1.1 The Rybrook BMW Worcester Classic Bike Ride (hereinafter referred to as “The Event”) is organised by Zeus Sports Limited (hereinafter referred to as “The Organisers”) and will consist of three routes all of which take place throughout the Worcestershire countryside.
1.2 Only persons aged 8 years or above as at the date of the event may register for The Event’s 25 mile route. Only persons aged 14 years or above as at the date of the event may register for The Event’s 25, 60 or 100 mile routes. All riders under the age of 16 must be accompanied by a responsible adult.
1.3 Applicants must complete and submit an application form by clicking here. If requested. All successful applicants (hereinafter referred to as “Participants”) will be notified by way of an email confirmation by The Organisers and informed that they have been reserved a place to take part in The Event. The submission of the Application Form, payment of the Registration Fee as per this Clause 1 and receipt of the Email Confirmation shall constitute a confirmed entry into The Event once the full registration fee has been received by The Organisers.
1.4 Places in The Event are strictly limited and only available through the website therefore applications are subject to availability. Subject to clauses 1.2 and 1.3 above, The Organisers will consider applications on a first-come, first-served basis and otherwise in accordance with the rules set out in these Rules and Regulations. The Organisers will not accept applications once all places are full, or after 5pm on July 14th, 2017 (whichever is the earlier date).
1.5 The relevant date for registrations shall be the date The Organisers sends the Online Confirmation. The Organisers are not responsible for 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 The Organisers of a registration or receipt by an applicant of an Online Confirmation. For the avoidance of doubt, if, for any reason whatsoever, an applicant does not receive an Online Confirmation, said applicant shall not be considered to be a Participant and The Organisers shall not be responsible for the applicant’s failed application.
1.6 The appropriate entry fees for The Event are non-refundable. If balance payment is rejected or not cleared for whatever reason, The Organisers reserve the right to refuse registration and entry into The Event.
1.7 Subject to the remaining provisions of this Clause 1, the payment of the Registration Fee and balance payments, if appropriate, totalling the entry fee entitle the Participant to participate in The Event organised by The Organisers.
1.8 After clearance of the appropriate payment, the Participant shall receive the Online Confirmation. No refunds shall be provided unless the event is fully cancelled. Participation not taken in the year of entry will be deemed void.
1.9 The Event is personal to the Participant accepting these Rules and Regulations of Registration, and the Participant undertakes and agrees (i) only to participate in The Event wearing the number assigned to his/her registration, (ii) not to authorise or permit any third party to use their rider number for The Event and (iii) not to sell, transfer or give any other person the right to participate in The Event and/or use the Participant’s number.
1.10 If at any time it is discovered that any Participant should have been ineligible to participate in The Event, or if participation in The Event should have been refused for any reason whatsoever, The Organisers reserve the right to disqualify such Participant from/refuse such Participant entry to The Event. Further, The Organisers reserve the right to reject at any time any Online Registration Form which it believes to be fraudulent, or to disqualify at any time any Participant it believes not to have fully complied with these Rules and Regulations from participating in The Event shall not be liable in any way to such Participant as a result of any such disqualification or refusal. It is the Participant’s responsibility to ensure full compliance with these Rules and Regulations.
1.11 If any provision in these Rules and Regulations, whether in full or in part, is held to be invalid or unenforceable, all other remaining provisions (in full or in part) shall continue to be valid and enforceable.
1.12 The conditions (and any documents referred to herein) constitute the entire agreement and understanding of the Parties and supersede any previous agreement between the Parties relating to The Event. Nothing in these conditions shall constitute or be deemed to constitute a partnership between the Parties. These conditions shall be interpreted in accordance with the laws of England and Wales and any dispute arising hereunder shall be subject to the exclusive jurisdiction of the English courts.
2 THE RYBROOK BMW WORCESTER CLASSIC BIKE RIDE
2.1 Subject to Clause 3 below, The Event will be held on July 16th, 2017.
2.2 The Organisers reserve the right to change the time, date and/or route and format of The Event and to cancel The Event, in whole or in part, without notice or liability to the Participant. The Event shall inform the Participant by email of any such change or cancellation.
2.3 Any Participant not intending to participate in The Event shall inform The Organisers as soon as reasonably practicable.
2.4 No drugs, illegal substances, performance enhancing substances or intoxicants of any kind are permitted to be used by any Participant either before or during participation in The Event reserves the right to refuse attendance at, or participation in, The Event by any persons found to have consumed or to have in their possession any drugs, illegal substances, performance enhancing substances or intoxicants of any kind.
2.5 The Event reserves the exclusive right and license throughout the world (and Participant hereby grants The Event such exclusive right and license) to interview and/or photograph and/or film the Participant at The Event (and before and after The Event may reasonably require) and to the unlimited, worldwide, sub-licensable right to record, film, reproduce and use in all current and future media (including without limitation, print, audio, visual, audio-visual, virtual media, the Internet, mobile telephony and so-called “3-G” technologies, CD-ROM or DVDs) the Participant’s name, likeness and image or facsimile image, signature, voice, video and film portrayals and other means of identification of the Participant, and any biographical or other information or data related to the Participant (including race times and results), in connection with the production, advertisement, marketing, promotion or sale of event sponsor products and/or the promotion, marketing or advertisement of The Organisers or any event sponsor.
2.6 As a continuing condition of entry each Participant shall ensure that, for the duration of The Event:
2.6.1 Safety approved cycle helmets are worn at all times when cycling.
2.6.2 They are capable of carrying out basic bike maintenance, such as puncture repairs, whilst on the route.
2.6.3 They register on the event day and within the times provided by The Organisers.
2.6.4 They do not start earlier than the time allocated on each event day. Failure to comply with this rule will result in disqualification.
2.6.5 They complete each route at least 30 minutes before dusk. Participants who are still on the route at this time (as determined by The Organisers) will be collected and repatriated to the finish line. The Organisers may introduce further cut off times as they see fit, and will inform Participants of these changes.
2.6.6 Each bicycle is roadworthy for the event.
2.6.7 They do not use mobile phones whilst cycling.
2.6.8 They do not use a music player with headphones whilst cycling.
2.6.9 They do not take food or drink from anyone other than another Participant whilst on the move.
2.6.10 They display the official event numbers provided at registration in the manner indicated during the event.
2.6.11 They do not deviate from the official routes – Participants are restricted to the Participant route.
2.6.12 They abide by all Rules and Regulations including relevant British Cycling Regulations.
2.6.13 They comply with the Highway Code at all times.
2.6.14 They obey traffic officers and authorised marshals at all times; failure to do so will result in disqualification.
2.6.15 They do not use a radio to communicate at any time during the event due to health and safety restrictions and implications.
2.6.16 They comply with all event rules and all instructions and guidelines given by event stewards, marshals, and safety personnel. Participants acknowledge and agree that The Organisers 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 and rules of the event.
3 PARTICIPANT WARRANTIES AND UNDERTAKINGS
3.1 The Participant agrees to be bound by these Rules and Regulations for participation in The Event. The Participant acknowledges that participation in The Event is not possible without validly entering into this agreement on these Rules and Regulations.
3.2 The Participant acknowledges that participation in The Event involves inherent risks of accidents and injury.
3.3 Participation in The Event is at the Participant’s own risk. The Participant irrevocably agrees to hold harmless, indemnify and reimburse The Organisers from and for any sum, costs or expenses (including legal and professional fees) incurred, payable or paid by The Organisers to any person (including the Participant and/or any of the Participant’s insurers) in connection with any accident, loss, damage or injury (including death) arising out of the Participant’s attendance at and participation in The Event or any part thereof (except where any such injury or death is caused by the negligence of The Organisers or any of its employees).
3.4 The Participant confirms without reservation that they are in a good physical condition to participate in The Event.
3.5 The Participant confirms that they have appropriate liability, personal accident and equipment insurance in place in order to participate in The Event and acknowledges that the Participant has no claim against The Organisers in relation to the provision of such insurance. Public Liability Insurance has been arranged with the British Cycling Federation and is included in the entry fee.
3.6 The Participant confirms that they will not publish or post to any website or other media operated by The Organisers related to The Event any text, statement, photograph, image or other material which is obscene, blasphemous, and defamatory, infringes the intellectual property or other legal rights of any third party or is otherwise unlawful, offensive or inappropriate. The Organisers will have the right to remove any material at its discretion and take appropriate legal action against any person found to be or alleged to be in breach of this clause 3.6.
3.7 The Participant’s journeys to and from the start and finish lines of The Event shall be entirely at their own risk and cost.
3.8 The Participant agrees at all times whilst they are at The Event to abide by the reasonable directions of The Organisers, its staff or contractors and to behave appropriately.
4 PRIVACY STATEMENT
4.1 The Participant agrees and consents to The Organisers using their personal details provided in their Registration Form for the following purposes:
• Event administration
• As The Event owner, The Organisers require a record of your registration details including third party emergency contact details for internal administration purposes in order to properly conduct and to safely administer The Event
• The Organisers will also keep records of medical information provided that it is kept confidential and may be shared only with medical personnel or teams allocated to The Event. Such information shall be deleted within a reasonable time following the completion of The Event unless you agree that we may use such information in your entry for future bike ride events which are staged within a reasonable timeframe thereafter. E-mail/SMS communications
• The Organisers will use Participant’s contact data submitted on the Online Registration Form to send Participant information by e-mail and/or SMS relating to The Event, other bike ride events and any further categories of news and promotional information as Participant may have requested on the Online Registration Form.
• Participant acknowledges and agrees that The Organisers may send an e-mail or SMS notification following The Event inviting Participant to submit or renew his/her registration for any future bike ride events.
4.2 The Participant agrees to inform The Organisers of any changes to the information supplied in their original Registration Form for the purposes of clause 4.1 above and particularly any changes to their medical condition and contact details. For this purpose, the Participant should contact The Organisers directly.
4.3 All information relating to Participants collected by or on behalf of The Organisers from which each Participant can be identified will be recorded electronically and will be used at all times in accordance with the Data Protection Act 1998. The Organisers will not disclose any such information to third parties, save as expressly stated under these Rules and Regulations. Each Participant is entitled to withdraw its consent to categories of e-mail and/or SMS communications from The Organisers and can do so at any time by either: i) following the opt-out instructions provided in the relevant e-mail or SMS, or ii) by writing to Zeus Sports Ltd, South Park Studios, 88 Peterborough Road, Fulham, London, SW6 3HH. Please note that due to email production schedules you may still receive any mailings that are already in production. Participants acknowledge that a valid e-mail address or SMS contact number will be required at all times in order for Participants to receive important information pertaining to The Event and the Participant hereby consents to receive any such information.
4.4 To delete all of your information from our database, Participants may write to Zeus Events Ltd, South Park Studios, 88 Peterborough Road, Fulham, London, SW6 3HH. In circumstances where the Participant requests deletion of their Participant’s profile, The Organisers reserve the right to maintain information about an individual sales transaction (not including credit card details) for record keeping. Participant’s attention is also drawn to clause 4.5 below.
4.5 Subject to the Participant’s right to modify or request the deletion of data from The Organisers’ database, the Participant hereby acknowledges that it is a strict condition of participation in The Event that all mandatory fields within a Participant’s profile are complete and correct at all times. These fields include, without limitation, gender, first name, and surname, date of birth, medical condition information and emergency contact details. The Participant hereby acknowledges and agrees that this information is required by The Organisers in order to properly and safely administer and conduct The Event, and The Organisers reserve the right to refuse Participant entry to The Event in circumstances where the Participant either requests the deletion of such mandatory information from their Participant’s profile, or provides false or incomplete information.
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