TERMS AND CONDITIONS

Hellfire Events Limited, The Citadel, Citadel Road, Dover, CT17 9DP (Company No: 14852300)

Definitions:

Participant/you - an individual participating in the Event, the parent or guardian of a minor (under 18 years old) participating in the Event, anyone spectating at the event, or anyone visiting the event site.

Organiser - the Event Organiser (and any of its subsidiaries or Event-associated companies.)

Agreement – the contract between the Participant and the Organiser which includes these Terms and Conditions and the Event Rules.

Event – any event organised by Hellfire Events Ltd. either on its own or in association with third parties.

Event Participation Fee – the fee payable by you to Hellfire Events Ltd. in consideration of your participation in the Event.

Event Rules – the document setting out the event rules in para 7(3) hereof, to be signed by you prior to Event entry. This information is available for viewing at www.hellfireevents.com.

Participation in the Event – active participation in the Event.

 

1. General

(1) Once Hellfire Events Ltd has accepted your entry form and Event Participation Fee, you have entered a legally binding contract with Hellfire Events Ltd. These terms and conditions (made available to you as part of an invitation from Hellfire Events Ltd to you to participate in the Event) form an integral part of your contract with Hellfire Events Ltd. 

(2) Hellfire Events Ltd. is released from liability. By agreeing to enter the Event, the Participant hereby waives, releases and forever discharges, for himself, his heirs, executors, administrators and legal representatives, any and all rights and/or claims which the Participant may have against the Organiser (including any of its officers, directors, employees, consultants, agents, volunteers and Event sponsors) for any and all damages and/or claims which may be sustained by them directly or indirectly arising out of their participation in the Event (including the application of emergency or medical services at the Event). 

Furthermore, the Participant agrees not to take any action against the Organisers, its officers, directors, employees, consultants, agents, volunteers, and Event sponsors for any and all damages and/or claims which may be sustained by the Participant directly or indirectly arising out of his participation in the Event. This release and discharge include but is not limited to, claims for property damage, any indirect or economic loss, breach of contract, lost wages, contribution indemnity, other indemnities, punitive damages, or any other legally recognisable claim arising out of the Participant’s participation in the Event (including all legal costs associated with such claims).

(3) Participants’ indemnity re Third Party Claims. The Participant hereby agrees to indemnify the Organisers (including any of its directors, officers, employees and consultants) against any and all claims, lawsuits and causes of action whatsoever or howsoever arising and brought against them by any third party as a result of the Participant’s actions and/or participation in the Event, including without limitation, the violation of any laws or regulations by the Participant or the Participant’s breach of these terms and conditions.

2. Hazards and Risks

(1) IMPORTANT – Risks. You commit to participating in the Event with full knowledge and understanding of the risks associated with participation in the Event. It is your sole responsibility to inform yourself of the risks involved and you are strongly advised to take every reasonable precaution to avoid such risks. If you are unsure of such risks, you must contact us prior to the Event to obtain advice.

(2) IMPORTANT – Risks. You hereby confirm that you understand, acknowledge, and agree the Event is a potentially hazardous sporting event. You acknowledge and accept that participation in an event such as the Event is potentially dangerous and that there are numerous risks associated with participation. Such risks and dangers include but are not limited to, trips, slips, and falls, traffic accidents, collisions with pedestrians or vehicles and/or fixed or moving objects and the negligence of other road users. Furthermore, you confirm that you fully understand and accept that your participation in the Event may result in serious bodily injury and/or death to yourself or others. It is your responsibility to exercise reasonable care and attention. You hereby accept that Hellfire Events Ltd. does not accept liability for any damage, loss or injury whatsoever resulting from any Event risks or dangers.

(3) Risks of Event Route. You further acknowledge and accept that the route of the Event may require walking/running/or cycling on public roadways and/or on rough or uneven terrains which pose hazards and risks. By entering the Event, you acknowledge your responsibility to exercise every possible caution when using the pre-set Event route. Hellfire Events Ltd. accepts no liability for any loss, damage or injury incurred in circumstances where you leave the marked Event course.

(4) No Event Insurance. You hereby acknowledge that it is your personal responsibility to arrange for insurance coverage for the Event if you wish to be covered by insurance. Hellfire Events Ltd will not provide personal insurance coverage for Participants in the Event. You accept that the Organiser has made it clear to you in advance of the Event that no insurance will be provided.

3. Equipment you need

(1) Suitable Equipment – Your responsibility where relevant to the specific Event and the acquisition of [mandatory] equipment, including specific safety equipment, is essential to be allowed to enter and take part in the Event. Such equipment MUST be obtained by the Participant before entering the Event and it is the sole responsibility of the Participant to ensure that they can demonstrate to Hellfire Events Ltd. at the start of the Event that they have the relevant equipment on them. In case of questions, you must contact Hellfire Events Ltd. prior to entering the Event. NOTE: You waive your right to participate in the Event and you will not be entitled to take part in the Event if you fail to bring to the Event any equipment Hellfire Events Ltd. has advertised pre-Event as mandatory. If you fail to carry the appropriate mandatory equipment while participating at any point in the Event, Hellfire Events Ltd shall be discharged of any liability in respect of your participation.

(2) Equipment Loss, Theft or Damage. Hellfire Events Ltd. accepts no responsibility for loss, theft, or damage to any property owned by or under the control of the Participant, deposited by the Participant in the Event’s event village and/or at any point of the Event course. This includes any transport of your equipment where such transport is an element of the service provided during the Event (whether by, or on behalf of, Hellfire Events Ltd.)

4. Medical/Fitness

(1) Your Fitness Level. You accept that participation in the Event involves strenuous physical exertion as you will be required to be active for very long periods of time, including the risk of being active through inclement weather and/or very hot weather. By entering the Event, you acknowledge this fact, and you accept that it is your sole responsibility that you have a level of fitness at least adequate for the Event requirements. If you have any questions on the fitness levels required, you must seek advice from Hellfire Events Ltd. before entering the Event.

(2) Medical Disclaimer By registering for this event, you are automatically enrolled and, by entering, accept the terms of the Medical Disclaimer. Your registration confirms that you acknowledge and agree you are physically fit and healthy enough to participate in the Event and all related activities.

IMPORTANT: If you have any specific medical details you consider important, Hellfire Events Ltd. recommends that you write these down and carry them on your person throughout the Event.

5. Film and Photograph Rights

(1) By participating in the Event, you consent to being photographed, filmed, and recorded, granting Hellfire Events Ltd. full rights to use your image, voice, and likeness worldwide, in any media, indefinitely and free of charge.
(2) You agree that Hellfire Events Ltd. may use, edit, or choose not to use any photos or recordings of you at their sole discretion. You consent to the use of your name, image, and voice in any Event-related promotions without additional approval.
(3) You waive any claims against Hellfire Events Ltd. or its affiliates regarding privacy, defamation, or any other matter arising from the use of Event imagery or sound.
(4) You consent to the use of your image, video, and voice by Hellfire Events Ltd. or its partners indefinitely and globally, provided you are not given undue prominence.
(5) Third-party commercial filming or photography at the Event requires written consent from Hellfire Events Ltd., who may use any such footage indefinitely.
(6) You may take personal photos and videos for private use but cannot use them for commercial purposes without prior written consent. You allow Hellfire Events Ltd. free use of any personal footage you share.

6. Event Rules for Participants – IMPORTANT 

(1) Compliance with Law. It is the sole responsibility of the Participant to comply at all times during the Event with all applicable laws, by-laws, and regulations of the United Kingdom, including without limitation, all speed regulations, road traffic laws and laws relating to the possession or use of alcohol, drugs or other prohibited substances.

(2) Acceptance of Terms and Conditions of Participation. You understand and accept that failure to comply with any of the terms and conditions set out herein may, at Hellfire Events Ltd.’s sole discretion, result in your disqualification from the Event. you are required to comply with the health and safety rules of the Event and these terms and conditions otherwise you may be asked to leave the Event site.

(3) Event rules – General. For reasons of fairness, safety, and responsible behaviour, you are expected to abide by the following rules and regulations. Ignorance of these rules and regulations shall be regarded as no excuse and failure to comply with these rules and regulations may lead to penalties or disqualification from the Event.

You are expected at all times to show respect for the environment, landowners, local communities, and other recreational users.

Dos and Don’ts

1. Always follow and adhere to the Highway Code and local by-laws.

2. Ensure you are wearing or carrying the appropriate (mandatory and/or recommended) kit at all times.

3. Notify the Organiser and the Event Medic via registration of any medical history.

4. Do not use public transport and/or transport in cars at any time during the Event.

5. Stop and assist any competitors in need of medical attention and alert an event marshal ASAP!

6. Ensure any injured competitor in proximity to you is adequately provided for, before continuing. You must cooperate with Event Officials at all times.

7. Do NOT interfere with signage or timing equipment.

8. Be responsible for wearing your timing chip in the correct manner.

9. Do NOT stray off the course or enter out-of-bound areas.

10. Do not accept outside assistance during the Event.

11. The Event Director’s decision is final in all cases.

(4) General Safety. You are expected to be able to look after yourself and your crew. In an emergency, attract attention by (for example) using a whistle or voice and raising the alarm to other participants. There will be first aiders in attendance throughout the Event. The Race and Medical Director’s contact number should be stored on your mobile phone.

(5) Clothing. The participant should dress appropriately for the type of Event and for the conditions. Where published by Hellfire Events Ltd. and appropriate to the Event, the Participant shall carry at all times any mandatory equipment specified by Hellfire Events Ltd. However, the carrying and/ or wearing of mandatory equipment shall not prejudice the Participant’s obligation under this clause to dress appropriately for the conditions and it is in the Participant’s sole responsibility to select and wear appropriate clothing, footwear, and other garments. Hellfire Events Ltd. will accept no liability whatsoever for any Participant who suffers injury or loss as a result of the wearing of inappropriate clothing or footwear. 

(6) Event Obstacles and naturally occurring course challenges. You are expected to tackle any Event obstacles or naturally occurring on-course challenges that may be present sensibly, and with the knowledge that you can make decisions independent from any verbal instruction from marshals that may be present.

(7) Weather Conditions. The Event is an outdoor event which will take place in varied weather conditions. You are expected to prepare yourself for the conditions of the event accordingly. The characteristics of obstacles of the terrain may change in varying weather conditions. You are expected to use your own judgment at all times when assessing these conditions and your interaction with the course.

(8) Litter. You categorically agree not to drop any litter on any part of the course or in the event village.

(9) Hellfire Events Ltd. Event Equipment. Where Hellfire Events Ltd. provides you with equipment, you are expected to treat such equipment with care and respect. If in Hellfire Events Ltd.’s absolute opinion, you are found to have damaged equipment (willfully, maliciously, or negligently) or you fail to return such equipment, you hereby agree to pay Hellfire Events Ltd. the cost of replacing the damaged equipment. Timing Equipment: Where timing or tracking equipment is issued to you for wearing during the Event, you must return the same to Hellfire Events Ltd. immediately post-Event. The timing equipment remains the property of Hellfire Events Ltd. at all times. If you fail to return any such items promptly or at all, or return them damaged, you hereby agree to financially reimburse Hellfire Events Ltd. for the replacement value of the damaged/missing item.

(10) Event Numbers. You agree that if issued with a race number bib/label by Hellfire Events Ltd. you must display this and keep it clearly visible at all times during the Event. The Event number must not be altered or defaced in any way before or during the course of the Event. You are not allowed to affix any other branding materials in any shape or form to your race number or shirt, however temporary. Failure to comply with these requirements will result in instant disqualification from the Event. 

(11) Third-Party Flyers. Hellfire Events Ltd. enters into agreements with landlords that secure permission for the parking of participant vehicles. Hellfire Events Ltd.’s strict policy is not to place flyers on vehicles and Hellfire Events Ltd. has no association with, nor endorses any organisations which may distribute such illegal flyers. Organisations that decide to place non-agreed flyers will be charged at the rate of £1 per competitor in the event to cover the cost of litter collection and refuse disposal. 

(12) Parking. The Organiser’s parking plans are crucial in allowing all competitors to have a smooth and safe entrance and egress to the event venues while causing minimum disruption to local traffic. Participants agree to follow the instructions of the Event parking staff both in terms of parking fee payments and parking space allocation. The Participant accepts that leaving a vehicle in an unauthorised position may lead to clamping or removal of the vehicle with all related costs to be paid by the Participant. 

IMPORTANT – PLEASE READ THE FOLLOWING SECTIONS CAREFULLY

7. General Participation Rules

(1) By submitting your entry form and payment, you automatically enter a contract with Hellfire Events Ltd., securing your place in the Event. You agree to participate and follow all Terms and Conditions, along with any instructions from Hellfire Events Ltd. officials before or on the event day.

(2) Event Rules: Your registration confirms that you understand and agree to the Event Rules, including presenting ID if requested. These are essential safety requirements. Terms and Conditions, along with the Event Rules, will be available at the Event Village and on the Hellfire Events Ltd. website. Failure to adhere to these requirements may result in your participation being cancelled.

8. Cancellation Rules

CANCELLATION BY YOU

(1) Pre-Event Cancellation
Once Hellfire Events Ltd. has accepted your Event application, you do not have the right to cancel and request a refund. If you cannot participate, you may request a cancellation according to the procedures outlined in clause 9.

(2) Event Day Automatic Cancellation
If you do not attend the Event or fail to collect your bib number within the race day registration period, your participation will be automatically canceled. This may also happen if: You fail to provide ID at registration if requested, or if you fail to bring required Event equipment as advised beforehand.

Hellfire Events Ltd. determines, for safety reasons, that your physical fitness level is insufficient for participation.

You agree that the race director’s decision on these matters is final.

(3) In order for the Event to be successful for both Hellfire Events Ltd. and the participants, Hellfire Events Ltd. requires mass participation and cooperation from all participants. By acting as set out in this section, you accept that you will have potentially put the success of the Event at risk, that you will have prevented another individual from participating in the Event and that you will have caused Hellfire Events Ltd direct and indirect financial loss. Accordingly, in such circumstances, you accept that you are not entitled to a refund of your Event Participation fee, and you hereby agree to accept to pay a penalty for breach of contract, being a sum equivalent to your Event Participation fee. Hellfire Events Ltd. will retain your Event Participation fee in full and final settlement of such penalty charge.

CANCELLATION BY HELLFIRE EVENTS LTD.

(1) Hellfire Events Ltd. may cancel its contract with you if circumstances beyond its control force Hellfire Events Ltd. to cancel the Event as a result of (without limitation) predicted severe weather conditions, flooding, landslides, political unrest, terrorism, or war.

(2) Hellfire Events Ltd. may cancel its contract with you in circumstances where insufficient participation numbers make the Event economically unviable. The Participant is not entitled to claim any cost, expenses, or loss (including in particular economic and/or consequential loss) under such circumstances provided Hellfire Events Ltd. has given reasonable notice of the Event cancellation.

(3) If the Event is cancelled by Hellfire Events Ltd. in the circumstances set out in (1) and (2) above a credit voucher code will be provided. You will be able to use the code as either full or partial payment towards a future event.

(4) You hereby accept that the Event is not guaranteed to take place.

9. Refunds, Deferments and Transfers

(1) The provisions of this clause 9 shall apply in addition to the provisions of clause 8 above.

(2) Hellfire Events Ltd. will not refund all or any proportion of the Event Participation fee if the Participant is unable to attend the Event or once the Participant has participated in the Event. This policy is non-discriminatory and, so as to provide fairness and clarity to all Participants, cannot take account of any individual circumstances.

(3) IMPORTANT –Hellfire Events Ltd. will under no circumstances whatsoever reimburse you for any third-party costs incurred by you (such as without limitation, accommodation, travel costs or hire services.) 

(4) If you are unable to participate in the Event for whatever reason, including but not limited to injury, illness, travel issues, weather, event cancellation/ event venue change/ event date change on reasonable notice (either as a result of force majeure or otherwise whatsoever), Hellfire Events Ltd. will not be liable for any costs whatsoever incurred by you relating to privately booked travel, accommodation or other ancillary costs. See also clauses 9(6) and 9(7) below.

(5) If the Event has had to be cancelled in advance of it taking place, Event Participation fees shall be subject to the deferment and transfer policy without any administration fees.

(6) Event Relocation: Provided a minimum 7 days’ notice period is given to the Participant, no refunds will be given if a Participant is unable to attend an Event which is relocated within an area of 50 miles radius of the original Event location. For the avoidance of doubt, an announcement on the Organiser’s web or social media sites shall be sufficient notice and the Participant is advised to check the same in regular intervals. The Participant accepts that 7 days’ notice is a reasonable period.

(7) Event Date Change: Provided a minimum 30 days’ notice period is given to the Participant, no refunds will be given if a Participant is unable to attend an Event which is re-scheduled to a date within 6 months before or after the original Event date. For the avoidance of doubt, an announcement on the Organiser’s web or social media sites shall be sufficient notice and the Participant is advised to check the same at regular intervals. The Participant accepts that 30 days’ notice is a reasonable period.

(8) Event bookings may be transferred, however, if you cancel your booking via www.hellfireevents.com by the date specified by the Organiser (the standard cancellation period expires 14 days before race day,) you will receive a credit voucher for the full amount less an admin fee, which can be used towards booking another Event.

(9) Where the Participant is unable to participate in an Event for any reason, the entry fee paid may be converted to Hellfire Events Ltd Event Credit, specific to the Event category, if such a request is made via www.hellfireevents.com  at least fourteen days before the Event date. An administration fee of at least 10% of the cost of entry paid will be deducted from the credit amount. The value of the Event Credit Voucher will not include any money spent on transport or accommodation. We recommend that the Participant should arrange the appropriate insurance themselves. The Event Credit Voucher is transferable to a third party, who may use it towards entry to the same Event subject to the Event being open for entries at the time.

(10) Hellfire Events Ltd.’s refund policy is subject to change at the discretion of the Organiser and any such changes are published either within this refund policy and/ or on the Event website. The Participant is advised to visit the Event website regularly.

(11) The terms and conditions of this refund policy do not affect the Participant’s statutory rights as a consumer. Please contact Hellfire Events Ltd. for any questions on Hellfire Events Ltd. refund policy.

(12) In the event of state mourning being declared, the Event may unfortunately not take place on the advertised date. The Organiser will then be in touch via email within fourteen days of cancellation being announced with instructions regarding deferred date and rearrangement of the event. 

(13) Participants may not defer their entry.  Please see clause (9) above.

(14) Where Participants enter into a series of races, purchased as a combined Event, race credits will be issued on a pro rata basis. The cost of used race entries will revert back to singular entry fees and the remaining refund amount will be issued in the form of a credit, less the standard 10% administration charge.

(15) Terms and Conditions – Purchase of Goods

For terms and conditions relating to the purchase of goods please see: http://www.hellfireevents.com

10. Event Waiver

PARTICIPANT WAIVER, RELEASE OF LIABILITY COVENANT NOT TO SUE & IMAGE RELEASE

In consideration of being allowed to participate in any way in the above referenced Hellfire Events Ltd competition(s), race(s), related events (the “Event”) and/or activities, I, the undersigned, acknowledge, appreciate, and agree that: The risk of injury and/or death from the activities involved in the Hellfire Events Ltd event and its related events is significant including, but not limited to the following: (i) drowning; (ii) near-drowning; (iii) sprains; (iv) strains; (v) fractures; (vi) heat and cold injuries; (vii) over-use syndrome; (viii) injuries involving vehicles; (ix) animal bites and/or stings; (x) contact with poisonous plants; (xi) accidents involving, but not limited to paddling, climbing, biking, hiking, travel by boat, truck, car, or other convenience; and (xii) the potential for permanent paralysis and/or death. While particular rules, equipment, and personal discipline may reduce this risk, the risk of serious injury does exist;

I KNOWINGLY AND FREELY ASSUME ALL SUCH RISKS, BOTH KNOWN AND UNKNOWN, EVEN IF ARISING FROM THE NEGLIGENCE OF THE RELEASES or others, and assume full responsibility for my participation;

I willingly agree to comply with the stated and customary terms and conditions for participation. If, however, I observe any unusual and/or significant hazard during my presence or participation, I will remove myself from participation and bring such hazard to the attention of the nearest marshal;

I, for myself and on behalf of my heirs, assigns, personal representatives and/or next of kin, forever WAIVE, RELEASE, DISCHARGE and COVENANT NOT TO SUE the Organisers of Hellfire Events Ltd. and their officers, directors, representatives, officials, agents and/or employees, subsidiaries, and/or assigns, as well as their independent contractors, sponsoring agencies, sponsors, advertisers, volunteers, and if applicable, owners and lessors of the premises used to conduct the Event (collectively, the “Releases”), WITH RESPECT TO ANY AND ALL INJURY, DISABILITY, DEATH, and/or loss or damage to person or property, WHETHER ARISING FROM THE NEGLIGENCE OF THE RELEASEES OR OTHERWISE. I further agree to indemnify, defend and hold harmless Releases from any loss, liability, cost, claim, or damages arising from my participation in or association with activities and events organised and sponsored by Hellfire Events Ltd. or connected with the Events.

I attest and verify that I am free from all illnesses, injuries, and defects and that I am physically fit and sufficiently trained to participate in all activities associated with the Events. My participation in activities and events organised or sponsored by Hellfire Events Ltd. is entirely voluntary.

I consent to the administration of first aid and other medical treatment in the event of injury or illness and hereby release and indemnify Releases from any and all liability or claims arising out of such treatment.

The Releases reserve the right, in its sole determination, to postpone, cancel, or modify the Event due to weather conditions or other factors beyond the control of the Releases that might affect the health and/or safety of the participants. In the event of cancellation due to these conditions, normal refund rules apply. I grant full permission to Releases, as described above, to use photographs, images, videotapes, motion pictures, recordings, or any other record of the activities of the Events for any legitimate purpose in perpetuity and I understand that I shall not be entitled to any compensation, therefore. I hereby grant permission gratis to the Releases to film, videotape and record gratis the performance of the above-named participant (referred to herein as “I”, “me”, “my”) as it relates to the Event and subsequently to telecast and otherwise utilise the same gratis in whatever manner Releases shall deem appropriate. Such permission shall include the unlimited right to appropriate use gratis by release of my name, nickname, image, likeness, voice, photograph, and biographical information in connection with the Event. I acknowledge that Releases and their representatives shall have the unlimited right throughout the universe to copyright, use, reuse, publish, republish, broadcast and otherwise distribute all or any portion of the Event in which I may appear on any and all radio, network, cable and local television programs and in any print materials and in any other format or media (including electronic media) now know or hereinafter devised in perpetuity without compensation. In consideration and in return for being allowed to participate in the Event, I release and agree not to sue the Releases from all present and future claims regarding my participation in the Events that may be made by me, my family, estate heirs, or assigns.

By entering this Event, you acknowledge and fully understand this Release of Liability and Assumption of Risk Agreement. You accept its terms and understand that you are waiving significant rights. You confirm this acceptance freely and voluntarily, without any inducement.

Minors (Participants under 18 years)

The parent(s) or legal guardian(s) of the minor participant confirm they are acting in this capacity and agree to indemnify and hold harmless all parties named as Releases from any loss, liability, damage, cost, or claim arising from the minor's participation. This release applies in full on behalf of the undersigned.

Hellfire Events Ltd. Company Ref 14852300  |   info@hellfireevents.com

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