The following event rules and guidelines are intended to help produce and direct a large scale event, to ensure the safety of all participants, to meet the requirements of local government permits and to be compliant with applicable UK Athletics and International Association of Athletics Federation (IAAF) regulations for participant performance records and event liability.
All entry fees are non-refundable and GSI Events Ltd retains the right to refuse entry to anyone declaring false information on their entry form, not making the required payment, or otherwise failing to meet the stated entry requirements.
Any participant who refuses to obey the directions of the event official, city official or course marshal, or who conducts himself/herself in an unsportsmanlike manner, or who is offensive by action or language to officials, volunteers, participants or spectators may be disqualified from the event and banned from future participation in any GSI event at the discretion of race officials.
Any participant who has been found by a course marshal, event official or surveillance equipment to have gained an unfair advantage by intentionally shortening the route of the race (“cutting the course”) shall be immediately disqualified from the event and banned from future participation in any GSI event at the discretion of race officials.
Any person who participates in the event without a current official event bib number or timing device or a bib or chip not officially assigned to him/her is subject to removal and disqualification from future events.
No persons are authorized to be on the course unless they are registered participants. Therefore, no person shall be allowed to accompany a participant if he/she is not registered in the event, nor shall any participant be allowed, without the permission of the event management, to receive assistance or refreshment from anyone during the progress of the event. Any person not properly displaying an authorized and issued bib number shall be directed to leave the course.
A hands-on medical examination during the progress of an event by officially designated medical personnel shall not be considered assistance and will not result in disqualification if the participant is deemed medically fit. If a participant becomes ill during or after the Event and/or receive medical attention or treatment either from event medical staff or any doctor or hospital, they must authorise such persons to provide details (including details of medical treatment) to the Medical Director of the event or others authorised by him.
The use of wheeled devices by participants or any other person authorized to be on the course shall be strictly limited to (a) authorised and registered competitive wheelchair participants and (b) authorized course marshals on bicycles. Baby joggers, baby strollers, skateboards, rollerblades, unauthorized bicycles or any other wheeled device will not be permitted.
UK Athletics rules state ’The wearing of headphones, or similar devices, (other than those medically prescribed), is not permitted in races on any single carriageway road that is not wholly closed to traffic. This restriction does not apply to races held on dual carriageways provided that there are clear, structured separations between the separate carriageways. Competition Providers of races held entirely on roads closed to traffic may apply this condition where appropriate to local circumstances. We allow bone conducting headphones which do not plug the ears and therefore allow the participant to hear their environment are advised if the participant wishes to listen to music during the event.
Participants are responsible for their recognition and understanding of event signage, symbols and colour relating to participant maps, facilities and direction.
For a virtual challenge, participants are responsible for planning a safe route to complete the challenge distance. It is advised to recce the route by walking, cycling or driving it ahead of completing your challenge. All relevant guidance and rules for pedestrian use of roads and pavements must be followed. It is advised that participants share their route with others and tell them how long they expect to be away. They are advised to update their contact with any changes to their plan to ensure their safety during the challenge.
It is the responsibility of the participant to participate only if they are medically fit and able to do so. If at any point the participant feels unwell at any time, they must stop and seek assistance.
Medical personnel authorized by the event to do so may examine any participant who appears in distress. If in the sole opinion of authorised medical personnel it is in the best interest of the participant’s health and welfare, medical personnel may remove the participant from the event.
Participants must retire at once from the event if ordered to do so by a member of the event’s official staff, official medical staff, or any governmental authority, including fire and police officers.
Participants are responsible and assume liability for any and all medical expenses incurred as a result of training for and/or participation in the event, including but not limited to ambulance transport, hospital stays, physician and pharmaceutical goods and services.
Event officials reserve the right to delay, cancel, alter the route or suspend the event due to inclement weather in accordance with Emergency Protocol on severe emergencies and/or inclement weather.
Where an event is timed, the following rules apply;
All participants are assigned a chip timing device – this is embedded into your event number.
Gun time is the official time for top 10 prizes, except in instances of a controlled, staggered start. The official times shall be recorded from the start of the race by the starting gun to the point where the participant crosses the finish line. Times shall be rounded to the next highest second. Net times shall not be used for any purpose regarding professional athletes or Top 100 participants.
Course Record (CR) or World Record (WR) time if broken by more than one individual is awarded solely to the overall male/female winner.
Official times for mass participants in will be the electronic timing device time (chip or net time) from when the participant crosses the start line to the point where the participant crosses the finish line.
Participants must wear their assigned timing device continuously from start line to finish line, to receive an accurate finish time. It must be visible throughout the event, and must not be folded or twisted.
Participant chip or net times greater than the event time requirement (6 hours, 30 minutes for marathon distance, 3 hrs 15 minutes for half-marathon) will not be recognized as official.
Participants found to be wearing two or more timing devices during the race will be disqualified, and their results will not be recorded.
Participants with missing timing device times at official checkpoints will be reviewed and may be disqualified.
Participants must begin the event during the official recognized starting time in order to register an official course completion time.
All results will be fully available on the event website after each race. Where appropriate, full and final results will continue to be submitted to relevant parties for the purposes of verification of entries to other races and for ranking systems.
Refund policy
Customers of GSi Events have the right to cancel any entry made over the internet as long as it is done within 14 days of the original entry date. Otherwise, all entry fees are non-refundable and GSI Events Ltd retains the right to refuse entry to anyone declaring false information on their entry form, not making the required payment, or otherwise failing to meet the stated entry requirements. In the event of a refund being made, this will be made with the original purchaser, not with the event participant.
Postponement
Planning of any event begins a minimum of 12-18 months prior to event day. During this time, costs are incurred from the beginning of this process and covers everything from website hosting, marketing, event planning and risk assessing, right through to ordering of finisher’s items, and finally on the day for road closures, and infrastructure. As such, all entry fees are non-refundable after the initial 14-day cancellation period as stated above.
In the event of postponement (for example, in extreme weather conditions or due to government or local authority imposed restrictions), GSi Events Ltd retains the right to enact any of the following;
Participants would have their entry automatically transferred to either the virtual event, or to the rescheduled event date.
If a participant cannot attend the event on the rescheduled date, they will receive a voucher for no more than 50% of the value of their original entry, and any unfulfilled products which will be able to be used across a variety of available events. The voucher will be valid for a minimum of 9 months but often longer.
Cancellation
In the interests of safety, the Event Director and the Emergency Services reserve the right to stop an event at any time, if deemed necessary. These would be in exceptional circumstances beyond our control and no refunds would be given.
All merchandise items will be delivered by Royal Mail 2nd class post within 21 days of the order being placed.
If for any reason you are not satisfied with your merchandise you may return it within 15 days for exchange or refund providing the goods are unused and have all original tags. We are unable to accept back any goods that have been worn or laundered, unless they are faulty. Postage charged at the time of sale is non-refundable. Any return postage is covered by the customer. Please send returned goods to: GSI EVENTS, HILLHOUSE, MAIN STREET, KIRKNEWTON, EH27 8DR. Please include a short note stating why you are returning the item. If you would like a different size please include your return address.
Any individual requesting a waiver of any of these rules from the event shall submit a written request no less than 30 days prior to the event date specifying the nature of and reasons for the request.
