Regional events terms and conditions
These are the terms and conditions (“Terms and Conditions”) that apply to each fundraising event organised by or on behalf of the British Heart Foundation, a charity with its registered office at Greater London House, 180 Hampstead Road, London NW1 7AW (“BHF”) (each an “Event”). Participants must agree to the Terms and Conditions before participating in any Event.
1. Entry forms and fees
a. All persons taking part in the Event (each a “Participant”) must be registered with BHF to take part in the Event.
b. By signing up to the ballot for entry to the London to Brighton Bike Ride, this does not guarantee a place at the London to Brighton Bike Ride. If successful in the ballot, you must pay a registration fee within the mentioned timeframe to secure your place. Failure to pay the registration fee by the deadline will result in your place being lost.
c. Each Participant must complete and submit an entry form (“Entry Form”) whether participating as an individual, in a team or on a tandem.
d. Team entries must include the names and addresses of all team members as part of the registration process.
e. BHF is not responsible for technical, hardware or software failures of any kind, lost or unavailable network connections or failed, incomplete, garbled or delayed computer or internet transmissions or other errors or malfunctions of any kind which may prevent receipt by BHF of an Entry Form.
f. All postal Entry Forms must arrive before the closing date for Event registration. Proof of postage must be obtained for postal entries and BHF accepts no responsibility for lost, damaged, illegible, delayed or mislaid Entry Forms.
g. Entry to the Event is subject to the payment of the notified fee (and any applicable VAT) payable to BHF prior to participation in the Event (“Registration Fee”). On payment of the Registration Fee Participants may be given the opportunity to add an optional donation to BHF
2. Fundraising and sponsorship
a. All fundraising activity undertaken as part of the Event must be for the benefit of BHF only unless a Participant is taking part via a Charity Place. Participants agree that all funds raised as a result of their participation in the Event shall be raised using legal methods and in compliance with the advice given on the BHF website, www.bhf.org.uk (“Website”) and/or in the information relating to the Event provided to Participants (“Event Information”). Event Information may be provided in any form including but not limited to pre-event correspondence, guidance given on the day of the Event, information contained on the Website (which may be updated from time to time) or in the Event registration pack.
b. You may be asked to aim to raise the Minimum Sponsorship as part of your participation in the Event. If this is the case, we will make this clear in the relevant Event Information and specify the Minimum Sponsorship.
c. Sponsor forms are posted to participants and an online fundraising page can be set up using this link: Justgiving.com/bhf.
d. All funds raised for BHF’s work shall be held on trust by each Participant for BHF and paid to BHF as soon as reasonably possible and in any case within 8 weeks after the date(s) on which the Event is scheduled to take place (“Event Date”).
3. Age of participants
For safety reasons, age restrictions are adopted for some Events, and Participants who are under 18 (“Young Person”) may be required:
a. to get the prior consent of their parent or guardian to participate in the Event; and/or
b. to have an accompanying adult who is over the age of 18 on the date of the Event (“Accompanying Adult”).
The minimum age for participating in an Event is 14. Any further age restrictions will be set out in the Event Information and/or on the Registration Form.
4. Accompanying adults at events
a. An Accompanying Adult must be registered to participate in the Event as must any Young Person they are accompanying.
b. Accompanying Adults shall take full responsibility for the Young Person(s) that they are accompanying and must stay with their Young Person(s) at all times during the Event.
c. Unless otherwise agreed in advance by BHF at its sole discretion, an Accompanying Adult may accompany no more than two Young People.
5. Health and fitness
a. All Participants take part in the Event at their own risk.
b. BHF understands that heart patients are keen to support BHF and many are fit enough to take part in our Events, however, Participants who have any doubt about their health or have a medical condition that could be affected by exercise, particularly a heart condition, must obtain their doctor’s approval before participating in any Event.
c. BHF shall not be under any obligation whatsoever to process, analyse or otherwise take any action on any medical information disclosed to it either during or after the registration process for an Event.
d. All Participants agree that, as far as they are aware, they are sufficiently fit and physically able to compete in the Event and, to the extent that it may be necessary, they have sought and relied upon any medical advice before the date of the Event. It is each Participant’s own responsibility to assess their fitness and to ensure that they participate only if sufficiently fit. Should any medical or physical condition arise prior to the Event which is likely to affect a Participant’s ability to compete in the Event, the Participant should withdraw from the Event.
e. BHF may prevent any Participant from taking part in the Event (either at the start of or during the Event) if BHF or any medical representative considers that a Participant should not participate in the Event for health and/or medical reasons.
6. Safety and insurance
a. BHF shall take all reasonable steps to assess the safety and suitability of the Event location prior to the Event. BHF shall also arrange for the availability of an appropriate number of first aid and medical personnel according to the nature of the Event.
b. All Participants must ensure that any equipment or clothing used is in good condition and suitable for the Event.
c. All Participants acknowledge and agree that some Events can be considered dangerous activities, such as cycling on the highway or swimming in the sea. Whilst BHF shall take steps to ensure that all Events take place in a safe manner, Participants acknowledge and agree that because Events often take place in public spaces BHF cannot be held liable for any damage caused outside of its direct control.
d. BHF does not provide any insurance, whether life or medical or liability, for any illness, accident, injury, death, loss or damage that may arise in connection with the attendance at and/or participation in the Event. Participants shall be responsible for arranging their own suitable and adequate insurance protection to cover their participation in the Event, including without limitation cover:
i. for material loss/damage to any equipment they may use in the Event or personal property (including clothing);
ii. any loss or damage they may cause to a third party;
iii. sickness; or
iv. negligence of any party.
e. Any accident or injury caused by a Participant’s actions shall be the responsibility of that Participant.
f. Each Participant is responsible for his/her actions whilst attending or participating in the Event. This includes at the Event start point, during the Event and at the completion point. BHF accepts no responsibility for the actions of a Participant nor the consequences of such actions.
7. Participation and participant numbers
a. For some Events, Participants will be allocated a time at which they can commence the Event. Each Participant agrees that this time cannot be changed unless BHF in its absolute discretion agrees to a change. Any permitted change will be made before or on the day of the Event and in accordance with the restrictions contained in the Event Information.
b. If Participants are each assigned a unique number for the Event (“Participant Numbers”), Participants must clearly display their Participant Number provided by BHF at all times during the Event. Failure to wear the correct Participant Number may result in a Participant not being permitted to take part in the Event. You are prohibited from swapping or selling or offering to swap or sell your place in the Event and from allowing another person to wear the Event number assigned to you.
8. Cloakroom and baggage facilities
a. Participants may be offered facilities to store bags at Events. If a Participant chooses to use these facilities then it is acknowledged and agreed that:
i. bags may be searched when they are handed in;
ii. all items are left at the owner’s risk and, unless directly attributable to their negligence, neither BHF nor its partners or subcontractors shall be liable for any items that are lost, stolen or damaged; and
iii. use of cloakroom and bag storage facilities is subject to availability and entirely at the discretion of BHF and/or its partners or subcontractors.
9. Cycle events
a. All Participants in cycling events, including the London to Brighton Bike Ride, must:
i. wear a cycle helmet which meets the British Standards Institution safety standard BS EN 1078 at all times during the Cycle Event;
ii. ensure that their bicycles are in a roadworthy condition;
iii. observe the rules of the Highway Code;
iv. obey the Rules of the Road (a copy of which is included with the Participant Number sent to each Participant);
v. ensure that the bicycle they use during the Event complies with all relevant legislation including, if all or part of the Cycle Event takes place after dark, being fitted with fully functioning and adequate front and rear lights;
vi. not carry young children on their bike or carry children in a child seat, trailer or similar device unless the Event Information states otherwise;
vii. not carry animals on their bike or carry animals in a seat, trailer or similar device;
viii. not use any listening devices that obstruct the ear canal, including in-ear or over-ear headphones;
ix. ensure compliance with all e-bike conditions if using one, such as having pedals capable of propelling the bike, ensuring the motor does not exceed 250 watts, and that the electrical assistance cuts out at 15.5 mph.
b. On the day of the London to Brighton Bike Ride, BHF provides a participant and bicycle transport service. The Participant acknowledges and agrees that their bicycle is transported entirely at their own risk.
c. Participants acknowledge that:
i. Participants must be at least 14 years of age on the Event Date;
ii. Participants under 18 must have written consent and be accompanied by a parent or guardian;
iii. all Participants must complete the Event no later than the times communicated by the Event Team;
iv. Organisers may be required to change an advertised route without notice based on weather or road conditions.
d. Certain bicycle types and accessories are not permitted for use in BHF cycling events. These include:
i. Fixed wheel bicycles with no brakes;
ii. Hand cycles;
iii. Unicycles;
iv. Cargo bicycles;
v. Specialist time-trial bicycles;
vi. Trailers of any kind;
vii. Child carriers;
viii. Triathlon or Aero handlebars.
10. Swim events
a. All Participants in swimming events must:
i. follow health and safety instructions provided by BHF;
ii. check in and out of the Swim Event and wear their hat and wristband at all times;
iii. complete the Event no later than the times communicated by the Event Team.
b. It is mandatory for all under 18s to wear a wetsuit.
c. Participants aged 18 and over who wish to swim without a wetsuit must complete a self-declaration exemption form.
d. BHF may change the advertised course without notice based on swim conditions on the day.
11. Liability
a. Neither BHF nor its agents or contractors shall be liable for:
i. any injury or accident causing loss or damage to a Participant or any third party sustained as a result of participation in the Event;
ii. any loss or damage sustained by a Participant due to cancellation, changes to the Event, or circumstances beyond BHF’s control.
b. Nothing in these Terms and Conditions shall limit BHF’s liability in respect of death or personal injury sustained as a direct result of negligence.
12. Withdrawal and refunds
a. Except in exceptional circumstances, all Registration Fees and donations at registration are non-refundable.
b. A Participant may transfer their registration to another individual at BHF’s discretion by contacting the BHF events team.
c. No transfers are accepted within 6 weeks of the Event date.
d. Participants wishing to withdraw must send written confirmation to the BHF address or email provided in the Event Information.
e. No refunds shall be given for items related to the Event such as transport services or merchandise.
13. Cancellation and changes to the event
a. In the event of cancellation, BHF will notify Participants as soon as possible.
b. If BHF cancels an overseas Event, refunds for travel and accommodation costs will depend on the timing of the cancellation.
c. If a UK Event is canceled, Participants will not be refunded for associated travel or accommodation costs.
d. Participants may request a refund of their Registration Fee within 14 days of cancellation notification.
14. Photos and publicity
a. Photographs and films taken during the Event may be used by BHF for promotional purposes.
b. Participants can request that images of them not be used by contacting BHF.
c. No personal details of under 18s will be used without written consent from their parent or guardian.
d. No payment will be made to Participants for the use of any images or footage.
15. Data protection
a. Participants agree that information provided to BHF is true and accurate and may be used in accordance with data protection laws.
b. Emergency contact information must be provided during registration.
c. BHF may share Participant information with medical providers attending the Event for safety purposes.
16. During the event
a. Participants must follow all rules and instructions provided by BHF during the Event.
b. No illegal substances or performance-enhancing substances are permitted at the Event.
c. Participants acknowledge that they may need to meet time requirements for specific stages or complete the Event by a set time.
17. Infection control
a. Participants must adhere to any infection control measures implemented by BHF.
b. Participants must not attend the Event if they or their household members display symptoms of an infectious disease.
18. Acceptance of these terms and conditions
a. By registering for the Event, Participants agree to be bound by these Terms and Conditions.
b. BHF may vary these Terms and Conditions, and the latest version will be available on the BHF website.