Please read the following terms and conditions carefully as they are the terms on which the contract between you the ‘participant’ and ‘the Organiser’, Katharine House Hospice (Katharine House) will operate (The Agreement). They comprise the rules of entry into The Santa Fun Run and are what you have agreed to when entering.

The event: The Event is a 5k and 1.5k run, which takes place on the morning of 3 December 2023. You have the choice of entering in the 5k or 1.5k run/walk. Full details of the Event, including the itinerary, associated services, and joining instructions are set out on ‘the Event Website’ – www.khh.org.uk/santa and a link to the registration pack will be sent out via email to all participants.

Entry fee: The entry fee is £16 for adults and £8 for children. We will, from time to time, offer reduced rate entry fees as advertised through the event page of our website on www.khh.org.uk. These offers are at our discretion and we reserve the right to withdraw them at any time without prior warning.

Entry and benefits: In return for your entry fee Katharine House will supply you with one entry to the event.

Additional information and benefits will also be provided including Event information, a runner number and a medal upon completing the Event. For the avoidance of doubt you are purchasing entry to the Event and any benefits are incidental.

Confirming your place: Your entry to the Event is only secure once you have received an email confirming your place. The email will be sent within 48 hours after completing the online registration form or within 72 hours of receipt of an offline registration form.

Making changes: Subject to availability, as outlined below, once this form has been submitted it may be possible to make some changes to your registration up until 1 December 2023. No changes can be made after 1 December 2023.

Missing packs and event items: In the event that you do not receive your event pack email, Katharine House will resend the email.

Right to cancel: You are entering in to a contract with Katharine House whereby you are agreeing to raise, on top of your registration fee, a minimum sponsorship donation. You have the legal right to cancel your entry from the time the contract is made until the expiry of the fourteenth day following your entry being made, if you cancel outside of this period you will still be under contract to deliver the minimum required sponsorship donation. 

Refunds: Refunds of the registration fee will only be made:

• In the event that the Event is unavoidably cancelled by Katharine House.
• If you exercise your right to cancel and terminate within 14 days of the date on which you submit this form.

Children aged 16 and under:

• An adult must accompany any entrant aged 16 or under for the duration of the Event. The guardian of the child must enter into the Event prior to the child entering. The name of an accompanying adult must be supplied upon entry. Registrations cannot be processed where the name of the accompanying adult is not known.
• Although the routes are fairly short, this is still a strenuous event and children must be physically capable of at least walking the distance that they have been signed up for.

Strictly for runners/walkers only: You are not permitted to use any form of propulsion or transport other than running/walking.

Alcohol and smoking: No alcohol is to be brought into the Event site or consumed during the Event.

Smoking is not permitted at the event.

Behaviour: By entering the Event you agree to follow the reasonable direction of Katharine House and abide by the rules of the Event, which shall be communicated to you from time to time. These include, but are not limited to, time limits, start procedures and timings and medical requirements. You will act responsibly and honestly at all times in respect of your participation in the Event and during the time leading up to it, and will not bring, through your actions, the Event, the Organiser, and, if applicable, the Charity into disrepute.

Medical information and liability: You are responsible for your own medical condition and for any participating children in your legal care. If you are in any doubt about you or your child’s ability to take part or finish the Event or you have any medical condition, consult your doctor prior to commencing your exercise programme. Katharine House does not accept liability for the health of the entrant.

Disabled entrants are welcome to take part, although due to the nature of the Event we ask you to contact the organisers prior to registration as the Event may not be feasible for people with some disabilities.

If a participant requires the support of a carer to attend and participate in the event, the carer will not need to pay the registration and sponsorship fee. Please contact us on [email protected] for more details.

Sponsorship money raised: You agree to raise a minimum of £30 for Katharine House Hospice. All monies that you raise in connection with the event will be held on trust for us and therefore must be passed to us within two weeks of completing the event. We ask that you do this as soon as practicable after the event. Details about how to pay in your money are provided in your information pack.

Equipment: Participants will be given a santa suit to wear on the day, but you are welcome to wear whatever you feel comfortable in. All participants must wear appropriate footwear. Please also bear in mind that the route may be muddy, so appropriate footwear is essential.

Liability: All participants enter this event entirely at their own risk and we, Katharine House, Katharine House employees and volunteers, shall not be liable for any injury or loss that might occur as a result of your participation in the Event except for death or personal injury caused as a result of our negligence or to the extent that any liability cannot be lawfully restricted or excluded by us under applicable law.

Participants’ friends and family members who attend the event as supporters or spectators do so entirely at their own risk. We, Katharine House, Katharine House employees and volunteers, shall not be liable for any injury or loss that might occur as a result of their attendance at the Event except for death or personal injury caused as a result of our negligence or to the extent that any liability cannot be lawfully restricted or excluded by us under applicable law.

Termination: This Agreement remains in force until you have paid all money and sponsorship raised in relation to the event. Katharine House may cancel this Agreement at any time if you are in breach of this Agreement.

Complaints: If you have any complaints or queries, please write to Katharine House Hospice, Aynho Road, Adderbury, Banbury OX17 3NL.

Media: The Organiser reserves the right to use photographs or video type footage taken at the Event that may include you for digital marketing, online material, print marketing, and advertising. If you would prefer not to be included in photographs that are used in this way, please let us know by making a member of staff aware of this on the day or by emailing us in advance on [email protected]. 

Data protection

• Each Participant agrees that information provided to Katharine House in connection with Events is true and accurate in all respects and may be used by Katharine House in accordance with prevailing data protection legislation.
• Katharine House will use the information provided by Participants to manage the Event and the Participant’s involvement in it. Katharine House will keep the Participant up to date with Katharine House activities or provide any other information in accordance with their stated preferences.
• Each Participant will agree to provide emergency contact information on the day of the event by writing this information on their paper Participant Number where supplied.
• Katharine House reserve the right to pass all information provided by a Participant to any first aid organisation or medical provider attending and assisting at an Event (“Medical Provider”) for safety purposes. This is to enable the Medical Provider to:
  i. administer first aid in the event that a Participant suffers illness or injury during the Event; and
  ii. to contact the friends or relatives of a Participant, where necessary.
• Each Participant authorises any Medical Provider to administer first aid treatment or any medical treatment to the Participant or to transport the Participant in the event of any illness, accident or injury suffered by the Participant in connection with his/her participation in the Event. 
• Each Participant agrees that any Medical Provider may provide Katharine House with:
  i. the names of any Participant that they treat during the Event together with details of the circumstances surrounding that treatment; and
  ii. the name of any Participant who notifies the Medical Provider that they are withdrawing from an Event due to ill health or otherwise. 

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