Terms & Conditions
ARTICLE 1. PRESENTATION
sportsDC organizes the Long Course Weekend Belgium to be held in Nieuwpoort during 25, 26 and 27 September 2020.
Friday, September 25th: Swim (3800m and 1900m and 750m) Saturday, September 26th: Bike (45km, 90km and 180km) Sunday, September 27th: Run (Marathon, Half Marathon, 10km, 5 km and Kids Race)
ARTICLE 2. ACCEPTANCE OF CONDITIONS
These Conditions shall apply in place of and prevail over any terms or conditions (whether or not in conflict or inconsistent with these Conditions) contained or referred to in any documentation submitted by the Participant or in correspondence or elsewhere or implied by trade custom, practice or course of dealing. A variation of these Conditions is only valid if the Event Organiser gives notice to the Participant in writing in any official Event material or correspondence prior to the Event (including via email), The Participant shall be deemed to have accepted these Conditions upon completion of the Entry Form.
With their registration to the race all participants accept the present terms and conditions and discharge the event organizers, sponsors, promoters, representatives, successors and assigns, and all other persons associated with the event, for all the participant liabilities, claims, actions, or damages that participant may have against them arising out of or in any way connected with the participation in this event.
3.1 The Participant acknowledges that participation in the Event is physically strenuous. It is acknowledged that participation in the Event will be physically demanding and the Participant is aware of the nature of the Event and associated medical and physical risks involved.
3.2 The Participant agrees that he/she is physically capable of competing in the Event and agrees to be solely responsible for his/her actions and the Event Organiser, its officers, employees, agents, affiliates, associated companies, sponsors or medical advisers are not responsible for any injury or illness that the Participant may suffer as a result of his/her participation in the Event. The Participant accepts that should any
medical or physical condition arise prior to the Event which is likely to affect his/her ability to compete, the Participant will withdraw in accordance with these Conditions.
3.3 The Participant agrees to abide by all applicable rules and regulations including the “Belgian Triathlon (Be3)” Competition and Doping rules. The Participant shall not be entitled to a refund of the Fees if he or she is disqualified from the Event as a result of an infringement of these Conditions or any such rules and regulations. The Event Organiser is also entitled to impose Event rules upon the Participant from time to time which will form part of these Conditions. The relevant rules and regulations may be obtained from www.triathlon.be and governing bodies associated for all our Triathlon events. At Long Course Weekend, guidelines will follow that of the Belgian Triathlon federation where applicable. The race Directors and Race referee also reserve the right to Disqualify or Issue Time Penalties should they feel athletes have acted unfairly, started in incorrect waves or acted outside the spirit of the event.
3.4 The Participant must register and rack their bicycle at the times and on the day as instructed in the Event Information which will be issued by the Event Organiser before the Event.
3.5 It is the Participant’s responsibility to provide and use a roadworthy bicycle and helmet which comply with governing body rules and regulations.
3.6 Unless otherwise notified by the Event Organiser swimming wetsuits are compulsory for open water with water temperature under 15,9ºC. Up to 24ºC it will be optional for distances of 1900 and 3800 meters. Above these temperatures, the use of wetsuit is prohibited. It is the Participant’s responsibility to provide and use a wetsuit which complies with Belgian Triathlon federation rules and regulations. Participants without a wetsuit will not be allowed to compete.
3.7 The Event Organiser may introduce cut off times as they see fit as part of the Event rules, being limits on the time taken to complete sections of the Event (as initiated by the Event Organiser at its discretion) to ensure the safe and proper running of the Event. Subsequently, competitors may be instructed to withdraw from the race in accordance with imposed cut off times.
3.8 The Event Organiser reserves the right at any time to remove Participants from the Event or prevent Participants participating in the Event and future events, if in the Event Organisers sole discretion, it considers such action necessary for safety reasons or the proper enjoyment of the Event by other Participants or for any other reasonable reason. No refund of the Fee shall be made if the Participant has acted negligently, maliciously, with wilful misconduct or otherwise without due care and attention for the Event or other participants, so as to cause his/her removal/disqualification; the said athletes may also face a life ban from all events.
3.9 The Event Organiser 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 the Participant on the Entry Form. The Event Organiser 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 the Participant. To ensure receipt of all Event Information, it is the sole responsibility of the Participant to ensure they provide the Event Organiser with the correct email address and postal address and to inform the Event Organiser of any changes to these prior to the Event.
The Event Organiser will process any changes to the Participant’s contact details up to 4 weeks before the Event. Prior to the Event, the Event Organiser shall deliver a link to the official Race Pack by email to the address provided by the Participant on the Entry Form. The Event Organiser assumes no responsibility for the non-delivery of any Race Pack that has been emailed by the Event Organiser. Should the Participant not receive a Race Pack prior to the Event for whatever reason, it is the Participant’s responsibility to contact the Event Organiser and arrange to collect/receive a Race Pack.
3.10 At registration, the Participant must produce appropriate photographic personal identification acceptable to the Event Organiser (such as drivers licence, ID or passport). Should an athlete pass on / or accept a place either free or paid for, both athletes will be disqualified prior and/or during the event. This includes selling the place online or by any other means. Due to the severity of invalidating insurance, wrong medical information and next of kin info; the said athletes may also face a life ban from all events.
3.11 Race number/goodie bag must be collected by the athlete only, with appropriate photographic personal identification.
3.12 While the Event Organiser takes every care with the staging of the Event, the Participant acknowledges that personal accident and personal items insurance is his or her sole responsibility.
3.13 The minimum age of entry is 16 years old (at day of the event) except:12 years: 5km and 10km run 18 years: 42,2k run
Participants younger than 16 years old must be accompanied by an adult for all cycling distances.
3.14 All decisions and rulings by the Event Organiser, its employees and its agents are considered final. Accordingly, the Participant will comply with all Event rules and all instructions and guidelines given by stewards, marshals, and safety personnel. The Participant acknowledges and agrees that the Event Organiser will organise and run the
Event and will have sole authority and be the final arbiter on all decisions relating to the safety, running and organisation of the Event, the rules of the Event, the timings/finish times and the placings.
3.15 These Conditions are personal to the Participant and it may not assign any of its rights or obligations under this Agreement without the prior written consent of the Event Organiser. The Participant represents and warrants that the Entry is purchased for personal use only, that it cannot be donated free of charge or otherwise given away for free, and that it is not purchased as part of any form of business or commercial activity (save as expressly authorised by the Event Organiser), and in particular, that the Entry may not be resold or offered for resale by anyone whether at a premium or otherwise and may not be used for advertising, promotion use as a prize (including in competitions and sweepstakes), travel packages, or for any other trade purposes. A donation, give away, resale or attempted resale is grounds for seizure or cancellation without refund or other compensation.
3.16 The Participant acknowledges and accepts that circumstances concerning an Event may change from time to time for reasons out of the Event Organisers reasonable control or otherwise, without the Event Organiser incurring any liability and without any rights to withdrawal being accrued by the Participant other than set out in clause 4 below. By way of example, and for illustration purposes only, car parking arrangements, rules regarding wet suits, and issues with hotels may arise/change but such changes/issues will not allow the Participant to withdraw and nor will the Event Organiser be deemed liable except as otherwise set out herein.
3.17 Any athlete making slanderous or inaccurate comments/status on social media will be disqualified and/or banned from all future events and may result in legal action.
3.18 For The Long Course Weekend/Individual events, a cut-off time is applicable:
Swim: 3800m: 2 hour 15 minutes 1900m: 1 hour 40 minutes
Bike: 180km: 8 hours 90km: 8 hours 45k: 3 hours
Run: Marathon: 5 hours 30 minutes Half Marathon: 5 hours 30 minutes 10km: 90 minutes 5km: 90 minutes
3.19 The participant grants full permission to any and all of the named parties to use any photographs, videotapes, motion pictures, website images, recordings or any other record of this event.
ARTICLE 4. BOOKINGS & PAYMENTS
4.1 In consideration for being granted the right to participate, the Participant must pay the Fee by no later than the closing date set out on the Entry Form.
4.2 The Participant shall not be eligible or entitled to participate in the Event until full payment of the Fee has been received by the Event Organiser no less than 2 weeks prior to the start of the event. No payment shall be deemed to have been received until the Event Organiser has received cleared funds.
ARTICLE 5. WITHDRAWAL, CANCELLATIONS OR ALTERATIONS
5.1 We shall not be liable to refund entry or for any other penalty should the event be cancelled due to force majeure. We shall not accept liability for any consequential loss and shall have no liability to reimburse any other costs that may have occurred, including transport cost, accommodation etc. The organization will propose a compensation for the participant for the next Long Course Weekend Belgium event. The organizer cannot be obliged to refund the registration fee.
5.2 No refunds for the registration fee nor potential extras (merchandising, good causes, etc.) will be made in case of a cancellation by a participant.
5.3 In the event of cancellation of the event we will endeavour to inform all athletes a week prior to the event, although please be aware that this is not always possible. We shall not accept liability for any consequential loss and shall have no liability to reimburse any other costs that may have occurred, including transport cost, accommodation etc. The organization will propose a compensation for the participant for the next Long Course Weekend Belgium event. The organizer cannot be obliged to refund the registration fee.
Changes of distances before the event:
5.4 Individual Sports entries: Until August 16 (included): distance changes in the same discipline (for example from 3.8k to 1.9k in swimming) allowed. The original registration fee will not be refunded and in the event that the new distance price is higher at that time at the price paid when making the original registration, the corresponding difference will be charged.
ARTICLE 6. CONSIDERATIONS
The registration is personal and non-transferable and means the total acceptance of the race regulations including the waiver of civil liability. Once the entry has been made, it cannot be transferred to any other person under any circumstances.
ARTICLE 7. CATEGORIES AND RESULTS
Age group categories will be defined by each discipline (Swim/Bike /Run)The following results will be available:
- Overall male and female for the Long Course Weekend.
- Overall male and female for every discipline (Swim/Bike/Run) and for every distance.
The results include official time, real-time and position within the age category of each participant.
ARTICLE 8. AWARDS
The best 3 men and women of the overall results of Long Course Weekend.The best 3 men and women of the overall results of each discipline (Swim, Bike, Run) and for each distance will receive a trophy.All finishers in each discipline and distance will receive a medal.The Long Course Weekend distance participants finishing the 3 disciplines will receive as well the 4th medal.
ARTICLE 9. CLAIMS
Claims will have to be notified by email: firstname.lastname@example.org before next Wednesday following the event.The Organization will reply between 10 days after receiving the claim. Until that day, results will be provisional.
ARTICLE 10. RACE NUMBER
BIB number pick up will be at the registration area during it’s opening times. At registration, the Participant must present appropriate photographic personal identification acceptable to the Event Organiser (such as drivers licence or passport) The race number shall be clearly visible at the front during the entire race and cannot be modified.
ARTICLE 11. CHIP
Chip is included in the entry fee. Due to security reasons is mandatory to participate with chip. The chip provided will have to be returned at the finish line.
ARTICLE 12. DISQUALIFICATIONS
Will lead to disqualification:
- Provide false information on registration (age, residence, etc.)
- Not completing the full course
- Not pass through the step controls in the course
- BIB number not showed correctly or being modified
- Racing with the BIB number or/and chip from other participant
- Ignore the instructions of the organizers and/or judges during the course
- Refuse to do the doping test
- Unsporting behaviour
ARTICLE 13. MEDICAL ASSISTANCE
The Long Course Weekend will have medical services to attend the participants. The Organization encourages all participants to do a medical examination prior to the race. All participants accept the risks involved in practicing this sport. Furthermore, the athlete declares himself in good physical condition for this race and agrees that this participation is his responsibility. Any participant with health problems is bound to previously notify this in writing to the Organization, indicating in its race number: name, address, telephone and health issue suffered. The participant is required (for safety reasons) to previously inform about his condition in writing together with his race number). Medical services are entitled to remove any participant from the race who appears to be in a bad physical condition.
ARTICLE 14. LIABILITY
The Organization declines any responsibility of the effects, consequences or responsibilities arising from any damage, both material and personal, caused by a participant, at the race, themselves or other people. This includes third parties cause damage to a participant, volunteer or staff of the Organization.
ARTICLE 15. AUTHORIZED VEHICLES
Only the vehicles that are accredited by the Organization can follow the race. It is strictly forbidden to follow the participants in any type of vehicle engine or on wheels (skates, bicycles, etc…). The Local Police, Guardia Civil and Organization staff can remove them immediately from the course.
Extra sportsDC Waiver
I understand that participating in this event is potentially hazardous, and that I should not enter and participate unless I am medically able and properly trained.
In consideration of the acceptance of this entry, I assume full and complete responsibility for any injury or accident which may occur while I am travelling to or from the event, during the event, or while I am on the premises of the event. The organization provides a basic physical injury insurance, included in the participation fee. Participants older than 70 need to provide a medical certificate to be covered by this insurance.
In case of an injury, the participant needs to inform the organization immediately by completing the declaration form made available and transfer it to the insurance company as explained on the form.
The participant is responsible to provide all required information in order to determine the circumstances and the extent of the damage.
If the participant fails to fulfill one of the stated obligations and this causes a disadvantage for the insurer, the insurer may refuse its services to the extent of the damage suffered by it.
The organizer is not liable for any damage, by whatever name, that the participant may suffer as a result of participation. The organizer is not liable for loss, theft or damage to property.
The participant indemnifies the organizer against liability for damage that a third party might suffer as a result of the participant, during his participation in the event, unless this damage is the direct result of an error attributable to the organizer. The participant must be adequately insured against the risk of liability for causing damage to third parties.
I also understand that all supporters are my responsibility and take full responsibility for all their actions. Any abuse of race officials, marshals or event staff will result in my instant disqualification.
I also am aware of and assume all risks associated with participating in this event, including but not limited to falls, contact with other participants, the effect of weather, traffic, and conditions of the road. I, for myself and my heirs and executors, hereby waive, release and forever discharge the event organizers, sponsors, promoters, sportsDC and each of their agents, representatives, successors and assigns, and all other persons associated with the event, for all my liabilities, claims, actions, or
damages that I may have against them arising out of or in any way connected with my participation in this event.
I understand that this waiver includes any claims, whether caused by negligence, the action or inaction of any of the above parties, or otherwise.
I hereby grant full permission to any and all of the above parties to use any photographs, videotapes, motion pictures, website images, recordings or any other record of this event.
If one or more articles of these terms and conditions are void or unlawful, for whatever reason, this does not affect the validity of the other parts of the terms and conditions.