BOOKING CONDITIONS AND REGULATIONS
SURREY HILLS CHALLENGE
“Surrey Hills Challenge” is a trading name of Rutland Management Limited (Co. No.6363644) whose registered office is at Building 56, Dunsfold Park, Cranleigh, Surrey GU6 8TB is the promoter and organiser of the Surrey Hills Challenge.
These booking conditions are in addition to any rules and regulations governing participation in the event. In particular the Surrey Hills Challenge will be registered with UK Athletics and therefore subject to UKA Regulations.
Rules and regulations
By entering the event you agree at all times to abide by these booking conditions and any rules and regulations imposed by us or UK Athletics.
Entrants must be at least 17 years old on race day.
Personal health and fitness
By entering the event you shall be deemed to acknowledge and understand that participation in the event is potentially hazardous, and you should not enter and participate unless you are medically able, properly trained and have appropriate equipment.
You should consult your doctor prior to undertaking training for the event. It is your responsibility to make sure you are medically fit and capable of participating in the event. We reserve the right, in our absolute discretion, to stop any participant from taking part if the individual is deemed unfit to participate, including mid-event removal where necessary.
Existing medical conditions
It is your responsibility to advise the event officials prior to the start of the event of any pre-existing medical condition, disability, relevant medications being taken and allergies that may be relevant in the administration of any medical assistance required or in your ability to take part in the event.
In particular you are advised that you should not participate in the event if suffering any cold or flu-like systems or if you have any other existing illness or injury which might reasonably be expected to affect your performance and your ability to complete the event.
Course Markings and Warnings
Participants must adhere to the course markers and to any warning signs on the route at all times.
We reserve the right to stop or pause runners at any time in the event of an emergency and/or to allow for emergency vehicle movements on the course.
Save to the extent caused by negligence on our part, participants will be entirely responsible for any injury sustained (whether to themselves or others) or any accident caused as a result of any reckless running, failure to take proper care or pay proper attention or failure to adhere to warning signs or instructions.
Participants and Spectators
We will use reasonable endeavours to ensure the safety of participants and spectators. Course markers are in place to guide participants and to separate participants from spectators.
Parents of spectating children and adults charged with the supervision of spectating children must ensure their children are supervised at all times. If spectators choose to bring their pets, the pets must be kept under control at all times. Spectators and participants should adhere to the course markers and obey instructions of the marshals.
Medical treatment while participating in the event
By entering the event, you are confirming that should you require any medical treatment during your attendance at the event, whether before, during or after the actual event, such treatment may be administered by the events’ official personnel.
Race numbers must not under any circumstances be swapped with anyone else. Amongst other potential problems, doing so may cause problems of identification for the event medical services in the case of any accident or injury. Any attempt to do so will result in immediate disqualification of the individual(s) concerned and ejection from the event.
Anyone attempting to start or join the event in any outfit that the event marshals deem unsuitable and/or dangerous to yourself, other participants or spectators, will not be allowed to start the event or, if on the course, may be forcibly removed from the event.
Music and telephones etc while participating in the event
For health and safety reasons you must not participate in the event whilst listening to any personal music playing device or whilst using any mobile telephone. This is particularly important in order to allow emergency services and their vehicles to operate safely on the day which they may not be able to do if you are unable to hear what is happening around you throughout the event. Consequently iPods, MP3 Players or similar electronic music players and mobile telephones must not be used during the event.
Start times may from time to time have to be varied. Where start times are varied, reasonable endeavours will be used to advise you as soon as reasonably practicable. Under no circumstances will you be entitled to any refund of entry fees where, despite a change in start time, the event takes place on the originally specified day.
Event finish times will usually be provided but no responsibility is taken for the accuracy of the same or any failure to supply a finish time, whether as a result of technical problems or otherwise.
Event officials have the right, in their absolute discretion, to refuse to allow you to participate in the event either at the start or to continue participation at any point along the route of the event, should you be deemed to behave inappropriately or give cause for concern that your continued participation may cause offence or injury to yourself, any spectators or other participants. Failure to comply with any instruction from event officials and marshals or any breach of any rules and regulations governing the event will result in ejection from the event and may also result in you being reported to the police or any relevant governing body for the event in question.
Event organiser’s decisions
Decisions made in respect of the event (whether in respect of safety, organisation, management, timings, placings, rules, regulations and guidance or otherwise) by us, any race director, officials and marshals are final and binding on all participants.
Cancellation of the event and limit of liability
We reserve the right, in our absolute discretion, to cancel, delay or postpone the event due to unforeseen or unavoidable circumstances out of our reasonable control. In such cases we will endeavour to inform participants as quickly as is possible. Where the event has to be cancelled, delayed or postponed due to circumstances outside of our reasonable control (including for the avoidance of doubt due to adverse weather, ground conditions or as a result of instructions from the emergency services) we shall not be liable for any inconvenience, expenses, costs, losses or damages suffered by participants.
Where the event has to be cancelled, delayed or postponed due to circumstances that were within our reasonable control or where you have any other claim against us in respect of the event, our entire liability (save in respect of personal injury or death) in respect of any inconvenience, expenses, costs, losses or damages suffered by you as a result will be limited to the entry price you have paid to take part in the event.
Cancellation of Bookings and Refunds
In accordance with the Consumer Protection (Distance Selling) Regulations 2000 and unless the event has already taken place, you have the right to cancel your booking at any time up to the end of the 7th working day after the booking is accepted. You may do this by writing to us at Building 56, Dunsfold Park, Cranleigh, Surrey GU6 8TB and you will receive a full refund of any monies paid.
Save as set out above, once your entry fee has been paid no refunds are available
Use of Image
By taking part in the event you grant full and irrevocable permission to us and any duly authorised third parties to use any photographs, videotapes, motion pictures, website images, recordings or any other record of this event that may include your image.
Use of images of under 18 participants will be governed by the following guidelines. Please note that web sites can be viewed throughout the world, not just in the UK, where UK law applies. Parents should be aware of the following conditions for using these images:
- Details or full names (which means first name and surname) of any child in an image, on video, on our website, or in printed publications, will not be included without good reason. For example the full names of prize winners may be included with the requisite parental consent.
- Images of individual young people will not use the name of that child in the accompanying text or photo caption without requisite parental consent.
- If a young person is named in the text, a photo of that child will not accompany the article save with parental consent.
- Group images may be used with general labelling not identifying individual participants.
- Images of children will only be used if suitably dressed, to reduce the risk of such images being used inappropriately.
Collection and use of information
Your personal information will only be used by us and any appointed third parties for purposes in connection with the event and any subsequent events that we may organise or administer. By entering the event you grant full and irrevocable permission for us to pass any medical details you have given us to the medical teams operating on the day of the event.
Email communication, change of postal address, email address or telephone number(s)
Much of our communication in respect of the event is likely to be done by email. Please note that we cannot be responsible if any communication, which is correctly addressed and sent, is not received by the intended recipient. Please ensure that any spam filters etc are set to ensure that emails from us will be received by you.
Participants accept that event participation is only for persons with a high degree of physical fitness and who have undertaken an appropriate training regime. It is your responsibility to seek appropriate medical advice prior to participation. Participation in the event is entirely at your own risk and by entering the event participants acknowledge that those involved in the organisation and staging of the event shall not be liable for death, injury, loss or damage arising from participation in the event save to the extent that it is caused by their negligence.
The consent of a parent or legal guardian shall be required in respect of any participant under the age of 18 in the following terms.
My child is in good health and I consider them capable of taking part in the Surrey Hills Challenge.
I consent that in the event of an emergency any necessary treatment can be administered to my child, which may include the use of anaesthetics.
I understand that while the event organisers, their employees, event officials, authorised agents, sub-contractors and volunteers will take reasonable precautions to ensure accidents do not happen, they cannot necessarily be held responsible for any loss, damage or injury suffered by my child.
May we use your child’s image for promotional purposes, including printed publications, website and videos?
Please circle – Yes / No
If you do not wish your child to be photographed please let them know so they are not disappointed when group photos are taken.
I have read, understood and agree the above. This form must be submitted in conjunction with the booking form to complete the entry process.
Your Name (in block capitals) ________________________________________________________
Child’s Name ________________________________________________________
Age Group ___________________
Relationship to Child ______________________________________