Terms & Conditions
Upon submission of the entry form;
The participant submits a self-willed and binding registration for The iKhulu Trail Run (the “Event”), as organised by RUNCO (Pty) Ltd (the “Organiser”).
The participant knows, understands and fully acknowledges the conditions of participation and expressly confirms that he/she has fully read and understood these Terms and Conditions and has signed the Event Waiver.
These Terms and Conditions and any dispute or claim arising out of or in connection with them or its subject matter or formation (including noncontractual disputes or claims) shall be governed in accordance with South African law. Each party irrevocably agrees that the courts of South Africa shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this agreement or its subject matter or formation (including noncontractual disputes or claims).
2. Nature of the Event
The Event is a multi-day, multi-stage 101.5km running race on beaches, uneven terrain, jeep track, single track and foot paths.
Each stage is to be completed in semi-autonomy, meaning participants must have the capacity to be autonomous between refreshment points – regarding food, water, clothing and safety.
Participants must be able to adapt to problems encountered or envisaged including bad weather, dehydration, sunburn and other physical problems such as injury etc.
Personal assistance, from supporters of participants, is only allowed at the designated refreshment points and must not interfere with the tasks of the checkpoint staff and volunteers.
Participants take part in the Event at their own risk.
3. Conditions of Participation
By registering for the Event, each participant declares their knowledge of and unreserved acceptance of these Terms and Conditions.
Each participant confirms that he/she;
· are fully aware of the length and specificity of the Event and are adequately prepared;
· have the experience required to be self-sufficient in such an event to cope with physical and mental problems due to extreme fatigue, cramp, digestive problems, muscular pain, minor wounds, sunburn etc.;
· accept that it is not the role of the Organiser to help a participant overcome these problems and that during the Event, safety depends on the capacity of the participant to adapt to the problems encountered or envisaged.
The Event is open to anyone, male or female, aged 20 or over on the date of the Event.
Costs for third party services, e.g. rescue services, have to be paid by the participant. The Organiser reserves the right to charge any of these costs to the participant and the participant hereby indemnifies the Organiser in respect of any such costs that the Organiser might incur on behalf of the participant.
It is compulsory to have private health insurance (valid in South Africa).
Each participant exonerates the Organiser from any responsibility for damages to property and persons, including personal injury and/or death. Each participant holds all and exclusive responsibility for any damage caused to third parties or third party properties. Each participant agrees that the Organiser shall not be liable to the participant for any actions of any spectators or any third party at the Event.
4. Compulsory Equipment
The Event is a tough and challenging long-distance multi-day run. We want participants to be safe and to be prepared for the conditions that they could face.
As such, participants must carry all compulsory equipment (as detailed below) at all times during the Event. The compulsory equipment will be checked at race registration and can be checked at any time during the Event. Failure to have all compulsory equipment may result in the participant being asked to withdraw from the Event.
Please respect this – it is for your safety and enjoyment. If you are sufficiently prepared you will be able to have some fun whatever the conditions.
Hydration pack with minimum 1.5 litre water capacity
Hat / peak or similar head protection from the sun
Minimum 2 energy bars or similar
Lightweight long sleeved top
Fully charged cell phone with the Organisers number(s)
5. Race Briefing
There will be a daily briefing given by the Organisers, on the eve of each day’s stage. It is mandatory for all participants to be present at each briefing.
6. Race Numbers
Race numbers will be distributed at the pre-event registration upon presentation of photographic ID (passport, identity card) and a successful check of compulsory equipment.
The race number must be permanently and fully visible throughout the Event.
7. Route Marking
The route for each day of the Event will be well-marked with biodegradable chalk spray, signposts, barrier tape and flags. This, however, does not guarantee a continuously marked course as route markings may be removed by third parties, animals or adverse weather conditions.
The sweeper will remove all route markings. After this time the route for that day will no longer be marked and will be closed. Any participants still on the course will then be responsible for themselves.
8. Medical assistance
A race medic will roam the course for each day of the Event.
Do not forget that due to problems related to the environment and type of event, there may be a longer than anticipated wait for assistance.
Any participant calling on assistance from a first-aider, race doctor or rescuer submits him/herself to their authority and undertakes to accept their decisions. Expenses resulting from rescue or evacuation will be borne by the rescued person, to be covered by their obligatory personal accident insurance.
Each participant has the responsibility to offer help to other participants in difficulty or who are seriously injured.
9. Time limits
The Organiser reserves the right to put time barriers in place for intermediate checkpoints as well as a maximum time for each stage. Any time limits will be available in the Event information before the Event.
Any participant excluded from the Event who continues of his/her own will do so at his/her own responsibility and in complete autonomy.
Except for injury, a participant must not withdraw from the Event anywhere other than at a checkpoint. He/she must inform the person in charge of the checkpoint who will notify the Organiser.
If a participant withdraws at any point other than a designated checkpoint, it is their responsibility to notify the Organiser. Failure to do this will result in a search and rescue operation and will be initiated at the expense of the participant in question.
In case of withdrawal from the Event, the Organiser has no duty to provide alternative transportation to participants, but will do its best, however, to transport participants to the location of that day’s stage finish.
Event officials on the trail and those in charge of checkpoints are authorised to restrict participants from continuing to participate in the Event if they are found breaching the following rules:
· Deviating from the marked route
· Lacking obligatory equipment
· Not helping a fellow participant in difficulty
· Cheating (e.g. Using transport, sharing race numbers etc.)
· Not passing through a checkpoint
· Refusal to comply with an order from the Organiser, a race official, checkpoint staff, race medic or a rescue worker
· Departure from a checkpoint after the time limit
If for whatever reason you wish to cancel your registration and would like to request a refund, you must notify the Organiser in writing by email at email@example.com. Refunds will be granted as follows:
1. Before 25 June 2019 - 90% refund
2. Before 25 July 2019- 75% refund
3. Before 24 August 2019 - 50% refund or deferral to 2020*
4. 24 August 2019 and later - No refund. Deferral only possible on presentation of a medical certificate*
· Expecting mothers: if you notify us by 24 August 2019 [60 days], we will offer you a 90% refund or deferral until 2021*.
· Expecting fathers: if you notify us by 24 August 2019 [60 days] that the birth of your child falls within 4 weeks of the Event, we will defer your place until 2020*.
* Deferrals are subject to a rise in Event registration fees as applicable and no refunds will be given on deferred entries.
Any objections must be made in writing to the Organisers, within two hours of the arrival of the participant at the finish line.
The race Organiser will consider all objections and give a decision within a reasonable time, depending on the demands of the Event itself. The decision of the Organiser is without appeal.
14. Route Modification or Cancellation of the Event
The Organiser reserves the right to modify at any moment the route and positioning of checkpoints, without warning.
In adverse weather conditions, the start of a day’s stage, might be delayed by up to two hours, after which, the day’s stage may be cancelled if the Organiser determines that the conditions have not improved.
In case of adverse weather conditions and/or for reasons of safety, the Organiser reserves the right to modify the time barriers, or to stop the Event if already underway.
In case of cancellation of the Event, for whatever reason, decided more than 15 days before the date of the start of the Event, a partial refund of the registration fee will be made. The amount of this refund will be fixed so as to allow the Organiser to cover all irredeemable expenses committed, up to the date of the cancellation. In case of a cancellation decided less than 15 days before the Event, or in case of interruption of the Event, for whatever reason, no refund of the registration fee will be made.
The Organiser has taken out event insurance for the duration of the Event. This insurance guarantees the financial consequences of its responsibility, of that of its officials and of the participants.
Participants take part in the Event under their own responsibility, thereby relieving the Organiser of all responsibility in the Event of damage or other consequences that arise from the Event.
Each race participant must be in the possession of individual medical insurance, covering possible costs for evacuation. The insurance must be valid for the duration of the Event.
16. Photo copyright
Each participant foregoes his/her image rights for the duration of the Event and undertakes not to take any action against the Organiser and their authorised partners for use of his/her image.
17. Environmental protection
Appropriate environmental etiquette will be under rigorous scrutiny at all times. Littering outside of designated refreshment points or deliberate damage to the environment will carry severe time penalties or lead to disqualification.