to the Event medical team immediately.

The Competitor agrees to follow all instructions and guidelines issued by the Organiser, observe all protocols and adhere to any measures that may be in place at the Event in order to address and help mitigate the risk presented by infectious diseases, such as Covid-19.

Irrespective of any safeguards that may be put in place by the Organiser, Participation in the Event is at the Competitor’s own risk, including risk to the Competitor themselves (in particular with respect to the transmission of infectious diseases, such as Covid-19) and any damage caused by/to third parties or third party property. If a competitor is unable to attend or has to withdraw due to illness of any kind, all usual Withdrawal and Cancellation/Refund policies apply.

16 Newsletter

When entered into the Event, either by a Team Captain or yourself, your email address will be added to the Equinox24 competitor list which we may use to send all official race information. You can unsubscribe from this list at any time but please note if you unsubscribe from this list you will not receive vital race information by email. We will ask your express permission to add you to our newsletter mailing list and for any other marketing permissions.

17 Privacy Policy

By entering you agree to our Privacy Policy which can be viewed here. https://www.equinox24.co.uk/privacy-policy/

18 The following Terms and Conditions relate to bell tent hire at Equinox24:

Bell tent bookings are refundable until 4 weeks before the Event start date subject to a £25 cancellation fee.

If not paid in full at the time of booking you must pay the balance owed by 1st September in the year of the Event or your booking will be cancelled and any payments received cannot be refunded.

Cats/Dogs or any other animals are not permitted inside the bell tent.

The hirer will take all reasonable steps to make sure that the equipment is not at any time altered or interfered with.

Any damage/theft caused to the bell tents and its equipment and furnishings will be the hirers fault and the hirer will be invoiced for the damaged caused.

The hirer takes full responsibility for the actions of third parties that cause safety issues or fire risks and consequences that result from such risks.

Any fire or barbecue or fire bowl must be situated at least 3m feet away from the bell tent and must be extinguished when un-attended.

No smoking inside the bell tents.

No fires, cigarettes, candles or any cooking equipment are allowed inside the bell tents.

All doors should be closed and secured when the hirer is not in the Bell Tent and when leaves the Bell tent.

The hirer is prohibited from hiring, selling or parting possession from the equipment for the duration of the hire period.

In adverse weather the bell tents may leak. The bell tents have vents, windows and zips which in torrential rain may let in some water.

Equinox24 cannot be held responsible for bad weather or acts of God.

The bell tent is not to be used in excessive wind speeds and should be evacuated if this is the case. Refunds will not be given.

The hirer accepts full responsibility for the safety of the bell tent equipment and the safety of any person who makes use of the bell tent for the duration of the hire period.

The following Terms and Conditions relate to bell tent hire at Equinox24

Bell tent bookings are refundable until 4 weeks before the Event start date subject to a £25 cancellation fee.

If not paid in full at the time of booking you must pay the balance owed by 1st September in the year of the Event or your booking will be cancelled and any payments received cannot be refunded.

Cats/Dogs or any other animals are not permitted inside the bell tent.

The hirer will take all reasonable steps to make sure that the equipment is not at any time altered or interfered with.

Any damage/theft caused to the bell tents and its equipment and furnishings will be the hirers fault and the hirer will be invoiced for the damaged caused.

The hirer takes full responsibility for the actions of third parties that cause safety issues or fire risks and consequences that result from such risks.

Any fire or barbecue or fire bowl must be situated at least 3m feet away from the bell tent and must be extinguished when un-attended.

No smoking inside the bell tents.

No fires, cigarettes, candles or any cooking equipment are allowed inside the bell tents.

All doors should be closed and secured when the hirer is not in the Bell Tent and when leaves the Bell tent.

The hirer is prohibited from hiring, selling or parting possession from the equipment for the duration of the hire period.

In adverse weather the bell tents may leak. The bell tents have vents, windows and zips which in torrential rain may let in some water.

Equinox24 cannot be held responsible for bad weather or acts of God.

The bell tent is not to be used in excessive wind speeds and should be evacuated if this is the case. Refunds will not be given.

The hirer accepts full responsibility for the safety of the bell tent equipment and the safety of any person who makes use of the bell tent for the duration of the hire period.