OXFORD HALF 2022– TERMS AND CONDITIONS OF ENTRY
READ THIS DOCUMENT CAREFULLY BEFORE BOOKING TO ATTEND/PARTICIPATE IN AN EVENT. THIS DOCUMENT HAS LEGAL CONSEQUENCES AND WILL AFFECT YOUR LEGAL RIGHTS AND WILL LIMIT YOUR ABILITY TO BRING FUTURE LEGAL ACTIONS
In these conditions the following definitions shall apply:
Assisted Participant means a participant requiring a guide for an Event as defined and set out in clause 14 ('Assisted Participants') of these conditions;
Ballot means the ballot system to apply to take part in an Event;
Booking Fee means the fee added to the Entry Fee on booking (where applicable). This covers the administrative fee to process the entry and any associated credit card charges, and is strictly non-refundable. Booking fees are not applicable to LimeLight Sports Club members;
Charity Participant means a participant who registers to attend or participate in an Event for the purposes of raising money for a charity, where that place has been provided by, or facilitated by, a charitable organisation;
Conditions shall have the meaning given in clause 2;
Entry Form means the website pages which a participant must complete in order to attend/participate in the Event;
Event Fee means, where the Event is not free to attend/participate, the amount paid or payable to us in consideration for your participation in the Event;
Event means the event(s) (including any Virtual Event(s)) organised by us that you register to attend/participate in (or that a third party/charity registers you for on your behalf) and, for the avoidance of doubt, where you have registered for/been registered for a package which includes multiple elements, each such element shall be an Event for the purposes of these Conditions;
Event Date means the announced date of the Event;
Event Page means the specific web page for the Event on limelightsports.club or run.limelightsports.club;
Guide Participant means the guide for any Event participant where required under clause 14 ('Assisted Participants') of these conditions;
Minimum Age means the minimum age of entry for each Event on the Event Date, which shall be as set out on the website and, where relevant, the race pack but unless stated otherwise shall be no younger than 17 years of age on the Event Date;
Minor means anyone between the Minimum Age and 18;
Park & Ride Destinations means such destinations as are set out during the booking process in respect of Parking Tickets and or Bus Tickets (in each case as such terms are defined in Part D of the Schedule);
Rules means all of the health and safety and course and access rules and regulations provided to me, posted at the Venue or on the website limelightsports.club or run.limelightsports.club;
Venue means the property on which the Event, or any element of the Event, is held;
Virtual Event means the virtual event(s) organised by us that you register to participate in (or that a third party/charity registers you for on your behalf) and, for the avoidance of doubt, where you have registered for/been registered for a package which includes multiple elements, each such element shall be a Virtual Event for the purposes of these Conditions;
we/us/our means LimeLight Sports Limited, a company registered in England & Wales with company registration number 3700632 and any of its successors, assigns or subsidiaries including, without limitation, LimeLight Sports Club Limited, a company registered in England & Wales with company registration number 08371074; and
you/your/yourself means the person named on the Entry Form who will be attending/participating in the Event.
We are LimeLight Sports Limited, a company registered in England & Wales with company registration number 3700632 and any of its successors, assigns or subsidiaries including, without limitation, LimeLight Sports Club Limited, a company registered in England & Wales with company registration number 08371074 whose registered office is at Moor Park Office, 26 Main Avenue, Moor Park HA6 2HJ. Our registered VAT number is 339632383.
By registering for a place in the Event you acknowledge your understanding and acceptance of these conditions, any further terms and conditions provided to you by us in respect of the Event from time to time, the Rules, and any instructions given to you by the organisers and officials at the Event (together, the “Conditions”).
If you are a Minor or the parent/guardian of a Minor Part A of the Schedule to these conditions shall apply to your booking to attend an Event. You may only participate in an Event if the requirements set out in Part A of the Schedule to these conditions are complied with.
If you are signing up for a group, a friend or a third party Part B of the Schedule to these conditions shall apply to your Event booking. Please read the terms in Part B of the Schedule to these conditions carefully before you book your attendance at the Event. You cannot buy entry on behalf of any individual that is under 18.
If you are a Charity Participant, Part C of the Schedule to these conditions shall apply to your Event booking.
If you are entering via a Ballot, Part D of the Schedule to these conditions shall apply
If you are purchasing Park & Ride tickets, Part E of the Schedule to these conditions shall apply.
If you are entering a Virtual Event, Part F of the Schedule to these conditions shall apply.
You shall not be entitled to participate in the Event unless you are the Minimum Age on the Event Date.
In consideration for being granted the right to attend/participate in the Event, you must, where the Event is not free to attend/participate, pay (or, where someone is registering for the Event on your behalf, the individual/charity booking on your behalf must pay) the Event Fee and Booking Fee (where relevant) on the date of completing the Entry Form (unless entering via a Ballot; see Part D of Schedule). You will not be eligible or entitled to attend/participate in the Event until the Entry Form has been completed in full and submitted and full payment of the Entry Fee and Booking Fee (where relevant) has been received by us.
You confirm that the email address and personal details you provide to us are all accurate, correct and up to date.
All Event Fees are non-refundable and entry is non-transferable. Participation in/attendance at the Event is personal to you; you are strictly prohibited from swapping, selling or transferring or offering to sell, swap or transfer the place in the Event. Tickets, where relevant, and Event entries are only valid when purchased on our website limelightsports.club or run.limelightsports.club. Any breach of this condition shall render the entry void and there shall be no obligation on us to refund the Event Fee. If you are found to be in breach of this condition we reserve the right to exclude you from participation in/attendance at future events. The Event Fee for an Event will NOT transfer another, no exceptions.
All Event entries, including those for Charity Participants and any Event entry that has been deferred from the previous year, are conditional on availability at the time of application. Should places in any Event be oversubscribed, we reserve the right to offer you a place in an alternative Event. We will email all communications, including any offers of deferred entry or reserved entry places, newsletters and other relevant Event information, to the email address provided by you on the Entry Form. We shall not be held responsible for any computer malfunctions or other technical anomalies that may occur in the process of sending out such email communications that result in failure of receipt by you. If you have not used your deferred Event entry within 12 months of the Event Date for which you originally completed the Entry Form we reserve the right to render the entry void and there shall be no obligation on us to refund the Event Fee.
Where relevant, tickets for the Event cannot be used as part of any marketing, media, sales promotion, staff reward programme or general competition use whether commercial or non-commercial without our prior written permission.
We reserve the right to cancel the Event if:
Where practicable, we will provide written notice of cancellation to the email address we hold for you. In the event notice by email is not practicable due to timescales we will use reasonable endeavours to provide other suitable methods of notice including text message, updates to our website and radio broadcasts etc.
In the event of cancellation of the Event your entry will be automatically deferred to the next date for the Event free of additional charge. We will not, under any circumstances, be responsible for travelling or associated expenses.
We reserve the right to make any amendment to the Event (including but not limited to (as applicable) the Venue, the artist and performer line-up, the course and the route) that we deem necessary in order to stage the Event. We reserve the right to amend the Event format at our sole discretion and this may include replacing the Event with a socially distanced Event, or a reduced capacity Event, or a Virtual Event where your follow a route of solo participation via a mobile app or other digital medium, or another format at our sole discretion. The delivery of an Event under such an Event format change shall be deemed delivery of the Event and we shall have no further liability whatsoever in respect of such Event. Any changes to the Event will be communicated to you at the Event or sooner if practicable.
If the Event is advertised at a specific distance but we are required, or decide, to reduce the distance then the Event shall take place anyway. You acknowledge and confirm that you agree to any such amendment to the Event and that your booking is not cancellable or refundable due to such a change to an Event.
We reserve the right to change the date of the Event. If we change the Event Date from that advertised at the time you submit the Entry Form, we shall notify you of such change in writing. You will have a guaranteed free place in the Event on the new Event Date at no additional Event Fee. We will not, under any circumstances, be responsible for travelling or associated expenses, or any other losses you incur as a result of the Event Date changing other than as is set out in this clause 7.
We, our representatives at an Event and/or staff at the Venue may prohibit or ask anyone to cease attendance/participation in the Event and/or immediately remove anyone from the Venue, if they believe:
If you are refused entry to the Event or we ask you to cease attendance/participation in the Event: (i) you must remove any of our merchandise from the Event and return them to an Event official; and (ii) you will not be entitled to a refund.
The Entry Fee is non-refundable and your entry into the Event cannot be deferred or transferred. If you are unable to attend/participate in the Event for any reason you will not receive a refund of the Event Fee, any booking fee and/or any other costs you have incurred in connection with your entry into the Event.
LimeLight Sports strongly recommends that participants protect themselves in the event that they have to withdraw from the Event due to injury, illness or other reasons.
For ease, LimeLight Sports has a commercial arrangement with Protect Group and where possible we will provide an option on booking via Protect Group that would enable a refund in such circumstances, including covid cover, but we do not do so as any form of recommendation, other than to recommend that participants provide themselves with adequate protection.
If, due to Covid-19, we are required to change the Event Date and/or Event format, then as part of our “Covid Guarantee” your entry will be automatically deferred to the new Event Date and/or format free of charge.
If immediately prior to the Event Date, you are directly affected by Covid-19 by way of personally contracting Covid-19, or having to shield due to government restrictions, then our “Covid Guarantee” will enable you to defer your Event entry to the next date for the Event at no additional Entry Fee. In such circumstances you must clearly notify us in writing before the Event by emailing email@example.com.
Our “Covid Guarantee” will enable you to defer your Event entry to the next date of the Event at no additional Entry Fee in circumstances where you are unable to attend the Event due to government lockdown restrictions. In such circumstances you must clearly notify us in writing before the Event by emailing firstname.lastname@example.org. However this clause shall not apply in circumstances where under clause 7 we have amended the Event format such that it complies with government regulations in force at the time of the Event and where your participation in the revised format Event would not breach such regulations.
You agree that we can use the personal information that you provide to us when registering for or in connection with the Event (and parent/guardian’s name where applicable):
You have the right to ask us not to process your personal data for marketing purposes and you may always opt-out of receiving future e-mail messages and newsletters from us or request that your information be removed from your website or corrected by emailing us at email@example.com or clicking on the unsubscribe link in such correspondence.
The Event may be recorded and videos, photographs and other recordings may be taken, where you may be captured participating in the Event. You agree to the publication of such photographs, videos, recordings, and/or likenesses of you (whether edited, adapted, modified or copied) and their use by us and those authorised by us, without prior notice or compensation, in any way which we may see fit now or in the future including but not limited to film, broadcast, radio, TV, publications, future events and publicity. You acknowledge that we have the full right to sell and/or profit from the commercial use of such photographs, motion pictures, recordings, and/or likenesses of you.
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 published or used for any commercial purpose without our prior written consent.
You acknowledge and understand that the Event may be potentially hazardous and that admission to any Venue and/or participation in any Event is at your own risk.
You acknowledge that the Event may involve strenuous physical exercise, loud music or other factors which could involve personal risk and you fully understand and accept that: (i) your participation in the Event may result in serious bodily injury and/or death to yourself or others; (ii) the Event may be held on public roads and facilities/areas open to the public during the Event and upon which hazards are to be expected; and (iii) where the Event involves strenuous physical exertion you may be required to be active for very long periods of time, including through inclement and/or very hot weather.
You should not enter and participate in the Event unless you are medically able and properly trained and it is your responsibility to monitor your own physical condition throughout the Event. If you are acting as a Guide Participant you shall also be responsible for the safety of the Assisted Participant you accompany. If you are participating in an Event with a Minor, you shall also be responsible for monitoring the Minor.
You warrant to us that on the Event Date you will be in good health and in proper physical condition to safely participate in the Event and that you are aware of the risks of participating in the Event. If you are in any doubt we recommend that you do not attend the Event and seek medical advice.
You acknowledge and agree that:
You consent to medical care and transportation in order to obtain treatment in the event of injury to you and waive any liability arising out of or in any way connected with the medical treatment and transportation provided in the event of an emergency and/or injury. You understand that no medical care may be available, but if it is, you assume liability for any and all medical expenses incurred as a result of your participation in the Event and any treatment you may receive. You acknowledge and understand that it is your personal responsibility to arrange for insurance cover for the Event if you wish to be covered by insurance. We will not provide insurance cover for your participation in the Event.
You understand and agree that you must fill in the contact and medical information fields on the back of your running bib. It is your responsibility to ensure that this information is correct. We will not be liable to you for any loss, damage or mis-treatment/mis-diagnosis that may result from any such information being inaccurate, misleading or incomplete. This medical information will only be used by us to assist in the giving of medical treatment, if required, during the Event.
Entries from physically disabled, blind or visually impaired participants (Assisted Participant) are welcome, however, where the Event is a distance run, triathlon, or another similar event, we may require that such participants are accompanied by a guide participant (Guide Participant) who will also need to register their participation in the Event. The Assisted Participant and his/her Guide Participant should be appropriately identified at all times during the Event, and must be physically linked together so as to properly assist you during the Event. All Assisted Participants and Guide Participants that submit an Entry Form each acknowledge that (i) the Guide Participants are to accept responsibility for the Assisted Participant and (ii) we may not take extra precautions in arranging the Event to specifically accommodate the Assisted Participant.
We welcome entries from wheelchair participants, who will (where relevant) be subject to the rules of the IPC. Wheelchair entrants are only permitted to use a self-propelled wheelchair without gears or any mechanical, powered or electronic aid or device. If you are entering into the elite wheelchair section of the Event you will only use a racing wheelchair previously approved by us.
We accept no responsibility for the loss of, theft, or damage to any property owned by or under the control of you which you bring to the Venue. You are solely and personally responsible for the safety of your belongings.
You cannot carry out commercial, promotional and/or trading activities at, or in association with an Event without express prior written permission from us (or the Venue operator).
We will not be liable to you for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:
We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors and for fraud or fraudulent misrepresentation.
To the fullest extent permitted by law, you hereby waive, release and forever discharge us, our officers, employees, agents and representatives and all other persons associated with the Event for all liabilities, claims, actions or damages that you may have against us arising out of or in any way in connection with your registration and/or participation in the Event including, without limitation, any liability or claims caused by the negligence, action or inaction of any of the above parties, or otherwise.
You agree to indemnify and hold harmless LimeLight Sports its officers, employees, agents and representatives and all other persons associated with the Event from all liabilities, claims, actions and/or damages arising out of or in any way in connection with your participation in the Event or any breach by you of the Conditions.
We shall be entitled to, without your consent, transfer, assign or novate our rights and/or obligations under these terms and conditions to any third party we may choose, and you undertake to perform any task necessary to give effect to such transfer, assignment or novation where requested by us.
These terms and conditions, their subject matter and their formation (and any non-contractual disputes or claims) are governed by English law. We both agree to the exclusive jurisdiction of the courts of England and Wales.
If a court finds part of this contract illegal, the rest will continue in force. Each of the clauses of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining clauses will remain in full force and effect.
Nobody else has any rights under this contract. This contract is between you and us. No other person shall have any rights to enforce any of its terms.
Part A – Minors
MINORS: you may only participate in the Event if your parent or legal guardian has agreed to these conditions. All minors aged under 15 must be accompanied by a responsible adult over the age of 18.
Your parent/legal guardian will be asked to confirm on the Entry Form that they consent to you participating in the Event and that they accept these Conditions on your behalf. In addition, your intended participation in the Event will be communicated to your parent/legal guardian, to the contact details provided by you on the Entry Form. Your entry to the Event is subject to: (i) your parent/legal guardian accepting these Conditions; and (ii) us receiving no objections from your parent/legal guardian to your participation. If your parent/legal guardian does not consent and/or we receive an objection to your participation then you will not be entitled to enter the Event. Do not submit an Entry Form or otherwise apply for an Event without first obtaining your parent or legal guardian's permission.
You must have permission from your parent/guardian to provide their personal details and to sign up for the Event on their behalf. You confirm that the email address and personal details you provide to us are all accurate, correct and up to date.
PARENTS/LEGAL GUARDIANS: If you are the parent or legal guardian of a Minor, then by agreeing to these conditions you are consenting to the terms of these conditions and you are agreeing to the Minor’s participation in the Event under your/an accompanying adult’s direct supervision. Note, in particular, that all children under the age of 15 must be accompanied by an adult over 18.
Part B – Signing up a group, friend or third party
If you are submitting an Entry Form for a group, friend or a third party to attend/participate in the Event, you must have permission from the friend, third party or other group members to provide their personal details to us. You confirm that the email address and personal details you provide to us are all accurate, correct and up to date. You are further confirming that your friend is aged 18 years or older.
You are responsible for ensuring that each group member has seen these T&Cs and is happy to participate in the event on the basis of the T&Cs. Entries purchased for a friend are non-refundable. By participating in the Event your friend will be deemed to have accepted these terms and conditions.
If you are found to be in breach of this condition, the booking shall be rendered void and we reserve the right to exclude all relevant participants from future events.
Part C – Charity Participants
The following provisions will apply to Charity Participants:
If you cancel your attendance or participation in the Event under clause 9 of these conditions, then your place at the Event will revert to the charity.
In no event shall we be liable to for any pledges, promises or contributions made on your behalf or by you to any charity in relation to an Event
Part D – Entering via a Ballot
The following provisions apply to entries via a Ballot:
When entry to the Ballot opens you need to sign up to enter the Ballot at limelightsports.club or run.limelightsports.club and complete the Online Registration Form.
Once the Ballot is closed (date specified on Event Page) we shall choose the names of the successful Participants at random.
We will notify every entrant into the Ballot whether or not they have been awarded a place at the Event as a Participant. (date specified on Event Page)
Those who were successful in the Ballot will be sent a link to complete their registration and to pay the Fee. The Fee shall be paid through one of the payment methods set out on the Online Registration Form.
Registration needs to be completed and payment of the Fee needs to be made by the date specified on the Event Page. Following the successful completion of the registration process and clearance of the Fee and other costs (where applicable), You shall receive the Online Confirmation.
If You fail to complete registration and/or pay the Fee by the specified deadline:
a. You will automatically lose your place in the Event and will no longer be able to take part in the Event.
b. We will allocate your place at the Event to another prospective Participant or charity partner.
It is entirely at our discretion whether to accept late entries and/or payment. There are no rights of redress for failing to comply with these Terms and Conditions, and by entering into the Ballot you agree that We able to act entirely at our own discretion.
We may offer to unsuccessful Ballot entrants or charity partners any additional places at the Event which become available. We will use the contact details provided for the Ballot. Such further available places are available on a "first come, first served" basis and at our discretion.
Part E – Park & Ride
Individuals are able to buy a ticket that entitles the user to:
Upon purchase of either a Parking Ticket or a Bus Ticket, the user shall be sent a confirmation email. This confirmation email should be presented to the bus driver at the relevant Park & Ride Destination. Tickets are only valid for one return journey on the day of the relevant Event.
A fine will be payable to the owner of the relevant Park & Ride Destination if you have not vacated the car park before the expiry the parking period or if you park without having purchased a Parking Ticket. Check our website for details of the parking period at each Park & Ride Destination.
Individuals are responsible for choosing which of the Park & Ride Destinations they want to use, for ensuring they take the correct bus and allowing enough time to get from that car park to the start line of the relevant Event. It is up to each individual to leave enough time to get to the Event.
None of LimeLight Sports, the owner/operator of the relevant Park & Ride Destination or the owner/operator of the buses operating at such Park & Ride Destination (together the “Parking Parties”) will be liable in any way to individuals that choose to park in a Park & Ride Destination. By purchasing a Parking Ticket and/or a Bus Ticket you hereby waive any claims you may have against the Parking Parties in connection with your use of a Park & Ride Destination and your travel to and therefrom.
We may need to pass your car registration details to the owner of the Park & Ride Destination so that you can be entered into their system and your vehicle will be recognised by any registration plate software in operation. By purchasing a Parking Ticket and giving us such information, you consent to us passing these details on to the owner of the relevant Park & Ride Destination.
The number of spaces we have available in each of the Park & Ride Destinations is limited. Parking Tickets are therefore sold on a first come first served basis.
Part F – Virtual Event
This Part F of the Schedule applies to any Virtual Events organised by us. If there is an inconsistency between any of the provisions of this Part F and any other provisions within these conditions, the provisions of this Part F shall prevail.
Please read this Part F carefully. If you do not agree to the provisions of this Part F, you shall not be entitled to enter or take part in a Virtual Event. We reserve the right to change the terms of this Part F from time to time and you agree to be bound by any such modification. The terms of this Part F were lasted updated on 13th May 2020.
1. Who Can Enter a Virtual Event
Any individual within the specific age restrictions stated on the relevant Event Page may enter and take part in a Virtual Event. If you are a Minor, you may only take part in a Virtual Event with parental approval and, if appropriate, supervision. Please see Part A of this Schedule for further details.
You may only enter a Virtual Event once and any duplicate entries will not be accepted or, if accepted in error, will be revoked.
If you are entitled to sign up a group, friend or third party to the Virtual Event, this shall be stated on the relevant Event Page. In such instances, please see Part B of this Schedule for further details.
2. How to Enter a Virtual Event
To take part in a Virtual Event, you need to:
We reserve the right to refuse entry into a Virtual Event if you have not registered for the Virtual Event: (i) by the closing date stated on the relevant Event Page; or (ii) in accordance with these conditions.
Your entry into a Virtual Event is personal to you and you acknowledge and agree that: (i) you may not assign any of your rights or obligations under the Conditions to a third party; (ii) you may not donate, offer for sale or sell your entry in a Virtual Event to a third party; (iii) you will not use your entry in a Virtual Event as part of any form of business or commercial activity including, but not limited to, using your entry for advertising, promotion or use as a prize.
3. Payments and Refunds
If you have purchased any product add-ons as part of the Virtual Event registration process, you may request a refund within 24 hours of purchase. To request a refund please contact us on firstname.lastname@example.org.
No refunds shall be provided for any charitable donations that you make during the Virtual Event registration process.
4. Changes to the Virtual Event and Cancellation
In addition to clause 6 (Cancellation of the Event by LimeLight Sports) and clause 7 (Changes to the Event by LimeLight Sports) of these conditions, we reserve the right to change the start and finish date of a Virtual Event or to cancel a Virtual Event at any time, at our sole discretion and without any liability to you. We shall use reasonable endeavours to notify you of any change to, or cancellation of, a Virtual Event using the contact details you have provided to us.
5. Winners, Prizes and Gifts
Unless stated otherwise in our Virtual Event communications, the Virtual Event is not a competitive race and, as such, there will be no winner declared and there will be no prizes awarded.
You may receive a gift or finishers pack for completing the Virtual Event. Please see the Event Page for further details. Where a gift or finishers pack is offered, we reserve the right to change the style, size and type of any gift or the mementos offered in the finishers pack.
6. Virtual Event Safety
In addition to the provisions of clause 13 (Your Safety at the Event) of these conditions, the following terms shall apply to Virtual Events.
You acknowledge that the nature of a Virtual Event means that you are solely responsible for your own health and safety at all times during participation in the Virtual Event.
It is your responsibility to ensure that you have the correct equipment, footwear and clothing to take part in a Virtual Event, taking the weather conditions into account. It is also your responsibility to ensure your own safety during your participation in a Virtual Event, including but not limited to:
It is the responsibility of a suitable adult to ensure the safety and wellbeing of a Minor at all times when the Minor is participating in a Virtual Event and that the Minor is closely supervised throughout.
7. Revoking Entry to a Virtual Event
We may revoke your entry and right to participate in a Virtual Event (and any future Virtual Event) if at any time:
We shall not be liable in any way to you as a result of any such revocation.
In addition to the provisions of clause 17 (Our Responsibility for Loss or Damage Suffered by You) of these conditions, we shall not be liable to you for any of the following: technical, hardware or software failures of any kind, lost or unavailable network connections, or failed, incomplete, garbled or delayed computer/internet transmissions or other errors or malfunctions of any kind which may prevent receipt by us of your registration or photo submission form and/or payment for any product add-ons.
9. Your Personal Information
You agree that we can use the personal information that you provide to us when registering for or in connection with a Virtual Event (and parent/guardian’s name where applicable) in accordance with clause 11 of these conditions.