Pacesetter Events Terms and Conditions of entry  

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The following Terms and Conditions relate to events promoted by Pacesetter Events ltd. 

 

1: Conditions of Entry 

By entering any event either by use of the online entry system or any means adopted by the promoter, applicants are agreeing to abide by the following Terms & Conditions' as outlined below. The same conditions apply to those using part cash or full credit to enter an event. 

 

2: Confirmation of Entry

Completion of transactions through the online systems confirms the applicants place in the event for which they have applied. If you do not fully complete your application and pay the relevant fee you will not have a confirmed place in the event. We endeavour to solve any admin issues, but we cannot guarantee a place in the event for anyone not completing the process successfully. The online system will be closed 48 hours prior to the event and no further claims will be considered. Before the entry has been processed on our online entry system there is no relationship or obligation between this organisation and the participant. 

 

3: Race Information 

All necessary race information is published on the event website. Please note that provisional race information is subject to change. The promoter will always endeavour to promptly publish updated details of any alterations to provisional race Information issued. Information will be made available on the website no later than one week prior to the event date. It is the responsibility of event applicants to ensure that they have accessed the relevant information relating to their event. If you do not make it to the start line on time or register at the appropriate time you forfeit your entry in the event. We reserve the right to change any aspect of the event without warning or consent. Any emergency changes within a week of the event will be published on the website and emailed to participants.  

It is the athletes’ responsibility to ensure that they have read and understood all the pre-race information. We email the information to all athletes but that won’t account for unsubscribed emails, junk filters or athletes making mistakes when filling in the entry form or any number of potential issues. You must go onto the website and find the information.

 

4: Competitor Withdrawal

If you need to withdraw from the event that you have entered, you accept that there are no refunds on full or part entry fees within 12 weeks of race day. You forfeit any claim to any credit associated with that event entry if a full or part refund is taken. Prior to 12 weeks out from the event you may claim a 50% refund on your entry fee minus any admin costs associated with your entry. You may take an option to have your refund in the form of race credit to be used against another event delivered by the promoter. We reserve the right to remove this offer at any time. Please note that we do not advertise unwanted race entries. You must withdraw via the event email system outside of 12 weeks to race day. Your request will be processed within 1 working week. 

Refund protect is offered during all entry process and is the main mechanism for event refunds. If you do not add this to your entry for the small fee required that is your risk and not ours. Refund protect is a third party organisation who will offer refunds within their terms and conditions.

PLEASE do not ask us for exceptions and adjustments – the terms and conditions are clear and fair to cover our considerable expenses delivering your entry. We cannot cover your expenses at our cost.

You must use the entry system to claim your refund. There is a link on the entry page. Only contact Pacesetter if you would like a credit to use against a different event.

 

5: Transferral of entries 

Your entry is transferrable to another athlete until 4 weeks prior to the event date. After that point no transferrals will be considered. Please note that not disclosing the transferral of entries between competitors is strictly forbidden as it invalidates insurances undertaken by the promoter to cover the event. The consequences of attempting such an undertaking by any competitor is so serious in jeopardizing the continuation of events that any athlete found to have passed their entry to another athlete without informing us and any event applicants found to have taken up that entry will be banned for life from all future events through the promoter and its sister companies. We cannot guarantee any customised race numbers or specific sizes for free items like T-shirts for the new athlete. Whilst we always do our best, they may have to take/use the items ordered against your original entry. If we can accommodate non personalised replacement items there will be an admin charge to cover the newly printed race numbers and all associated costs.

 

6: Credit Policy 

Credit will be minus any and all costs incurred in association with the entry. No credit application will be considered within 12 weeks of an event. We regret that we are unable to offer credit outside of these terms. There are no refunds on credit notes. Once a credit is redeemed by a participant, they cannot transfer that credit again. If you withdraw from the event for which you have used your credit note you forfeit any claims to future credit. Credit notes will expire if not redeemed via the online entry system within 16 months although an event date may be outside of this period. If a credit code lapses please contact Pacesetter via email for renewals within the allocated time window.

Credit is non transferrable and must be used by the person listed as having credit due. It can only be redeemed against event specific to that credit note. Credit has no redeemable cash value. Any credit Is to be redeemed within given timeframes or is forfeit by the applicant. We will not consider credit claims outside of the terms and conditions. credit does not cover any licences, admin fees or registration costs. Credit offers can be revoked at any time.  

 

7: Refunds

Please consider Refund protect which can be purchased during the entry process unless you are willing to forfeit your entry fee. Please do not ask for refunds outside the below terms because the terms are very clear and the investment in each entry starts as soon as you pay for your entry. We simply do not have the entry fee so cannot refund it. TAKE OUT REFUND PROTECT.

We do not offer refunds of any kind within 12 weeks of the event. Prior to 12 weeks we offer up to a 50% refund minus any costs incurred by the promoter. These terms are clear and will be implemented without exception.  We do not advertise unwanted race entries. Independent refund protection insurance is offered during the entry process for this event. We do not get involved with refund disputes between third party service providers and athletes. You must read and understand their terms and conditions before purchasing their products.

 

8: Registration 

Details of race registration times will be posted on confirmed race information. All event applicants are required to attend registration within the times specified. Event applicants who do not attend registration within these times will not be allowed to race. It is the responsibility of event applicants to ensure they have accessed the relevant information relating to registration at their event. Triathlon, duathlon, Aquabike (and any other sub events under BTF rules) participants are responsible for producing a valid home nation race licence or they will be required to purchase a Race Pass in order to race. 

It is your responsibility to have your admin in order. Please do not turn up to registration without the correct licences and complain to the team or demand a refund!

 

9: Photography and videography

The promoters maintain the right to use images, videos and photographs taken by their contracted photographers and employees without informing or recompense to event applicants. These images can be used for promotional purposes as undertaken by the promoters and their partners, this will cover a range of possible uses including advertising press and media, printed information items, editorial coverage and any other promotion directly related to the promoters or their sponsors.  

 

10: Prizes 

Prizes at each event will be awarded as published on the events website. Athletes must attend the advertised prize giving ceremony to redeem their prize. Athletes requesting trophies via post will have to cover all costs associated before a trophy will be sent.   

 

11: Completion of Entry Form 

It is the event applicants’ responsibility to ensure that the information is correct. You can always update your race entry via members hub. Any changes to that information must be made before the race entry system closes. The promoters will endeavour to solve any problems that arise through incorrectly completed entry forms. If you fail to inform us of address changes and we send your race number to the address listed, you will have to cover the costs for a replacement race bib and timing chip. The fee will be around £5 but we will only every charge cost price.  

 

12: Late Entries 

There are no on the day entries for events. Late entries will incur a higher entry fee to cover the additional administration and staffing costs with their entry.    

 

13: Event Changes 

The above-named Promoters have the right to change any event for the reason of safety without prior notice. All route maps are provisional until race week. We reserve the right to alter a course for any reason. For example - Any swim course may be altered to multiple laps if necessary, run routes might be diverted around hazards. The closed road bike status is provisional, and we may need to make alterations without prior notice. This may include sections that are open to traffic. We reserve the right to change the course the distance and the event layout for any reason. Under certain circumstances elements of the event may not be possible. If the swim, bike or run element are cancelled we will run the event in a shortened version. We will consult with our federation colleagues when appropriate regarding the next best option. All course details are strictly provisional until confirmed in the final race information. 

 

14: Event Cancelation

If for reasons beyond the control of the Promoters, including but not exclusively an 'act of nature' due to unforeseen, naturally occurring events that were unavoidable, the race/event, which event applicants have entered is cancelled or postponed, we will automatically transfer you into the race for the following year. We reserve the right to retain any costs incurred in the set up and promotion of the cancelled event (including cancellation for Covid -19 or similar). If the race is not available or not happening the following year, we will offer a race credit minus any costs incurred by the promoter to be redeemed against one of our other events. 

 

15: Right of refusal for entry 

The Promoters maintain the right to refuse or revoke entry to any event applicant, where they believe that accepting the entry could prejudice the event. This right of refusal extends to include applications where acceptance is considered by the promoters to be likely to infringe upon the enjoyment of any persons connected with the event, including staff, marshals, volunteers & other competitors.  

 

16: Timing

Event applicants are responsible for returning their timing equipment to race registration. If dropping out of the race, you must tell officials. Anyone not returning their race chip will incur a fine of £50 and risk disqualification. They may also be banned from participation from future events. 

Athletes are responsible for ensuring their timing equipment is worn correctly. There are detailed instruction in the pre-race information. If timing equipment is worn incorrectly or lost during the race we always do our best to use back-up systems, such as finish line photos. We cannot guarantee an accurate time in these situations so please check if you’re unsure about anything regarding timing equipment.

 

17: Littering 

Anyone littering on the course will be disqualified, Litter zones will be provided next to feed stations. Throw litter in these areas only or use the public bins around the course. This is not only against the event rules but is also illegal in this country and is a criminal act. We have no choice but to take this seriously and penalise anyone caught breaking this rule with disqualification.  

 

18: Race rules 

A comprehensive race rules document is available from the relevant national governing body for the race you’re participating in. Please read these carefully. They will be published separately and an overview provided within the athlete pack. They may be subject to change and amendments up to a week before the event. We will endeavour to inform participants of any major changes; however it is the athlete’s responsibility to make sure that they are up to date. Amendments will be posted on the event website. You will follow all safety rules within the pre-race information or you will be disqualified immediately. You also forfeit any claim to further services or association with the event as a result of a serious race rule breach.  

 

19: Event Applicants conduct

It is the event applicants’ responsibility to ensure they conduct themselves in not only a courteous, but lawful manner. The events takes place on public areas and you will encounter people who aren’t competing. Anyone not adhering to local laws and byelaws automatically forfeits any association with the promoters. You will accept complete responsibility for your personal actions should it incur any complaint or legal action. The promoters will not accept liability for your actions should they incur this kind of attention. Anyone subject to such attention will be immediately disqualified and forfeit any association with the event. Marshalls on the course will also have the discretion and authority to enforce penalty to anyone not acting in a courteous manner to staff, the public or their fellow event applicants.  

 

20. Fitness to participate

By registering for this event, you are accepting complete responsibility for, but not limited to, any discomfort, illness or injury while preparing for or taking part in this event. You also understand and acknowledge that participating may involve inherent risk that cannot be eradicated completely. You take responsibility and participate accepting this and assume all risk associated with your participation.  By arriving on the start line you are confirming your ability to participate. It is the athlete’s responsibility to ensure that they are fit and well. If you’re in any doubt, please consult a medical professional.  

Your fitness to participate (illness or injury) cannot and should not be used as a means to coerce the promoter into a last-minute refund. You can mitigate this risk by taking out refund protect. If you are happy with the risk by not taking out refund protect please accept that risk graciously when it doesn’t work out in your favour.

 

 21. Force Majeure

If the event is affected by pandemics or other yet unknown events we reserve the right to make changes to the date, format and delivery of the event. There will be no refunds if the event is cancelled. We will transfer your entry to the next year’s event.  

 

22. Participation

By entering this event you are accepting that sport events have inherent risks. You accept those risks and consequences arising from them. You also accept responsibility for your own actions and choices associated with participating in this event. Triathletes have their own public liability insurance via a race pass or British triathlon membership and will not pursue the promoter for any loses, damage or injury to yourself or others whilst taking part in any activity associated with this event.   

 

23. Bike course

If the advertised bike route is on closed roads but we must maintain access for residents within the route at all times. Athletes acknowledge that there might be a small amount of local traffic on the route and should ride accordingly. All athletes will abide by the Highway Code or risk disqualification. The bike course will always be kept as close to the advertised route as possible but athletes acknowledge that changes might be necessary for safety, scheduled maintenance or a variety of external factors. 

 

24. Transition security

If you chose to take advantage of early check in for relevant events you should consider your own bike insurance. You acknowledge and accept that the event takes every possible step to secure your bike but they are left at your own risk. We employ security guards, have security barriers at the site entrance, CCTV and security fencing around the perimeter of the transition area. We cannot insure all bikes of any value for any eventuality. We also take every possible step to ensure bikes are checked in and checked out with the owners and therefore must insist that the check in and check out policy is adhered to. We do not cover the cost of any lost or stolen equipment. 

 

25. Run routes

Participants acknowledge and accept when the run routes are mixed terrain. There are additional associated risks with off road areas of the route and athletes accept responsibility for any increased risks due to the mixed terrain of the run route.    

 

26. Swimming in open water

The promoter takes every reasonable precaution to ensure water quality is safe for swimmers. We have set parameters and a testing schedule which must pass before athletes enter the water. You accept that water quality can and does fluctuate and despite adequate testing and all precautions being taken illness can occur. Without disclaiming our responsibility, athletes also accept responsibility and associated risks with swimming in open water. Swallowing water, leaving cuts uncovered, touching banks, consuming food before washing hands can all lead to illness despite the promoters testing showing safe swim conditions.

 

27. Third party products and service.

We sell certain third-party products via our entry system. We do not deal with the admin, refund requests or issues with that product or service. If you do not require or want to cancel that service, you must contact that third party. Pacesetter events will not guarantee your entry fee or refund those services to settle disputes.

 

28. Data

It's occasionally necessary to share your data with our event partners. Examples include medical teams, timing teams and partner businesses who deliver add on products - examples include but not limited to practice swims and camping. We never sell your data and only share if it is strictly necessary and when shared it does not go into another businesses marketing database. It is strictly used to safely and efficiently deliver the product(s) you’ve purchased.