1.1 The Deloitte Ride Across Britain (“Event”) is a multi-stage cycle event scheduled to take place between 8-16 June 2013 and is organised by Threshold Sports Ltd (“Threshold”) and shall be referred to as the “Deloitte Ride Across Britain” or such other title as Theshold may advise.
1.2 The Event is made up of 3 “Packages”:
(a) a nine day Package from John O’Groats to Land’s End between 8th and 16th June 2013 (“Full Course Package”);
(b) a four day Package from John O’Groats to Carlisle scheduled to take place between 8-11 June 2013 (“Scotland Package”); and
(c) a five day Package from Carlisle to Land’s End scheduled to take place between 12-16 June 2013 (“England Package”).
1.3 These Rules and Regulations relate exclusively to the Full Course Package and the Charity Entry System (as defined below at Clause 1.5).
1.4 Only persons aged 18 years or above as at 1 January 2013 may register for the Event.
1.5 Applicants must complete and submit the online charity registration form (“Online Charity Registration Form”) which can be found at www.rideacrossbritain.com (the “Event Website”), and pay a registration fee of £750 to Threshold via its online payments system (the “Charity Registration Fee”) and commit to raise a minimum of £2,950 sponsorship (the “Minimum Fundraising Requirement”) for one of the six (6) partner charities (each, a “Partner Charity”) as listed in Appendix 1 (the “Charity Entry System”)
1.6 Places in the Event are strictly limited and therefore applications are subject to availability. Subject to the terms of these Rules and Regulations, Threshold will consider applications on a first come, first served basis.
1.7 All successful applicants through the Charity Entry System (hereinafter referred to as “Participants”) will be notified by way of an email confirmation that they have been allocated a place to take part in the Event (“Online Confirmation”).
1.8 In respect of each Participant, Threshold requires confirmation in writing from a Partner Charity that £2,000 of the Minimum Fundraising Requirement has been received by that Partner Charity by May 28th 2013 (a “Fundraising Requirement Confirmation”).
1.9 In the the event that Threshold has not received a Fundraising Requirement Confirmation in relation to a particular Participant, that Participant must pay £1,000 directly to Threshold before June 2nd 2013 (“Shortfall Payment”). The Shortfall Payment will be refunded by Threshold directly to the participant by August 5th 2013 if the Participant subsequently reaches the Minimum Fundraising Requirement by July 31st, 2013 and this is confirmed in writing by the Partner Charity to Threshold.
1.10 In respect of a particular Participant, if Threshold does not receive a Fundraising Requirement Confirmation or a Shortfall Payment, that Participant will not be allowed to take part in the Event, will not be refunded their Charity Registration Fee and any money raised for the Partner Charity to date will remain with the Partner Charity.
1.11 For the avoidance of doubt, the Charity Registration Fee and Minimum Fundraising Requirement do not include tax effective savings such as GiftAid or CAF vouchers.
1.12 The relevant date for registrations shall be the date the Participant receives the Online Confirmation. Threshold is not responsible for technical, hardware or software failures of any kind, lost or unavailable network connections, or failed, incomplete, garbled or delayed computer/Internet transmissions or other errors or malfunctions of any kind which may prevent receipt by Threshold of an Online Registration Form or receipt by an applicant of an Online Confirmation. For the avoidance of doubt, if, for any reason whatsoever, an applicant does not receive an Online Confirmation, said applicant shall not be considered to be a Participant and Threshold shall not be responsible for the applicant’s failed application.
1.13 The Charity Registration Fee is non-refundable and non-transferable under any circumstances. If payment is rejected or not cleared for whatever reason, Threshold reserves the right to refuse registration and entry into the Event.
1.14 Subject to the other provisions of this Clause 1, submission of the Online Registration Form, payment of the Charity Registration Fee, receipt of the Online Confirmation and receipt by Threshold of either: (i) the Fundraising Requirement Confirmation; or (ii) the Shortfall Payment, shall (together) entitle the Participant to participate in the Event.
1.15 The Event is personal to the Participant accepting these Rules and Regulations, and the Participant undertakes and agrees (i) only to participate in the Event wearing the number assigned to his/her registration, (ii) not to authorise or permit any third party to use his/her rider number for the Event and (iii) not to sell, transfer or give any other person the right to participate in the Event and/or use the Participant’s number.
1.16 If at any time it is discovered that any Participant should have been ineligible to participate in the Event or if participation in the Event should have been refused for any reason whatsoever, Threshold reserves the right to disqualify such Participant from/refuse such Participant entry to the Event. Further, Threshold reserves the right to reject at any time any Online Registration Form which it believes to be fraudulent, or to disqualify at any time any Participant it believes not to have fully complied with these Rules and Regulations from participating in the Event, or in any future Threshold events. Threshold shall not be 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 Rules and Regulations.
1.17 If any provision in these Rules and Regulations, whether 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.
1.18 These Rules and Regulations (and any documents referred to herein) constitute the entire agreement and understanding of the parties and supersede any previous agreement between the parties relating to the Event. Nothing in these conditions shall constitute or be deemed to constitute a partnership between the parties. These Rules and Regulations 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.
2 DELOITTE RIDE ACROSS BRITAIN
2.1 Subject to Clause 2.3 below, the Event will be held between 8-16 June 2013.
2.2 The Event is an arduous multi-day endurance cycling event, involving the completion of a fully signed route. Participants are encouraged to cycle in groups (with chaperone guidance) for reasons of safety, although this is not compulsory.
2.3 Threshold reserves the right to change the time, date, route and/or format of the Event and to cancel the Event, in whole or in part, without notice or liability to the Participant. Threshold shall inform the Participant by email of any such change or cancellation.
2.4 Any Participant intending to cancel their place in the Event shall inform Threshold in writing (e-mail or letter) as soon as reasonably practicable (“Cancellation Notification”). [An amount will be refunded to the Participant equal to the sum of their Charity Registration Fee minus the “Non-refundable Fee” within 30 days of receipt of the Cancellation Notification as per the table below dependent on the date that the Cancellation Notification is received by Threshold. ]
|Date of Cancellation Notification||Non-refundable Fee|
|Before 12.00am 8th December 2012||£250.00|
|Between 12.00am 8th December 2012 and 12.00am 8th January 2013||£500.00|
|Between 12.00am 8th January 2013 and 12.00am 8th June 2013||£750.00|
2.5 Threshold reserves the right to remove any Participant from the Event, either during or before it, due to ill health, or any other reason (at Threshold’s discretion) that may render him/her unfit to safely complete the Event. The Participant confirms that he/she will not take part in the Event if he/she is suffering from any contagious illness (in particular diarrhoea or vomiting symptoms) and confirms that he/she will report any illness during the Event, to the Event medical team immediately.
2.6 Without prejudice to Threshold’s right to remove any Participant from the Event due to ill health pursuant to clause 2.5 above, the Participant acknowledges and agrees that:
2.6.1 If he/she becomes ill with a non-infectious illness (as determined by the Event medical team) during a stage but wishes to join a subsequent stage, Threshold will, where reasonably practicable and subject to the advice of the Event medical team, transfer him/her to the next base camp. Where such transfer is not reasonably practicable (or where the Event medical team advise against the Participant’s continued involvement in the Event), the Participant shall be removed from the Event.
2.6.2 If, however, he/she becomes ill with an infectious illness (as determined by the Event medical team), the Participant shall be removed from the Event.
2.7 In the event of a Participant having to leave the Event because of injury, illness or voluntary withdrawal, he/she will be responsible for all repatriation travel costs.
2.8 Threshold will endeavour to provide every Participant with a completion time but is not responsible for any electronic timing anomalies.
2.9 No drugs, illegal substances, performance enhancing substances or intoxicants of any kind are permitted to be used by any Participant either before or during participation in the Event. Threshold reserves the right to refuse attendance at, or participation in, the Event by any persons found to have consumed or to have in their possession any drugs, illegal substances, performance enhancing substances or intoxicants of any kind.
2.10 Threshold reserves the exclusive right and license throughout the world (and Participant hereby grants Threshold such exclusive right and licence) to interview and/or photograph and/or film the Participant at the Event (and before and after the Event as Threshold may reasonably require) and to the unlimited, worldwide, 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) the Participant’s name, likeness and image or facsimile image, signature, voice, video and film portrayals and other means of identification of the Participant, and any biographical or other information or data related to the Participant (including ride times and results), in connection with the production, advertisement, marketing, promotion or sale of Event sponsor products and/or the promotion, marketing or advertisement of Threshold or any Event sponsor.
2.11 As a continuing condition of entry each Participant shall ensure that, for the duration of the Event:
2.11.1 safety approved cycle helmets are worn at all times when cycling;
2.11.2 he/she is capable of carrying out basic bike maintenance, such as puncture repairs, whilst on the route;
2.11.3 he/she does not start earlier than the official start time on each day of the Event. Failure to comply with this rule will result in disqualification;
2.11.4 he/she completes each daily stage between the hours of 7am and 7pm, however, Threshold reserves the right to alter the route start and finish times each day in the event of mitigating circumstances e.g. strong head winds;
2.11.5 he/she stays in front of the broom wagon on the route at all times. The broom wagon will depart the start base camp at 08.30am and travel at an average speed of 10mph each day. If a Participant falls behind this pace he/she will be collected by the broom wagon and repatriated to the next base camp, and may rejoin the Event at the start of the following day. Threshold shall have no liability whatsoever to any Participant who fails to remain in front of the broom wagon and refuses to be collected by it and Threshold reserves the right to remove such Participant from the remainder of the Event;
2.11.6 his/her bicycle is roadworthy for the Event and equipped with the relevant insurances and documentation;
2.11.7 he/she does not use a mobile phone whilst cycling;
2.11.8 due to the outdoor nature and endurance aspect of the Event, he/she maintains personal hygiene at all times, and adheres to all hygiene advice provided by Threshold;
2.11.9 he/she does not use a music player with headphones whilst cycling;
2.11.10he/she does not take food or drink from anyone other than another Participant whilst on the move;
2.11.11he/she displays the official event numbers provided at registration in the manner indicated during the Event;
2.11.12he/she does not deviate from the official signed route of the Event;
2.11.13he/she abides by all Event rules and regulations;
2.11.14he/she holds the following insurance:
22.214.171.124a minimum of £5 million public liability cover;
126.96.36.199travel insurance that covers personal travel plans; and
188.8.131.52insurance that covers personal belongings, including his/her bike.
Participants will be asked to submit confirmation of the above insurance cover to Threshold prior to the Event, and may be asked to submit documentary evidence of it;
2.11.15he/she complies with the Highway Code at all times; and
2.11.16he/she obeys traffic officers and authorised marshals at all times; failure to do so will result in disqualification.
3 PARTICIPANT’S WARRANTIES AND UNDERTAKINGS
3.1 The Participant acknowledges that participation in the Event is not possible without validly entering into this agreement on these Rules and Regulations and agrees to be bound by these Rules and Regulations.
3.2 The Participant agrees at all times during the Event to abide by the reasonable instructions and guidelines of Threshold’s staff, nominated representatives, and contractors and to behave appropriately at all times on the route and in the base camps. Participants acknowledge and agree that Threshold will organise and run the Event and will have sole authority and be the final arbiter on all decisions relating to the following aspects of the Event: health and safety, logistical operations, participation, organisation and rules and regulations.
3.3 The Participant understands the endurance demands of the Event and commits to preparing to take part in the Event by:
3.3.1 complying with the Event monthly training plans (or comparable training advice);
3.3.2 consistently completing long distance rides (min. 80 miles) before the Event;
3.3.3 completing a number of training rides on consecutive days in order to experience fatigue brought on by persistent mileage; and
3.3.4 undertaking regular training within a group in busy road conditions (e.g. roundabouts, major junctions) in order to feel confident out on the road.
3.4 The Participant acknowledges that participation in the Event involves inherent risks of accidents and injury.
3.5 The Participant acknowledges that he/she is personally responsible for his/her own belongings during the Event, and that he/she must collect any personal lost items from lost property before he/she leaves the Event.
3.6 Participation in the Event is at the Participant’s own risk. The Participant irrevocably agrees to hold harmless, indemnify and reimburse Threshold from and for any sum, costs or expenses (including legal and professional fees) incurred, payable or paid by Threshold to any person (including the Participant and/or any of the Participant’s insurers) in connection with 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 Threshold or any of its employees).
3.7 The Participant confirms without reservation that he/she is in a good physical condition to participate in the Event, that he/she understands the endurance demands of the Event, and will not arrive at the Event in ill health or unfit to take part.
3.8 The Participant confirms that he/she has appropriate liability, personal accident and equipment insurance in place in order to participate in the Event and acknowledges that he/she has no claim against Threshold in relation to the provision of such insurance.
3.9 The Participant confirms that he/she will not publish or post on any website or other media operated by Threshold or related to the Event any text, statement, photograph, image or other material which is obscene, blasphemous, defamatory, infringes the intellectual property or other legal rights of any third party or is otherwise unlawful, offensive or inappropriate. Threshold will have the right to remove any material at its discretion and take appropriate legal action against any person found to be or alleged to be in breach of this clause 3.9.
3.10 The Participant’s journeys to and from the start and finish lines of the Event shall be entirely at his/her own risk and cost.
4 PRIVACY STATEMENT
4.1 The Participant agrees and consents to Threshold using his/her personal details provided in his/her Online Registration Form and Online Confirmation for the following purposes:
- As the Event organiser, Threshold requires a record of your registration details including third party emergency contact details for internal administration purposes in order to properly conduct and to safely administer the Event.
- Threshold 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 Threshold events which are staged within a reasonable timeframe thereafter.
- Threshold will use the Participant’s contact data submitted on the Online Registration Form to send the Participant information by e-mail and/or SMS relating to the Event, other Threshold events and any further categories of news and promotional information as the Participant may have requested on the Online Registration Form.
- The Participant acknowledges and agrees that Threshold may send an e-mail or SMS notification following the Event inviting the Participant to submit or renew his/her registration for any future Threshold events.
- The Participant acknowledges and agrees that Threshold may pass on the contact details provided by him/ her to the British Paralympic Association (BPA), to be added to the charity’s database whereby the Participant may receive information relating to the Event.
4.2 The Participant agrees to inform Threshold of any changes to the information supplied in their original Online Registration Form for the purposes of clause 4.1 above and particularly any changes to his/her medical condition and contact details. For this purpose, the Participant should contact Threshold directly.
4.3 All information relating to Participants collected by or on behalf of Threshold 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. Threshold will not disclose any such information to third parties, save as expressly stated under these Rules and Regulations. Each Participant is entitled to withdraw his/her consent to categories of e-mail and/or SMS communications from Threshold and can do so at anytime by either: i) following the opt-out instructions provided in the relevant e-mail or SMS, or ii) by writing to Threshold Sports, 2nd Floor, Roberts House, 103 Hammersmith Road, London, W14 0QH. Please note that due to email production schedules you may still receive any mailings that are already in production. 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.
4.4 To delete all of their information from Threshold’s database, Participants may write to the Deloitte Ride Across Britain at Threshold Sports, 2nd Floor, Roberts House, 103 Hammersmith Road, London, W14 0QH. In circumstances where the Participant requests deletion of his/her Participant’s profile, Threshold reserves the right to maintain information about individual sales transactions (not including credit card details) for record keeping. The Participant’s attention is also drawn to clause 4.5 below.
4.5 Subject to the Participant’s right to modify or request the deletion of data from Threshold’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. The Participant hereby acknowledges and agrees that this information is required by Threshold in order to properly and safely administer and conduct the Event, and Threshold 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.
The selected Partner Charities are:
- The British Paralympic Association
- Breakthrough Breast Cancer
- Prostate Cancer
- British Lung Foundation
- Make a Wish Foundation