AAT EVENTS UK Limited
Booking Conditions and Regulations
AAT EVENTS LIMITED incorporated and registered in England and Wales with company number 12762684 whose registered office is at 36b St Peters Street, London, N1 8JT acts in some cases on its own behalf and in others as an authorised agent for and on behalf of relevant event organisers. In the circumstances any contract for the supply of an event is between you and the relevant organiser, whose details are set out on the relevant entry form. These booking conditions are in addition to any terms and conditions imposed by the relevant event organiser and any rules and regulations governing participation in any event.
Rules and regulations
By entering the event you agree at all times to abide by any rules and regulations imposed by the event organiser and any relevant governing body such as, purely by way of example, the International Triathlon Union and the British Triathlon Federation further details of which can be found at www.triathlon.org and www.britishtriathlon.org.
Personal health and fitness
By entering an event you shall be deemed to acknowledge and understand that participation in the relevant event is potentially hazardous, and you should not enter and participate unless you are medically able, properly trained and have appropriate equipment. Please be aware that a number of events are of a “cross country” or “off-road” nature and so there are additional risks that are not common to usual triathlon, duathlon, aquathlon and runs.
You should consult your doctor prior to undertaking training for an event. It is your responsibility to make sure you are medically fit and capable of participating in the booked event. The event organiser reserves the right, in its absolute discretion, to stop any participant from taking part if the individual is deemed unfit to participate, including mid-event removal where necessary.
Existing medical conditions
It is your responsibility to advise the event officials prior to the start of the event of any pre-existing medical condition, disability, relevant medications being taken and allergies that may be relevant in the administration of any medical assistance required or in your ability to take part in the event.
In particular you are advised that you should not participate in an event if suffering any cold or flu-like systems or if you have any other existing illness or injury which might reasonably be expected to affect your performance and your ability to complete the event.
Swim events or events including a swim element
Swims will usually be in open water. Other parties and wildlife use the water and, as such the water is exposed to the risk of contamination caused by this use, is shallow in parts and has an uneven and rocky bed. In particular, as with all open swimming, there is also a risk of virus contamination (eg Weil’s disease). Event organisers are unable to prevent or, indeed, minimise this risk and participants must be aware that drinking the water or swimming with open wounds increases the risks involved.
Event organisers reserve the right to cancel the event at short notice if the water conditions are such as to be unfit to swim in, or they may substitute the swim element for another sport e.g. running.
No refunds will be given should this eventuality arise.
Mountain bike and running events or events including a bike/run element
Mountain bike and running routes in events often follow a course over rough and undulating terrain. You are responsible for ensuring that you wear a suitable helmet and any other safety equipment at all relevant times during bike stages and that your bike has been properly maintained and is of sufficient quality to deal with such terrain.
Routes used may also be used by dog walkers, dogs, horse riders and marshals on quad bikes.
Participants should expect to encounter and should take extreme care when encountering livestock, steep drop offs, up hill sections, roots, mud, rocks, obstacles, fellow participants, dog walkers, dogs, horse riders and marshals on quad bikes.
Participants must adhere to the course markers and to any warning signs on the route at all times.
Save to the extent caused by negligence on the part of the event organiser, participants will be entirely responsible for any injury sustained (whether to themselves or others) as a result of any reckless cycling or running, failure to take proper care or pay proper attention or failure to adhere to warning signs or instructions.
Participants and Spectators
Event organisers will use reasonable endeavours to ensure the safety of participants and spectators. Course markers are in place to guide participants and to separate participants from spectators. An ambulance and crew will also usually be in place for both participants and spectators.
Parents of spectating children and adults charged with the supervision of spectating children must ensure their children are supervised at all times. If spectators choose to bring their pets, the pets must be kept under control at all times. Spectators and participants should adhere to the course markers and obey instructions of the marshals.
Medical treatment while participating in an event
By entering an event, you are confirming that should you require any medical treatment during your attendance at the event, whether before, during or after the actual event, such treatment may be administered by the events’ official personnel.
If you are provided with a race number this must not under any circumstances be given to anyone else without informing the relevant event director. Amongst other potential problems, doing so may cause problems of identification for the event medical services in the case of any accident or injury. Any attempt to do so will result in immediate disqualification of the individual(s) concerned and ejection from the event.
Anyone attempting to start or join an event in any outfit that the event marshals deem unsuitable and/or dangerous to yourself, other participants or spectators, will not be allowed to start the event or, if on the course, may be forcibly removed from the event.
Music and telephones etc while participating in an event
For health and safety reasons you must not participate in the event whilst listening to any personal music playing device or whilst using any mobile telephone. This is particularly important in order to allow emergency services and their vehicles to operate safely on the day which they may not be able to do if you are unable to hear what is happening around you throughout the event. Consequently, iPods, MP3 Players or similar electronic music players and mobile telephones must not be used during the event (including transition). Mobile telephones must be switched off if stored in the transition area.
Start times may from time to time have to be varied. Where start times are varied, reasonable endeavours will be used to advise you as soon as reasonably practicable. Under no circumstances will you be entitled to any refund of entry fees where, despite a change in start time, the event takes place on the originally specified day.
Event chip timing
Event finish times will usually be provided but no responsibility is taken for the accuracy of the same or any failure to supply a finish time, whether as a result of technical problems or otherwise.
Event officials have the right, in their absolute discretion, to refuse to allow you to participate in the event either at the start or to continue participation at any point along the route of the event, should you be deemed to behave inappropriately or give cause for concern that your continued participation may cause offence or injury to yourself, any spectators or other participants. Failure to comply with any instruction from event officials and marshals or any breach of any rules and regulations governing the event will result in ejection from the event and may also result in you being reported to the police or any relevant governing body for the event in question.
Event organiser’s decisions
Decisions made in respect of the event (whether in respect of safety, organisation, management, timings, placings, rules, regulations and guidance or otherwise) by the relevant event organiser, any race director, officials and marshals are final and binding on all participants.
Cancellation of the event and limit of liability
The event organiser reserves the right, in its absolute discretion, to cancel, delay or postpone the event due to unforeseen or unavoidable circumstances out of its reasonable control. In such cases it will endeavour to inform participants as quickly as is possible. Where the event has to be cancelled, delayed or postponed due to circumstances outside of its reasonable control (including for the avoidance of doubt due to adverse weather, water or ground conditions or as a result of instructions from the emergency services) neither we nor the event organiser shall be liable for any inconvenience, expenses, costs, losses or damages suffered by participants.
Where the event has to be cancelled, delayed or postponed due to circumstances that were within the event organisers reasonable control or where you have any other claim against the event organiser or us in respect of the event, its and our entire liability (save in respect of personal injury or death) in respect of any inconvenience, expenses, costs, losses or damages suffered by you as a result will be limited to the entry price you have paid to take part in the event.
Cancellation of Bookings, Transfers and Refunds
In accordance with the Consumer Protection (Distance Selling) Regulations 2000 and unless the event has already taken place, you have the right to cancel your booking at any time up to the end of the 7th working day after the booking is accepted. You may do this by writing to us at Collaborate, Steward House, Commercial Way, Woking, GU21 6ET and you will receive a full refund of any monies paid.
If you wish to cancel your booking for an event taking place in 2020 (before 1st January 2021) and provide us with not less than 2 months prior written notice, then you will be entitled to a refund of 50% of the price of your booking excluding any transaction costs.
If you wish to cancel your booking for an event taking place after 1st January 2021 and have not insured your ticket with Circle Ticketing Insurance, no refund will be permitted under any circumstances, unless requested within 7 working days of booking (as above). Entry can not be transferred between runners. Running our events ‘under’ someone else’s details will result in disqualification.
Circle Ticketing Insurance
If you have purchased Circles Ticketing Insurance you can cancel your booking up to 72 hours before the event start time. You cancel, we refund. No justification required, no exclusion. You are refunded in full within 72 hours. The assurance covers what is considered accidental and unexpected. To review the Ticketing Insurance policy in full, click here to download the general conditions.
Use of images of under 18 participants will be governed by the following guidelines. Please note that web sites can be viewed throughout the world, not just in the UK, where UK law applies. Parents should be aware of the following conditions for using these images:• Details or full names (which means first name and surname) of any child in an image, on video, on our website, or in printed publications, will not be included without good reason. For example, the full names of prize winners may be included with the requisite parental consent.• Images of individual young people will not use the name of that child in the accompanying text or photo caption without requisite parental consent.• If a young person is named in the text, a photo of that child will not accompany the article save with parental consent.• Group images may be used with general labelling not identifying individual participants.• Images of children will only be used if suitably dressed, to reduce the risk of such images being used inappropriately.
Much of our communication in respect of events is likely to be done by email. Please note that we cannot be responsible if any communication, which is correctly addressed and sent, is not received by the intended recipient. Please ensure that any spam filters etc are set to ensure that emails from us will be received by you.
If your postal address, email address or telephone number details change, then you must inform us as soon as possible by emailing: firstname.lastname@example.org If this is not done, we cannot guarantee that you will receive all event communications.
Participants accept that event participation is only for persons with a high degree of physical fitness and who have undertaken an appropriate training regime. It is your responsibility to seek appropriate medical advice prior to participation. Participation in the event is entirely at your own risk and by entering the event participants acknowledge that those involved in the organisation and staging of the event shall not be liable for death, injury, loss or damage arising from participation in the event save to the extent that it is caused by their negligence.
The consent of a parent or legal guardian shall be required in respect of any participant under the age of 18 in the following termsConsent Statement
My child is in good health and I consider them capable of taking part in the …………………………… Event.
I consent that in the event of an emergency any necessary treatment can be administered to my child, which may include the use of anaesthetics.
I understand that while the event organisers, their employees, event officials, authorised agents, sub-contractors and volunteers will take reasonable precautions to ensure accidents do not happen, they cannot necessarily be held responsible for any loss, damage or injury suffered by my child.
May we use your child’s image for promotional purposes, including printed publications, website and videos?
Please tick – Yes No
If you do not wish your child to be photographed please let them know so they are not disappointed when group photos are taken.
I have read, understood and agree to the above. This form must be submitted in conjunction with the booking form to complete the entry process.Signature ….Date …..Your Name (in block capitals) …..Child’s Name …..
Age Group …..
Relationship to Child ….