Terms and Conditions of Entry

reviewed 02/11/2017

By entering yourself (or on behalf of another applicant, you retain the responsibility to acquaint the participant of these conditions; please also see 'higher duty of care' note below for applicants under 18 years of age) into the chosen event you accept that this event is conducted under the rules and conditions of The British Triathlon Federation and agree to acquaint yourself with, and abide by, those rules and any instructions issued by the organiser. You declare that you are fit to take part in this event, and understand that you take part entirely at your own risk and relieve the organiser of any responsibility for any injury, loss or damage sustained to either your person or property as a result of your participation. Please click on the following link for further details of race rules etc www.britishtriathlon.org.
All competitors are required to ensure they are physically fit to take part at the level entered.
Where applicable, all competitors must ensure a road worthy bicycle is used. That all parts of the cycle are in good working order e.g. brakes
Lost or damage to property is at the owners own risk during the event

RIG & RACE
Some events have a 'Rig & Race’ entry selection: Where the opportunity exists you may elect to enter the listed race by selecting the (R+R) race option. These race slots are offered at a very favourable rate. In return you undertake to offer your assistance to help assemble, setup and place the hardware necessary for the event under the direction of the race organiser. This will likely entail approximately 3 hours of medium effort consisting of tasks including the assembly and erection of tube work for bike racking, driving steel fence posts/sign posts into the ground using a club hammer and/or placing metal barriers into position, etc. The organiser's web page describes the expectation of you when choosing this option in return for the substantially discounted entry fee. Regrettably, the race slot may become void if the offered assistance does not substantially materialise! 

 

REFUND POLICY
We are aware that applicants can be injured in training and may need to withdrawal from a race. However, please understand that costs are incurred by the race organiser from the time of your entry being processed. For instance, facilities, services and goods have to be booked and paid for in advance. Therefore, to protect the event, a notice of intended withdrawal will be accepted for refund requests:
Before 60 days prior to the event - full refund (minus admin fee)
Between 59-30 days prior to the event - 60% refund (minus admin fee)
Inside 30 days - No refund given (Transfers see below)
(admin fee charge= £4.00 + 4% of entry fee changed by TriConnect)
Application via email only giving name, DOB, address.

A refund granted then the competitor will need to supply BANK ACCOUNT DETAILS for a credit transfer of funds- no cheque/ cash will be sent out.

CANCELLATION OF EVENT
If there is Bad weather on the day of the event the race organiser reserves the right to change/ substitute/ shorten the course to ensure the event runs safely. No refunds will be possible.
If the event is cancelled by the organiser an alternative date will be put forward and competitors can choose to enter for the new date or have a credit toward a future event.

TRANSFER TO ANOTHER RACE
Before 30 days prior to the event - transfer into another 'like' event possible - email the race organiser. Date of request will be date of email received

  • Between 30 days and 7days - at the discretion of the Race Organiser but an admin fee may be charged.
  • within 7days* - No transfer possible.
    (*note: 7 days before an event will be a Sunday, if the event is on the following Sunday).
  • Application in writing only, please send email to info@hedgehogtri.uk, with details of full name, DOB and race to be transferred to.

 

SUBSTITUTIONS
Before 2 days prior to an event a substitution can be made in the event with no charge. Details asking for the change must be emailed via the competitors email account we have on our database. Details of the replacement competitor must be supplied: Name, Address, Email, Telephone (Mob), DOB and estimated swim time for 400m.
If the substitution is within 3 days race numbers and starting times may have already been assigned and may not be changed.

PHOTOGRAPHY & FILMING (by Hedgehogtri Events or official Contractor.)
You agree that all photography and video filming taken during the event may be used for future advertising and marketing purposes. This may include publishing event pictures on the Hedgehogtri Events website and future marketing promotional material. A photographic contractor 'Ginger Images' will be working with Hedgehogtri in 2016, all pictures will be kept on secure website. To access a password will be required, this will be forwarded on to all competitors after the event by email. Digital pictures will be available for sale to competitors at reasonable prices.

CHILDREN /HIGHER DUTY OF CARE
Guardian/parents applying for participants whose age is below 18 years on race day or at the time of application (Higher Duty of Care) must be aware of the following:
For junior participants whose age is below 18 years on race day or at the time of application, a higher duty of care exists and is maintained for the participant as the responsibility at that time of the person performing the transaction to complete the entry process. By definition, the card holder is 18 years or older and assumes the principle guardianship responsibility of consent and evaluation of suitability for participation from their knowledge of the individual. This will include an understanding and implications of the health and endurance requirements to participate in the event(s) in question, and an appreciation of an event’s race practices and course. It is expected that for these situations, the card holder adds their detail prior to submitting the completed web application form. This does not infer that the duty of care remains wholly with the person conducting the transaction, but rather in their compelling judgment and responsibility in this issue. Nonetheless, the event itself is run under the governing body's sanction (BTF) whose certificate is only issued once the whole event has received a detailed risk assessment and scrutiny. In this way, the duty of care by way of the event organiser and officials is persisted through these measures.

NOTES; Day membership, under 18s, conditions of entry, 'I Accept' tick box

How we use your information
Information submitted through this web page or by using a paper/manual entry method is kept securely on computer and used only for the administration of your entry and participation in this event. These details will not be shared with any other or third party except under the following situations:
Registering day licence membership details with the BTF as required for DAY MEMBERSHIP. Such detail is specified by the following statement: 'As a condition of your day licence membership, you agree to the details of your name, address, telephone number and date of birth being forwarded to the BTF for the purpose of registering your day licence membership'. For further information, please see the section headed 'BTF and DAY MEMBERSHIP'.

In administering your entry and based on the information you supply, your name, team/club detail along with an estimated start time will be published for each event entered in the web 'entries so far' page. This page is freely accessible from the organiser's home page.

where the '(tick) I do not want to receive news/info about other events and activities from Hedgehogtri Events or permit my details being passed to the event sponsor' tick box has NOT been clicked, then it is assumed that you agree for your details to be passed to the event organiser for the purpose of generating 'information emails' or 'mail drops' for other events organised by Hedgehogtri Events. Additionally, the event sponsor may request address/email details to advertise their products or services upon which such sponsorship depends. Under no circumstances would your DOB or telephone contact detail be released for any reason.

“All participants agree that his/her personal data can be disclosed to the British Triathlon Federation (“BTF”), in order for the BTF to log their race results for the purpose of providing membership services only and for the compilation of anonymous statistical information.” (Added 29/4/15)

INSURANCE COVER
As part of the Triathlon England Day Licence scheme all competitors taking part in a 'permitted' event are covered for 'third party' insurance. Details can be found on the link . This does not cover personal insurance only a full TE membership covers you for the race and training. All competitors are expected to make their own arrangements for personal insure for the event entered. The race organiser will have 3rd Party liability insurance cover in place in as part of the Triathlon England permitted event.