OUR CURRENT POLICIES

It is your responsibility to read and understand all of the entry conditions for the event you enter. When you enter the event, you will be asked to accept the conditions of entry.

 

Terms and Conditions of Entry

I agree to abide by the rules of this event. I certify that I am in good physical health and I agree that I enter this event entirely at my own risk. I hereby waive all claims against the event organisers, their officers, volunteers, employees, sponsors or any other party associated with the event of any liability, financial or otherwise, arising out of negligence or otherwise for any direct or indirect loss, injury or death which might be sustained by myself from any intended or actual participation in this event or associated activities. I also permit the use of my name, voice or picture in any broadcast, advertising or promotion of this event.  I am aware that the Organising Committee reserves the right to substitute an alternative course in the event of unfavourable weather and/or track condition.

 

Race Rules

Each race has its own individual rules, below are generic race rules that apply to all events.

Please see the respective event pages for race specific rules in addition to those listed here.

 

Event Briefing

It is compulsory to attend the race briefing for your event.

 

Crew Instructions

You must follow the instructions of the Event Crew at all times.

 

Race Number

You must wear the Race Number (and Transponder if applicable) given to you at Registration for the duration of your race.

The Race Number (if applicable) is to be worn on the front, centre of your top.  This is to be no higher than the neck and no lower than the waist.

Your race number and the sponsors logos must be visible at all times so as it can be recorded at all checkpoints.  Ensure that bag straps do not obscure your number.

Failure to do so may lead to no result time or disqualification.

 

Start Times

For races that have differing start waves, these will be staggered according to your honest road half marathon estimate that you put down during the entry process. This is so that you start in a group with people of the same ability, and for a number of events this is imperative as you will need to be crossing inlets in time for tide changes, or pass safety checkpoints by our cut off times.

These start times will be advised via email approximately one week prior to the event or in some cases listed on the competitor list of the individual race.

If you feel this time needs adjusting, please get in touch with our crew well in advance of event date (at least two weeks prior to event date).

 

Safety

The use of ipod, mp3 players, walkman or similar is not permitted at any of our events. Enjoy the company of those around you and your surroundings.  We also need you to be able to hear any competitors calling or using their whistle who may be in distress.

If you encounter a fellow participant who is injured or in serious difficulty, we ask that you provide assistance and/or support until event crew can be notified and suitable assistance is available. We promote a running family that helps each other during tough times.

 

Course

You must keep to the marked track at all times.  Nelson Events logoed tape is used to delineate NO GO areas.  Do not cross over marked Nelson Events logoed tape – failure to comply with this requirement may result in disqualification.

If the course encompasses road movement, when running and/or walking on the road please be aware that Road Rules Apply at All Times and you are to follow event crew instructions.

For our events that involve cycling, Road Rules Apply at All Times, and it is extremely important that riders stay as close to the left-hand side of the carriageway as possible, ride no more than 2 abreast, and do not cross the white line at any time.  Bikes are to be in roadworthy condition and helmets to be worn at all times.

 

Compulsory Gear

For our trail running series, all competitors must carry (or wear) the following minimum equipment on them at all times to cover all possible weather condition:

* Polypropylene, or equivalent (eg woollen) top
* Polypropylene, or equivalent (eg woollen) hat

* Polypropylene, or equivalent (eg woollen) gloves

* Windproof parka/jacket

* Whistle

* Survival blanket

This gear must be worn or carried for the duration of the event.  Another competitor cannot carry this gear on another competitor’s behalf. 

There are gear checks prior to the start of our events and random checks along the course as well as at the finish line. We have a simple rule - No Gear - No Start. We have this rule to ensure safety of all competitors.  Failure to carry this gear means instant disqualification and potential uplift costs if this means being taken out of an event (ie a National Park).

 

Withdrawal during Event

The Event Management Crew reserve the right to withdrawal competitors from the event at any time for their own safety and/or the safety of the Event Crew.

If you withdraw yourself from the event whilst on the course you may be liable for transport costs.

If you are unable to finish the event or decide to withdraw the event before reaching the finish, you must inform the nearest checkpoint or Event Crew Member of your decision to withdraw. 

Cut off times have been put in place to ensure your safety. Competitors who fail to meet these specific cut offs will be withdrawn from the event at these points by the Event Crew. Any debate of the withdrawal is to be taken up with the Event Management Crew. The Event Crew that are out on the course are volunteers that enjoy helping you on the day.  Please respect them and the process that is in place to ensure your safety and the safey of other competitors and crew.

 

Medical

Emergency medication is to be carried by the competitor at all times.
Those who suffer adverse effects from wasp stings are reminded to carry appropriate medication and advise the event crew.
Any medical conditions should be advised in writing (at entry point and also on your Registration Certificate) & lodged with the event registration crew so that they can inform safety crew as appropriate. We also require you to note any medical conditions on the back of your race number (marker pens are available at event registration for this purpose).  Please note, this information is not visible unless someone removes your race number off your person and then turns it over to read.

 

Entries and Withdrawals

 

Paper Entries
A completed and signed entry form must be sent in with accompanying entry fee to be accepted. A provisional confirmation (subject to clearing of cheque, transfer of payment etc) of entry will be sent via email only and a competitor list will usually be available on the event page of the website leading up to the event. 

Online Entries

Entering using a credit card will incur an online service fee charged by the registration hosting company.

Entries when the event is sold out

Entries received after a limit is reached will be placed on a first come waiting list, and processed as accepted.

Maintaining your motivation to train for an event can be tough when you are on a Waitlist and we do understand it can come with costs of travel and accommodation. We will do our best to inform you as soon as a place is made available.

When a place becomes available, you will receive an email inviting you to accept your place.

You will have ten days to accept and make payment, after which, if we have had no contact from you, we will move to the next person on the wait list.

Please make sure that you keep your contact details updated with us so that you don’t miss out.

Will I get off the waitlist and get offered a place?

Unfortunately, we can’t guarantee a place will be offered. But we have a good history of offering most of those on a waitlist an opportunity to take a place by the time the event rolls around.

Often there is a flurry of withdrawals before the changes in refund amount steps and a few weeks prior to event weekend.

Also, many people on the waitlist withdraw so you may move up the list quite quickly over time.

The latest date by which people on the waitlist are likely to be invited to take up a place is 72 hours before the start of the event.

No longer wish to be on the waitlist?

If you no longer wish to remain on the waitlist please let us know as soon as possible as other people are keen to move up the list! Email us at admin@nelsonevents.co.nz

Withdrawal of Entry

All withdrawals must be notified in writing, to our email address - admin@nelsonevents.co.nz

All withdrawals are subject to an administration fee - please see individual race information pages on the website for more details.

Refunds

Each event has withdrawal date cut offs for refunds (please see individual race information pages on the website for relevant details). After the final deadline has passed, no refunds will be available. This is due to commitments with hireage, prize purchasing, catering requirements etc. Refunds are usually completed on the 20th of each month and is by cheque or internet banking. If you have moved residence between the time of entry and the time of withdrawal, then please make sure you notify us.  If you would prefer a refund via internet transfer, then please supply account details of your NZ bank account when requesting withdrawal via email. 

Transferring Entry

We do not allow entries to be transferred to other competitors, to other events or to subsequent years. 

 

Judgements

The Race Organiser has overall judgement on any placings, (eg sprints/hill climbs in cycle events) and has the ability to use their professional judgement if disqualification is appropriate action. Any complaints or appeals should be given in writing to the Race Organiser no longer than thirty minutes after the last finisher has completed the event.

The Race Organiser also reserves the right to alter the course in adverse conditions to ensure the safety of all competitors and crew. In this case, entry fees will not be refunded. If the event is cancelled entirely, the Event Management Crew will make the maximum refund possible to competitors.

Prizes

Performance prizes are usually awarded in all age groups for our Events under the following policy:

First only - less than 7 entries received in the age group, 

2nd - less than 10, 

3rd - with 10 or more entries

Please check with the relevant event as to the age-group categories. Age is taken on the day of the event.

Smokefree

All our events are smokefree events.  This includes Registration, prizegiving functions and finish lines.

Rubbish

Please do not litter.  You must pack out what you pack in. Checkpoints/Aid stations are not rubbish receptacles.

We ask that all food/supplement wrappers are numbered with your race number to comply with the pack-in, pack-out rubbish policy of all of the tracks that we stride over.  There are marker pens available at Registration for this purpose.

 

Privacy Policy

Nelson Events Limited endeavours to protect your online privacy.  Users can access many features on our site anonymously, however you will be asked to provide personal information when entering an event or participating in contests, surveys or providing feedback. Use of the Nelson Events site signifies your understanding and acceptance of the terms of this privacy policy. Please review the terms and conditions of our events for additional information regarding disclaimers, liability and other important information.

Our respect for your right to privacy of any personal information is paramount.  We have put in place policies and procedures to ensure that all personal information, no matter how or where it is obtained, is handled sensitively and securely.

If you subscribe to a mailing list that we maintain (including an e-mail subscription list), you can ask us to remove you from that list at any time by using the Unsubscribe facility, or sending us an e-mail with your details via Contact Us. We will follow these requests as soon as we reasonably can.  Please note however, that important safety and logistical information is sent via email in the period between entering an event and completing the event.

Privacy law requires us to notify you that we are collecting your personal information where it is reasonable and practical for us to do so. So that we can provide services to you (such as Pre-Event Emailers and Event newsletters), we may ask for personal details such as your name or e-mail address through this website.