The Original Swanage Triathlon Festival

Name: The Original Swanage Triathlon Festival
Start: 2025-06-29T06:00:00+00:00
End: 2025-06-29T06:00:00+00:00
Location: Sandpit Field, Shore Road, Swanage, Dorset, BH19 1NP

Question 1

Is there an age limit for triathlons?

Accepted Answer

Sprint Distance: 15 or over by 31/12/2024
Standard/Duathlon: 17 or over by 31/12/2024
Middle/Aquabike: 19 or over by 31/12/2024

Question 2

When will entries close?

Accepted Answer

Entries to each event will close automatically on the Wednesday 12:00 prior to race day. This allows us enough time to sort out start lists and timing equipment, pack race packs, etc. No entries will be allowed after this date.

Question 3

I can no longer take part, what are my options?

Accepted Answer

Unfortunately as per our T&Cs, we don’t offer refunds or deferrals but if you took out booking protection, you can claim a refund through them: https://bookingprotect.com/apply-for-a-refund/. Alternatively, you can transfer your booking to another person using your Eventrac account. This has to be done prior to the Wednesday of race race.

Question 4

Will I receive any additional information before the event?

Accepted Answer

Yes, we will send out a pre-event information pack via email the week before the event. This will include venue details, timings and everything you need to know about race day! A pre-recorded safety briefing will be sent out the Wednesday before race day.

Question 5

Can I swim without a wetsuit?

Accepted Answer

This will depend on the water temperature of the water however we always encourage competitors to wear a wetsuit even when not mandatory. BTF rules are as follows: 
Sprint/Standard events; Mandatory below 14degrees, forbidden above 22degrees
Middle/Aquabike events; Mandatory below 15degrees, forbidden above 23degrees

Question 6

Are the roads closed?

Accepted Answer

All roads are open to traffic and therefore you must obey the Highway Code at ALL times.

Question 7

What type of bike can I use?

Accepted Answer

You can use any type of bike however we do recommend either a road bike or TT bike for our triathlons. Your bike must be in a roadworthy condition.

Question 8

How do competitors get a penalty or DQ in a race?

Accepted Answer

You can only receive a penalty or disqualification from a BTF Official. Ensure you familiarise yourself with the BTF rules and follow them at all times. They can be found here: https://www.britishtriathlon.org/competitionrules

Question 9

Can spectators come to the event?

Accepted Answer

Spectators are very welcome to come and cheer you on at our events. If you are spectating out on roads, please keep safely on the road and out of the way of racers.

Question 10

Can I enter as a relay team?

Accepted Answer

Yes, you can be a team of 2 or 3 and the timing chip will act as your baton to pass between you. You can choose between the team who does which discipline.

Question 11

Do you have medical support at the event?

Accepted Answer

We will always have a medical team available at our events. One team will be based at the start/finish area and one mobile team. If you need medical assistance, please ask a marshal.

Question 12

Do you have mechanical support at your events?

Accepted Answer

It is your responsibility to ensure your bike is in roadworthy condition. This includes bar ends and that your brakes work! There is a mechanic at the event however they will only be able to help you pre-race. Be prepared and take spare inner tubes and a cycle pump on the course.

Question 13

What happens if I retire from a race?

Accepted Answer

You MUST inform race HQ that you have retired from the event and hand your timing chip back in. If you aren’t accounted for at the end of the race, we will ring you and your emergency contact!

Question 14

What happens if I get in trouble in the swim?

Accepted Answer

There will be several rescue canoes and a safety boat on the course. If you do get into difficulty during your swim, turn onto your back and raise one arm in the air, assistance will come to you.

Question 15

Where do we park?

Accepted Answer

There is no parking available on the event field where transition and registration are located on either Saturday or Sunday. Parking is available in the surrounding roads for free on some of the roads (check the signs!) or the Main Beach (Victoria Avenue). Long Stay Car Park: details of car parking and charges can be found in the race pack.

Question 16

What time should I arrive at the event?

Accepted Answer

We recommend no more than 60 minutes before your start time, this is plenty of time to get your race pack, setup in transition, get yourself ready and to the start line.

Question 17

Is there cut off times?

Accepted Answer

For our triathlons, we work on the following for the swim sections: 
Sprint: 35 minutes, Standard: 45 minutes, Middle/Aquabike: 1 hour, Bike: 5 hours from race/wave start, Run: 8 hours from start

Question 18

Where can I find my results?

Accepted Answer

Results will be published here after the event: https://challenging.events/calendars/sport-events/results

Question 19

Where can I find my photos?

Accepted Answer

You can view your photos taken on the day from here: https://www.charleswhittonphotography.com

Question 20

Do you award prizes?

Accepted Answer

Prizes will be awarded for overall 1st, 2nd & 3rd male/female and all age group categories. Prize giving for overall will happen half an hour after the top 3 have crossed the line, age category prize giving, later in the day.

Question 21

Where can I find the Modern Slavery Policy

Accepted Answer

Modern Slavery Policy
1. Purpose
This policy outlines the company’s commitment to preventing modern slavery and human trafficking in its operations and supply chains. The company is committed to acting ethically and with integrity in all business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in the business or in any of its supply chains.
2. Scope
This policy applies to all individuals working for the company or on its behalf in any capacity, including employees at all levels, directors, officers, agency workers, volunteers, interns, agents, contractors, external consultants, third-party representatives, and business partners.
3. Definition of Modern Slavery
Modern slavery encompasses slavery, servitude, human trafficking, and forced labor. It is a crime and a violation of fundamental human rights. Modern slavery takes various forms, such as:
Forced Labor: Work or service which people are forced to do against their will under the threat of punishment.
Human Trafficking: The recruitment, transportation, transfer, harboring, or receipt of persons by improper means (e.g., force, abduction, fraud, coercion) for an improper purpose including forced labor or sexual exploitation.
Debt Bondage: The status or condition arising from a pledge by a debtor of their personal services or of those of a person under their control as security for a debt if the value of those services is not applied to liquidate the debt or if the length and nature of those services are not respectively limited and defined.
4. Commitment
The company has a zero-tolerance approach to modern slavery and is committed to ensuring that there is no modern slavery or human trafficking in our supply chains or any part of our business. Our Anti-Slavery Policy reflects our commitment to acting ethically and with integrity in all our business relationships and to implementing and enforcing effective systems and controls to ensure slavery and human trafficking are not taking place anywhere in our supply chains.
5. Supplier Adherence to Our Values
We expect all suppliers, contractors, and business partners to comply with our values. As part of our contracting processes, we include specific prohibitions against the use of forced, compulsory, or trafficked labor, or anyone held in slavery or servitude, whether adults or children, and we expect that our suppliers will hold their own suppliers to the same high standards.
6. Due Diligence
To identify and mitigate the risks of modern slavery and human trafficking in our business and supply chains, we undertake due diligence processes that include:
Assessing Supply Chain Risks: Conducting risk assessments to identify parts of the business and supply chains where there is a higher risk of modern slavery occurring.
Supplier Audits: Performing audits and inspections on suppliers to ensure compliance with our modern slavery policies.
Supplier Declarations: Requiring suppliers to certify that they comply with all applicable anti-slavery and human trafficking laws, and that they have policies and procedures in place to prevent modern slavery in their operations.
Training: Providing training to employees and management on modern slavery and human trafficking to ensure a high level of understanding of the risks and indicators within the company and its supply chains.
7. Reporting and Compliance
Employees, suppliers, and other stakeholders are encouraged to report any concerns about modern slavery or human trafficking in any parts of our business or supply chains. Reports can be made in confidence and without fear of retaliation to [insert contact person or department], or via the company’s whistleblowing procedure.
If an employee fails to comply with this policy, they will face disciplinary action, which could result in dismissal for misconduct or gross misconduct. We may terminate our relationship with other individuals and organizations working on our behalf if they breach this policy.
8. Training and Awareness
The company provides training on modern slavery to ensure that employees understand the risks of modern slavery and human trafficking and know how to identify and report concerns. This training is provided to all employees at the start of their employment and is refreshed regularly.
9. Monitoring and Review
The company will regularly monitor the effectiveness of this policy and review it annually to ensure it remains relevant and effective in preventing modern slavery in our operations and supply chains.
This policy has been approved and endorsed by the company’s Board of Directors and will be communicated to all employees, suppliers, and business partners.

This policy reflects a strong commitment to combating modern slavery and human trafficking, ensuring that ethical practices are upheld throughout the company and its supply chains.

Question 22

Where can I find the T&Cs

Accepted Answer

This ticket is non-refundable.

Definitions

'CE' / 'Challenging Events' means Challenging Events Ltd

'I/You/Competitor' means the person who will be competing in the event named on the entry form.

'Event Organiser' means Challenging Events.

'Event' means any sporting activity held by Challenging Events.

'Conditions' means these terms and conditions of entry to an event.

Eventrac means the web base self-service portal 

Applicability

I understand that these Conditions apply to the Event I am entering and you will be bound by this agreement.

Associated Risk

I am aware of the physically strenuous nature of this event, the risks both medically and physically.

I confirm I am healthy and fit (physically and medically) enough to complete this event.

I accept that should any medical or physical condition arise prior to the event which is likely to affect my ability to compete will be reason to withdraw in accordance with these conditions.

CE strongly recommended that you train for the event and prepare for the challenge. If you have not exercised before or for some time, you should consult your doctor before commencing your training for the event.

Online Entry

By applying online and completing the entry process for this event I understand and agree to abide by the terms and conditions, the instructions given by the organiser and race officials. I 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. No payment shall be deemed to have been received until the event organiser has received cleared funds.

Our payment providers (Stripe, Revolut and Banked) will securely keep your payment details. In the event that you claim a discount that you are not entitled (e.g UKA) or fail to return a timing chip, we reserve the right to claim the amount from the card used. We will notify you before doing this.

By choosing to spread the payments for entry, I understand that my deposit guarantees my place only if I complete the payments. I understand that the price I pay will be calculated on the price people would pay on the day I complete my payment plan. I am aware that the deposit does not guarantee the price that I will pay.

Withdrawal/Refund Policy

If requested within 7 days of entering, and more than 8 weeks before the event, a partial refund is available. During the signup process, the non-refundable component of the purchase will be displayed. This covers several fees we incur as a result of you entering which we are unable to recover (this includes, but not limited to card processing fees and event protection policies).

Outside of this time window, I understand that I will be given the option to protect my entry by purchasing refund protection. If I choose to not take out this option, I understand that I have purchased a non-refundable entry. Under no circumstances will you receive a refund for any reason that would have been covered by the refund protection.

Reselling / Transfers / Swaps

I agree that participation in the event is personal to me, I am strictly prohibited from allowing another person to participate in my place unless I have completed the process using the official route.

I understand that:

A competitor cannot change to another event at any point.

A competitor may request to change their discipline or distance at the SAME event, subject to space being available – the request can be made by emailing contact@challenging.events. I understand that there may be a fee payable to complete the change.

A competitor can request to transfer their entry to another competitor by using the entry system and only in the time frame allowed.

It is not always possible to change race merchandise (such as T-Shirt size) and if race packs are posted, you are responsible for arranging getting the race pack to the new competitor.

If found to be in breach of this the organiser reserves the right to exclude the competitor from participation in this and future events. Any insurance/protection policies will also be invalidated.

Email Communication

Challenging Events primarily uses email to communicate with its competitors. By entering this event, I agree to receive emails regarding this specific event. Challenging Events emails, such as newsletters and promotions, have an 'unsubscribe' link. If you unsubscribe from the emails you are responsible for checking the event page or website for information and updates.

Challenging Events cannot be held responsible if event information does not reach the intended recipient by email. The onus is on the competitor to ensure that their Spam filters will allow Challenging Events emails through, for example by adding contact@challenging.events to their email address books.

All specific event emails and race information packs that are sent to competitors, it is the responsibility of the competitor to read the event briefing documents and videos.

Rules and Regulations

I agree to abide by all applicable rules and regulations set in place by law, the organiser or sanctioning bodies such as;

International Triathlon Union (ITU) World Triathlon

British Triathlon

UK Athletics

The Highway Code

I also accept that CE may introduce additional rules or Codes of Conduct for specific Events or Event Types (e.g. sportive) at the request of certifying or permit issuing bodies, Local Authorities, Property Owners or as deemed required by CE to ensure the safe and fair running of the event. This may include (but not limited to) restrictions on tyre and wheel types. I understand that these may have to be introduced at short notice and may be after I have entered and these will still form part of these agreements.

I understand that it is my responsibility to be aware of the rules applicable for the event that I have entered and that I should contact CE to clarify any queries I have a minimum of 48 hours before the start of the event.

I agree that I will not be entitled to a refund of the event fees if I am disqualified from the event as a result of an infringement of these Conditions or any such rules and regulations.

Race Equipment

Events which contain an aspect of cycling either on or off road: I understand that it is my responsibility to provide and use a roadworthy bicycle, helmet, or other safety requirements to ensure compliance with the event and Triathlon England rules and regulations.

Triathlons/Duathlons: British Triathlon Rule Number 8.1 states:

"Any equipment that acts as an impediment to hearing or concentration is prohibited from use during an event (including transition). This includes, but is not limited to, mobile telephones (which should be switched off if stored in transition), personal stereos and MP3 players."

Suitability to Take Part

Participating in any sporting event requires fitness and skill. I confirm that I have done sufficient training to ensure that I am fit enough to cope with the demands of this event and that my technical skills are adequate for the diverse requirements of the competition.

Residual Risks and Duty of Care

I accept that taking part in this event is by its nature hazardous and contains certain inherent risks including, but not limited to:

Drowning during any swim section

Suffering injury and damage arising out of a crash or collision during any cycle section

Suffering injury due to the actions of other competitors or spectators

Suffering injury during any run section (such as by tripping or falling)

There are many other foreseeable risks to which I consent.

I accept that I owe a significant duty of care to all other competitors, spectators and race officials. I will exercise all reasonable care to avoid causing death, injury or loss to any such persons and will indemnify the event organisers and British Triathlon from and against any liability found against them arising out of my negligent or reckless acts.

Personal Identification

At registration, I realise that I may be required to produce appropriate photographic personal identification acceptable to Challenging Events (such as drivers' licence or passport).

For multisport events, events held under a BTF permit require all participants to have a race licence. If you are a member, we will need to see evidence of this at registration. For those that are not members, they will need to purchase a day licence either at the online entry stage or at registration on the day of the event. 

Media and Photography

I understand and accept that media professionals may take photographs and video footage of the event and its participants for use to publicise and promote Challenging Events and its sponsors.

Taking part for a charity

If you have accepted a charity place into the Event. Your entry will be acknowledged via a confirmation email. I understand that if I am taking part to raise money for a charity, I should not enter into any sponsorship raising until I have received this email. By accepting a charity place for the event or by choosing to raise money for a charity during the entry process I consent to Challenging Events making my contact details available to the charity concerned.

Finisher Pack

Finisher packs vary between events. The organiser may amend the finishers pack at any time and may offer a different alternative to what has been advertised for the event. I agree to accept the finishers pack that is offered. I will only receive a finishers pack if I take part in the event. No finisher packs will be provided to spectators or participants who do not take part in the Event. CE reserves the right to change the style, size and type of mementos offered in the finisher packs.

Chip Timing

I understand failure to return my timing chip at the end of my race may result in a charge of £50.00. To avoid this charge please email contact@challenging.events to arrange sending\collection of any timing chips in your possession in which you will need to pay the postage fee. 

Cut Off Times

Challenging Events may introduce cut off times as they see fit as part of the event rules, being limited on the time taken to complete sections of the event (as initiated by the Event Organiser at its discretion) to ensure the safe and proper running of the event. Subsequently, competitors may be instructed to withdraw from the race in accordance with imposed cut off times.

Timing and Results

Challenging Events will use best endeavours to provide an event finish time for the participant however it cannot be held responsible for any computer result anomalies or any technical malfunctions. There is no full or partial refund if a finish time is not available to the competitor.

Removal of Participants

Challenging Events reserves the right at any time to remove participants from the event or to prevent participants participating in the event if in the Event Organiser's sole discretion, it considers such action necessary for safety reasons or the proper enjoyment of the event by other participants or for any other reasonable reason. No refund of the event fee shall be made if the participant has acted negligently, maliciously, with wilful misconduct or otherwise without due care and attention for the event or other participants, to cause his/her removal.

Liability/ Responsibility

Whilst Challenging Events takes every care with staging the event, I acknowledge that personal accident and personal items insurance is my sole responsibility.

Challenging Events shall not be liable to the participant for any loss or damage of or to personal equipment belonging to the participant, or any indirect or consequential loss or damage whatsoever arising out of the participant taking part in the event; or for any loss of business; revenue or profit; loss of reputation; anticipated savings or wasted expenditure; pledges made on your behalf or by you to charity.

Challenging Events will not be liable for any actions of any spectators or other third parties. I accept that any mechanical support received on my bike from Challenging Events, partners, participants or other third parties are at my own discretion and I will not hold anyone else responsible for any subsequent bike malfunctions or resulting injury.

I accept that should my bike be transferred in any vehicle during the event, such as the sweep vehicle, I accept it is placed and transferred in the vehicle at my own risk and Challenging Events are not liable for any damage caused during this process.

Nothing in this agreement shall affect our liability for death or personal injury, fraud, or any other liability to the extent it cannot be excluded or limited by law.

Allergies

Please note that some of the food products given out on event day may contain or have traces of nuts and nut oils or may have been made alongside other products containing nuts. Challenging Events cannot be held responsible for any issues resulting from food allergies.

Data Protection

I agree for the purposes of this condition, personal information includes medical data collected for health and safety purposes ("Personal Information").

I agree that my personal information can be collected, stored, and processed by Challenging Events and our event partners in connection with the organisation, staging and administration of the Event.

Medical information will only be used to allow medical assistance to be given on the event date and will be held for a period time after the event in case of any queries.

I agree that my personal information and data may be used by Challenging Events and our event partners in connection with the compilation of anonymised statistical information and to improve health and safety procedures at future events.

If you make a donation to Hampshire and Isle of Wight Air Ambulance, your data will be shared with them. Please refer to their Privacy Policy on their website; https://www.hiowaa.org/cookie-policy/

If, during the signup process, I agree to receive marketing emails, I agree that my name and email can be used by Challenging Events and our event partners for the purposes of:

The promotion and marketing of the event

Keeping me informed about any future events and services which CE believe you might be interested in, such as leisure activities relating to either similar types of events or activities

Promotional and marketing material in respect of similar events, other community-based activities organised by our event partners.

We shall take all necessary steps to ensure that personal information or marketing information pertaining or relating to you which comes into the possession or control of Challenging Events or our Event partners shall not be used or reproduced in whole or in part in any form except for the purposes outlined in these Conditions.

You may remove yourself from any marketing emails by clicking on the unsubscribe link within the emails you receive.

I am aware that by agreeing to the terms and conditions I will receive a limited number of emails which will include training information and latest updates on the Event itself.

Medical Treatment

I accept that in the event of my requiring medical attention 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.

Start Time Alterations

Challenging Events reserves the right to alter the start time of the event. In the event of a change of start time the participants will be notified of the revised start time with as much notice as reasonably practicable. No refund in full or in part shall be made for any change in start time for an event provided the event takes place on the specified date of the event.

Distance and course alterations

I am aware the organiser reserves the right to reduce the course distance, change the course, or make any other amendment to the Event that they deem necessary to stage the Event. Any change to the Event will be communicated to me at the event or sooner if practicable.

Race Format Alterations/Postponement/Cancellations

Challenging Events reserves the right to amend the event format (for example but not limited to from a triathlon to a duathlon event or other suitable race format) or cancel the event due to circumstances beyond its reasonable control or for any safety related reason.

What happens if the event is postponed or cancelled is described under the cancellation statement. As part of the entry process, you will be asked to read and agree to this before continuing.

Challenging Events have no responsibility for any costs incurred as a result of change, postponement or cancellation including any travel or accommodation costs.

Final Decision

All decisions and rulings by appointed Technical Officials, CE, its employees and its agents are considered final.

Accordingly, I agree to comply with all event rules and all instructions and guidelines given by race crew, stewards, marshals, and safety personnel.

I acknowledge and agree that Challenging Events 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/finish times and the placings.

Changes to these Terms

When you enter one of our events, we record the terms and conditions that you agreed to (and the cancellation policy). If we change our terms and conditions, or cancellation policy, that apply to your entry we will email you. You will have deemed to accept the new terms and conditions.

If you decide that you do not wish to accept the new terms and conditions, please contact us to discuss the issue. If you are still not happy you will be entitled to transfer your place to a third party, add to the waiting list or withdraw.

If you choose to withdraw, you will not be entitled to any refund.

Acceptance

I acknowledge that the event organiser has relied on this statement (in its entirety) in accepting my entry to the event and that if I was unable or unwilling to agree to all the matters set out above in this statement of responsibility the event organiser would not allow me to compete. All statements of fact are true.

Cancellation Statement

Applies to all Events

Background

As with the whole events industry, we have struggled with the Coronavirus pandemic even though we thought we had insurance and protection in place. Unfortunately, a pandemic was an exclusion on the policy.

The events industry is very strange, we have to order and pay for storage, insurance, t-shirts, medals, venue bookings, permits, safety equipment, medical teams, sound and even toilets well before the event.

Currently, there is no insurance policy that will cover cancellations for Coronavirus (or other epidemics) related cancellations.

What is covered?

In the event that we have to cancel/reschedule an event, we are covered for the following (but not limited to) reasons (unless caused by an epidemic/pandemic)

Adverse weather conditions for indoor events

Adverse weather conditions for outdoor events

Cover for transport delays

Key supplier failure

Any major incident deemed a health & safety risk

Mechanical failure or breakdown of key equipment

Malicious damage – burglary

National Disasters causing a state of emergency

Unknown works being carried out by builders or contractors at the venue which renders it or its facilities unusable

Cancellation or revocation of Licence or closure of event for health & safety by local authority

Cyber-attack on Venue that causes an abandonment or cancellation

If the reason is not covered, cancelling an event (or is COVID related)?

Each competitor will be given at least one of the following options:

Transfer to a new date

Issuance of a voucher to the value of entry fee (valid for one year and transferrable)

Option to convert the event to virtual event

For the avoidance of doubt, if we offer you at least one of the above options, you will not receive a refund. Under no circumstances will the booking fee be refunded. Challenging Events have no responsibility for any costs incurred as a result of change, postponement or cancellation including any travel or accommodation costs.

 

 

Updated: October 2023

If you have selected Refundable Terms on your booking and are unable to attend your booking due to unforeseen circumstances outside of your control you may be entitled to a refund - please see the full set of Refundable Terms and Conditions here. To apply for a refund, please find the instructions on how to apply in the booking confirmation email you received after payment.

For any other refund enquiries, including where your is cancelled or changed by the organiser, please contact our customer service team directly.

Challenging Events Ltd

The Original Swanage Triathlon Festival

The Original Swanage Triathlon Festival

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