Terms and Conditions for UPrevail Events Ltd v.1.2

1. General Information
1.1 These Terms and Conditions govern participation in Triathlon, Duathlon, Swim-run, Aquabike and other multisport events (hereafter referred to as “the Event”), organized by UPrevail Events.
1.2 By registering for the Event, participants agree to abide by these Terms and Conditions.
1.3 The Event details and prerace information will be provided on the UPrevail website and emailed directly to participants, using the information provided at checkout, at the specified pre-event date shown on the ticket .

2. Eligibility
2.1 Participants must meet the minimum age requirement of 18 years on the date of the Event.
2.2 All participants must be in good physical health and acknowledge the risks associated with participating in these events.
2.3 Where entries are open to under 18s, participants must provide a signed parental or guardian consent form.

3. Registration
3.1 Registration is only confirmed upon receipt of full payment and the completed registration form.
3.2 Registration fees are non-refundable and non-transferable, except in cases specified under Section 8 where administration fees may be incurred.
3.3 Changes to registration details (e.g., transfer to another category, changes of contact details) must be completed using the booking system via the user log in section. This information will not be able to be changed after the 2 weeks prior to the event.

3.4 Participant names can not be changed.

4. Event Rules
4.1 Participants must adhere to the rules and guidelines outlined by the Event organizers and any affiliated sports governing bodies (e.g. British Triathlon).
4.2 Failure to comply with Event staff, marshals, or officials' instructions may result in disqualification.
4.3 Drafting rules, as stipulated by the governing body, must be followed during the cycling segment.

4.4 All participants are required to follow the code of conduct of UPrevail Events (Section 10) and that of the governing body.

5. Safety & Equipment
5.1 Participants must wear an approved helmet during the cycling segment and follow road safety regulations.
5.2 The use of headphones or earphones is prohibited during the Event.
5.3 It is the participant’s responsibility to ensure their equipment is in safe and working condition.
5.4 All participants will follow the British Triathlon rules relating to water temperatures and the mandatory use of wetsuits.

5.5 All participants must abide by the highway code, roads laws, countryside code at all times to ensure the safety of themselves, other participants and members of the public.

5.6 Participants understand that it is their own responsibility to provide and use a roadworthy bicycle, helmet, or other safety requirements to ensure compliance with the event and BTF rules and regulations.

6. Medical and Liability
6.1 Participants declare themselves medically fit to take part in the Event and waive any claims against the organizers for injuries or illnesses arising from participation.

6.2 It is the participant’s responsibility to ensure that they are medically fit to participate in any of the events advertised and delivered by UPrevail Events. If the participant has any medical conditions which may affect participation first consult the GP and then inform the organisers of the situation. Participants are encouraged to speak to their registered GP if they are concerned about any aspect of their health prior to taking part in the event.
6.3 While UPrevail Events permit events through British Triathlon and require all participants to take part with the appropriate licence, participants are encouraged to review their cover and where necessary obtain personal accident insurance covering endurance sports.

6.4 BTF Day membership (Race Pass) entitles the participant to public liability protection for the day of the event in relation to claims against them for loss, damage, or injury to a third party. The participant will only pay the excess of £250 if the claim for injury or damage is successful. This does not protect the participant in respect of their own personal accidents or injuries or those involving other competitors.

6.5 The race pass holder will be the registered participant in the event. This membership is not transferable, and excess applies. By registering, the participant consents to their details being provided directly to The British Triathlon Federation Ltd and the insurance provider. Visit https://www.britishtriathlon.org/race-pass to find our more details on what your BTF Race Pass includes. If the participant is already a British Triathlon member they will not be entitled to a partial refund. Children less than 16 years of age are not required to produce photo ID.
6.6 The Event organizers shall not be held liable for any loss, damage, or theft of personal belongings.

7. Cancellation and Force Majeure
7.1 The organisers reserve the right to cancel, postpone, or modify the Event due to unforeseen circumstances, including but not limited to severe weather conditions or government restrictions.
7.2 In the case of cancellation, participants may be offered a partial refund or entry into a rescheduled Event at the organiser's discretion.

8. Refunds and Transfers
8.1 Registration fees are non-refundable except in cases of event cancellation as per Section 7.
8.2 Participant substitutions or transfers are permitted only upon prior approval and may be subject to an administrative fee, see Section 3.2.
8.3 Participants have the right to purchase ‘refund protect’ insurance at an additional cost at the point of checkout for each ticketed event. This service is not provided by UPrevail Events, and UPrevail Events do not benefit financially from this.

8.4 UPrevail Events will allow participants 48 hours from booking to make a cancellation if the booking is made in error. An administration fee will apply as per section 3.2.

8.5 UPrevail Events operate a pregnancy deferral policy and will honor this in line with British Triathlon governing body policy. Women may defer their slot in any UPrevail Event for up to 2 years after the birth/still birth/miscarriage of their child. 

9. Media, Photography and Data Usage
9.1 By registering, participants consent to the use of their name, image, and performance data in Event promotions, media coverage, and marketing materials.
9.2 Personal data provided during registration will be handled in accordance with the Event’s privacy policy.

9.3 Any photography or videography recorded on the day of the event by UPrevail Events Staff is the property of UPrevail Events unless it is released for open use. 

9.4 Participants understand and accept that media professionals may take photographs and video footage of the event and its participants for use to publicise and promote UPrevail Events limited events and sponsors.

9.5 Participants understand and accept that their event photos, where possible, will be tagged with their race number and name (the name specified on my event registration).

9.6 Participants reserve the right to not be photographed by utilising the signals provided in the athlete information pack for each event. UPrevail Events are committed to adhering to this right and will delete and destroy any images taken in error when these signals are used by participants. 

9.7 UPrevail Events primarily uses email to communicate with its competitors. By entering the event, participants agree to receive emails regarding the event. Please see the specific Data Protection Policy for further details. 

9.8 Participants understand that other UPrevail Events marketing emails, such as newsletters and promotions, have an ‘unsubscribe’ link, but event specific communication emails do not have this link, for the safety of the participant.

10. Code of Conduct
10.1 Participants are expected to compete fairly and respectfully toward other participants, Event staff, and spectators.
10.2 Unsportsmanlike behaviour, harassment, or misconduct will result in immediate disqualification.

10.3 Any abuse, verbal or physical, will not be tolerated by UPrevail Events and participants found to be in breach of this will be disqualified and banned from future events.

11. Rules, Regulations and Disputes
11.1 Participants agree to abide by all applicable rules and regulations including British Triathlon’s Competition and Doping rules and the rules and regulations of the International Triathlon Union (ITU) and any other rules and regulations that are relevant to the event. 

11.2 Participants agree that they will not be entitled to a refund of the event fees if they are disqualified from the event as a result of an infringement of these conditions or any such rules and regulations. Participants understand that UPrevail Events 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.britishtriathlon.org and www.triathlon.org.

11.3 Any disputes regarding results or conduct during the Event must be submitted in writing within 24 hours of the Event’s conclusion.
11.4 The Event referees decision regarding disputes is final and binding.

11.5 All decisions and rulings by UPrevail Events Ltd, its employees and its agents are considered final. Accordingly, participants agree to comply with all event rules and all instructions and guidelines given by event crew, stewards, marshals, and safety personnel. Participants acknowledge and agree that UPrevail Events Ltd 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.

12. Event Alterations
12.1 UPrevail Events reserves the right to alter the start time of the event. In the event of a change of start time the participants will be notified of the revised start time with as much notice as reasonably practicable. No refund in full or in part shall be made for any change in start time for an event provided the event takes place on the specified date of the event.

12.2 UPrevail Events Limited can not be held responsible or liable for any additional costs or charges incurred by the participants in the event of a change in time.

12.3 The organiser reserves the right to reduce the course distance, change the course, or make any other amendment to the Event that they deem necessary to stage the Event. Any change to the Event will be communicated to participants at the event or sooner if practicable.

12.4 Where the Event is significantly altered whereby it does not reflect the original format or description of the Event, UPrevail Events may provide discounts or refunds. This will be at the sole discretion of UPrevail Events and does not negate the cancellation policy.

12.5 UPrevail Events reserves the right to amend the event format (for example but not limited to from a triathlon to a duathlon event or other suitable race format) or cancel the event due to circumstances beyond its reasonable control or for any safety related reason.

12.6 In the event of the event being cancelled due to circumstances outside of UPrevail Events reasonable control, UPrevail Events Ltd shall not be liable for any direct or indirect inconveniences, expenses, costs, losses, or damages however so suffered by participants.

13. Acceptance of Terms
13.1 By registering for the Event, participants confirm they have read, understood, and agreed to these Terms and Conditions.
13.2 It is the participant’s responsibility to regularly review the Event’s website or communications for updates or changes to these Terms and Conditions

 

 

Policy Name		UPrevail Events Multisport Terms & Conditions
Policy Version		v1.2
Prepared by		UPrevail Events Ltd - N.Hornsby
Confirmed by		UPrevail Events Ltd - M.Haycroft
Date Prepared		3/7/2025
Next Review Date		01/01/2026
Version Ref	Revision Notes		Dated
V1.0	Original T&Cs		03/03/2024
V1.1	Reference to trail runs edited		30/04/2025
V1.2	5. Safety and 15. Event Equipment combined into 5. 6. Medical and Liability and 16. Liability combined into 6. 6.3 reference to permitting events through British Triathlon added. 8.3 48 hour cooling off period for bookings & 8.4 pregnancy deferral policy added. 9. Media and Data Usage & 13. Email communication & 17. Media and Photography combined into 9 9.6 added referencing the right to not be photographed 11. Disputes & 14. Rules and regulations & 20. Final Decision combined into 11. 18. Start Time Alterations & 19. Race Format, Distance and Course alterations or cancellations combined into 12. Acceptance of terms moved from 12 to 13.		03/07/2025