These Ts & Cs set out what we expect of you, and what you can expect of us when you enter one of our events. Please read them, and make sure you are comfortable with them.
Our Club Events; each referred to as an “Event” will be governed by these Terms and conditions (“Terms”)
1. By signing up for one of our Events, you are agreeing to enter into a contract with us on these Terms. You should read these Terms carefully before you submit your entry as they explain your and our legal rights and also contain important information about our contract with you. By registering to take part in the Event you are agreeing to the following conditions of entry and any instructions given to you by the organisers, officials and marshals (these are the “Event Officials“) before, during or after the Event.
2. ABOUT US
2.1 We are Thames Valley Orienteering Club.
2.2 You can contact us via our entries’ secretary at entries@tvoc.org.uk. This is also the address that you can write to if you need to contact us, for example if you have any questions about the Event.
3. ENTRY
3.1 Places for each Event may be strictly limited and may be subject to availability and entry conditions.
3.2 You shall not be eligible or entitled to participate in the Event and no binding contract shall exist between you and us until we have provided you with the entry system confirmation that your entry application was successful and full payment of the fee has been received in accordance with clause 3.3.
3.3 Your application to participate in an Event is an offer to buy from us. When you are submitting an entry online, the following steps have to take place before a contract is made between us:
3.3.1 after choosing the Event you wish to enter, you submit your entry at the end of the check-out process and submitting your payment details;
3.3.2 before submitting your order, the check-out process will give you the opportunity to review and, if necessary, to correct any errors. Please take the time to read and check your order at each page of the order process and;
3.3.3 you will be asked to click to confirm that you accept our Terms. If you do not wish to be bound by what you read you should not place any orders.
4. PRICE AND PAYMENT
4.1 The total price that you will pay will be shown during the entry process and will be inclusive of any VAT.
4.2 We may use third parties to help us administer our online entries for each of our Events and during the entry process you may be redirected to another website to effect payment.
4.3 We currently accept various forms of payment for the Events including credit/debit card and other methods. When placing an order, you confirm that the form of payment that you use to make payment to us is yours and that you have authority to place the order.
5. EVENT SAFETY
5.1 You acknowledge that participation in one of our Events may be physically demanding and you are aware of the nature of the Event and associated medical and physical risks involved.
5.2 You confirm that you will be fit and healthy to participate in the Event unaided. If you are in any doubt we recommend that you seek medical advice.
5.3 At all times during the Event you must adhere to all instructions given by us and any Event Officials from time to time.
5.4 It is your responsibility to ensure that you have the correct equipment, footwear and clothing for the Event, taking the weather conditions into account. Please note that the Event may have a compulsory equipment list as detailed in the event information. You must comply with this equipment list and failure to do so could result in not being allowed to start.
5.5 Participation in the Event is personal to you or the team you represent. You are strictly prohibited from swapping, selling or transferring or offering to sell, swap or transfer the place in the Event.
5.6 You are responsible for adhering with all applicable local laws, regulations, codes and/or governmental ordinance and guidelines during your participation in the Event.
6. EVENT DISQUALIFICATION
6.1 We reserve the right to refuse entry to the Event or to ask you to cease participation if:
6.1.1 you fail to follow instructions given by our Event organisers;
6.1.2 you attempt to participate in the Event in a manner that we, acting reasonably, believe:
(a) may cause injury to you or another participant;
(b) may damage or harm the environment;
(c) in our opinion is likely to cause offence;
(d) abuse a volunteer, official or member of the public or
(e) otherwise causes a risk or potential risk to health and safety;
6.1.3 in our opinion you are unfit to participate in the Event due to:
(a) the course that you entered is believed to be beyond your capabilities (technical and or physical)
(b) the consumption or use of alcohol or drugs; or
(c) an injury or illness;
(d) you fail to arrive at the start location at the specified time; or
(e) The organisers reserve the right to terminate an individual’s participation on health and safety grounds.
7. CANCELLATION BY YOU
7.1 Any request by you to cancel after you have paid to enter one of our Events must be done by e-mail to the entries secretary at the address given above.
7.2 In the event that you withdraw from an Event, we will provide you with the following rebates:
7.2.1 cancellation notification received 7 or more days before the Event, 100% of the race entry fee, less an amount (not to exceed the greater of £3 and 10% of the entry fee) as a contribution to our administration costs;
7.2.2 cancellation notification received fewer than 7 days days before the Event, no refund will be given.
8. CANCELLATION BY US
8.1 Occasionally our ability to host the Event may be affected by an event outside our control including, war, epidemic, civil or political unrest, pandemic, terrorism or inclement weather conditions in which case we may cancel this contract and provide you with a full refund minus any administration cost associated with the refund (or, if only part of the Event was affected, a refund for the affected part of the Event).
8.2 Where an event outside our control occurs, we will endeavour to stage the Event at a later date. Any changes to the Event will be communicated to you at the Event or sooner if practicable. You will have the right to take part in the re-staged Event but if you are unable to take part in the re-staged Event you will receive a refund.
8.3 In such circumstances:
8.3.1 we will, if practicable, provide notice of cancellation by email to the address we hold for you ; and
8.3.2 you will receive a refund if it was you that paid the fee.
8.4In the event of cancellation of the Event or your entry we will have no responsibility for any costs incurred as a result of cancellation including any travel or accommodation costs.
9. DATA PROTECTION
9.1 Our privacy policy can be found on our website; go to the About TVOC section and follow the link to it. Please read it carefully to understand how we use your personal data. By registering for the Event you are accepting that your personal data may be used as described in the privacy policy.
9.2 The Event may be filmed and/or otherwise recorded and photographs may be taken, all of which may capture your participation in the Event.
9.3 Any audio, visual, or audio-visual recordings that you make of the Event or any part of it are for personal use only and cannot be used for any commercial purpose.
10. CHANGES TO THE EVENT
10.1 We reserve the right make any amendments to the Event that we deem necessary to stage the Event. Any change will be communicated to you at the Event or sooner if practicable.
10.2 Should any amendments be made, you agree that the Event is still deemed to be staged and that we will not be liable to you for any refund.
11. COMPLAINTS AND YOUR KEY LEGAL RIGHTS
11.1 In the event that you have any problems with any element of your Event experience, please let us know using the details at the top of these Terms so that we can attempt to resolve the problem at once.
version 2.1 27 July 2023