Doddie’5 Ride 2018
Terms and Conditions for Participants (“Terms”)
The Doddie’5 Ride (“Event”) is organised by Ride of the Legends Limited (“ROTL”), a company registered in England under company number 08617357.
1.1 The Event is a 1-day charity cycle event. Raising funds for the My Name’5 Doddie Foundation. There are 2 separate rides, Doddie’5 Classic (60 miles) and Doddie’5 Challenge (11 miles).
1.2 The Event is organised by ROTL.
1.3 ROTL reserves the right to change these Terms, the time, date, Route, rules, regulations and/or format of the Event and to cancel the Event, in whole or in part, without notice or liability to any party (except as set out below).
1.4 Only persons aged 18 years or over at the time of registration can register for the event via Active Network. They can also register any u18s for either the Doddie’5 Classic or the Doddie’5 Challenge.
1.5 The total cost per person is Doddie’5 Classic £42, Doddie’5 Challenge £12 adults and £5 for u16s.
1.6 Applicants must complete and submit the registration form (“Registration Form”) which can be found at Active.com and www.doddie5-ride.co.uk (“Event Website”) and pay the registration fee (“Registration Fee”) on submission of a completed Registration Form. Upon receipt of a fully completed Registration Form and payment of the Registration Fee ROTL will send an email acknowledging receipt thereof. If the applicant has not received an acknowledgment within 24 hours the applicant should contact ROTL at firstname.lastname@example.org.
1.7 The Registration Fee is non-refundable.
1.8 The Entry Fee covers:
1.9 Applicants accept that once they have paid the Registration Fee such fee will not be refunded if the applicant is allocated a place but is then unable to participate in the Event.
1.10 ROTL may in its absolute discretion accept or decline applications based on eligibility in accordance with these Terms.
1.11 If the Registration Fee is rejected or not cleared for any reason whatsoever, ROTL reserves the right to refuse registration and entry to the Event.
1.12 Successful applicants (“Participants”) will receive an email confirming that they have been allocated a place to take part in the Event.
1.13 Participants acknowledge that the aim of the Event is to raise as much money as possible to support ROTL’s nominated charity, My Name’5 Doddie Foundation. ROTL will provide fundraising tips and practical advice and assistance to help Participants reach their fundraising target.
1.14 ROTL may in its absolute discretion reject at any time any Registration Form that it believes to be fraudulent, or disqualify from the Event at any time after registration any Participant it believes has not fully complied with these Terms. ROTL shall not be held liable in any way to such Participant as a result of any such disqualification or refusal. It is the Participant’s responsibility to ensure full compliance with these Terms.
1.15 By applying to take part in the Event, the Participant accepts the Terms. If at any time it is discovered that any Participant was ineligible to participate in the Event or if participation in the Event should have been refused for any reason whatsoever, ROTL may in its absolute discretion disqualify such Participant from the Event.
2.1 The Event is a challenging 1-day cycling event. All Participants must be in good physical condition in order to participate in the Event and should not take part in the Event if they are in ill health or unfit. ROTL reserves the right to request medical certificates to be produced where ROTL deems it appropriate in order to ensure that Participants are physically fit enough to take part in the Event.
2.2 ROTL may in its absolute discretion remove any Participant either before or during the Event, due to ill health, or any other reason that ROTL reasonably considers may render them unfit to safely complete the Event. Participants confirm that they will not take part in the Event if they are suffering from any contagious illness and furthermore will report any illness occurring during the Event to the Event medical team immediately.
2.3 No illegal or performance enhancing substances are permitted to be used by any Participant either before or during the Event. Persons found to have consumed or to have in their possession any illegal substances of any kind will be disqualified from the Event.
2.4 As a continuing condition of entry, and for the duration of the Event, each Participant shall ensure that they:
2.4.1 will provide their own safety approved cycle helmet that is to be worn at all times when cycling;
2.4.2 have a bike that is in good condition and is appropriate and roadworthy for the Event. ROTL cannot guarantee a replacement bike for the Participant to use should his/her own bike suffer mechanical failure;
2.4.3 appropriate clothing and equipment to participate in the Event;
2.4.4 are capable of carrying out basic bike maintenance, such as puncture repairs, whilst on the Route;
2.4.5 will ride responsibly and safely and abide by all Event rules and regulations that may be notified by ROTL from time to time; and
2.4.6 hold personal cycling travel insurance which covers, an injury/medical emergency (and will produce evidence of the same to ROTL upon request) for more information please go to www.britishcycling.org.uk.
3.1 Other than as stated in clause 3.4 below, ROTL shall not be liable for any loss, damage or expense caused by cancellation, curtailment or change of schedule of the Event due to, without limitation, government action, war, strike, Royal death, civil commotion, terrorism, national disaster, or other force majeure or cause beyond the reasonable control of ROTL.
3.2 The Registration Fee is non-refundable.
3.3 The Payment is non-refundable save as set out in this clause 3.3 and 3.4 below. If the Participant wishes to withdraw from the Event, such Participant is permitted to transfer their place to another rider with the consent of ROTL. In order to transfer their place to another rider, ROTL must receive a written request at least four weeks before the start of the Event and the new Participant must agree to comply with the Terms. ROTL may, but is not obliged to, use its reasonable endeavors to assist in finding a replacement rider, however the ultimate responsibility to find a replacement lies with the Participant. Where appropriate ROTL may at its discretion refuse any such transfer.
3.4 Save as set out in 3.3 above, ROTL shall only refund the Payment where the Event is cancelled and the reason for such cancellation is as a result of a risk against which ROTL is insured. ROTL shall have no liability for any further costs incurred as a result of cancellation howsoever caused.
3.5 Under no circumstances shall ROTL, its staff, agents or contractors be liable, under or in connection with these Terms or otherwise in respect of the Event, for any direct, indirect or consequential losses howsoever arising, damage, or donations made by or on behalf of the Participant.
4.1 Participants agree to be bound by these Terms and all other Event rules and regulations (“Regulations”) that may be notified to Participants by ROTL from time to time. Participants acknowledge and agree that ROTL will organise and run the Event and will have sole authority and be the final arbiter on all decisions relating to all aspects of the Event, including, without limitation, health and safety, travel and logistical operations, participation, Route and organisation.
4.2. Participants agree at all times during the Event to abide by the Regulations and reasonable instructions and guidelines of ROTL’s staff, nominated representatives and contractors and to behave appropriately at all times on the Route and in the arranged accommodation.
4.3. Participants confirm without reservation that they are in good physical condition to participate in the Event, that they understand the endurance demands of the Event and will not arrive at the Event in ill health or unfit to take part.
4.4. Participants acknowledge that they are personally responsible for their own belongings during the Event and that ROTL shall have no liability in relation to the same. Participants are required to take out travel insurance to cover any personal injury and loss of, or damage to, property.
4.5. The Participant acknowledges that participation in the Event involves inherent risks of accidents and injury and that participation in the Event is at the Participant’s own risk. The Participant irrevocably agrees to hold harmless, indemnify and reimburse ROTL from and for any losses, costs, damages or expenses (including legal and professional fees) incurred, payable or paid by ROTL to any person (including the Participant and/or their insurers) in connection with:
4.5.1 any accident, loss, damage or injury (including death) arising out of the Participant’s attendance at and participation in the Event or any part thereof (except where any such injury or death is caused by the negligence of ROTL or any of its employees); or
4.5.2 the breach by the Participant of any of these Terms, Regulations or other reasonable rules, instruction or direction from ROTL to Participants.
4.6. Participants confirm that they will not publish or post on any website or other media (including fundraising webpage) any text, statement, photograph, image or other material which relates to the Event which is obscene, blasphemous, defamatory, libelous or which infringes the intellectual property or other legal rights of any third party or is otherwise unlawful, offensive or inappropriate.
4.7. ROTL reserves the exclusive right and license throughout the world (and Participants hereby grants ROTL such royalty free exclusive right and license) to interview and/or photograph and/or film Participants at the Event (and before and after the Event as ROTL may reasonably require) and to the unlimited, worldwide, royalty free sub-licensable right to record, film, reproduce and use in all current and future media (including without limitation, print, audio, visual, audio-visual, virtual media, the Internet, mobile telephony and so-called “3-G” technologies, CD-ROM or DVDs) Participants’ name, likeness and image or facsimile image, signature, voice, video and film portrayals and other means of identification of Participants, and any biographical or other information or data related to the Participants (including ride times and results), in connection with the production, advertisement, marketing, promotion or sale of the Event sponsor products and/or the promotion, marketing or advertisement of the Event, ROTL or any Event sponsor.
4.8. Participants agree not take, record and/or transmit any sound, image and/or description of the event other than for private and domestic use unless with prior agreement from ROTL.
5.1. Participants agree and consent to ROTL using their personal details provided in their Registration Form for the purposes of Event administration.
5.2 As the Event organiser, ROTL requires a record of each Participant’s registration details including third party emergency contact details for internal administration purposes in order to properly conduct and to safely administer the Event.
5.3 ROTL will also keep records of medical information provided that it is kept confidential and may be shared only with medical personnel or teams allocated to the Event. Such information shall be deleted within a reasonable time following the completion of the Event unless you agree that we may use such information in your entry for future Company events, which are staged within a reasonable timeframe after the Event.
5.4 ROTL will use the Participant’s contact data submitted on the Registration Form to send the Participant information by e-mail and/or SMS relating to the Event, other ROTL events and any further categories of news and promotional information as the Participant may have requested on the Registration Form.
5.5 Participants acknowledge and agree that ROTL may send an e-mail or SMS notification following the Event inviting the Participant to submit or renew their registration for any future ROTL events.
5.6 Participants undertake to inform ROTL of any changes to the information supplied in their original Registration Form for the purposes of clause 5.1 above and particularly any changes to their medical condition and contact details. For this purpose, Participants should contact ROTL directly by emailing email@example.com.
5.7 All information relating to Participants collected by or on behalf of ROTL from which each Participant can be identified will be recorded electronically and will be used at all times in accordance with the Data Protection Act 1998. ROTL will not disclose any such information to third parties, save as expressly stated under these Terms. Each Participant is entitled to withdraw their consent to categories of e-mail and/or SMS communications from ROTL and can do so at any time by following the opt-out instructions provided in the relevant e-mail. Participants acknowledge that a valid e-mail address or SMS contact number will be required at all times in order for Participants to receive important Event information and the Participant hereby consents to receive any such information.
5.8 To delete all of their information from ROTL’s database, Participants may email their request directly to ROTL at firstname.lastname@example.org. In circumstances where the Participant requests deletion of their Participant’s profile, ROTL reserves the right to maintain information about individual sales transactions (not including credit card details) for record keeping. Participants’ attention is also drawn to clause 5.9 below.
5.9 Subject to the Participant’s right to modify or request the deletion of data from ROTL’s database, the Participant hereby acknowledges that it is a strict condition of participation in the Event that all mandatory fields within a Participant’s profile are complete and correct at all times. These fields include, without limitation, gender, first name, surname, date of birth, medical condition information and emergency contact details. Participants hereby acknowledge and agree that this information is required by ROTL in order to properly and safely administer and conduct the Event and ROTL reserves the right to refuse an applicant or a Participant entry to the Event in circumstances where that person either requests the deletion of such mandatory information from their Participant’s profile, or provides false or incomplete information.
6.1. These Terms constitute a legally binding contract between the Participant and ROTL and constitute the entire agreement and understanding of the parties to it and supersede any previous agreement between the parties relating to the Event.
6.2. If any provision in these Terms (in full or in part) is held to be invalid or unenforceable, all other remaining provisions (in full or in part) shall continue to be valid and enforceable.
6.3 If any invalid, unenforceable or illegal provision would be valid, enforceable or legal if some part of it were amended or deleted, the provision shall apply with whatever modification is necessary to give effect to the commercial intention of the parties.
6.4 Any variation of these Terms shall be in writing and signed by or on behalf of the parties.
6.5 These terms and conditions shall be interpreted in accordance with the laws of England and Wales and any dispute arising hereunder shall be subject to the exclusive jurisdiction of the English courts.