Event Rules, Terms and Conditions 

General  

These rules (“the Rules, Terms and Conditions”) apply to the Run with Rich 1k and 5k events (the Event) taking place on 2nd June 2024 at Holme Pierrepont National Water Sports Centre, Nottingham. 

By registering for the Event, you agree to comply with them. The rules will be stored on The Richard Whitehead Foundation website – www.whitehead.foundation. Please check this page from time to time, as we may occasionally amend these Rules and any changes will be binding on all participants and supporters. 

If you have any questions, please contact The Richard Whitehead Foundation via email info@whitehead.foundation and a member of the relevant support team will be happy to help you. 

The Event is organised by The Richard Whitehead Foundation; a Charitable Incorporated Organisation (CIO) registered in England and Wales (1194726) 

Registered office: 20 Royal Scot Road, Pride Park, Derby, DE24 8AJ 

 

  1. Participant Entry 

Participants wishing to enter will do so via the Enthuse website and adhere to Enthuse terms and conditions. 

 https://richardwhitehead.enthuse.com/cf/run-with-rich-2024 

 Only registered participants who have paid their entry fee (or had the fee paid for them) are eligible to take part in the Event.  

 We will only accept entries to the Event on the day where we are satisfied that it is safe to do so, given that the Event has the capacity, and the contact details for all participants must be held in advance in case of an emergency. 

Group entries e.g., schools or community organisations can be accepted. The wellbeing, safeguarding and insurance of these groups are the responsibility of the group organiser.  

The Event is subject to age restrictions as set out below, which relate to the age of the participant on the day of the Event. Participants must be able to provide proof of age on the day. We reserve the right to refuse entry to the Event, with no refund, to any participant who is underage and without supervision, or is unable to provide proof of age when requested to do so by an Event official. 

Children up to the age of 16 inclusive 

  • Cannot enter individually 

  • Must be entered as an additional entrant, where the primary entrant is 18 or over and is the parent/legal guardian of the additional entrant or has the permission of the additional entrant’s parent or legal guardian 

  • Must give contact details for the parent or legal guardian 

  • Must take part alongside another responsible adult over 18 years or over  

  • Cannot be a group leader 

Young Adults aged 17 

  • Can enter individually without supervision of an adult 

  • Do not need parent or legal guardian contact details but must have the permission of the parent/legal guardian 

  • Can be a group leader  

  • Cannot enter other participants 16 or under 

  • If registering any additional entrant aged 17, must have the permission of the additional entrant’s parent or legal guardian 

Adults aged 18 and over 

  • Can enter individual 

  • Do not need parent or legal guardian contact detail 

  • Can be the primary entrant for multiple entries 

  • Can be a group leader 

  • Can be the primary entrant for an additional entrant under 16 where the primary entrant is the parent/legal guardian of the additional entrant or has the permission of the additional entrant’s parent or legal guardian.  

 

Keeping children safe.  

Medals will be provided to all participants that complete the event, however for health and safety reasons parents / guardians are advised not to allow children under the age of 3 years old to play with these medals.   

Children (16 years and under) must be accompanied by their parent, legal guardian or responsible adult who is 18 or over (who has the consent of the parent/legal guardian) (“Adult”) who will accompany them throughout the course by keeping pace with their progress from the course side-line. The Adult must register him/herself and up to 3 children in order for the children to participate.  

A maximum of 3 children can be accompanied by one Adult. The accompanying Adult is expected to be confident at keeping children together and they should complete the course as a group. 

All child participants will be provided with a running number in their Race pack, with space for their accompanying Adult to write his/her contact details on, which the child must wear on the day. 

Adults will be provided with a blank running number with space to write the running number/s of all the child participants that they are responsible for, which the Adult must wear on the day. 

Entry Fees and Cancellation  

Entry fees for the Event are as set out on the website at the time of purchase unless a sales promotion is taking place, or a promotional is used which covers all or some of the entry fee. This fee contributes towards the costs of staging the Event. 

Your Event place will not be confirmed until payment has been processed and an email received from us acknowledging that a place has been allocated to you at the relevant Event. 

Entry fees are non-refundable from 30 days before the event date unless we change an Event venue and/or date or if we cancel the Event altogether.  

In the event that we need to change the venue and/or date of your Event, we will notify you of this change as soon as possible. Your Event place will be automatically transferred to the re-scheduled Event unless you tell us you are no longer able to attend. In these circumstances you can either ask for a refund of your entry fee, or you can choose to donate this to The Richard Whitehead Foundation. 

In the event that we need to cancel your Event, we will notify you of this cancellation as soon as possible. In this instance, you can either ask for a refund of your entry fee or you can choose to donate this to The Richard Whitehead Foundation.  

Please note that start times may also be staggered and/or subject to change; we will give you as much notice of this as possible, though unfortunately sometimes it may not be possible to do this until your arrival at the Event. We ask that you let us know as soon as possible if you need or want to withdraw from your Event for any reason.  

Access & inclusion 

It is our goal to ensure the Event is fully inclusive. We ask that participants work with the Event organisers to ensure we include everyone based on need. As such the Organisers will prioritise accessibility aspects to those with the greatest support needs / mobility needs. Including parking. We hope that all participants will be caring and supportive of one another’s needs. 

We will ask participants at point of registration to inform us of how they would like to take part in the event, and we will plan the schedule / start times based on these needs.  

A follow up email will enquire about accessibility needs. We ask participants to be honest. 

Participants using personal equipment or aids such as crutches, wheelchairs etc are responsible for the safety of the equipment / aids. 

The event venue will have accessible toilets and a changing place, but these are mobile units.  

Participants requiring additional support such as a buddy or guide runner can contact the Organisers to request support. The Organisers will work hard to meet this need. 

Participants will be required to write on the back of their race number details of an emergency contact detail, and medical information that may be required by First Aiders / Emergency Services. 

Changes and Last-Minute Arrangements  

Participants arriving late must abide by the instructions and decisions of the Event Manager or their representative at the admin tent. For health and safety reasons it is possible that latecomers will not be permitted to take part. 

We reserve the right to reduce or alter event courses to accommodate any unexpected complications on the day that may have an impact on staff, participants, volunteers, and spectators.  

Conduct  

All participants and supporters must abide by the Rules and any rules, instructions or regulations displayed or given before or on the day of the Event by The Richard Whitehead Foundation, police and/or Event officials, including those relating to the health, safety and welfare of participants, staff, volunteers, and supporters. 

We respectfully ask that all participants and supporters do not use aggressive or abusive language towards our Event organisers, marshals, officials, volunteers, and other participants. We will not tolerate any form of discrimination, harassment, victimisation, abuse, or intimidation of any member of staff, participant or others connected with the organisation. You should also avoid behaving in a way which may cause injury or harm to other participants and/or spectators, or which may cause offence or damage the reputation of The Richard Whitehead Foundation. 

The Richard Whitehead Foundation opposes the promotion and use of tobacco in all its forms. All participants, staff, volunteers, and supporters are therefore required to refrain from smoking tobacco products or e-cigarettes at the Event.  

We respectfully ask that all participants, staff and volunteers’ supporters do not drop litter but instead use the litter and recycling facilities available within the venues and around the course or take litter home to dispose of responsibly. 

Any participant bringing a dog to the Event must act in a responsible manner by making sure that: 

Working dogs (e.g., guide dogs) are allowed at the event and must be always kept on a lead and under close control. Please ensure: 

  • The dog has a collar with a clearly identifiable tag. 

  • You have adequate water supply for the dog to keep them hydrated 

  • Any dog mess is cleaned up and disposed of responsibly. 

We reserve the right to ask participants and supporters to leave an Event if they do not adhere to these Rules, and no refunds shall be given in these circumstances.  

Health & Safety and Medical  

The Event is non-competitive and non-UKA accredited. We will therefore allow under 16-year-olds to participate in the Events, but they must be accompanied at all times by their parent or legal guardian (or by a primary entrant who has the permission of that participant’s parent or legal guardian).  

Participants are responsible for ensuring that they are sufficiently fit and healthy to take part in the Event. Anyone unsure of their physical ability to take part in an Event must therefore seek medical advice from a general practitioner prior to the Event.  

Participants are asked to not take part in the Event if they are suffering from, have symptoms of or have tested positive for COVID 19. When participating in the Event, you must do so safely and in full accordance with all government guidance at the time of Event, including but not limited to the latest Government COVID 19 guidance in your country.    

Whilst the venue will provide catering facilities for the purchase of refreshments, please ensure all participants have access to water and snacks. Keep hydrated and fuelled. We recommend the use of re-usable drinks bottles to save the planet. 

We reserve the right to refuse entry to an Event in our absolute discretion, with no refund provided, if for whatever reason we consider a person unfit to take part. We may also ask you to withdraw during an Event if we have concerns about your ability to complete it due to fitness, injury or otherwise. If you choose to continue you do so with the understanding that you are no longer considered a participant of the Event and that you absolve us of all and any responsibility, and progress entirely at your own risk. 

Participants are responsible for ensuring that they are wearing appropriate attire (including footwear) when taking part in the Event, taking into account the nature of the Event, the weather forecast, and the terrain involved. With our British Summer please prepare for all eventualities… factor 50 sunscreen and a waterproof! 

All participants must write the following on the reverse of their official Event number, which must be worn on the front of shirts during the Event: 

  • Their name 

  • The details of any health problems or current medication. 

  • The name and number of a person to contact in case of an emergency. 

  • Participants aged 16 and under must also provide details of an accompanying responsible adult 

To help us save money, please also remember to bring your safety pins! 

We will take all reasonable steps to minimise the risk of injury to participants at the Event. A stringent risk assessment process is in place for the Event which aim to minimise or eliminate the risk to everyone taking part. By taking part in an Event, all participants acknowledge that there may be conditions or circumstances beyond our control that can lead to unforeseen risks. If you have any concerns or queries, please contact us via info@whitehead.foundation before agreeing to take part in an Event.  

Fundraising and Donations  

To help us to raise funds for projects across England and Wales that can help disabled people believe and achieve life goals through sport and movement, we encourage each participant to try and raise at least £50 for The Richard Whitehead Foundation. We acknowledge that for some this will be easier than for others, and it is an encouragement rather than a requirement. 

All participants have a legal responsibility to ensure that all fundraising monies/donations received in connection with an Event are paid to The Richard Whitehead Foundation, and we ask that you do this as soon as possible after the Event.  

We recommend the use of the Enthuse online fundraising platform which has the option to create an individual fundraising page or donate directly to our dedicated event page – Run-with-Rich.

Alternatively, by sending a cheque made payable to The Richard Whitehead Foundation (stating your full name, unique reference number and event on the back) with an accompanying Fundraising Donation Form to: 

The Richard Whitehead Foundation 

c/o 20 Royal Scot Road 

Pride Park 

Derby 

DE24 8AJ 

We regret that fundraising money cannot be accepted on the day of the Event as we do not have the suitable cash handling facilities to fulfil this process. 

Use of your information 

When you register for an Event, we collect personal data relating to you and anyone else that you register.  We will use this information for the purposes of organising, staging, and administering the Event, including to send you your Event pack and additional information about fundraising. If you provide personal information on behalf of additional entrants, please only provide this if they have confirmed that they are happy for you to do so 

In the case of an emergency, we may also pass personal details provided (either when registering for the Event or on the reverse of your Event number) to the emergency services or health care professionals, and use them for the purposes of contacting your emergency contact.  

First aid facilities will be provided at the Event. If you are treated by medical providers at an Event, your details may be passed on to us only for health and safety purposes and to fulfil our legal obligations (including those under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995). All accident details will be held on The Richard Whitehead Foundation Accident Database in line with statutory requirements.  

Following your registration we will contact you with information about the Event, including to discuss ways to improve your fundraising and hints and tips to support your preparation for your event.  

After the Event we will use your personal data for the purposes of sending you an evaluation survey to assist us to improve future Events and understand the impact of the Event, as well as supply you with further information about how you can support the charity’s work and details of future Events.  

All personal information held by us will be handled in accordance with applicable privacy laws and The Richard Whitehead Foundation’s privacy statement. 

Filming and Photography at the Event 

Please note that The Richard Whitehead Foundation (or our authorised service providers and agents) or our commercial partners may film or photograph participants, volunteers and spectators taking part or attending Events and use such footage or photographs for the following reasons: (i) for The Richard Whitehead Foundation to publicise the Event for commercial and/or fundraising purposes including, but not limited to, television broadcasts, advertising, publications, marketing material, merchandising, and other documents that may be made available to the public; and (ii) for our commercial partners to publicise their involvement and/or association with the Event. 

No personal details (including names) of any under 16-year-old participants will be used in any publicity materials without the written consent of their parent or legal guardian, but we may use images where children are incidentally included e.g., of mass participation in the warm up, or on the starting line. 

If a participant has a legitimate reason for not wanting their images to be used in publicity, they must inform the Event Organiser and state the Event Number of the individual.  

Liability  

All participants, volunteers and spectators enter and attend an Event entirely at their own risk. We shall not be liable for any injury, damage or loss to participants or their property that might occur as a result of their participation or attendance at an Event, other than in respect of any injury or loss arising as a result of our negligence. For the avoidance of doubt, nothing in this clause shall exclude or limit our liability for any liability that cannot be excluded or limited by law.  

All participants, volunteers and spectators enter and attend an Event entirely at their own risk. We shall not be liable for any injury, damage or loss to participants or their property that might occur as a result of their participation or attendance at an Event, other than in respect of any injury or loss arising as a result of our negligence. For the avoidance of doubt, nothing in this clause shall exclude or limit our liability for any liability that cannot be excluded or limited by law.  

 Contacting The Richard Whitehead Foundation