Terms & Conditions – Lincoln Santa Fun Run 2022


Definitions

  • “Event” the 2022 Lincoln Santa Fun Run & Walk organised by The Rotary Club of Lincoln Colonia and held on Sunday 11th December 2022. This includes activities before and after the actual run on the day.
  • “Organiser” The Rotary Club of Lincoln Colonia (Registered Charity Number 1140234) and any party appointed by the Rotary Club of Lincoln Colonia to manage the event on their behalf.
  • “Entry fee” the money payable on registration for the Event.
  • “Event date” the date on which the event is held, or planned to be held.
  • “Participant” any person registered to take part in the event or taking part in the event or any person placing an order for a place in the event.
  • “Venue” the location and route where the event will take place

Communications

Participants will receive communications by email and by published announcements on this website. The participant is responsible for providing a valid and correct email address and for monitoring and reading such emails sent to the address given. On receipt locally emails may be subject to management rules including “spam” or similar folders, the participant is responsible for identifying and reading any such email messages.

Event cancellation – organisers discretion

The organiser reserves the right to cancel the event up to 1 (one) month before the event date if insufficient applications are received or if the event is no longer economically viable.

If the event is cancelled in accordance with the above condition the organiser:

  • shall make reasonable efforts to refund the entry fee to the participant
  • shall not be liable for any other losses incurred by the participant as a result of the cancellation of the event.
  • shall notify participants of the cancellation by email and by publication on this website.
  • shall donate any funds from entry fees which cannot be refunded remaining after event costs to charities determined by the organiser.

Event cancellation – Force majeure

The organiser may determine at its sole discretion that as a result of a Force Majeure Event it is necessary to cancel, postpone or change the venue for the event.

If the event is cancelled or amended in accordance with the above condition the organiser:

  • shall be entitled to cancel or change the event.
  • shall notify participants of the cancellation by email and by publication on this website.
  • shall make reasonable endeavours to rearrange the event.
  • is not required to offer participants a refund of entry fees.
  • shall, where the event cannot be rearranged, donate any funds from entry fees remaining after event costs to charities determined by the organiser.

 Event change of date or venue – organisers discretion

The organiser reserves the right to alter the date, time or venue for the event.

If the event is amended in accordance with the above condition the organiser:

  • shall notify participants of the change by email and by publication on this website.
  • shall notify participants by email and by publication on this website of the participants right to cancel their registration and request a refund of entry fees
  • shall make all reasonable efforts to refund entry fees where requested
  • shall not be liable for any other losses incurred by the participant as a result of changes to the event.

Withdrawal from the Event

Participants unable to attend the event may request a refund of their entry fee subject to the following conditions:

  • the participants must notify the organiser by email or contact form on this website
  • a full refund can be requested if the request is made at least 2 (two) months before the event date.
  • a 50% refund can be requested if the request is made at least 1 (one) month before the event date.
  • If an event costume (santa suit) has been purchased and has been received by the participant this must be returned before any refund can be agreed
  • no refund will be given if the request is made less than 1 (one) month before the event date.

Any charity donations made by the participant to the organiser are not refundable

If the participant has received in advance sponsorship donations for the organiser associated with the event these must be sent to the organiser together with the sponsorship form.

Eligibility

The event is open to participants of all ages however participants aged 8 year and under must participate with a parent or responsible adult, which means everyone needs to register to take part (under 5’s can register free as L’Elf Runners). Those aged 9 and over can participate alone, but anyone aged 16 and under must be accompanied by a parent or responsible adult on the day.

Participants must display a runner bib (with runner number or l’elf logo) issued on payment of entry fee in order to participate in the event.

Medals may be issued at the end of the event at the sole discretion of the organiser. These will only be issued to participants completing the published event route and displaying a runner bib described above.

The organiser reserves the right to refuse admission to the event where the participant does not comply with the dress code published on this website or behaves in a manner which the organiser considers, at their sole discretion, to be offensive or unacceptable.

Disclaimer

Medical Fitness

By entering the event, participants confirm they are medically fit for the event and enter at their own risk. The organisers or its sponsors will not be held responsible for any injury or illness caused during or as a result of the event or for any property lost or damaged during the event.

Venue & Route Conditions

The organiser accepts no liability for the state or condition of the surface upon which the event takes place.

Directions and instructions

By entering the event participants agree to follow (i) any directions given in advance of the event (on this website) and during the event by the organisers and event marshals (ii) any local or national government regulations and guidance relevant to health protection applicable on the event day.

Your Information

By registering to take part in the event participants consent to the personal information provided being held and processed electronically by the organiser. The organiser agrees to hold participant’s information securely and not to pass it on to any other party other than where applicable (i) HMRC for the purposes of charity gift aid claims (ii) authorised third parties (ge PayPal) for the purposes of processing payments. Certain information (images) may be released in the public domain (see below). Participant information is used solely for the purposes of managing the event and informing the participant of future events organised by the Rotary Club of Lincoln Colonia. The participant may request their information is no longer used for this purpose at any time.

Use of Image

The event is held in a public space. Video and still photographic images may be taken of the event and its participants. By participating (as entrant or spectator) in the event participants  consent to being filmed or photographed during the event and to any such images taken being used by the organisers, the sponsors or the supported charities for purposes associated with promotion of this and future Lincoln Santa Fun Run & Walk event and other charity events organised by the Rotary Club of Lincoln Colonia.

Drone video photography may take place. To comply with CAA regulations participants agree to observe any instructions given by the drone operating company, either directly or via an event marshal or the organiser. Should a participant have any concerns about the drone operations they should notify the organiser.

Personal & Sponsorship Donations

Please refer to the separate Terms & Conditions page

Last updated: February 2022.