Definitions and clarification

• Third Party organisers – companies not affiliated to Katharine House who organise events such as marathons, skydives, overseas treks, etc.
• Challenge events – events with a degree or exertion and/or psychological challenge (putting yourself out of your comfort zone), e.g. treks, runs, iron man, triathlons, swims, skydives, abseils, etc.

Katharine House Hospice does not directly run challenge events. The challenge events we promote on our website, through our social media, via our events programme, or through our event calendar and newsletters, are organised by professional companies with the relevant level of experience.

Bookings and contracts

Katharine House Hospice;

1. purchases a specific number of places for supporters on organised events run by Third Party organisers,
2. from time to time arranges for the Third Party organiser to provide a bespoke Katharine House only event on which only our supporters take part, and
3. we promote open challenge events run by Third Party organisers on which anyone can take part and therefore our supporters can sign up to take part directly with the organisers and are not obliged to raise money for Katharine House.

If booking for options 1 and 2 (above) your contract will be with Katharine House Hospice. If booking for option 3 you will be booking directly via the Third Party organiser and your contract will be with the Third Party organiser directly.  

For options 1 and 2, you agree to abide by these Terms and Conditions as well as any Terms and Conditions applied to the event itself by the Third Party organiser. If booking through option 3, you are bound by the event Terms and Conditions applied by the Third Party organiser.

Terms and conditions for places on challenge events

By registering for a challenge event place through Katharine House Hospice you are agreeing to the below terms and conditions.

You acknowledge that you will be contacted by email, phone, SMS and post in relation to the specific event you have registered for, ensuring Katharine House can deliver the necessary administration and communication required to complete your successful participation in the event.

You acknowledge the registration fee you have paid is non-refundable and cannot be used towards your sponsorship pledge.

You acknowledge this is a fundraising event and commit to raise the minimum sponsorship pledge outlined for the specific event, excluding any Gift Aid or employer match giving. The exact pledge amount will be specified when you register on the website and in your welcome email and letter.

When fundraising, you will act lawfully and follow the fundraising guidelines given by the Katharine House Hospice. You must make it clear you are fundraising in ‘support of Katharine House Hospice’ and are not representing on behalf of Katharine House Hospice. You must not do anything that may harm the reputation of Katharine House or act in a manner contrary to our values.

For any independent fundraising events that you carry out to aid in raising your sponsorship, (e.g. cake sale, pub quiz, etc.) you acknowledge that you are carrying out such events in your own capacity. It is your responsibility to organise all aspects of such events and make it clear that such events are run by you "in support of" Katharine House Hospice and that they are not run by Katharine House Hospice. You also agree to make it clear that such activities are not "on behalf of Katharine House" and that Katharine House will not accept any responsibility or liability for such activities. If you wish to use Katharine House's logo to promote your activities, please contact the Katharine House fundraising team who can provide an "in support of" logo and a ‘Use of Logo Agreement’ which you must sign before Katharine House can release the logo to you for use. You must not download an image from the Katharine House website to use on promotional material.

You agree to secure a licence from the relevant local authority before collecting funds on the street or in a public place. You acknowledge you are responsible for obtaining any such licence and this is not the responsibility of Katharine House Hospice.

You acknowledge that any raffles or tombolas you run to raise sponsorship will be run in accordance with current laws that apply to these activities. Please contact the fundraising team at Katharine House for guidance and advice on these.

You agree to send all sponsorship funds collected or raised to Katharine House no later than 6 weeks after the event, except where there are specific terms applied to an event, i.e. 50% of funds to be submitted 6 weeks before the start of an event. Where specific terms are stated, the sponsorship money will be needed to pay for the balance of the costs of your involvement with an event and therefore it is crucial that you note the details of the specific arrangements or you may forfeit your place and lose your deposit.

You agree to ensure any cheques relating to your sponsorship are made payable to Katharine House Hospice and sent to the fundraising team at the hospice with the event name, your full name, address, and supporter reference number.

For those taking part in a Third Party event (where an amount of the sponsorship money will be used to pay for the cost of the event, e.g. an overseas trek) - when fundraising, you will make your donors aware that a proportion of the money you raise will go towards paying for your place in the event. Katharine House ensure that the minimum sponsorship target is set at a level to cover both the costs of the activity whilst allowing for an appropriate proportion of the sponsorship to be available to add to Hospice funds. However, it is critical you make your donors aware of this. The costs vary for each event; please contact the Katharine House fundraising team on [email protected] for further information).

You will take responsibility for registering your contact details with the Third Party event organiser, if required. Failure to do so will mean you cannot take part in the event. If this is necessary, we will inform you well in advance of what action is required.

If you have to withdraw prior to the event, you must notify Katharine House Hospice immediately and before the registration deadline if possible. This means we can re-allocate your place to someone else. Any money raised will be retained as a donation towards Katharine House. If you wish to refund your donors in this instance, you must ask your individual donors to make a written request to Katharine House, as they will be refunded directly. Alternatively, we can look at moving your allocated space and rolling over your sponsorship to a future event, if appropriate and if places are available.

You acknowledge that Katharine House will share your contact details with Third Party organiser as appropriate or with mailing houses to fulfil event mailings to you as a participant. We will never share your data with any other third parties or use it in any other way, unless you agree. For more details on how we use your data, please see our privacy policy.

The event for which you are registered is physically challenging in some way and may pose a risk of discomfort, illness, injury, and even death. You need to be satisfied that you are physically capable of doing the event without undue risk to your health or life. We do not conduct health or fitness checks on entrants and the responsibility for your ability to participate in the event is with you as the participant.

If you have a medical condition or are unsure of your physical ability to take part in the event, you must seek medical advice from a general practitioner prior to participating in the event.

You acknowledge Katharine House is unable to provide insurance for fundraising activity, and you are responsible for securing appropriate insurance cover, if required, for your fundraising activity.

You acknowledge you are fully responsible for your participation in the event and Katharine House does not accept responsibility or liability for any loss or damage arising from the Event.

You acknowledge that any photography or film footage taken as part of your participation in the event can be used for promotional and marketing purposes for this specific event and any future Katharine House events activity.

You will ensure all correspondence regarding your event participation is directed to [email protected] or 01295 816 484.

Refunds and cancellations

We reserve the right to make alterations to the time, date, duration and Venue of the Event or other details in the event of unforeseen or other circumstances, including (without limitation), safety and security concerns or decisions from any Authorised Person or other competent authority. In the event of such alteration, Katharine House Hospice will not be liable to the registered participant or any other person for any costs, expenses or other losses resulting from such alteration.

As soon as possible after we become aware of postponement, rescheduling or cancellation of the Event, all available information will be posted on www.khh.org.uk and all registered participants will be contacted via email, where an email address has been provided, with details of the changes to the Event and provision made to ensure you can take part any postponed or rescheduled event. It is the registered participants responsibility to check the website and ensure there are no changes to the scheduled Event prior to setting out for the Event and to ensure that spam and junk mail boxes are checked for any Event updates.

Existing registrations will automatically be moved to the new Event and, if the registered participant cannot make this new Event, an application in writing must be made by the registered participant to Katharine House.

Katharine House shall only be required to refund registration costs (on application) in the following circumstances:

1. if Katharine House cancels the Event and cannot provide a reasonable alternative on a date and time which is suitable for the participant; or
2. if the registered participant is otherwise entitled to a refund under applicable law.

If the Event is postponed before the Event starts and is rescheduled to another date (whether at the Venue or at a different venue), the registered participant may elect to either:

1. use the existing registration for the rescheduled Event, or
2. if there are insufficient spaces available, or the registered participant is unable to attend any rescheduled Event, they shall be entitled to apply for a refund. We shall refund the value of the registration minus any fees or charges paid (for example, any Handling Fee or postage or courier charges) except where required by applicable law. Only the original person making the booking and payment may apply for a refund.

Promotions, deals or discounted offers are provided at our discretion. All such offers are subject to availability and may be withdrawn by us at any time.

Retrospective refunds are not permitted against any offer or promotion advertised after a booking is made.

Download the terms and conditions

Katharine House challenge events

Read about our up-and-coming challenge and other fundraising events and be inspired.