This document constitutes an agreement between you (the Entrant) and Sportiva Events Ltd (the Organiser). Entry into any of the events or activities organised by Sportiva Events is strictly conditional upon the entrant agreeing to all of the terms and conditions contained within this document (the Agreement). All entrants must acknowledge that they have read and accept this agreement before registration will be completed. All entrants under the age of 18 years must be registered by their parent or legal guardian.

REGISTRATION PROCESS

• The organiser or their agent will maintain a registration database for all entrants and their chosen emergency contact. All information will be collected, stored and processed in accordance with the Data Protection Act 1998.
• Entrants are responsible for ensuring the accuracy of their personal records within the event database. Should any information change between registration and participation, it is the individual entrants’ responsibility to ensure that their records are updated accordingly.
• Entry Fees must be paid in full before entry to the event will be confirmed.
• Entry to the event will only be accepted through the official website, using the online registration service.
• The registration fee is NON REFUNDABLE.  However if you notify us via email within 14 days of the original order, a full refund (less the booking fee) will be provided, provided the booking was made at least 30 days before the date of the event.
• Entrants must electronically acknowledge that they have read and agree to the event terms and conditions prior to their entry in to the event being confirmed. By doing so the entrant is unreservedly accepting all of the terms and conditions of this agreement.
• All entrants under the age of 18 years must be registered by their parent or legal guardian.

USE OF PERSONAL DATA

• The organiser or their agent will maintain a registration database for all entrants and their chosen emergency contact. All information will be collected, stored and processed in accordance with the Data Protection Act 1998.
• The organiser may use the entrants contact information to keep them informed of the event or to notify them of other events organised or promoted by Sportiva Events
• The organiser may share the entrants contact details with their partner organisations. All partner organisations are clearly identified on the official event website. Entrants have the right to ‘opt-out’ of this information sharing agreement at any time.
• Entrants give permission for the organisers, their agents, or any other associated organisations to use any photographs, video tapes, motion pictures, website images, recordings, or any other record of the event. Such articles may be used or included on websites, media publications, advertising, promotional information, or other publicly accessible sources.

PERSONAL ABILITY TO PARTICIPATE

• It is the entrants’ responsibility to ensure they train appropriately and have the requisite level of fitness to be able to complete their chosen event / activity within any designated time limits.
• Entrants must ensure their personal health is suitable for participating in the event / activity. If in any doubt the entrant should consult their doctor.
• It is the responsibility of the entrant to ensure the organisers are informed in writing of any medical conditions that could be relevant to their treatment in the event of an emergency.
• If a participant believes that it is unsafe for them to continue in the event, it is their duty to notify an event official as soon as practicable. The organiser will make appropriate arrangements to get the participant to a place of safety.
• Participants must be competent cyclists and confident in their ability to complete the course safely.

SPECIFIC TO CYCLING RELATED EVENTS OR EVENTS THAT INCLUDE CYCLING

• Entrants are responsible for ensuring their bike is serviceable and fit for purpose.
• Participants must wear an approved Cycle Safety Helmet at all times when riding in the event. This is a mandatory requirement for all events registered with British Cycling and the British Triathlon Federation.
• Participants must carry a suitable bicycle repair kit sufficient to maintain the serviceability of their bike in the event of punctures or other minor mechanical failures. Mechanical support provided at the event is for emergency only.
• Sportive Events are NOT races. They are non-competitive on-road personal cycling challenges. Whilst they are timed personal challenge in which participants will be informed of their achievement. Medals may be awarded to participants completing their chosen route within a designated time limit. Please see event specific details for further details.
• Participants must ride in accordance with the law and adhere to the Highway Code.
• Participants are responsible for riding safely and with due respect for other road users and the other participants in the event.

PARTICIPATION IN THE EVENT / ACTIVITY

• Participants are responsible for managing their own nutritional requirements throughout the duration of the event.
• Participants must clearly display their issued number in accordance to the specific event instructions.
• Where an event is timed, participants are responsible for ensuring their timing device is functioning correctly before they commence the activity and that they correctly negotiate all designated timing check points on the course.
• Participants must comply with the instructions of the organisers and other course officials.
• Event routes will be clearly signed and each event has the route details available online. There will also be a number of marshals at key locations to help keep participants on course. However, whilst the organiser will make every effort to ensure that the routes are adequately signed, the onus of remaining on course rests with the rider.
• Should circumstances dictate, or in the interest of safety, the organiser reserves the right to make such changes to the published event route as may be deemed necessary at their absolute discretion.
• The organiser reserves the right to require a participant to retire from the event where their conduct is considered to be inappropriate. If required to retire the participant must remove their number and take no further part in the event.
• Participants have a duty to report to an event official as soon as practicable, anything that they see or hear which they reasonably believe may impact on the safety or welfare of themselves or others, connected to the event or otherwise.
• Whilst appropriate risk assessments will be carried out before the event, participants assume full and complete responsibility for any injury or accident which may occur whilst travelling to or from the event, during the event, or whilst on any premises related to the event.
• Participants must agree to waive, release and forever discharge the event organisers, sponsors, promoters, and each of their agents, representatives, successors and assigns, and all other persons associated with the event, from any liabilities, claims, actions, or damages that they may have against them arising out of or in any way connected with participation in the event. This includes any claims, whether caused by negligence, the action or inaction of any of the above parties, or otherwise.

ALTERATIONS TO THE EVENT

Any change to the event start time or format will be communicated to the Participant as soon as is reasonably practicable. Start Time – I am aware that the Event Organiser reserves the right to alter the start time of the Event. 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. Event Date – I am aware that the Event Organiser reserves the right to change the date of the Event. In the event of such change of date of the Event, and if as Participant I am unable to attend on the revised date, I will have 14 days to inform the Event Organiser in writing from when the change in date is announced to receive a refund of my Entry Fee, less an £8 administration charge for bank processing costs. Course Alteration – I am aware the Event Organiser reserves the right to amend the Event format at their sole discretion (such as from a Triathlon to an Aquathlon or other suitable race format) in order to stage the Event. If the Event is changed to an Aquathlon or other format I accept that I will not be entitled to any refund. Other Alterations – I acknowledge and accept that circumstances concerning the Event may change from time to time for reasons out of the Event Organiser’s reasonable control, without any rights to withdrawal being accrued by the Participant other than as set out in the Withdrawals policy, and without the Event Organiser incurring any liability. For illustration purposes, these changes may include car parking arrangements, course alterations, but such changes/issues will not allow the Participant to withdraw and nor will the Event Organiser be deemed liable except as otherwise set out herein.

CANCELLATION & REFUNDS

• The Registration Fee is NON REFUNDABLE under any circumstance.
• Entry Fees are only valid for the original event for which they were purchased. Neither Places or Fees are transferrable to any other event.
• If, for any reason what so ever, an entrant finds themselves unable to participate they should notify the organisers as soon as reasonably practicable of their intention to withdraw from the event. This will allow the vacancy to be reallocated to anyone who may be on the event’s reserve list.
• Where an event is cancelled or changed at short notice, We shall not be liable to make any refund or pay any compensation, unless the participant has taken out our event cancellation insurance at time of purchase. If the event is changed to a shorter distance, the Participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change of format. If you do not take out our event cancellation insurance, we recommend you consider taking out appropriate travel insurance to protect yourself against such eventualities.
• Extreme or unusual weather conditions are unlikely to lead to the cancellation of the event. Entrants must exercise their own experience and judgement regarding their ability, equipment and preparedness to cope with the prevailing elements before they commence.

TRANSFER POLICY

• No competitor is permitted to enter or participate using another persons details.
• No transfers will be permitted within TWO WEEKS of the event start date.
• There is an £8 administrative fee charged for all transfers. In addition you will need to pay any difference in price between the two events.
• Entrants are responsible for finding their own replacements. The organiser will not get involved in this process.

GENERAL PROVISIONS

• This agreement constitutes the whole agreement between the parties and any prior agreement, oral or written, are excluded.
• Any failure by any party to enforce or to exercise at any time any term or any right under this agreement shall not be deemed to be a waiver of that term or right and shall not affect that party’s right to later enforce or to exercise it.
• If any term of this agreement is found to be illegal or unenforceable it shall be deemed to be omitted from the agreement and shall not affect the validity of the remainder of the agreement.
• Nothing in this agreement confers any right on third parties to enforce the provisions of this agreement under the Contracts (Rights of Third Parties) Act 1999.
• The laws of England & Wales shall govern this agreement