Terms & Conditions - ZERO TO HERO - ROHHAD Association

Terms and Conditions for Participants in ZERO TO HERO Global Challenge and ZERO TO HERO Launch Day

1 Definitions
Challenge – ZERO TO HERO challenge; participants who register via ZERO TO HERO global registration page or ZERO TO HERO Registration and Launch Day can choose to complete a distance from 5km up to 200km and they can complete the distance either by a combination of the following or one of the following forms of exercise; Wheel (in their wheelchair), Cycle, Run, Walk, Swim, Climb or complete at the gym. Grouped participants can also complete the challenge such as schools and youth groups they can choose a collective distance.

Organiser: ROHHAD Association registered charity SC045645

Participant: the person completing their chosen distance ZERO TO HERO challenge and or attending the Launch Day and completing either 5km or 10km on Launch day. Participant also refers to schools, youth groups and other grouped organisations. It also refers to all discounted entry participants too.

Launch Day: Refers to the Organised Launch Day were participants can walk either 5km or 10km at the set time they entered when booking their space at the Launch Day

Sponsorship: Funds raised by participant in aid of the ROHHAD Association, either via Virgin Money Giving Online Fund-raising Page or collections of cash, cheques etc. and or both.

Sponsors: Companies who have donated money to the charity ROHHAD Association to help fund the Challenge/Event running Costs.

Website: www.rohhadassociation.com

2 Entry fees:
The entry fee for the challenge and Launch Day is detailed within the online booking system TryBooking. Entry Fees can also be found on the charity website. Entry Fee is applicable at the date of submission of the entry application. The entry fee is non-refundable and payment in full must be made at time of registration.
Entry Fees depending on the category of Participant.
Individual Entry – £12.50
Children – up to 2 children free with 1 full paying Adult
Students/ Concession – £10.00
Youth Ticket – £10.00
School Entries and or Youth Groups – Free

3 Closing date:
The closing date for entries for the Challenge are – Monday the 1st of May 2018 at 5pm. The Closing date for entries for the Launch Day will be Friday the 4th of May 8pm for online registrations and Saturday the 5th of May for on the day registrations.

4 Entry policy:
Children and adults of all ages and abilities can enter this Challenge/ Launch Day. Each participant must take full responsibility for ensuring they are physically capable of completing the Challenge/Launch Day. They must not put themselves or any children/ minors they are registering for the Event at any risk.
Children cannot register for the Challenge/Event on their own only adults over the age of 16 can register family entries , they can also electronically sign permission for a child entry on its own, applicants must select the Youth ticket option and must have full parental or guardian support and agreement.
Adults/ children who have limited mobility and or make use of a wheelchair are very welcome to participate in the Challenge/Launch Day again they must take full responsibility for ensuring they are physically capable of completing the Challenge/Launch Day and they must not put themselves or any other participant at risk. Terrain at Launch Day may not be suitable for Wheelchair users.

5 Participants enter the Event entirely at their own risk:
The Organiser shall not be liable for any injury or loss occurring as a result of participation in the Challenge/ Launch Day (including, without limitation, any losses resulting from the Organiser’s negligence), provided that nothing in these terms and conditions shall exclude or limit the Organiser’s liability for death or personal injury resulting from the Organiser’s negligence or for any other type of liability that cannot be excluded or limited by law.

6 Medical conditions:
6.1 It is recommended that the Participant prepares and trains for the Challenge/Launch Day. The Participant is advised to consult with a medical professional prior to entering into the Challenge/Launch Day if they have not exercised for some time.
6.2 The Participant agrees that, as far as they are aware, they are physically able to complete the challenge/Launch day and, to the extent that it may be necessary they have sought and relied upon any medical advice before the date(s) of the Challenge/Launch Day. Should any medical or physical condition arise prior to the Challenge/Launch Day which is likely to affect their ability to participate, the Participant should withdraw from the Challenge/Launch Day.
6.3The Participant consents to any First Aid treatment being administered during the Launch Day by qualified First Aiders. Participants consent to any Medical Treatment being administered during the Launch Day by Medically qualified personnel. The participant accepts that First Aid cover will only be available during Launch Day and not available for the Challenge overall.
6.4 The Organiser may prevent the Participant from taking part in the Challenge/Launch Day (either at the start or during the Challenge/ Launch Day) if the Organiser or any medical representative considers that the Participant should not participate in the Challenge/Launch Day for health and/or medical reasons.

7 Launch Day Participant Numbers:
7.1 All Participants must clearly display their participant number allocated to them on the front of their clothing throughout the Launch Day: this is so they can be identified and emergency contact can be notified in an emergency or medical situation.
7.2 Launch Day/ Challenge entries are not interchangeable and entries cannot be assigned, transferred, sold or gifted to any third party.
7.3 Any assignment, transfer or sale of a participant number may result in delay and/or difficulty in the event of an emergency and any such transfer, assignment or sale may result in disqualification of the Participant from.

8.Transfer of entry: This is Not available nor applicable to the Challenge/Launch Day.

9 Deferral: This is Not available nor applicable to the Challenge/Launch Day.

10 Withdrawal from the Event: If the participant is unable to take part in the Challenge/Launch Day for medical reasons we can offer a refund of 75 percent of the registration fees the participant has paid. We cannot offer a full refund due to the administrative costs and banking charges applicable at time of registration as these are within the price. We cannot offer a refund of 75 percent unless you have a medical reason from withdrawal. We can refuse to offer a refund, the decision is made by the organiser. In all other cases the event registration fee is non refundable. Sponsorship refunds please refer to Virgin Money Giving terms and conditions for refunds of online sponsorship. All other forms of donations cannot be refunded once it has been donated to the organisers

11 No animals:
Participants are not permitted to bring pets or other animals onto the Launch Day course with the exception of assistance dogs.

12 Aided participants:
For those participants who are aided around the course, either by being pushed or assisted, by a guide walker/ runner, the guide runner must also be a registered participant in the Challenge/Launch Day. The Participant requiring assistance must advise the Organiser that they require assistance upon entry of their application and a free entry place will be provided to the guide runner/walker. A request should be submitted via email to the rohhadassociation@gmail.com

13 Wheelchair entrants/ Walking Aids :
We would recommend that wheelchair users and those requiring walking aids receive assistance when completing their Challenge/Launch Day unless they are confident wheelchair users. Wheelchair and walking aid users can participate in the Launch Day however we must make you aware that the terrain may not be suitable and we strongly recommend that wheelchair users and walking aid users for the Launch Day have someone to assist them as the terrain is difficult in parts on the course. We would not recommend they participate unaided.

14 Health and safety:
14.1 Bikes, scooters, roller skates, or any kind of mechanical aid (except wheelchairs or disabled mechanical aids) are strictly prohibited from the course on the Launch Day. We will allow the use of pushchairs however we remind participants that the terrain within the park is difficult at parts around the course and those using a pushchair do so at their own risk.
14.2 The Participant must ensure that they have the correct equipment, footwear and clothing for the Challenge/Launch Day as they require.
14.3 The Organiser may at any time during the Launch Day or prior to the Launch Day prevent the Participant from participating in the Launch Day if it considers such action is necessary for the safety and/or proper enjoyment of the Launch Day by the Participant and/or other participants and/or spectators. In particular this will apply to the weather as the Launch Day is an outdoor activity in Balloch Country Park, severe weather may see us cancel the Launch Day. In the event of severe weather or any other emergency that leads to cancellation of the Launch Day the organisers will endeavour to find an alternative date for the Launch Day. If this cannot be done for reasons out with the organisers control, we will not be able to offer refunds or reimbursement.
14.4 All decisions and rulings by the Organiser shall be the final in respect of the safety, running and organisation of the Challenge/Launch Day, the rules of the Challenge/Launch Day and finish times and positions. The Participant accepts that circumstances concerning the Challenge/Launch Day may change from time to time for reasons beyond the reasonable control of the Organiser and these may lead to the cancellation or change of Launch Day, venue(s), route(s) or other such changes. The Participant agrees to abide by such change(s) and acknowledges that any decision is entirely at the absolute discretion of the Organiser.

15 Data protection:
15.1 The Participant agrees to the Organiser storing his/her personal information and using this information for the purpose of organising the Event. The organiser will comply with the Data Protection Act 1998 in relation to storing the personal information of the participants.
15.2 In compliance with the Data Protection Act 1998 the Participant has the right of access to his/her personal records held on the Organiser’s computer. In order to send the Participants reward for completing the Challenge/Launch Day and sponsorship forms (if requested), the Participant authorises the Organiser to release personal details (including his/her full name and address) to the volunteers packaging the medals and trophies. The participant agrees to any official photograph company and the organiser to sharing photographs of them at the Launch Day on Social Media platforms and website relating to the photographer and organiser . The Participant also authorises the Organiser to disclose his/her information for medical purposes on the day of the Event only to medical personnel and or first aiders.

16 Medals/ Acrylic Awards/ E certificates/ Launch Day Packs:
16.1 Medals will be posted via Royal Mail to each participant within the UK and Internationally who registers for the Challenge. This is inclusive of free child entries alongside a full paying adult entry. The medals will be posted second class and we will try to ensure all medals are posted before the end of August 2018. The medals may take up to 6 months after the event has been completed to arrive although we will endeavour to have them with you much earlier than this. If there is a large number of participants the medals may take longer to arrive. If the anticipated time is longer than 6 months after the Challenge/Launch Day is complete then we will notify participants of the delay via a notification on our website and social media platforms. Medals will be sent to the address provided on each booking made. Ensuring the address is accurate is the sole responsibility of the participant booking the entries. The organisers cannot accept responsibility for medals lost in the post or delivered to the wrong address. Medals will not be given to Schools or Youth Groups who register as Schools. Launch Day Medals will be given to each participant who completes the Launch Day distance when they cross the finish Line. Should the organisers not have sufficient numbers of Medals for this event those who do not receive a medal on the day will have their medal posted to them and all T&C above are applicable to posted medals for Launch Day Participants.
16.2 Acrylic Awards are for Schools or Youth Groups who register as a School for the Challenge Only they are NOT for any other participants. Acrylic Awards will be given to each School that raises over £200.00 or $250.00. The award will be ordered once the organisers receive the sponsorship money raised by the schools or youth organisations participating. The Acrylic Award can take up to 4 months after the receipt of the sponsorship funds. This time may be extended if there is a large number of School participants. Schools will also receive an email upon completing the Challenge/Event with E Certificates within them. The school can print these certificates and give one to each child who participated in the Challenge/Event. The organisers will not send paper certificates to the schools, nor will they print the e certificates and post them. It is the School/ Youth Group responsibility to print the e certificates.
16.3 Launch Day Packs; All participants attending the Launch Day are asked to go to the registration tent to collect their launch day pack; the launch day pack includes their participant number, 1 bottle of water and Map of the routes. The pack may include more from the organisers but this will be solely at the organisers discretion and dependant on sponsors contributions. Launch Day Packs are not posted out they are collected at the Launch Day.

17 Use of image:
The Participant consents to the Event being filmed, recorded or exploited by means of television, film, video or some other broadcast or media format and agrees to the use and reproduction of his/her name, likeness, appearance and photograph. All such commercial rights in relation to the same belong entirely to the Organiser and the Participant has no proprietary rights in relation to any film, photograph or other such recorded media. If the Participant does not wish for their image be used in this manner, they should contact the Organiser via the website contact us.

18 Baggage storage:
There is NO storage facilities for baggage at the Launch Day event and Baggage storage is not applicable to the Challenge. We recommend that those participating in the Launch Day bring only what they need in a small backpack.

19 First aid:
The Organiser shall use its reasonable endeavours to ensure that appropriate First Aid assistance will be available for the duration of the Launch Day. There will be clearly signed First Aid points at the start/finish area and along the course. Volunteers and marshals in attendance at the race are not medically trained and will not give medical assistance other than requesting an ambulance or paramedic in the event that medical assistance is required. The Participant authorises the Organiser to pass on any and/or all information that he/she has provided to the medical teams operating on the day of the Launch Day if required for medical reasons. First Aid is NOT REQUIRED FOR Challenge it is only required for the Launch Day.

20 Charitable /Sponsorship Collections:
The Zero To Hero Challenge/ Launch Day is a charitable event that will benefit the ROHHAD Association. Organisers encourage the participants to raise funds for the ROHHAD Association via online sponsorship and or collection donations. Our online Sponsorship partner are Virgin Money Giving and we ask that participants set up a fund raising page with them. Participants can collect funds in other ways including on the Launch Day. However all funds raised by participants must be donated to the ROHHAD Association the Challenge/Launch Day Organisers. We respectfully ask that you do not use your participation in the ZERO TO HERO Challenge/ Launch Day to raise funds for any other charitable organisation other than the ROHHAD Association.

21 Challenge/Launch Day Cancellation – Organiser’s discretion:
21.1 The Organiser reserves the right to cancel the Event/Challenge/Launch Day up to 2 weeks before the Event/Challenge/Launch Day if insufficient applications are received, or if the Event/Challenge is no longer economically viable.
21.2 If the Event is cancelled in accordance with condition 21.1, the Organiser shall not be liable for any losses incurred by a Participant as a result of cancellation of the Event, except that the Participant may request a refund of the entry fee within 30 (thirty) days from receipt of notification by email to the Participants. Any entry fee paid and not requested as a refund within this period will be donated to the ROHHAD Association (charity number SC045645). ‘Gift Aid’ will be claimed in respect of any donations to the charity if appropriate.

22 Challenge//Launch Day Cancellation – Force Majeure Event:
22.1 For the purposes of these terms and conditions, a “Force Majeure Event” means an event beyond the reasonable control of the Organiser, including but not limited to: strikes, lock-outs or other industrial disputes (whether involving the workforce of the Organiser), failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation, direction or action by a government or public authority, accident, breakdown of plant or machinery, fire, inclement weather, flood, storm or default of the Organiser or subcontractors.
22.2 If, as a result of a Force Majeure Event, the Organiser deems in its sole discretion that it is necessary to cancel, postpone or change the route and/or length of the Challenge/Launch Day, the Organiser shall be entitled to cancel, postpone or change the Challenge/Launch Day.
22.3 If the Event is cancelled or postponed in accordance with condition 22.2, the Organiser will make reasonable endeavours to rearrange the Challenge/Launch Day.
22.4 If the Challenge/Event/Launch Day is cancelled, postponed or amended in accordance with condition 22.2 or if the Organiser breaches any of its obligations under these conditions as a result of a Force Majeure Event, the Organiser shall not be liable to Participants for any losses incurred as a result (including as a result of its negligence) except in respect of losses that cannot be excluded by law.

23 Event date and time:
23.1 The Organiser reserves the right to alter the start time and/or date of the Challenge/Launch Day.
23.2 Should a change of date be made and the Participant is unable to attend on the revised date, he/she may receive a refund of their entry fee providing that they notify the Organiser in writing within 14 (fourteen) days from the date that the change in date is notified to the Participant.
23.3 Should a change in the start time be made 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 following a change in start time provided that the date of the Launch Day/Challenge does not change.

24 Change of address:
24.1 The Participant should notify the Organiser of any change of address or contact details. The Participant can contact the Organiser by email via the online enquiry form on the Website or post.
24.2 Failure of a Participant to inform the Organiser of a change of address less than 2 weeks before the Challenge/Launch Day; may result in the Participant’s medal being dispatched to the wrong address and a replacement medal must be paid for before another will be dispatched to the new address.

25 Launch Day times :
The Launch Day times will not be recorded participants are encouraged to record their distance as opposed to their time, this is not a race but rather a challenge.

26 Mailing lists:
The Participant’s name will be added to the Organiser’s mailing list so that the Organiser can keep the Participant informed about other events of the Organiser. The organiser will not share their details except were stipulated in clause 15 of Terms and Conditions. We will NOT share with other 3rd party companies. If the Participant does not wish to receive any further charity information he/she can put this in writing to the charity either via email or post. The Participant is able to unsubscribe to these communications at any time.

27 Rules:
The Participant agrees to abide by all applicable rules and regulations imposed by the Organiser or any relevant sporting governing body that oversees the running of the challenge/launch day and the Participant will not be entitled to a refund of any entry fee if he/she is disqualified from the Challenge/Launch Day as a result of any infringement of these conditions or any such rules or regulations. The Participant accepts that the Organiser may introduce cut off times as they think fit to limit time taken to complete the Launch Day or any section of the Launch Day to ensure the safe and proper running of the Launch Day and he/she may be instructed to withdraw from the Launch Day Walk in accordance with those cut off times.

28 Limitation of liability:
28.1 The Organiser’s total liability, whether in contract, tort (including negligence), breach of statutory duty or otherwise in respect of any losses arising out of or in connection with the Event/Launch Day shall be limited to a sum equal to the total entry fee paid by the Participant to the Organiser.
28.2 Nothing in these terms shall limit or exclude the Organiser’s liability in respect of death or personal injury resulting from its negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law for the Launch Day.
28.3 The Participant agrees to indemnify the Organiser in relation to any claims, action, liabilities or losses resulting from any breach of these conditions by the Participant.
28.4 The Organiser will not be liable for any pledges made by the Participant or on his or her behalf to any charity.
28.5 Except in respect of losses relating to death or personal injury resulting from the Organiser’s negligence at the Launch Day only, obtaining insurance for personal accident and loss as a result of the Challenge is the sole responsibility of the Participant for the Challenge/Launch Day.

29 General:
29.1 The Organiser may vary these terms and conditions from time to time and the up to date terms shall be available on the Website.
29.2 Nothing in these terms and conditions shall constitute any partnership between the Organiser or any third party nor will any third party have the right or authority to bind the Organiser.
29.3 No waiver by either party of a breach or default or any amendment to these terms and conditions shall be affective unless in writing and signed by all parties.
29.4 These conditions shall be governed and construed in accordance with the Laws of Scotland England and Wales and any dispute arising shall be subject to the exclusive jurisdiction of the Scottish Courts.

30 Disclaimer:
30.1 The Participant accepts all conditions of entry set out herein or notified to him/her prior to the Challenge/ Launch Day or displayed at the Launch day or any instruction given to him/her by the Organisers or officials of the Challenge/ Launch Day and the Participant acknowledges that the Organisers and officials of the Challenge/Launch Day (subject to condition 28 above) have no liability for any loss or damage he/she may suffer including consequential or indirect loss as a consequence of his/her participation in the Challenge/Launch Day (including but not limited to travelling to and from the Challenge/Launch Day and during the Challenge/Launch Day).
30.2 The Organiser accepts no liability for the state or condition of the surface upon which the Launch Day is held, and the Participant should ensure that he/she is satisfied with the state and condition of the surface of the route before commencing the Launch Day distance they have registered for.

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