HU5k Terms & Conditions

  1. Definitions

    1. “Adult” means a person over the age of 18 on the date of registration. 

    2. “Adult Participant” means a Participant over the age of 18 on the date of the Event.

    3. “Event” means the Hawkesbury Upton 5K.

    4. “Participant” means a named person on the registration form as an individual participating in the Event.

    5. “Primary Participant” means a Participant attending primary school on the date of the Event.

    6. “Race Organiser Committee” means Hawkesbury C of E VC Primary School PTA a registered charity in England and Wales whose registered Charity number is 1029830.

    7. “Secondary Participant” means a Participant who has completed primary school and is under the age of 18 on the date of the Event. 

    8. “Terms and Conditions” means these terms and conditions.

    9. “you” or ”your” means the person completing the registration process.

    10. Unless the context requires otherwise, words in the singular include the plural and in the plural include the singular. 

  2. Your agreement with us

    1. By ticking the check box during the registration process, you agree you have read and accepted the following Terms and Conditions for yourself and for and on behalf of anyone else you register as a Participant. 

    2. You will procure any Participant you apply to register complies with these Terms and Conditions and you accept any liability for the actions of any Participant you apply to register in the Event, subject to paragraph 6.5.

    3. You hereby acknowledge and agree your registration is an application to take part in the Event on the terms of these Terms and Conditions. 

    4. A binding agreement on the terms of these Terms and Conditions will be formed between you and the Race Organiser Committee when you receive an email confirming your registration in the Event. 

    5. The Event is a Hawkesbury C of E VC Primary School PTA event. 

  3. Event Registration

    1. Registration for the Event is to take place online in advance of participating in the Event. Registration online will only be open as long as places remain available.

    2. Only individuals aged 16 years or over at the date of registration may register themselves or other Participants for the Event. Children under the age of 16 years may not register themselves as a Participant and must be registered by an Adult.

    3. Primary Participants and Secondary Participants may participate in the Event subject to the conditions at paragraphs 3.4 and 3.5 below. 

    4. All Primary Participants must be accompanied at all times, including on the race course, by an Adult Participant. 

    5. Secondary Participants, under the age of 16 at the date of registration must be registered by an Adult. 

    6.  If a Participant considers him or herself to have a disability or medical condition that might impact on his or her ability to participate in the Event the Participant should email the Race Organiser Committee at racedirector@hu5k.org to discuss entry prior to application. The Race Organiser Committee are committed to ensuring that the Event is open to all, and reasonable adjustments will be made to accommodate, so far as is possible, those with disabilities who wish to participate in the Event.

    7. Entries are personal to the applicant and entries are non-transferrable. Entry fees are not deferrable.

    8. Eligibility of the Participant to be included in the prize category chosen will be at the sole discretion of the Race Organiser Committee. The Race Organiser Committee reserve the right to request additional information to support entry into a particular prize category. 

    9. Participants who race canicross at any point during the Event will not be eligible for a first, second or third place and medal for any prize category.

    10. Personal information provided by Participants will only be used as detailed in our Privacy Policy. 

  4. The Event

    1. The Event is a 5K fitness event to be held in Hawkesbury Upton days to be agreed by the Race Organiser Committee. The dates of the Event will be advertised in advance of the Event itself.

    2. The Race Organiser Committee reserve the right in their sole discretion to refuse or cancel applications for any reason, alter the advertised date, time and/or venue and format of the Event (including the course route or distance) without notice to the Participant.

    3. No refunds will be given if the race has to be cancelled or postponed due to circumstances outside the Race Organiser Committee’s control. Refunds will be only provided in other circumstances at the discretion of the Race Organiser Committee.

    4. Photographs and/or video footage may be taken during the Event by the Race Organiser Committee. Such material may be used in a variety of ways including publicity, advertising and school displays. Such material may also be used by sponsors and associated organisations. Images of individuals involved in the Event, including children, may be intentionally or unintentionally recorded. The Race Organiser Committee will use reasonable endeavours to prevent the capture of and use of such images if a Participant expressly refuses permission for their image or images of their children to be captured and used.

    5. Participants are not permitted to race wearing headphones since they need to be fully aware of their surroundings during the Event.

    6. Participants must follow signs provided around the course.

    7. Participants must abide by the Highway Code and ensure they cross roads and paths safely.

    8. Participants will only receive one medal per entry.

    9. In the event of any dispute the decision of the Race Organiser Committee shall be final.

  5. Event Participation - Participant Declaration

    1. The Participant agrees to abide by these Terms and Conditions and any other rules, instructions and regulations published and displayed from time to time by the Race Organiser Committee or given on the days of the Event by race marshals, officials or police.

    2. The Participant confirms that, to the best of their knowledge, they are healthy and fit to run the course within one hour and voluntarily and freely choose to assume the risks of participation in the Event.

    3. The Participant acknowledges that the Event is held on mix terrain including roads, fields and country paths and there is a risk of injury. 

    4. The Participant confirms that he/she is physically capable of participating in the Event and that he/she shall be solely responsible for his/her actions at the Event and agrees that the Race Organiser Committee are not responsible for any injury or illness that the Participant may suffer as a result of participation in the Event (unless directly caused by the negligence of the Race Organiser Committee).

    5. The Participant (or the adult registering a Primary Participant or Secondary Participant) will complete the Participants emergency contact and medical information on the back of their race bid number before taking part in the Event.

    6. The Participant will disclose known medical conditions and medication that may affect their ability to participate in the Event to the Race Organiser Committee at racedirector@hu5k.org at least 2 working days in advance of the Event. 

    7. The Participant accepts that, should any medical or physical condition arise prior to the Event which is likely to affect his/her ability to participate, the Participant will not participate in the Event.

  6. Liability

    1. Subject to paragraph 6.2, the Participant acknowledges and agrees the Race Organiser Committee’s total liability to the Participant for all losses arising under or in connection with the Event, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall be limited to the total Event fees paid in the registration form in which the Participant(s) is named for the Event. 

    2. The Race Organiser Committee is legally responsible to a Participant if its negligence causes death or personal injury, but it is not responsible to a Participant for any:

      1. missed opportunities

      2. Loss of profits or income

      3. Loss arising from delay or failure to deliver the Event

      4. Loss or damage that's not directly caused by the Event Organiser Committee, or which it couldn't reasonably expect at the time it entered into the agreement with you or because of something outside of its reasonable control.

    3. The Participant undertakes to indemnify the Race Organiser Committee for any costs (including legal costs) claimed by a third party against the Race Organiser Committee in connection with any accident, loss, damage or injury (including death) arising out of the Participant’s attendance at, participation in, or training for, the Event.

    4. The Participant agrees to indemnify the Race Organiser Committee for any claim, action, liability, damage or loss resulting from a breach of these Terms and Conditions and/or the Participant’s negligent acts, omissions or misconduct.

    5. Nothing in these Terms and Conditions shall exclude or limit the liability of either party to the other party for (i) death or personal injury caused by their negligence (ii) for fraudulent misrepresentation or (iii) for any matter which it would be unlawful to exclude or attempt to exclude liability.