Term and conditions

The Event

Undertake to walk or run 100km in teams along a predetermined route within 30 hours in order to raise, in sponsorship, funds for the beneficiary charities.

Oxfam reserves the right to alter the course without notice and/or cancel the event in consultation with and under the direction of Emergency Services and major event
stakeholders/land owners. If the event is cancelled participating teams can request a 50% refund of their registration fee.

Beneficiaries

Acknowledge that Trailtrekker 2010 is a fundraising event in aid of Oxfam GB (reg. charity in England and Wales 202918 and Scotland 039042).

Roles and responsibilities

Acknowledge that Trailtrekker is an Oxfam GB event, organised in conjunction with Events and Activities Ltd., in order to raise funds for Oxfam GB (reg. charity in England and Wales 202918 and Scotland 039042).

Agree to raising as a team the amount stated as the fundraising pledge on the online application form and share collective responsibility for raising this amount.

Fundraising

Understand that the amount of funds raised by your team does not include the sums paid as entry fees, nor the funds which may be subsequently reclaimed by Oxfam in Gift Aid.

Agree that all funds raised must be paid to Oxfam GB by Oxfam’s stipulated methods by the fundraising deadline of 1 September 2010.

Understand that failing to meet your fundraising pledge may result in refusal from subsequent Oxfam Sponsored Challenges.

Agree that no funds raised will be paid to any charity other than Oxfam GB.

Agree to have raised £1,000 towards your team's fundraising pledge by 05 May 2010.

Entry to the event

Understand that your application must be submitted before the entry deadline of 31 January 2010.

Acknowledge that entry is worked on a ‘first-come-first-served’ basis and that once the event has reached capacity no further applications will be accepted.

Agree that valid details for all four team members must be recorded at the point of application, or the application will bedeemed void.

Agree that submitting an entry does not automatically guarantee entry to the event. Your place in Trailtrekker 2010 is not confirmed until you have received confirmation from Oxfam GB.

Liability

Agree that, while neither Events and Activities Ltd. nor Oxfam GB exclude liability for personal injury or death caused by their own negligence, you undertake the event entirely at your own risk and will not hold Oxfam GB or Events and Activities Ltd. responsible for: (a) any damage to, or loss of personal property or (b) any accident or injury which does not result from the negligence of Oxfam GB or Events and Activities Ltd. arising directly or indirectly or in any manner howsoever out of or in connection with the event.

The Hazardous Nature of the Event

Understand that the event involves sustained physical exercise in a remote area, and may involve walking at night.

Agree that you are responsible for your own fitness to take part in the event, and for consulting a doctor about your participation if necessary.

Understand that the organisers may need to cancel, halt, delay, or re-route the event in response to hazards including fire, flood, path instability, foot and mouth or other such disease. In such instances, you will be given as much notice as possible, and any necessary alterations will attempt to preserve the nature of the event.

Rules and regulations

Agree that you must take part in teams of four people, all of whom must be 18 years of age or more on the day the event starts.

Understand that team members must start together, remain together on the trail and must check-in at each checkpoint and the Finish point together. Team members may not leave a checkpoint until the whole team has reached that checkpoint.

Agree that a team’s recorded time at each checkpoint and at the Finish will be the time of the last team member.

Acknowledge that it is the team’s responsibility to ensure that they have been correctly checked-in at each checkpoint.

Agree that you may not be transported by vehicle along any portion of the trail or between any points on it, unless you have formally withdrawn from the event.

Agree to wear the wristband and identification number at all times during the event. Do not drop litter. Participants and support crews must respect the environment. Use the litter and recycling bins at the checkpoints.

Registration

Understand that registration is a mandatory safety procedure and it is each team’s responsibility to ensure that this is completed in good time prior to its allocated start.

Understand that no substitution is permitted after the team has registered. Registration includes an equipment check to ensure that each team member is adequately equipped to take part.

Agree that if you are deemed by the organisers to be inadequately equipped or prepared you may be disqualified on safety grounds. (A list of essential items is given in the Training Guide).

Smokers agree to smoke only in the designated area provided.

Results and awards

Agree that only registered participants who complete the 100km trail will receive a medal and certificate.

Agree that only teams that complete the course as a team of four within the 30-hour time limit, and who entered their team into the relevant award category, will be entered into the official results and qualify for the fastest team awards. There will also be an award for the team displaying ‘best team spirit’, ‘the top fundraising team’, and an ‘overcoming the odds’ award.

Withdrawals and injuries

Before the event: Understand that the entry fee covers the cost of your participation in the event and is non-refundable.

Agree that substitution of team members is permitted until 15 May 2010. All changes must be communicated to Oxfam before this date.

During the event:

Agree that any member who is injured or exhausted must be brought to the nearest checkpoint for assistance. If the casualty cannot be moved, one person must stay with them while the remaining members seek help. Under no circumstances is a casualty to be left unattended.

Agree that if you wish to withdraw from the event you must first report to the nearest checkpoint or contact Race Control.

Understand that it is the responsibility of the remaining team members to ensure that the organisers are aware of the withdrawal and may not continue until it has been reported.

Agree that teams of three members will be permitted to start the event or continue in the event if a team mate withdraws somewhere on the course.

Understand that if two team members withdraw, the remaining two may only continue if another team formally accepts responsibility for them for the remainder of the event.

Understand that teams of two may not start the event unless they can be paired with another team of two.

Support crew

Agree that each team must have a support crew to provide practical and emotional support on the event.

Understand you must organise your own support crew to transport you to the Start and from the Finish and to provide assistance at checkpoints along the trail.

Agree to communicate to your support crew that they must drive safely, and park safely, without hindering the flow of traffic or endangering the safety of participants and other people.

Disqualification

Understand that failing to wear identification numbers, failing to comply with safety order notices issued by the Trailtrekker organisers, or acting dangerously or unfairly to gain advantage during the event may result in disqualification.

Marketing

Agree that images and interview material taken on the day of all participants and support crew members may be used by Oxfam to promote Trailtrekker and Oxfam Sponsored Challenge Events in the future.