RAT RACE TERMS AND CONDITIONS
Note: If you wish to purchase goods from us, please refer to our separate terms and conditions, which can be found at https://www.ratracestore.com/terms-and-conditions.
All Event Voucher Bookings
The following definitions shall apply to these terms and conditions:
Business Days means a day other than a Saturday, Sunday or public holiday in England, when banks in London are open for business.
Event means any event organised by Rat Race (either on its own or in association with third parties) which you have registered to take part in.
Event Participation Fee is the fee payable by you to Rat Race in consideration of your participation in the Event.
Event Rules Document means the rules described in paragraph 9 of these terms and conditions.
Event Transfer Process means the Event transfer process that is set out in paragraph 13 of these terms and conditions and which can be found at https://ratrace.com/transfer-policy/, as updated, amended and revoked from time to time.
Event Voucher means a multi-purpose voucher issued by us to you following your payment of the Event Participation Fee, which you can redeem against an Event in accordance with paragraph 1 of these terms and conditions.
Force Majeure means events, circumstances or any causes beyond our reasonable control including, but not limited to weather, flooding, landslides, social or political unrest, war, riot, terrorist activity (threatened or actual), disease, epidemic, pandemic, quarantine, acts of government or public authorities, public health issues and famine.
Imagery means any photographs, videos/films, sound and/or media recordings taken of you, which display your name, image, likeness, and/or voice participating in the Event.
Lead Participant means the Participant who makes the booking on their and their group/party’s behalf.
Losses means any damage, compensation, loss, costs or expenses (including legal costs and expenses) that arise out of (i) injury, illness or death sustained by a Participant or Spectator or (ii) damage or loss of a Participant/Spectator’s property/equipment/baggage at an Event.
Participant (you/your) means an individual participating in the Event OR the parent or guardian of a minor (under 18 years old) participating in the Event.
Participation means actual participation in the Event by the Participant.
Rat Race (we/our) means Rat Race (Events) Ltd. (and any of its subsidiaries or Event associated companies) registered in Scotland at 272 Bath Street. Glasgow, G2 4JR, Scotland (address not to be used for correspondence) and under Company Number SC259949.
Rat Race Customer Service means Rat Race (Events) Limited, Rate Race Adventure Sports, Adventure House, Station Lane, Shipton by Beningbrough, York, YO30 1BS/E-mail: firstname.lastname@example.org (to be used for all correspondence/communications with us).
Spectator(s) means any person that attends an Event location to watch Participants take part in that Event.
Unavoidable and Extraordinary Circumstances is a situation that is beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.
1. Purchasing your Event Voucher and Choosing your Event
1.1. To purchase an Event Voucher, you must sign in and complete the online entry form. If you are a new customer, you can create an account before proceeding to complete the online booking form. Once an Event Voucher has been issued to you, you will have 14 days to choose which Event you wish to redeem your Event Vouchers against.
1.2. The Contract between you and us will come into existence when we have issued your Event Voucher (i.e. after you have paid for your Event) and is made on the provisions of these terms and conditions. As part of the Contract, you agree to participate in the Event you chose to redeem your Event Voucher against. You confirm and guarantee that you have authority to enter into and accept the terms of the booking on your, and any other person included in your booking’s, behalf. Once the Contract comes into existence, you agree to abide by any instructions given to you by us or any of our officials regarding your Participation in the Event.
2. Pricing and Payment
2.1. We reserve the right to make changes to the price of Events at any time prior to you redeeming your Event Voucher.
2.2. The total price of your Event Voucher will be displayed in the Event pricing page on our website and will be confirmed to you before you complete your Event Voucher purchase.
2.3. Once you proceed with your Event Voucher purchase, you will be required to select your preferred payment method. You must pay the total price for your Event Voucher in full when you book or, where available, you can select to pay using our instalment plan which allows you to spread the cost of your Event Voucher. If you have a Rat Race Event Gift E-Voucher you can use this to pay for/towards your Event Voucher. Note: you will be required to present your Event Gift E-Voucher at the Event registration.
2.4. If you pay for your Event Voucher using our instalment plan, we will set up a reoccurring payment for each of your instalments and your card will be debited on the same date each month. The final payment must be paid 12 weeks before the Event start date, unless otherwise indicated in the Event pricing page and/or your confirmation voucher.
2.5. If you miss payment on any of your instalments you will receive reminders from Stripe, our payment provider and also the Rat Race customer service team. After 3 attempts to contact you, if the outstanding balance remains unpaid, we will consider that you wish to cancel your entry and we will withdraw you from the Event. In this scenario such withdrawal will be treated as a cancellation by you and our standard cancellations charges will apply.
3. Rat Race Voucher Redemption
3.1. You must present your Event Voucher at Event registration before the start of your Event.
3.2. If you have acquired or have been given a Rat Race Gift E-Voucher (only available for purchase from https://www.ratracestore.com/gift-vouchers.html) and use this to purchase (in full or part) your Event Voucher, you must also present your Rat Race Gift E-Voucher at the Event registration before the start of your Event.
3.3. We reserve the right to refuse your Participation in an Event if you fail to meet the requirements of paragraphs 3.1 – 3.2.
4.1. It is a condition of booking with us that you have adequate insurance in place which covers your Participation in all activities/locations included in your Event and your rescue/return should you come into difficulty during your Participation. Please check the event website for further details on insurance cover required.
Note: for Expedition style Events, the minimum your insurance policy must cover you against is:
4.1.1. the cost of cancellation made by you;
4.1.2. the cost of assistance (including repatriation* and search and rescue) in the event of accident (including injury/catastrophic injury), illness or death (including, in the worst case scenario, recovering mortal remains); and
4.1.3. loss of or damage to baggage/equipment.
*The level of repatriation cover must be sufficient to ensure that you can be returned home regardless of the position you may be in and must take into consideration the location/hazards of the Event. The minimum level of cover that you are required to hold for repatriation will be detailed in the Event webpage.
4.2. If you chose to participate without adequate insurance cover in place, we will not be liable to you for any Losses howsoever arising where cover would otherwise have been available (except where these are incurred as a result of our negligence).
Note: We do not provide insurance cover for Participants and you accept that this has been made clear to you prior to purchasing your Event Voucher.
5. Passport/Visa/Immigration/Health Requirements and Travel Advice
5.1. It is your responsibility to ensure that you check and adhere to the specific passport, visa, health and immigration requirements for the location of your Event. We can only provide you with general information about this. You must check these requirements with the relevant embassies/Consulates and by consulting with the latest travel advice provided by the Foreign, Commonwealth and Development Office (“FCDO”) at https://www.gov.uk/foreign-travel-advice or your local government’s travel advice. You should also check with your doctor for details on any health measures you will need to take prior to the start date of your Event.
Note 1: requirements do change, so it is important that you stay up to date with these requirements at all times prior to your Event start date.
Note 2: if the FCDO advises against “all but essential travel” to the destination of your Event, it is your responsibility to determine whether you wish to continue to participate and be subject to any associated risks. If you wish to continue to participate, you must notify your insurance provider and ensure that your policy will remain valid (or source an alternative insurer that will provide the required cover set out in paragraph 4). If you chose to cancel due to FCDO advice, the cancellation fees set out will apply.
5.2. We do not accept any responsibility if you cannot travel to your Event (or return) or incur any loss because you have not complied with any applicable passport, visa, immigration or health requirements. You agree to reimburse us for any fines, damages, losses. Costs and expenses (including legal costs and expenses) which we incur due to your failure to comply with any applicable passport, visa, immigration or health requirements.
6. Hazards & Risks
6.1. You acknowledge that Events, by their nature, terrain and/or location, are potentially hazardous and dangerous to Participants and that participation carries a risk of serious personal injury and/or death to you and others and/or damage to equipment/kit/property. You are solely responsible for assessing on each occasion whether you should participate/continue to participate in an Event, and this is at your own risk. It is your personal responsibility to remain within the Rat Race terms and conditions at all times. You must acknowledge that you will not be under continuous direct supervision at all times. When you take part in Test Pilot and Bucket List events you must adhere to the Rat Race rules, there are certain times when you will have direct supervision from Rat Race staff and at other times in the event, you will have indirect supervision; this means you will have access to a Rat Race staff member at all times if needed but they won’t always be in the immediate vicinity directly instructing you.
6.2. The conditions attributable to your Event will be described in the Event description page on our website before you purchase your Event Voucher. If after you have read this information you are unsure of the risks associated with your Event or if you would like to discuss these further, please contact Rat Race Customer Service before purchasing your Event Voucher.
6.3. If you choose to take part in the Event, you commit to do so with full knowledge and understanding of the risks associated with participation in the Event. It is your sole responsibility to inform yourself of the risks involved and you are strongly advised to take every reasonable precaution to avoid such risks. It is also your responsibility to exercise reasonable care and attention whilst participating in your Event. You are expected to be able to look after yourself/other Participants included in your booking. Rat Race does not accept liability for any Losses sustained by you/other Participants included in your Event booking which arise out of Participation in any Event (except where they arise out of our negligence).
6.4. Event routes are pre-set (typically with the use of signs or guides) for you to follow. The routes may require running and/or cycling on public roadways and/or on rough or uneven terrains which pose inherent hazards and risks. By entering the Event, you acknowledge your responsibility to exercise every possible caution when using the pre-set Event route(s). If you chose to deviate from this, you do so at your own risk and we accept no liability for any Losses incurred by you in these circumstances (except where they arise out of our negligence).
6.5. Events take place outside in varied, sometimes extreme, weather conditions (often with little or no warning). You are expected and remain responsible for preparing yourself for the weather conditions of the day accordingly. We accept no liability for any Losses incurred by you in these circumstances (except where they arise out of our negligence).
6.6. Events typically include obstacles and structures and different types of terrain. The characteristics of those obstacles, structures and terrain may change in varying weather conditions. They can be:
6.6.1. naturally occurring (including, but not limited to, rocks, boulders and rivers); and/or
6.6.2. for some Events they will added to/built into the course by us. Where the obstacles and structures are added/built into an Event by us, we will adhere to the rules, standards and regulations relating to their construction, operation and on-going maintenance.
Regardless of the type of obstacle, structure and terrain, you are expected to use your own judgment at all times when assessing (i) the conditions applicable to them at the time of your Participation and (ii) your interaction with the Event course. We accept no liability for any Losses incurred by you arising out of your interaction with an Event obstacle, structure or terrain (except where they arise out of our negligence).
7. Equipment Required
7.1. Each Event has its own specific mandatory equipment/kit requirements. These will be detailed in the Event’s description before you book and will be confirmed to you when you make your purchase. We reserve the right to make changes to mandatory equipment/kit requirements up to 24 hours before the start of an Event. Any such changes will be notified to you by either e-mail, text and/or by posting a notice on our website or our Facebook site. Note: you will be required to demonstrate to us at the start of the Event that you have the required mandatory equipment/kit with you.
7.2. It is your sole responsibility to ensure that you have the required mandatory equipment/kit (including specific safety equipment) before you enter your Event and with you at all times during the Event. This is essential, as without it you will not be able to participate in the Event safely and will not be permitted to enter and participate in the Event. Note: in these circumstances you waive your right to participate in the Event and we shall have no liability to you to refund your Participation Fee or any costs/expenses (including legal costs and expenses), damages, compensation and losses incurred by you as a result of your failure to meet the mandatory equipment/kit requirements.
7.3. If you would like to discuss any mandatory equipment/kit requirements further, please contact Rat Race Customer Service prior to entering in the Event.
Loss, Theft & Damage of Equipment/Kit/Property
7.4. Rat Race accepts no responsibility for loss, theft, or damage to any equipment/kit/property owned by or under the control of the Participant, deposited by the Participant in the Event’s event village and/or at any point of the Event course. This includes any transport of your equipment where such transport is an element of the service provided during the Event (whether by, or on behalf, of Rat Race).
8. Medical/Fitness Requirements
8.1. Because of the nature of the Events, they are not generally suitable for persons with reduced mobility. If you have a medical condition or disability that may affect your participation in an Event, you must provide us with full disclosure of this and any special requirements that you may have prior to booking an Event with us (or if such special requirements arise after you have booked your Event, as soon as you become aware of these).
8.2. Participation in the Event involves strenuous physical exertion and you will be required to be active for very long periods of time. You may also need to be active through extreme weather conditions (including inclement weather and/or very hot or cold weather). By entering the Event, you acknowledge these facts and you accept that it is your sole responsibility to ensure that you have a level of fitness and medical condition at least adequate for the Event requirements. Note: by purchasing an Event Voucher, you declare that you are physically fit and healthy enough to participate in the Event and any of its advertised activities.
8.3. If you require further information regarding an Event to determine if it is suitable for you/your level of fitness/any medical condition you may have, please contact Rat Race Customer Service before you purchase your Event Voucher.
8.4. We reserve the right to not accept your Event booking if, after taking into consideration your special requirements, condition, disability or fitness levels, we reasonably believe that an Event is not suitable/safe for you to participate in. We also reserve the right to cancel your Event reservation and impose applicable cancellation charges if we subsequently become aware:
8.4.1. that your level of fitness is not sufficient for you to safely participate in an Event you have reserved a place in; or
8.4.2. of any medical condition/disability that you have (i) not made us aware of, or (ii) which you are diagnosed with after booking, if we reasonably believe your Event is not suitable/safe for you to continue to participate in.
Where we cancel in the circumstances listed in paragraphs 8.4.1 – 8.4.2, we will not be liable for any costs or expenses that you incur.
8.5. If you have any specific medical details which you believe may be important, we highly recommend that you write these down and carry on your person at all times during the Event to ensure that anyone coming to your aid is aware of them.
8.6. On the day of the Event (or prior), you will be required to sign a medical questionnaire and statement of fitness. You will be required to submit this to the Event medic/Medical team, who will handle this information confidentially and at all times in line with Data Protection laws, at a time that will be made clear to you. We will provide you with a copy specific to your Event prior to your Participation in the Event. You will not be able to participate in the Event unless you present the medical questionnaire and statement of fitness at the appropriate time stipulated to you.
9. Event Rules
9.1. For reasons of fairness, safety and responsible behaviour, you are expected to abide by the Event rules and regulations set out in this entire paragraph 9. Failure to comply with these Event rules and regulations may lead to penalties or disqualification from the Event.
9.2. You will be required to provide us with your photo ID at registration for your Event. This is a mandatory safety requirement. You will not be able to participate in the Event unless you present your photo ID, prior to the start of the Event.
Note: You accept that on-the-Event-day steps and (including those contained in paragraph 8.5 above) are a mandatory part of the registration procedure and are designed to ensure your safety. You agree that you will unilaterally cancel your Event Participation and your Contract with Rat Race if you fail to follow these steps and our standard cancellation charges will apply in these circumstances.
You understand and accept that failure to comply with any of these terms and conditions (including the Event Rules) or the health and safety rules of the Event may, at Rat Race’ sole discretion, result in your disqualification from the Event. In such circumstances you may be asked to leave the Event site/location and our standard cancellation charges will apply.
Event Do’s and Don’ts
9.3. It is your sole responsibility to comply at all times during the Event with all applicable laws, byelaws and regulations, including without limitation, all speed regulations, road traffic laws (including the Highway Code and such local requirements that may be in place) and laws relating to the possession or use of alcohol, drugs or other prohibited substances.
9.4. You accept that the Event Director’s decision is final in all cases.
9.5. You MUST:
9.5.1. show respect for the environment, landowners, local communities and other recreational users and Participants;
9.5.2. ensure that you are wearing or carrying the appropriate (mandatory and/or recommended) equipment/kit at all times during the Event;
9.5.3. dress appropriately for the Event’s conditions, taking into consideration the weather on the day of your Event, which can vary. It is your sole responsibility to select and wear appropriate clothing, footwear and other garments. We will not be liable for any injury or any loss which is a result of you not wearing appropriate clothing and/or footwear;
9.5.4. notify the Event Medic (at registration or when promoted beforehand as part of our medical screening system) of any significant medical history applicable to you;
9.5.5. where we utilise them, be responsible for wearing your timing chip in the correct manner (whether as a competitor or a team member);
9.5.6. stop and assist using reasonable endeavours any competitors in need of medical attention and alert a race safety steward ASAP;
9.5.7. in an emergency, attract attention by (for example) using a whistle or voice or hand gestures and raise the alarm to other Participants/Event staff. In the event of a true emergency you must contact 999/112. There may also be an emergency protocol specifically issued for the Event for you to follow, which we will make made available to you. There will be Event medics, safety staff and marshals in attendance throughout the Event equipped with communications devices who will be available to assist you;
9.5.8. go to the aid of any Participant requiring medical assistance that is in proximity to you, and alert an Event marshal or staff member before continuing on your Event journey; and
9.5.9. co-operate with Event, marshals, stewards, officials and staff members at all times.
9.6. You must NOT:
9.6.1. interfere with the timing mats, boxes or their positioning;
9.6.2. stray off the course or enter out-of-bounds areas;
9.6.3. accept outside assistance during the Event;
9.6.4. use public transport and/or transport in cars or other vehicles at any time during the Event unless permitted by the Event organisers to do so; and
9.6.5. at any time drop any litter on any part of the course or in the Event village.
Event Obstacles and Naturally Occurring Course Challenges
9.7. You are expected to tackle any Event obstacles or naturally occurring on-course challenges that may be present sensibly, and with the knowledge that you can make decisions independent from any verbal instruction from Event marshals that may be present (for example, determining whether you consider yourself able to tackle these Event obstacles/challenges).
9.8. If you approach an obstacle/naturally occurring on-course challenge and you are unsure how it should be tackled in the safest manner, you should consult an Event marshal who may be able to offer some instructions. Alternatively consult any signs that may be present. In the absence of a marshal or specific signage (both or either of which may or may not be present) bypass the obstacle. Only attempt to tackle an obstacle/challenge if you are entirely sure of the method of engagement and you are confident that you have the ability to do so safely.
9.9. Some guidelines for safe practice are:
9.9.1. consider bypassing an obstacle or challenge if (1) you lack confidence, (2) have appreciable fear or (3) are in any form injured;
9.9.2. ensure that the approach to the obstacle or challenge and the obstacle or challenge itself are clear from obstruction;
9.9.3. if there is an Event marshal giving instructions, pay close attention and follow their instructions;
9.9.4. if choosing to help Participants, do so carefully, with their consent and without pushing inappropriately hard or by making inappropriate physical contact;
9.9.5. not attempting any stunts or ‘showboating’ whilst participating in the Event;
9.9.6. Paying attention to your surroundings, keeping head, arms and hands clear of any protrusions;
9.9.7. Checking your landing site before jumping or lowering yourself from any obstacle or challenge;
9.9.8. landing with both feet whilst bending your knees to absorb any shock;
9.9.9. moving away from the obstacle/challenge promptly;
9.9.10. completing the obstacle only ONCE;
9.9.11. not rushing;
9.9.12. not barging or jostling with other participants; and
9.9.13. not swallowing any water if you submerge for any reason.
Rat Race Event Equipment
9.10. Where we provide you with equipment or you hire it from us, you are expected to treat such equipment with care and respect. If in Rat Race’s reasonable opinion, you are found to have damaged our equipment (either wilfully, maliciously, negligently or by mistake) or if you fail to return our equipment at the end of the Event you will be responsible for paying the cost of replacing the damaged equipment to us.
9.11. Timing Equipment: Where timing equipment or satellite tracking units are issued to you for wearing or carrying during the Event, you must return the same to us immediately post-Event. The equipment remains our property at all times. If you fail to return any such items promptly, at all, or if you return them damaged (as outlined in paragraph 9.11), you must reimburse us for the replacement value of each item of tracking equipment which will be (i) up to £150 per item of timing equipment and/or (ii) the replacement value per satellite tracking unit – this may be considerably higher and replacement values will be communicated to you clearly in advance of your Participation in an Event.
Event Participant Bibs
9.12. If you are issued with an Event number bib/label by Rat Race you must display this and keep it clearly visible at all times during the Event. The Event number must not be altered or defaced in any way before or during the Event. You are not allowed to affix any other branding materials in any shape or form to your Event number or shirt, however temporary. Failure to comply with these requirements will result in instant disqualification from the Event (without any liability to us to refund your Participation Fee or any other costs or expenses incurred by you as a result).
9.13. We enter into agreements with landlords to secure permission for the parking of Participant vehicles. The plans we make for parking are crucial to enable all Participants to have a smooth and safe entrance and egress to the Event venues whilst causing the minimum of disruption to local traffic. Participants agree to follow the instructions of the Event parking staff both in terms of parking fee payments and parking space allocation. RR shall not be responsible for any Participant vehicles (including damage, theft or otherwise) that are parked in Event parking areas.
Third Party Vehicle Flyers Prohibition
9.14. We have a strict policy prohibiting flyers from being placed on vehicles. We have no association with, nor do we endorse, any organisations which may distribute unlawful flyers.
9.15. We will charge any organisations that conduct non-agreed vehicle flyering £1 per Participant taking part in the Event, to cover the cost of litter collection and refuse disposal.
9.16. You agree not to engage, or endorse, any organisation to distribute flyers on Participant vehicles and to indemnify us for any fines, losses, damages, compensation, costs and expenses (including legal expenses) incurred as a result of this (including, but not limited to, the costs detailed in paragraph 9.16).
10.1. If you intend to bring any Spectators to watch your Participation in an Event, you agree to be responsible for bringing this entire paragraph 10, and any Spectator guidance that we may provide you with, to their attention before the Event start date.
10.2. At certain Events, Spectators may also be required to sign their acceptance of specific Spectator Event rules, which will provided at the registration entry point.
10.3. Any Spectators attending an Event do so acknowledging that the Event is a hazardous activity that takes place in potentially dangerous and hostile conditions/locations. By choosing to spectate at an Event, Spectators accept these risks, in particular the inherent risks in paragraph 10.4 below.
10.4. Events carry inherent risks including, but not limited to:
10.4.1. Participants coming into contact/colliding with Spectators;
10.4.2. Spectators coming into contact/colliding with natural and man-made obstacles and structures as well as different types of terrain and naturally occurring circumstances including, but not limited to uneven terrain, landslides and rock falls;
10.4.3. erratic or inappropriate behaviour by Participants and/or other Spectators; and
10.4.4. varying weather conditions (including, but not limited to, extreme heat/cold, ice, snow, rain and/or fog).
10.5. Whilst attending an Event, Spectators are required to:
10.5.1. adhere to any Spectator Event rules that are presented to them;
10.5.2. exercise reasonable care and attention whilst spectating at an Event;
10.5.3. demonstrate appropriate behaviour to all Participants, other Spectators and Event marshals/staff at all times;
10.5.4. refrain from causing any obstruction to any Event course or to any Participation and to ensure that they stand in a suitable and safe location to ensure compliance with this requirement; and
10.5.5. wear appropriate clothing and footwear, which is suitable for the conditions of the Event.
10.6. We shall not be liable for any Losses sustained by any Spectator which arise out of that Spectator’s attendance at any Event (except where they arise out of our negligence).
11. Rat Race Event Transfer Process
11.1. Once you have purchased an Event Voucher and reserved your place in an Event, you will benefit from Rat Race’s Event Transfer Process. Your eligibility to transfer your Event through the Event Transfer Process is conditional and subject to the restrictions set out below. The Event Transfer Process has been designed to allow you to choose from any one of the following, for any reason, at minimal cost to you:
11.1.1. changing the Event you are participating in;
11.1.2. having the cost of your Participation Fee credited and a Rat Race e-voucher issued to you.
Note 1: Rat Race e-vouchers will be issued by e-mail containing your unique voucher code and are valid for a year from the date of issue. Their value will be equal to your original Event Participation Fee (for the avoidance of doubt, this will not include any administration fees previously paid, GPS charges, any charity donations paid as part of the entry process or any money spent on optional extras such as transport or accommodation). Your Rat Race e-voucher is transferrable to a third party, who may use it towards participation in an Event of their choice (provided that Event is open for entries whilst your Rat Race e-voucher remains valid and they possess the level of fitness required for their proposed Event).
Note 2: you will have the option to purchase Event cancellation protection via the Refund Protect Scheme (independent from us) when you purchase your Event Voucher. We recommend that you take out this protection as it will allow you to claim a cash refund if you cannot participate in an Event due to a qualifying reason under their terms of purchase. The premium for Event cancellation protection under the Refund Protect Scheme is non-refundable (for any reason) and must be paid in full. If, you chose to pay for your Event booking by instalments and cancel for any reason, you will still be required to pay any remaining balance due on the premium in full to us.
Note 3: Rat Race gift vouchers and credit vouchers are not valid for Refund Protection and the calculated premium will not take into account their value.
11.2. Your eligibility for the Event Transfer Process is dependent on the price of your Event and you must make your transfer request in writing to Rat Race Customer Service within the following timeframes:
11.2.1. if your Event price is less than £500 (per person), you must make your transfer 1 calendar month before the Event in person Registration Date;
11.2.2. if your Event price is £500 or over (per person), you must make your transfer 12 clear weeks before the Event start date.
Note 1: if you request to transfer outside of the deadlines stipulated in this paragraph 11.2, the options available to you will be to either (i) continue to participate in your original Event reservation or (ii) cancel your Event reservation and forfeit all monies paid to date.
11.3. When you request a transfer under the Event Transfer Process, you will be charged an administration fee before your transfer is approved/processed. However, this charge will not be made if you have received an Event Voucher and you request to transfer within 14 days of receiving it.
Note 1: if you transfer to an Event that is more expensive than your original Event, you will be required to pay any difference in price.
Note 2: we will have no responsibility for any services booked independently from us or for any third party costs, expenses or losses incurred by you as a result of you transferring your Event reservation (including, but not limited to, travel costs, accommodation, insurance premiums and/or hire services).
11.4. For further information on the Event Transfer Process please visit https://ratrace.com/transfer-policy/.
12. Event Non-Attendance
12.1. If you fail to attend on the day of the Event, or if you fail to obtain your Event pack on the day of the Event* or are unable to register, you are deemed to have unilaterally cancelled your entire Event Participation and you will not be entitled to a refund of your Event Participation Fee. In these circumstances, your Event Voucher will no longer be redeemable and you will not be entitled to (i) use the Rat Race Transfer Policy to use your Event Voucher to participate in any other Rat Race Event or (ii) use your Event Voucher to purchase merchandise from our online store.
*You will be unable to obtain your race pack if (1) you fail to produce your photo ID at registration on the day of the Event, (2) you fail to bring the mandatory Event equipment (as advised by Rat Race in good time prior to date of the Event) to the Event or (3) Rat Race (for your own safety) on the day of the Event deems in its’ reasonable opinion that your physical fitness level is insufficient to allow you to take part safely in the Event. You accept that where points (2) and (3) above of this paragraph apply, the Event Director’s decision on whether you are allowed to participate in the Event shall be final.
13. Your Behaviour
13.1. When you book an Event, you are responsible for your conduct whilst participating in the Event. We reserve the right at any time to refuse your entry into or your further Participation in an Event if, in our reasonable opinion, your behaviour has or is likely to cause danger, upset, distress to you, any other Participant, Spectator, Event staff or to property. If we exercise our rights under this paragraph, you will not be entitled to a refund from us. We will also not be liable to you for any compensation or for any third-party costs, expenses or losses (including, but not limited to, travel costs, accommodation and/or hire services) incurred by you as a result of your removal from an Event under this paragraph 15.
13.2. If you cause damage to any property (intentional or otherwise), you will be responsible for the cost of this damage and you agree to fully indemnify us for the full amount of any losses, damages, compensation, claims, costs and expenses (including all legal costs and expenses) made against us by the property owner or by any third party.
14. Film & Photography Rights
14.1. During the online booking process, we will request your consent for you to agree on your behalf and on behalf of any other Participants included in your booking that any Imagery of you taking part in the Event and any publicly available biographical material of you may be used by us, or our third party commercial partners, for reproduction in any publication, presentation, footage of the Event, sales, publicity of the Event, related promotional material or marketing communication (including email or any other electronic communication) without limitation, throughout the world, and without charge. This consent is imperative to our work and we cannot operate the Event without it, therefore it is a key condition when you purchase an Event Voucher to be used to take part in any Event. To the extent necessary, you agree to license us (on a non-exclusive basis) to use any such Imagery in whole or in part, without restriction, for any and all such or related purposes described in this entire paragraph 14.
Note: we will not require your consent for any photographs, videos/films, sound and/or media recordings taken of crowds where they do not identify your Imagery, since they are not considered to be personal data.
14.2. You agree to bring this entire paragraph 14 to your entire party’s attention before purchasing your Event Voucher. Nothing in this entire paragraph 14 shall, however, prevent you or any of your party from contacting us to withdraw your consent for processing your Imagery at any time. For the avoidance of doubt, this paragraph 14 should be read in conjunction with paragraph 15 (Data Protection).
14.3. Where you have consented to our using of your Imagery, you agree that we have sole discretion to use (or refuse to use) this. You also agree that we may use or edit such Imagery at our sole discretion.
14.4. To the extent permitted by law, you expressly waive any claims against us (including our directors, officers, agents, employees, consultants, licensees and assignees) in relation to any issues concerning the invasion of privacy, defamation or any other cause of action whatsoever arising out of the production, distribution, sale, broadcast or exhibition of you Imagery for the purposes outlined in paragraph 14.1 whilst your consent to use your Imagery/publicly available biographical material remains valid.
14.5. If you wish to engage a third party for the purpose of commercial filming, photography and/or collecting Imagery of you at the Event, you must request our written consent prior to the Event.
14.6. You are welcome to take photographs, film footage and create imagery of your participation in the Event for non-commercial purposes (that is for personal and private use only). No written permission is required for the publication of personal images on social media sharing websites such as Facebook and Instagram.
14.7. You are NOT permitted to reproduce or use photographs, film footage or Imagery of the Event taken by you for any commercial purpose (including, but not limited to, on websites, in any printed media or matter or in any television programme) without first obtaining our prior written consent.
14.8. Where paragraphs 14.5 – 14.7 apply, you agree to make all Imagery obtained by you available for us to use, without charge, for the uses outlined in paragraph 14.1. We shall, in our sole discretion, decide whether or not to use the Imagery for these purposes. Your right to withdraw your consent to our using your Imagery shall apply equally to Imagery obtained by you.
14.9. To the extent permitted by law, you agree to assign (by way of present assignment of future copyright) to us all rights, title and interests in the world-wide copyright and all intellectual property rights in such reproduced or used photographs or footage together with exclusive world-wide rights of exploitation where it is necessary in order for us to use your Imagery for the uses set out in paragraph 14.1.
15. Data Protection
15.1. In order to reserve your place on your chosen Event and to provide the services included in your Event Voucher, the personal data that you provide to us when you make your online purchase (including sensitive data, data relating to minors, your name, passport details, address and dietary requirements) will be passed to our suppliers (including accommodation providers and transport companies) and/or other organisations, where necessary, to ensure the provision of your Event arrangements. This means that this personal data may also be provided to public authorities if required by them, or as may be required by law. In the absence of passing this personal data as described in this paragraph 15.1, it will not be possible for your Event activities/services to be arranged.
15.2. We have security measures in place to protect your personal data. However, if your Event is in a country that is outside of the European Economic Area, the controls on your personal data protection may not be as strict. However, we will only pass sensitive personal data (including, but not limited to, data relating to your health) people/suppliers who are responsible for your travel arrangements/the performance of services included in the Event and where we have your prior consent to do so.
16.1. If you have a complaint regarding your Event, you must bring this to the attention of a member of the Event team without undue delay who will try to solve the issue for you. If your complaint cannot be resolved during the Event, you must send a written complaint to Rat Race Customer Service email@example.com as soon as possible and no later than 28 days after the end of your Event, so that we can investigate fully.
16.2. If you do not follow the complaints procedure set out in this paragraph 16, we will be denied the opportunity to investigate and resolve your complaint and this may affect your rights under the Contract.
Note: if, for any reason, you issue a chargeback, we reserve the right to defend this vigorously where any defence is available to us. You agree not to issue a chargeback before you have raised a complaint with us first and allowed us sufficient time to respond to you. If, for any reason, you issue a chargeback whilst we are investigating a complaint on your behalf, you agree to indemnify us for any additional costs (or duplicate costs) that the chargeback process incurs and if, for any reason, you are compensated for the same complaint twice.
17. COVID-19 and Similar Contagions
17.1. Whilst efforts are being made across the world by local governments, authorities and health authorities to minimise the spread of COVID-19, there remains a risk that you, or any member of your booking, may be exposed to and/or contract this virus (or similar contagion) at any time before, during or after your participation in an Event if you come into contact with an infected person(s). We are working with our suppliers to ensure that they have implemented systems to follow local guidance/measures and have response strategies in place to offer the best available protection for our customers. The level of measures in place may differ by country/area and may not necessarily be as strict as those in place in the UK. Irrespective of measures being taken, due to the nature of this virus (and contagions of a similar nature) it is not possible to completely eradicate the risk of contracting it.
17.2. It is important that you are aware of these risks before you book with us, so that you can proactively decide whether a particular Event/location is suitable for you/your party. We recommend that you consider the FCDO’s latest travel advice https://www.gov.uk/foreign-travel-advice and the infection rates at your intended destination(s) before making your booking (particularly if your Event is outside of the United Kingdom). We also recommend that you discuss any health concerns/conditions that you or any member of your party may have with your GPs before booking with us.
17.3. If you chose to accept the risks outlined in this entire paragraph 17, please ensure that your insurance policy (as stipulated in paragraph 4) also covers the costs of your medical treatment, Event curtailment, repatriation and associated costs, each to the extent required for your chosen Event, should you contract COVID-19 (or similar contagion).
Changes to Facilities/Itineraries
17.4. The effects of COVID-19 (or other similar contagion or associated restrictions, events and government/public authority actions) may mean that travel to/from your Event location, as well as certain services and facilities at destination or included in your Event, may be affected and/or different to those normally expected, sometimes with little or no advanced notice. Examples of this include, but are not limited to:
17.4.1. quarantine restrictions introduced in the UK/your home country or abroad;
17.4.2. requirements to wear protective clothing such as face masks;
17.4.3. disruption of travel, such as inability to board carriage due to you presenting symptoms of illness, changes to facilities at airports/ports/terminals, short notice change of carriers/flights and changes/adjustments to transfers that you may have arranged;
17.4.4. restriction or closure of accommodation facilities and services including, but not limited to, where this is due to an outbreak of COVID-19 (or similar contagion), social distancing requirements or similar (e.g. closure of buffet functions, gyms and other communal areas, restricted numbers for events/classes made available by your accommodation provider), lower levels of staff present, changes to menus/products usually made available due to a shortage of suppliers/the non-availability of products and the introduction of having to book meals and other services in advance;
17.4.5. restriction or closure of local facilities; and
17.4.6. being required to adhere to social distancing requirements and limiting contact to participants within your booking.
It therefore may be necessary for us to make changes to your Event either before its start date or during your participation with little or no notice in these circumstances. We reserve the right to deviate from your original Event course/itinerary or to make changes to the same where it is necessary to do so to ensure your safety. We will not have any liability to you in these circumstances.
18. Instalment Plan Payment Default
18.1. Where paragraph 2.5 of these terms and conditions apply, your booking will be treated as a cancellation by you and you will not be entitled to a refund or to transfer your Event Voucher through the Event Transfer Process.
19. Changes & Cancellations Made by You
19.1. Events are arranged over a year in advance and are non refundable (for some Events this is as much as 3 years in advance). This means that once you have a confirmed Event reservation it will not be possible to make any changes to it (but note paragraph 19.3 below).
19.2. If you wish to cancel your Event reservation, for any reason, the Lead Participant must make a request in writing to Rat Race Customer Service. Where you choose to cancel, you will not be entitled to a refund of your Event Participation Fee and your Event Voucher will become void (but note paragraph 19.3 below).
19.3. Notwithstanding paragraphs 19.1 – 19.2, you may alternatively transfer Event reservation provided you satisfy the Event Transfer Process requirements set out in paragraph 11.
20. Changes & Cancellations Made by Us
20.1. If we have to make a change to your Event, we will notify you of this as soon as possible. Changes may include, but are not limited to, changes to the course (including its route and/or distance) and/or changes to the start time provided the Event still runs on its’ original start date. Where we make any of the changes mentioned in this paragraph 20.1, you will not be entitled to a refund of your Event Participation Fee.
20.2. Due to the nature of the Events (including, but not limited to, their location and weather conditions that affect them) it may be necessary to relocate an Event. We will only do this where it is necessary. We will notify you of a change of location no later than 30 calendar days before the Event start date. You accept that this is a reasonable notice period and that an announcement on our website or on our Facebook site will be sufficient notice of a change of location. You also agree to check these sites regularly. You will not be entitled to a refund if you are unable to participate in an Event which is relocated within a 100-mile radius of the original Event location.
20.3. We reserve the right to change the date of your Event. If you are unable to participate on the re-scheduled date, you must let us know as soon as possible. You will be entitled to use the Rat Race Transfer Process referred to in Paragraph 11, which includes requesting an Event Voucher to use for an alternative Event (for the avoidance of doubt, in these circumstances the transfer administration fees will not apply).
20.4. If we have to cancel an Event in advance of it taking place, you can transfer your Participation Fees and/or associated Event purchases under the Event Transfer Policy in paragraph 11 (which includes the option to convert your Event Participation Fees into a Rat Race e-voucher) without any transfer administration fees.
20.5. Rat Race’s Events are clearly marketed as adventurous and this concept involves an element of uncertainty in the circumstances the Event may face in its’ delivery. If a Event is cancelled or postponed due to Force Majeure, we reserve the right to issue you a Rat Race e-voucher, which will be equal to the value of the Event Participation Fee paid, or extend the terms of the Rat Race Event Voucher issued to you so that it can be redeemed against an alternative Rat Race Event.
20.6 We reserve the right at all times to alter, remove portions and/ or change the published event route if we deem it prudent for your safety or for other operational or weather-based reasons. We also reserve the right to switch the order of planned activity and/ or add or decrease distance within a route, and/ or add or remove stated activities within a route. You explicitly agree to allow us to do all or any of these things. If we do have to make a route change, we will use reasonable endeavours to inform you of these changes prior to them taking place, if this is possible. You agree that this does not affect your statutory rights and that this does not constitute a material change to your purchase and that this constitutes us using our skill and judgement in event and expedition management to make good decisions on your behalf.
21. Our Responsibilities
21.1. We will arrange your Event exercising reasonable skill and care, but you accept that Events carry inherent risks and hidden hazards, which we shall not be responsible/liable for.
21.2. We have a duty to select any third-party suppliers that we contract with to provide services at the Event including, but not limited to, Event medics, caterers etc. with reasonable skill and care.
21.3. Where you purchase accommodation (or any other optional services such as camping/campervan/caravan tickets for pitches) separately to your Event purchase from us, we act as agent for those suppliers only. We will have no liability for the performance of these services and your contract will be with the supplier direct.
Note: pitches for camping, campervans and caravans may be in remote locations and you accept that they carry their own inherent risks.
21.4. We shall have no liability to you for any Losses arising out of your Participation in an Event, except where we have been negligent. Where we are found to be negligent under this paragraph 21, we limit our liability to the Participation Fee you have paid, except in the case of liability for death or personal injury.
21.5.1 Rat Race have a stringent safety policy throughout all events. Vehicle and driver due diligence is carried out; however, all standards are equivalent to the host countries rules and regulations.
21.5.2 Accommodation used by Rat Race is researched and checked before each event; however, all standards are equivalent to the host countries rules and regulations.
22. Law & Jurisdiction
Your contract with Rat Race Events is governed by United Kingdom legislation and law.
The Organiser’s correspondence address is:
Rat Race (Events) Limited, Rat Race Adventure Sports, F3, First Floor, Hurstwood Business Centre, York Road, Thirsk, YO7 3BX
The Organiser’s registered office (not to be used for correspondence) is:
272 BATH STREET, GLASGOW, G2 4JR, SCOTLAND. Company registration no SC259949.
© Copyright Rat Race (Events) Limited