Terms and Conditions

Cadence Events Limited

Revised 15th March 2015

Terms and Conditions

You/Your – The Participant

We/Us – Cadence Events Limited (CEL)

You must read through and accept the Terms and Conditions for any CEL event you enter. If you do not accept the Terms and Conditions, you will not be permitted to enter the event.

Disclaimer

You have read and agreed to the disclaimer for each event held by CEL. Third party events will have their own disclaimer.

Data Protection

CEL are required to store information regarding your entry details in order to organise race starts. Full information will be shared only between directors, restricted information will be passed onto timing staff, medical information will be passed onto medical staff, names, clubs and age groups will be made public in start lists and results. By submitting a phone number you agree to receive text messages for event correspondence.

Withdrawal Policy

As soon as we begin to organise an event, we start to incur costs. Your event entry fee is invested into the cost of staging the event.

The process of organising an event requires a considerable amount of forward planning, risk and expense so our withdrawal policy reflects this.

Refunds will be issued after the event and as follows:

Notification dated 8 weeks (61 days) or more before the event: You will receive a 50% refund.

Notification dated 4 to 8 weeks (30 to 60 days) before the event: You will receive a 20% refund

Notification dated less than 4 weeks (29 days) before the event: You receive 0% refund.

Due to the nature of sports events we are unable to make exceptions for injuries or pregnancy.

Event withdrawals must be made in writing to info@cadence-events.co.uk and must quote your name and the event you are withdrawing from.

Any refund will not include any transaction charges applied via PayPal, only the event price paid on entry.

Transaction Charge

To ensure we can keep the cost of the event affordable to you and viable for us, there will be an applied transaction fee added to the overall cost of your events. This will be approximately 6%.

Event Registration

You must answer all event registration questions honestly otherwise your insurance will be void.

Registration will be available via the CEL website or by request via postal entry. It is your responsibility to enter your email address correctly and ensure your spam filters are set to receive emails from Cadence Events. Any Participant who does not receive event information may refer to the CEL website.

Entries are non-transferable.

CEL reserve the right to cancel your participation in the event if any information provided by you is found to be inaccurate in any way. In this case you will be refunded your entry fee minus 20% administration costs

If any details provided by you change after entering on of our events, you must notify CEL immediately in writing by emailing to info@cadence-events.co.uk.

Event Registering

When registering for the event on the day, you must have photographic identification to confirm your identity or your transaction id number. If you cannot produce either of these, you may not be able to participate.

If you have entered any event as an affiliate to UKA, BTF or British Cycling, you must produce a valid Licence at registration on the day, if you are unable to do this, you must purchase a Day License at the event. If you cannot produce a valid membership, you will not be covered for the event, meaning you will not be able to participate. CEL will not refund you for any additional Day Licenses, which you have purchased.

Rules and Regulations

Each event will have its own rules and regulations set out by CEL. It is your responsibility to ensure that you have read and understood all the rules and regulations as per event. Any event that takes place on the public highway will follow the rules of the Highway Code. Any other event specific rules can be obtained from the British Triathlon Federation, UK Athletics and British Cycling. For third party events, you agree to their rules and regulations.

Personal Audio Devices

Any competitor found to be using a personal audio device such as an MP3 player or iPod will be disqualified from the event and details removed from the results. This rule is implemented for your safety during the event and you will not be protected under our insurance, or your insurance should there be an incident involving yourself whilst in possession of these devices.

Age

Individual Governing Bodies dictate the minimum participant age for an event. By signing up for the event, you are declaring yourself to be at least the minimum age required for the event. There is no upper age limit for any given event unless specified.

Valid Insurance

For any event you participate in you must hold valid insurance. This may be from your membership with British Triathlon or UK Athletics. If you are registering as a member of one of these bodies you should chose the ‘affiliated’ entry option for an event, and you must provide your registration number during the entry process. If you are not a member then you must chose the ‘unaffiliated’ entry option for an event. This will carry an additional surcharge to cover the cost of your day insurance. Not all our events will be affiliated, however we will grant the affiliated body discount. Our public liability insurance will cover your race on the day.

Participant Identification

For each event you will be required to wear identification numbers, these may be colour-coded for multiple events happening on the same day. The identification numbers are to provide a visual back up for any event marshal or any member of the public to distinguish between competitors. Where an event requires the use of a bicycle, then you will be required to have identification numbers for you, your bicycle and your helmet minimum. All identification numbers or tags must be worn at all times during the event and must not be modified in any way.

Start Times and Alterations

Provisional start times will be published with the event information at least 7 days before the event. If a high number of entries come in during the last 7 days, the start times may be subject to change. These will be published to CEL website accordingly on the relevant event page.

Event Format and Alterations

Course maps and information will be provided at least 7 days prior to the event on the relevant event page on CEL website. This will give you a chance to familiarise yourself with the course and make yourself aware of the direction and format of the event. Events held on private land may not facilitate the opportunity to view the course prior to race day.  Any alterations to the course or format of the event will be made with as much notice as possible. All alterations will be made available on CEL website and provided in the event briefing.

Cut Off Times

Some events may require a cut off time; this will be due to your health and safety or due to restriction on the course for any number of reasons. If any event requires a cut off time, this will be made available in the event information and during the event briefing.

Removal of Participants

You must show respect and courtesy towards other participants and spectators. If you behave in a manner which, in the opinion of CEL presents a risk to the safety of any other participant, spectators or anyone else in attendance at the event this may result in you being disqualified from the event and removed from the venue.

You may also be removed from the event for breaching the rules and regulations, or for displaying poor sportsmanship.

Timing and Results

All events will be timed electronically. No timing chip means no time. Timing chips must be worn on the outside of the left ankle unless otherwise specified. Unless you are racing, contact with any timing chip is prohibited, as any contact may provide you with a false starting time. CEL will do their very best to provide the most accurate finish times and where necessary, split times. If for any reason there is a computer glitch and results cannot be provided instantly, these will be made available at the earliest opportunity on the CEL website. If for any reason, all event results are lost, and no time can be given, we will not provide a refund.

Lost or Unreturned Timing Chips

All CEL events will be electronically timed. Once you are issued with your timing chip you will be responsible for its safekeeping. You must attach your timing chip as directed until the end of the event, where it will be removed from you. We may use different timing chips for different types of events and you will be advised in the event pack of the type of timing chip you are be issued with and whether it is required to be returned at the end of the event. You agree to pay a sum of £80 on invoice if you do not return your timing chip at the finish of the event.

If you fail to return your timing chip and you take it home with you, it is your responsibility to return it to CEL at your expense. Failure to return it within 14 days of the event will result in you being invoiced.

Media

You agree to photographs and video being taken at the event and that any images of you may be used by CEL in any media regarding the event and to market and advertise the event, or any other similar events

Advertising

We will advertise all sponsors of our events either through the website, Social Media or on the event information pages. The event venue will be provided by link on the event pages. Third party companies who are part of the event will have agreement with CEL to promote themselves. Other companies who are not actively part of the event will not be allowed to advertise or promote themselves actively in the event registration of each event unless prior agreement has been granted by CEL.

Event Arrangements

At every event we will ensure the provision of toilet facilities, as well as catering and retail where possible. If for any reason at short notice we cannot provide a service that we have said we would, we will do our best to replace it like-for-like. If we are unsuccessful in doing this, no monies will be refunded to you.

Equipment

Any equipment used during any CEL event must be legal for the event and fit for purpose. For events involving bicycles the Participant is responsible for ensuring their bicycle is in good working order with two working brakes and no loose parts or components. No contact with the bicycle will be allowed anywhere on the event course without a correctly fastened helmet.

Lost Property/Damage to Property

You are responsible for the safe keeping of your own personal possessions and those of any spectators you may bring to the event. Personal possessions left unattended at the venue in any facilities provided or otherwise are left entirely at your own risk

CEL, managed venues or landowners will not be held responsible for any lost or damaged property during an event. CEL will hold any lost property until our next planned event. This will then be available to pick up at registration. Should you wish to have it posted back to you then fees will be agreed to cover the cost of postage. Any damaged property found will be disposed of.

Litter

All Participants have a responsibility to look after the environment. You will not be seen to throw empty gel packets or any other litter on the course. These must be kept hold of until you reach transition (if applicable) or the finish line. Bins will be provided after any drinks station and you must make a conscious effort to place the cup/bottle in the bin. Any Participant seen or reported as littering during a CEL event will be immediately disqualified.

First Aid

Appropriate first aid arrangements will be made for each event. Should another Participant need first aid on the course, you must make the next available marshal aware giving as precise location as possible. Should you need first aid and you are able to move, you must attempt to reach the nearest event marshal. Should another Participant need urgent medical help, it is your duty to stop and assist with life threatening injuries or illness. No allowances will be made on your race time, however CEL will seek to provide you with an alternative event.

Adverse Weather Measures

If for any reason the course or event has to be modified due to adverse weather conditions. A warning for forecast weather and proposed changes to the event will be posted on the CEL website at the earliest possible opportunity. Adverse weather includes but is not exhaustive: Heat, Cold, Wind, Flooding, Snow and Ice.

Event Delay/Cancellations

If an event has to be postponed for any reason, CEL will endeavor to arrange an alternative event, and you will be notified of the new date and venue of the rearranged event. These terms and conditions will continue to apply to the rearranged event. No refund will be given if you do not wish to participate in the rearranged event. Accommodation fees will not be refunded if the event is re-scheduled

If an event has to be cancelled, you will receive a refund of your entry fee minus a 10% deduction to cover administration costs.

Timing Results

Any issues relating to the timing or results of the event should be raised within 7 days of the event. We are unable to process any changes after this time. Issues raised will be cross-referenced and sorted out to the best of our ability.

Referee/Directors

Referees have input to the Event Directors, who have the final decision. Any appeals must follow the appropriate appeals process on the day.

Race Marshals

Marshals are an integral part of our events and in most cases they are volunteers who are giving up their time for your safety and enjoyment. So please be nice to them, and thank them whenever you can.

Any abuse of the marshals or any other officials will result in an instant disqualification from the event, and potentially result in you being barred from participating in any other events organised by CEL.

You are responsible for knowing the course you are using. The marshals are there for your safety and although all will do their best to help you, you must not rely on them for course directions at any time.

Third Party Events

Please refer to the terms and conditions relating to any event in which Cadence Events Limited manage the entries and timing for, as we do not decide on the event rules.

Event Entry Cut Off

Online information will be published no later than 7 days prior to the event and (where applicable) all current entries will be allocated into waves according to request, or as set out by the event.

Online entry will close for most events on the Wednesday prior to the event. Any entries taken between this initial sort and closing of entries will be included into the event where it is convenient, and in most cases will be the last wave of the race.

Some events may have the option for day entries; this will be published on the individual event pages once online entries have closed.

There will be no option to swap race start times after online entries have closed, This must be requested immediately after the race start lists have been published.

Child Athletes & Participants

Any children taking part in our events can only enter with parental consent. This consent is provided when the entry has been confirmed, as it is assumed that a parent or guardian has approved payment for the event. Children will be set distances according to their age and guidelines.

During our coaching days, a parent or guardian will have to complete a participation form for the activities being undertaken. During any event or coaching day, should your child require medical attention this will be provided by a designated First Aider. We will call for your attention as soon as possible, however a child will never be left in a one-on-one basis, there will always be a third person present.

Any welfare issues or questions can be referred to Triathlon England and there is an online document available here.

If you need assistance in reading and understanding these terms and conditions please contact CEL on 07552 215050