Event Terms and Conditions

Definitons

Terms and Conditions

By entering this TriWorks event, I (the Participant) agree to the following Terms and Conditions, Race Rules, Code of Conduct, Withdrawal, Refund, Deferral and Cancellation Policy and Privacy Policy. If the participant is aged under 16, a parent or legal guardian must agree on their behalf.

CONTENTS

DEFINITIONS

‘Participant’ means the person or persons named on the Entry Form who will be participating in the Event.

‘The Event’ means the event named on the Entry Form created by the Event Organiser. Please note there may be more than one event occurring on the same date at the same location.

‘Event Organiser’ is TriWorks Edinburgh triathlon club which is affiliated to British Triathlon and Triathlon Scotland.

’Entry Fee’ is the price of entering the event as set out in the Entry Form. This does not include additional purchases of insurance, equipment, clothing or services which may be made as part of the same transaction.

‘Entry Form’ means the online registration page which must be completed in order to participate in the Event. The Entry Form is located on Entry Central and can be accessed via a link in the appropriate section of the TriWorks website.

‘Event Information’ refers to a document which will be supplied to the Participant no later than 7 days prior to the event. The Event Information will contain all the information the Participant requires to safely and successfully take part in the Event and will be delivered in electronic format to the Participant's email address provided on the Entry Form. The Event Information will also be available on the appropriate section of the TriWorks website. If the Participant has any questions about the Event prior to the day they should contact the Event Organiser via the email supplied on the Entry Form or via the ‘Contact Us’ section of the TriWorks website.

‘Waiting List’ means a list of names and contact details of potential participants collected in the case that the Event becomes fully booked. Application to join the waiting list will be by completing the Entry Form. The names will be listed in order of receipt of the Entry Form. There will be no fee to join the Waiting List.

2. TERMS AND CONDITIONS

The Participant shall be deemed to have accepted these Terms and Conditions upon completion of the Entry Form.

Receipt of Information via Email;

By entering the Event, the Participant agrees to receive emails regarding the Event. The Event Organiser cannot be held responsible if the Event Information does not reach the intended recipient by email.
The Event Organiser can only be responsible for ensuring that the email address provided on the Entry Form is the one to which the Event Information is sent. The Participant should ensure that spam filters do not prevent receipt of Event Information.

Participation, Physical Fitness and Risk of Injury;

Participating in a triathlon, duathlon or aquathlon requires fitness and skill. By entering the Event the Participant confirms that they have done sufficient training to ensure they are fit enough to cope with the demands of this event and that their technical skills are adequate for the diverse requirements of the competition.
The Participant accepts that taking part in the Event is by its nature hazardous and contains certain inherent risks including, but not limited to;
- Drowning during the swim section
- Suffering injury and damage arising out of a crash or collision during the cycle
- Suffering injury due to the actions of other competitors or spectators
The Participant accepts that they owe a significant duty of care to all other competitors, spectators and race officials.
The Participant agrees to exercise all reasonable care to avoid causing death, injury or loss to any such persons and will indemnify the Event Organiser and British Triathlon from and against any liability found against them arising out of their negligent or reckless acts.
The Participant accepts that if medical attention is required during the Event, the medical personnel appointed by the Event Organiser take no responsibility for the treatment provided for any unreported existing condition which increases the risk of a medical emergency.
The Participant agrees that should any medical or physical condition arise prior to the Event which is likely to affect their ability to compete, the Participant will withdraw in accordance with these Terms and Conditions.

Entry Form and Entry Fee;

The Participant must pay the Entry Fee set out on the Entry Form. The Participant shall not be eligible or entitled to participate in the Event until full payment of the Entry Fee has been received by the Event Organiser.
The participant agrees to accurately complete the Entry Form to the best of their knowledge. This includes accurate information about date of birth, emergency contact details, previous medical conditions, current medication and any known food or drug allergies.

Registration;

The Participant must complete the Event registration process at the times and on the day as instructed in the Event Information.
The Participant may be asked to produce appropriate photographic personal identification in order to register (such as drivers licence or passport). The identification required is at the sole discretion of the Event Organiser and will be detailed in the Event Information.
Failure to provide appropriate photographic personal identification when requested will mean that the Participant is not eligible to participate in the Event. No refund of the Entry Fee will be offered to the Participant if they are not able to provide the photographic personal identification requested in the Event Information.

Provision of Equipment;

When required, it is the Participant’s responsibility to provide and use a roadworthy bicycle, helmet, or other safety requirements to ensure compliance with British Triathlon Competition Rules
When required, it is the Participant’s responsibility to provide and use a wetsuit which complies with British Triathlon Competition Rules

Cut-Off Times;

The Event Organiser may introduce a Cut-Off Time as they see fit as part of the Event rules. Cut-Off Times are limits on the time taken to complete sections of the Event to ensure the safe and proper running of the Event. Competitors will be instructed to withdraw from the Event if they exceed the Cut-Off Times detailed in the Event Information published on the TriWorks website (www.tri-works.co.uk) and on the Entry Form.
No refund of the Entry Fee will be offered to the Participant if they do not meet the Cut-Off Time imposed by the Event Organiser.

Age Restrictions;

Age restrictions are applied to the Event in accordance with British Triathlon Competition rules. For the purposes of entry, the Participant’s age is that on the 31 December in the year in which the Event takes place. Age restrictions are detailed in the Event Information published on the TriWorks website and on the Entry Form.

Liability;

While the Event Organiser takes every care with the staging of the Event, the Participant acknowledges that personal accident and personal items insurance is his or her sole responsibility.
The Event Organiser shall not be liable to the Participant for any loss of business, revenue or profits, anticipated savings or wasted expenditure, loss of or damage to personal equipment belonging to the Participant out of the Participant taking part in the Event.
The Event Organiser will not be liable for any actions of any spectators or other third parties.
Nothing in these Conditions shall exclude or limit the liability of the Event Organiser;
- For death or personal injury caused by the Event Organiser’s negligence;
- For fraud or fraudulent misrepresentation; or
- For any matter which it would be illegal for the Event Organiser to exclude or attempt to exclude liability.
The Participant confirms that, in order to ensure adequate public liability insurance, at the time of the Event they either;
- Hold valid Core or Ultimate membership of Triathlon Scotland, Triathlon England or Welsh Triathlon; or
- Have purchased a British Triathlon day membership available as an additional purchase via the Entry Form.
In order to demonstrate Core or Ultimate membership the Participant agrees to supply a valid membership number on their Entry Form. The Participant allows the Event Organiser to share this number with either Triathlon Scotland, Triathlon England or Welsh Triathlon in order to confirm their valid membership.

Change of Circumstances;

The Participant accepts that circumstances concerning the Event may change for reasons out of the Event Organiser’s reasonable control without the Event Organiser incurring any liability and without any rights to withdrawal being accrued by the Participant other than set out in the Withdrawal, Refund and Deferral Policy below.
The Event Organiser reserves the right to alter the start time of the Event. The Participant will be notified of any change in start time as soon as reasonably practicable. No refund shall be offered for any change in start time provided the Event takes place on the specified date.
The Event Organiser reserves the right to change the date of the Event. The Participant will be notified of any change in date as soon as reasonably practicable. If the Participant is unable to attend on the revised date, they may withdraw from the Event or be offered the opportunity to defer their entry to the same event the following year. If the Participant withdraws from the Event they will not receive a refund of the Entry Fee.
The Event Organiser reserves the right to amend the Event format at their sole discretion. If the event format is changed the Participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change of format.

Cancellation;

The Event Organiser reserves the right to cancel the Event due to circumstances beyond their reasonable control or for any safety related reason. If the Event is cancelled there shall be no refund to the Participant with no further liability whatsoever arising from such cancellation.

General;

All decisions and rulings by the Event Organiser, race officials and volunteers are considered final. The Participant will comply with the Race Rules, as detailed in section 3, and all instructions and guidelines given by the Event Organiser, race officials and volunteers.
The Participant acknowledges and agrees that the Event Organiser will organise and run the Event and will have sole authority and be the final arbiter on all decisions relating to the safety, running and organisation of the Event, the rules of the Event, the timings and finish placings.
These Conditions shall be interpreted in accordance with the laws of Scotland and any dispute arising hereunder shall be subject to the exclusive jurisdiction of the Scottish Courts.

3. RACE RULES

All TriWorks events will be run under the British Triathlon Competition Rules.
The Participant agrees to abide by all applicable rules and regulations of British Triathlon, which is the national governing body for Triathlon, Aquathlon and Duathlon in Great Britain.
The Participant will be notified of any exceptions to, deviations from or additions to standard British Triathlon Competition Rules in the official Event Information.
The Participant shall not be entitled to a refund of the Entry Fee if they are disqualified from the Event due to an infringement of the Race Rules.

4. CODE OF CONDUCT

The Participant agrees to abide by the following Code of Conduct;
- All Participants will;
  - Treat all participants, race officials, volunteers, spectators and members of the public with dignity and respect.
  - Not discriminate against any individual or group on any grounds, including age, sexual orientation, socio-economic status, disability, race, occupation, religion or political persuasion.
  - Challenge discrimination in whatever form it takes and report any poor behaviour by others to the Event Organiser.
  - Recognise that bullying, harassment, and physical violence will not be tolerated.
  - Display courtesy, good behaviour and good manners towards others at all times.
  - Avoid swearing, abusive language, and irresponsible behaviour, this includes behaviour to yourself and others.
  - Avoid destructive behaviour by leaving the event as it was found at the start, including avoiding leaving any rubbish behind. The Event Organiser will provide an appropriate number of bins in suitable locations in order to dispose of rubbish.
  - Always adhere to the rules set down by the Event Organiser and the British Triathlon Competition Rules
  - Always cooperate with the race officials and volunteers.

Any breach in the Code of Conduct may result in the Participant being prevented from participating in or disqualified from the Event.
The Event Organiser reserve the right to ask any Participant who has breached the Code of Conduct to leave the premises on which the Event is taking place.
Any participant who is prevented from participating in or disqualified from the Event will not receive any refund of the Entry Fee.
The Event Organiser, including race officials and volunteers, will also abide by the same Code of Conduct.

5. WITHDRAWAL, REFUND AND DEFERRAL POLICY

Immediately after a Participant has entered the Event there are costs incurred by the Event Organiser. For this reason it will not be possible to issue a full refund should the Participant wish to withdraw from the Event.
Should the Participant wish to withdraw from the Event, the Event Organiser should be informed in writing via the the event email supplied on the registration form or via the ‘Contact Us’ form on the TriWorks website. Requests made via social media will not be accepted.
The Event Organiser offers the following refunds of the Event Fee and/or Additional Purchases in the instance of the Participant withdrawing from the Event.

Withdrawal within 24 hours of entry;

If the Participant withdraws their entry within 24 hours of entering they will receive a full refund of their Entry Fee minus a 10% administration cost.

Withdrawal before 3 months from the Event;

If the Participant withdraws their entry no later than 3 months before the Event they will be offered a full refund of their Entry Fee minus a 10% administration cost or the opportunity to defer their entry to the same Event the following year at no additional cost.

Withdrawal between 3 months and 6 weeks from the Event;

If the Participant withdraws their entry within 3 months of the Event but before 6 weeks prior to the event they will be offered a 50% refund of their Entry Fee or the opportunity to defer their entry to the same Event the following year at no additional cost.

Withdrawal within 6 weeks of the Event;

If the Participant withdraws their entry within 6 weeks of the Event they will not receive a refund of their Entry Fee but will be offered the opportunity to defer their entry to the the same Event following year at no additional cost.

Replacements;

Following the withdrawal of a Participant, if the Event Organiser receives further entries to the same Event they will endeavour to offer a full refund of the Entry Fee minus a 10% administration cost to the original Participant. This is solely at the discretion of the Event Organiser.

Waiting Lists;

The Event Organiser will keep an up to date Waiting List, which will operate under the following policy;
- Following the withdrawal of a Participant an entry to the Event will be offered via email to the first member of the Waiting List.
- The first member will have 24 hours to respond to this offer and pay their Entry Fee in whole before it is offered to the next member of the Waiting List.
- If the first member does not respond to their offer within 24 hours, they will be placed at the bottom of the Waiting List.

Change of Participant;

The Participant is not allowed to transfer their entry to another person, whether donated free of charge or resold.
Donation, give away, resale or attempted resale is grounds for seizure or cancellation of the entry without refund or other compensation.

Additional Purchases;

Additional Purchases of clothing, equipment or services at the time of completing the Entry Form are not considered part of the Entry Fee. Refund of these additional purchases is solely at the discretion of the Event Organiser.

6. DATA PROTECTION PRIVACY POLICY

TriWorks are dedicated to safeguarding and preserving the privacy of the Participant when entering the Event.
TriWorks collects the following information when the participant completes the Entry Form;
- Name
- Date of birth
- Postal address
- Email address
- Contact telephone number
- Significant medical conditions
- Known drug or food allergies
By completing the Entry Form, the Participant is agreeing to the Event Organiser making use of the data provided for Event Information purposes and other marketing communications organised by the Event Organiser.
All marketing communications will include instructions detailing how the Participant is able to unsubscribe from such future communications. The Participant will not be able to unsubscribe from emails containing Event Information relating to the Event they have entered.
The Event Organiser agrees that the email address, postal address or telephone number provided on the Entry Form will not be passed on to any third parties, with the exception of any event partners who require Participant data to fulfil their agreement. Such event partners include Perfect Timing and Triathlon Scotland.
The Event Organiser shall take all necessary steps to ensure that personal information relating to you which comes into the possession or control of the Event Organiser or their event partners shall not be used or reproduced in whole or in part in any form except for the purposes outlined in these Conditions.

Photography and Video;

By accepting this Privacy Policy the Participant consents to;
- Their appearance in the Event being photographed and filmed and subsequently incorporated in whole or in part in any video of whatever nature.
- The use and reproduction of the Participant’s name, photographs and films for the purpose of advertising, publicity and promotion of the Event, and future events, provided that such use does not imply direct endorsement by the Participant of any official sponsor or supplier of the Event.
- Any photographs or film and all intellectual property in connection therewith (including but not limited to copyright) shall remain the property of the Event Organiser. Accordingly, any such recording shall not be used other than for private use without the Event Organiser’s prior written consent.

Publication of Results;

The Participant agrees to the publication of their name, age category and gender as part of the finishing results. The results will be published on the TriWorks website and social media accounts as well as by Triathlon Scotland.

Medical Data;

Should the Participant require medical treatment and does not have the capacity to provide consent, the Participant agrees to the sharing of their significant medical conditions and known drug or food allergies provided on the Entry Form with the medical personnel appointed by the Event Organiser.

Data Protection Act;

The Data Protection Act 1998 gives the Participant the right to access the information that the Event Organiser holds about them. Should the Participant wish to receive details of the information held about them please contact the Event Organiser via the ‘Contact Us’ section of the TriWorks website.

Race Rules

Code of Conduct

Withdrawal, Refund and Deferral Policy

Data Protection Privacy Policy