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Entry and Changes

Entry and Refund Protection Cover

See our entry specific entry FAQs on the Entry page.

Refund Protection Cover

Refund Protection is provided by BookingProtect and will protect you against cancellation of your race entry resulting from unexpected circumstances such as accidents and illness of you or your immediate family.

Covid 19 illness is covered – details here: https://bookingprotect.com/cor….

Protection can be added to team member entries on a member by member basis also.

The cost is based on the entry fee – it will be £6.93 on a full price solo entry, £4.93 on a full price team entry and £1.40 on a 10k entry.

What is Refund Protection
Refund Protection enables you to get a full refund on your booking (excluding service fee and booking fees) if certain unforeseen circumstances occur. You should read the terms and conditions carefully to make sure you know exactly what is covered. https://documents.bookingprote…

 

What will it Cover
BookingProtect’s cover is extensive and covers from accidents & injuries to a vehicle failure and jury service. View the circumstances covered here:
https://bookingprotect.com/our-product/what-we-cover/

 

What does it not include:
As with all products BookingProtect does not cover every scenario. It covers unforeseen circumstances that prevent you from attending the event – these are fully outlined in their T&Cs  You will need evidence to support your claim so that BookingProtect can be sure your reason for cancellation is genuine. If in doubt contact BookingProtect for clarification.

 

 

How do I claim a Refund
A refund can be claimed through the BookingProtect platform. You simply need to submit your details and upload your evidence. For example if you are injured you will need a medical note from the doctor or a copy of a treatment record/discharge note etc. For vehicle breakdown you will need the recovery/mechanics report etc. For Covid 19 you will need proof of a positive result etc. Minor issues, like a tummy bug or cold for example, that you won’t necessarily have treatment/evidence for will be harder to claim for but for most things that prevent you from attending it is easy to provide evidence and they are very flexible with what they accept as evidence. Check the T&C’s carefully to make sure you know what is covered and what evidence you will need. You will deal directly with Bookingprotect when claiming a refund.
https://documents.bookingprotect.com/terms-and-conditions.pdf

What happens if I transfer or cancel my entry?

If you transfer your entry the refund protection will be transferred to the new participant. If you cancel your entry within 14 days of the booking your entitled to a full refund of the booking protection. If you cancel your entry at a later date you will not be eligible for a refund of the booking protection.

Is there a time limit for the claim?
A request for a refund can be submitted to BookingProtect no more than 45 days after the date of the booked event.

You can read their Trustpilot reviews here.  https://uk.trustpilot.com/revi…

10K races - more info

The 10K races follow the same 10k course as the 24 hour run but are timed and placed separately. Please see the race info page for course details.

The day 10K starts with the main 24 hour event at midday and the Night 10k has its own start at 8pm whilst the 24 hour event will be in progress. The night course is unlit and you must have a head torch or torch to be allowed to run. There is no cut off time for either event. Entrants will receive a medal when they finish which should be collected from race HQ on presentation of your race number.

The age limits are 18 years for the night run and 15 years for the day run.

Your race number with timing chips attached, visitor wristband and parking pass will be sent to you in the post before the event and must be brought with you to the event. If you forget your number or wristband you will be charged a replacement fee. If you order additional camping passes or spectator day passes with your entry these will be sent with your race number to your address.

If you wish to camp at the event, camping is charged at £10 per adult and £5 per child and allows you to camp Friday/Saturday and Sunday night. You can purchase through our entry page either at the time of entry or at a later date.

If you have spectators coming to watch who are not racing there is a parking fee of £3 per car. Each person will be issued a Day Visitor wristband and will be allowed to stay on site until 10:30pm that day. 

Entering 10k and 24hr categories

You can enter both the 10k events and the 24hr solo or team races. You can wear both your 24 race number/chip at the same time as your 10k race number/chip for that one lap only and count the lap for both events – however ONLY 1 TEAM CHIP/NUMBER CAN BE ON THE COURSE AT ANY ONE TIME so if more than one team member is competing in the 10k event as well, only one team member can count it as a team lap and only if no other team member is already on the course.

 

How do I change my details on the entry system?

(PLEASE NOTE – some features that you will be able to do yourself via the entry system such as transferring places (team or solo) to another runner may not be available when entries first open – if the option isn’t available to you, please email [email protected])

Team/Pair Runners – contact your team creator who will be able to login to their team account from December to make changes and add new team members. Details for login are in the captains confirmation email. Deadline for changes 31st August.

Solo runners/team captains/10k runners – You can log in to your account and change some details from December. If you need to transfer your place to another runner and this option isn’t yet available in your account, email [email protected]

Can I transfer my entry to another person?

(PLEASE NOTE – some features that you will be able to do yourself via the entry system such as transferring places (team or solo) to another runner may not be available when entries first open – if the option isn’t available to you, please email [email protected])

Team Runners – your team creator can log in and add new team members or transfer a team place to a new runner until 31st August. They can complete the form or they can complete the name/email address and send a link for the team member to complete their details. Each team member must have the following details: Full Name, Gender, Date of birth, Email, Club, Emergency contact name and number, t shirt Size – address will be needed if that team member requires the race pack to be sent to them rather than the team captain..

Solo Runners – email [email protected] – the function to organise your own transfers through the entry system will be live soon, until then please email and we can help. Transfer fees apply (£10 until July 19th. £25 From July 20th to Aug 31st. No transfers after August 31st). Please be aware that transfers may mean that your name does not appear on the solo finisher tshirt – the deadline for this will be confirmed nearer the time.

10k Runners- email [email protected] – the function to organise your own transfers through the entry system will be live soon, until then please email and we can help.  Transfer fees apply (£5 until  Aug 31st. No transfers after August 31st).

Team Creators – please email [email protected] regarding transfer of your captain’s entry.

Final date for completion of all transfers is 31st August.

After 31st August no transfers can be made and no refunds are offered.

Can I cancel or defer my entry?

Soon you will be able to cancel your entry online by logging into our entry site however, until this feature is live, please email [email protected]

Any refunds due will be automatically calculated and refunded onto the original payment card via the entry system. If you purchased the refund protection insurance with your entry, you may be eligible for a full or partial refund via that service, depending on your reasons for withdrawing. Please check this before cancelling as this may effect whether you can claim. You will deal with the refund protection provider to arrange this.

Booking fees are not refunded. Refunds given are 50% of entry fee up to 3 calendar months before the event. 25% of entry fee up to 2 calendar months before. Less than 2 calendar months before the event, no refunds will be given.

Please see our terms and conditions for information on withdrawals and refunds/fees. 

Can I change the category I am entered in?

Please email us if you wish to change category. It may be possible depending on availability of places and the category you originally entered.

How do I find out who has entered my team?

If you are a team captain you can do this online by logging into the entry system (log in details are in the confirmation email sent to you from our entry system when you signed up).Y Team members please contact your team captain. Team members will receive an entry confirmation email when they are entered by their captain.

If we have entered a team ...will our category be changed accordingly?

Teams will be categoriesd by the number of people entered in your team when entries close (ie 2 people Pair, 3-5 people Small Team, 6-8 people Large Team).

 If you wish to add additional members this can be done via the online entry system before entries close (as long as there is availability and capacity in the team) and the category will change automatically.

It is VERY important to check before the entry system closes on 31st August, 6pm that your team is correct, all members are entered and all details are complete (eg tshirt sizes, names).

 

Can we make changes to our team at the event?

Yes however it is best to do this online before 31st August as it is free and to help ensure details for printed numbers and tshirts are correct. After this time the only way to make changes is at the event and there is a £10 admin fee for this for each change made.

If it is simply withdrawals, this can be done by filling in a change of details form and handing it in at race HQ. There is no fee for this.

To make changes at the event you will need to complete a form at the entry queries desk and pay the fee.  We cannot guarantee that these details will be changed on our timing system/race results or that you preferred t-shirt size will be available. We very strongly advise you to make any amendments online before the deadline to avoid additional fees, get your choice of event tshirt size and to ensure your details are accurate on the system on race day. If there are still spaces you may be able to add a team member at the event. We will add details for this nearer the event if places are still available.

Can I enter at the event?

If we still have availability you can enter on the day. Entries at the event will have an additional fee of £10 and we cannot guarantee an event t-shirt/goody bag/medal. We suggest you email before coming to check if there will be any places available on the day. To enter on the day come to the entry queries desk with your payment. Please be aware that we cannot guarantee a place if the event is sold out.

What is the age limit for the 24hr and 10k races?

The age limit for the 24 hour race is 18 years for solo, pair and team runners. For the Day 10k event it is 15 years. For the Night 10k event it is 18 years. For all categories it is the age of the runner on the day of the event.

Will any information be sent before the race?

Race numbers, timing chips and camping wristbands will sent via Royal Mail before the event. Team relay bands and event t-shirts for 24hr runners will be collected at the event. All race information will be sent by email.

We will send a race brochure out by email before the event and in there will be maps of the route and site, up to date information about the rules, timings, stalls, catering and facilities. Please look out for this in your inbox in the month prior to the event (and check you junk folder) and ensure your email address is correct on our entry system. We will also email with important updates and information at various times before the event. If you are not receiving our emails please check your junk folder or contact us as you may have entered an incorrect email address when you entered.

At the event – Camping

Camping Wristbands/passes

Everyone at the event will required to wear a wristband for the weekend and show this wristband to gain entry to the event and camping field. Runners in the 24hr race (solos and team members) get their camping wristband in their registration pack which will be mailed before the event. 10k runners do not get a camping wristband included in their entry however they can purchase one. 10k runners will be sent a Day Visitor band with their race pack in the mail along with any purchased camping wristbands.  Anyone else who wants to camp at Equinox24 for either Friday/Saturday and/or Sunday night, will need to purchase a camping wristband, including those entered into the kids fun run and people staying in our bell tents.

Wristbands for spectators can be bought online either with a race entry or separately. Wristbands will be sent out in the post before the event and will need to be worn for your arrival at the event. If spectator bands are ordered with a race entry they will be sent in the entrants race pack, so if spectators live at separate addresses they should order their bands separately to ensure they are delivered to their own address. Wristbands allow camping and use of the facilities from Friday-Monday and are priced at £10 per adult and £5 per child, under 4’s are free.

Day visitors who are not camping are not required to pay the camping fee and will be given a day visitor wristband at the entry gate and will be required to be off the site by 10:30pm each day. Day visitors will be charged a parking fee of £3 per car which can be paid at the event.

When can I arrive on site?

PROVISIONAL – Please check the race information sent out by email before the race for the most up to date information.

Entry to the site is planned to be from Midday on the Friday of the event weekend. You must wear your wristband to gain entry to the camping field – these are sent before the event for entered runners and to those who purchased them online. 

Entry to the main camping field (General camping/solo camping/caravans/campervans) will close at 10am Saturday morning. Anyone arriving after this time will be directed to camp in the Orange Mixed Camping area in the field adjacent to the main camping field, opposite the car park. You will still have access on foot to the main camping field and access to all facilities. This is to ensure that the main camping field is ready in time for the running events starting and to speed up entry for those arriving on Saturday morning.

Where are the quiet areas of the camp site?

Equinox24 is a 24 hour running event and so there will be people talking and a level of noise throughout the Saturday night in all areas of the campsite. If you want a quieter spot do not camp near to the run course or near the main race village/start area as these are the noisiest areas. The ORANGE area is the quietest. We ask people to be respectful and keep noise overnight to a lower level, however this is a running event and the running takes priority. Therefore there will be team members swapping, alarm clocks, people supporting, event staff/vehicles working, first aid etc going on throughout the night on Saturday – if you want a full quiet night’s sleep this isn’t the place! 

On Friday night we ask you to observe quiet time from 11pm until 7am. This means groups should not be socialising at their tents after 11pm.

Where and when do I register?

Race packs including race numbers with timing chips attached, along with entrants camping wristbands and any purchased spectator wristbands will be sent via Royal Mail before the event. 24hr runners will need to collect their finisher tshirts at the event and Team Captains will need to collect their teams relay band at the event.

You will be able collect tshirts on Friday 4pm-7:30pm and on Saturday morning before 11am. Please see the race information email for most up to date info and times.

Can I reserve a camping spot?

We operate a first come, first served policy and we do not reserve spots for any campers or caravans. If you wish to reserve spaces for the rest of your team we do allow this but ask you to please be reasonable with the area you reserve. We may ask you to reduce the area you reserve if it is deemed to be unreasonable for the number of tents you are expecting. We also ask that you do not park cars along the race route to allow as many people as possible to pitch their tents in this popular area. Caravans are only permitted in the designated caravan area. Cars here should be parked behind the tents. You can book a bell tent to be sure of a good spot. These will be pitched in one area near the race HQ. Full info on the Bell Tent page.

What facilities are on site?

Onsite will be toilets, chemical toilet disposal point (Elson tank), hot showers, hand wash stations, mains water taps, food and drink stalls, bar, massage, First Aid, trade stalls (see race information booklet for full details). There are no electric hook ups.

Can I camp on Sunday night?

Yes. Please note there will be limited facilities on Sunday night (no catering, retailers, showers etc). There will be toilet facilities.

Are cars allowed by tents on the camping field?

Yes 1 vehicle per tent is allowed on the camping field unless the field is very wet, in which case we will ask for cars to be left in the car park area. You will be notified by email or at the gate if this is the case. Please note, in the general camping area cars cannot enter or exit the field after 10am on the Saturday until the race finishes at midday on the Sunday. Cars wishing to exit the field before the end of the event, or those arriving after 10am Saturday will be asked to park in the car park and walk onto the field. We ask you to drive with extreme caution on the camping fields at all times and not to drive at all on the field after 10am Saturday.

 

Are dogs allowed?

Dogs are allowed on site but must be kept on a lead at all times and MUST be cleared up after. Dogs are not allowed on the run course or in the Bell Tents. 

Are caravans/campervans allowed?

Yes, there will be a designated area for caravans and motorhomes. Small campervans (no bigger than VW T5 size) are allowed in the general camping areas. There are no electric hook ups. Chemical toilet emptying is situated in a dedicated tank near the showers. Tents will be allowed to camp alongside caravans/campervans in their area should they wish. Caravans MUST stay in the designated area. No Petrol generators. Small diesel generators are acceptable however for the comfort of other people on the campsite use sparingly, they are not allowed between the hours of 10pm and 9am. (Please note: there will be generators running to power the onsite facilities for the duration of the event so please avoid these areas if you don’t want to hear them).

Please note – the only area to pitch a caravan/campervan is on the grassy field – there is no hard-standing ground. If the ground is very wet you may have difficulty getting off the field. Please look at the weather forecast before the event and make a judgement. We will do our best to inform you of any expected issues in the lead up to the event.

Are generators allowed?

No Petrol generators. Small diesel generators are acceptable however for the comfort of other people on the campsite use sparingly, they are not allowed between the hours of 10pm and 9am. (Please note: there will be generators running to power the onsite facilities for the duration of the event so please avoid these areas if you don’t want to hear them).

What do I do with my rubbish?

There will be large skips for campsite rubbish near the entrance to the main field and we ask you to ensure that you rubbish is put in these before you leave or you take it home with you. Please do not leave rubbish of any kind on the field; livestock will be back in the fields after the event. Please bring bin bags. We would very much appreciate your assistance in removing your own litter and waste from the site. Thank you.

Is there anywhere for Solos to leave food and drink?
There will be a table on the run course just after the start line for solo runners to leave supplies if they wish (left at your own risk).
Can I have a BBQ/campfire?
BBQ AND FIRE POLICY – PLEASE READ.

This is subject to normal weather conditions. If the grass is very dry no fires/BBQs will be allowed die to risk of grass fires.

This will be strictly enforced so please ensure you read carefully and abide by these rules.

These rules apply to all forms of barbecues, open fires, fire pits, chimeneas or any form of open flame (except gas camping stoves). We will refer to all these as ‘fires’ in these rules.

  • ALL people in your campsite must be made aware of these rules – we advise that you print out a copy for your camp.
  • All fires must be at least 3m away from any tents/flammable materials.
  • All fires must be raised off the ground so that they don’t scorch the grass. Please bear this in mind with barbecues in particular. No open fires directly on the ground – they must be in some form of appropriate vessel.
  • There must be at least 2 full buckets of water in the immediate vicinity of each individual fire in case of emergency.
  • The fire must not be left unattended at any time. This means there must be at least one competent adult (18 years or over) physically present/awake outside of the tent watching the fire at all times. Being inside the tent or asleep does not count. If this is not possible the fire must be extinguished.
  • NO accelerants must be used on the fire in any circumstance either to light it or at any point used as fuel. This includes petrol, lighter fluid, diesel etc
  • There must be no accelerants in the campsite area if there is a fire lit.
  • Fires must not be lit along the perimeter of the run course as smoke directly on the course is a hindrance for our runners. Fires must be at least 10 m away from the course perimeter. If the smoke from your fire is deemed by us to be disruptive to runners we will ask for it to be extinguished wherever it is situated so we advise you to consider this when siting your camp/tent.
  • The organisers or their representatives hold the right to ask for any fire to be either moved or extinguished if they see fit for any reason of safety or in the interest of the runners or other spectators.

At the event – Runners

Do you provide food and drink for runners?
There is drinking water available at the finish line and at the water point approximately half way around the lap. If you require more water than this on your lap you must carry it. We do not provide food or nutrition for runners and you must ensure that you are able to cater for yourself.

Please take note of the weather conditions and how long you expect your 10k lap to take and ensure you have enough water/nutrition with you to meet your needs.

There will be a range of caterers open throughout the entire race with hot food and drink available to purchase.

Can I volunteer at the event?
Yes! We welcome volunteers and they form a very important part of our event running so smoothly. You can sign up online and choose both the job you wish to do and the time slot. Volunteers get a free meal per slot and a crew tshirt as a thank you! Minimum age is 16 years. Sign up here from August.

 

How do I get my medal/tshirt?

All 24hr event runners get a medal if they have done at least one lap. Please come to Race HQ when you are finished to show your race number for your medal (if you finish early or withdraw please remember to collect your medal – we are open all the way through the race and we cannot post medals after the event). 24 hr runners must collect tshirts after registering. Only one team member needs to collect tshirts for the whole team. They will be given a print out with each members tshirt size on.

10K runners, please collect your medal after the event from Race HQ. There are no goody bags/tshirts for 10k runners.

How do we enter the Kids Fun Run?
Please visit our fun run page for full details and to enter.
Where can I find out more information about the event (rules, camping, facilities, itinerary)?

You can find full information for the event in the Event Brochure. This will be available to download on our website and a link emailed to all team captains and solos prior to the event. It is usually available in August. The previous year’s brochure will be available until the new one is released (see below) which will give you an overview of details but please refer to the most recent brochure when available to be sure you are updated with any changes.

Where can I find my event photos?

We have a team of photographers on site throughout the event who will be taking photos. You can download social media sized images for FREE and you can purchase other sizes files and prints.

Go to www.curleyphotography.co.uk – sports events, select Equinox24 and you can then register to download for this year’s gallery and be notified when it opens. Your photos will be tagged with your race number when possible.

Click for the gallery

Cant find the answer to your question?

Email [email protected] for more help.

Event App

To download our ‘web app’ visit this page on your phone, click the icon here and follow the instructions to add to your homepage. (not available in app stores)
In the app find a schedule of events, live results, race rules, site maps, info and more. Perfect for runners and supporters to use at the event and beforehand.