1.0 Definitions and Acronyms

           1.1 From herein, the following applies:

                                 • ‘We’ or ‘us’ refers to the Meadows Marathon, Edinburgh Students’ Charity Appeal or Edinburgh Raising and Giving

                                 • ‘You’ refers to the signee of terms and conditions

                                 • ESCA refers to the Edinburgh Students’ Charity Appeal

                                 • Edinburgh RAG or RAG refers to Edinburgh Raising and Giving, a subdivision of ESCA

                                 • ‘Event day’ refers to the day of the event, Sunday 1st March 2020

                                 • ‘The event’ refers to The Meadows Marathon 2020

                                 • 'Event official’ refers to a member of staff or volunteer working for Meadows Marathon, Edinburgh RAG or ESCA


2.0 Registration and Participation

           2.1 An email address is required for all entries. All correspondence will be via email, except in the case of urgent information, which may also be communicated via text message. A separate email address and phone number for each participant is preferred but not required.

           2.2 To register for the:

                      2.2.1 Marathon you must be 18 years of age or older on event day. 

                      2.2.2 Half Marathon you must be 17 years of age or older on event day.

                      2.2.3 10k you must be 16 years of age or older on event day

                      2.2.4 5k you must be at least 11 years old. Under 14s must be accompanied at all times (this means having an adult running with them). Under 16s must have an adult in the vicinity.

                      2.2.5 Relay you must be 16 years of age or older on event day

           2.3 All participants must provide their full name and details of any health problems or medication upon entry 

                                 • Failure to disclose such information may result in withdrawal from the event, no refund will be given

           2.4 Registration closure is determined and announced when participation reaches the established capacity

           2.5 Meadows Marathon reserve the right to close registration at any point

           2.6 Meadows Marathon reserves the right to refuse entry to any runner, including, but not limited to:

                      2.6.1 Disorderly participants

                      2.6.2 Participants wearing fancy dress deemed to be unsafe or distasteful

                                 • If you have any concerns regarding fancy dress, contact marathon.registration@escaonline.org

Any participant that requires assistance including accessibility adjustments for themselves or another participant should contact marathon.registration@escaonline.org prior to registering.


3.0 Payment and Registration Fees

           3.1 The moment you enter our race we start to incur administrative costs and banking charges, simply in processing your entry and payment. We also incur further charges in administering cancellations and processing refund payments. These will be taken into consideration when deciding whether or not to approve refunds.

           3.2 Entry fees are subject to change and Meadows Marathon has the right to amend the price and to offer discounts during open registration. Refunds will not be given to those who have signed up at a different rate.

           3.3 Entry fees may not be deferred toward a future event.

           3.4 Participants that wish to withdraw from the event must send a written request to marathon.registration@escaonline.org clearly stating their intent to withdraw from the same email address as registered with.

           3.5 We, the event organisers, reserve the right to amend the following information:

                      3.5.1 Prior to 31st December 2019, participants wishing to withdraw are entitled to a 75% refund (with the exception of the booking fee, which is never refundable)

                      3.5.2 Between 31st December and 15th February, participants wishing to withdraw are entitled to a 50% refund (with the exception of the booking fee, which is never refundable)

                      3.5.3 Between 15th February and 23rd February, participants wishing to withdraw are entitled to a 25% refund (with the exception of the booking fee, which is never refundable)

                      3.5.3 Following 23rd February, participants may withdraw from the event but will receive no refund

           3.6 Participants can withdraw at any time prior to the event

           3.7 Participants that wish to transfer their ticket to another runner must send a written request to marathon.registration@escaonline.org clearly stating their intent to transfer from the same email address as registered with. Meadows Marathon will endeavour to ensure transfers are honoured but cannot guarantee this will always be possible.

                      3.7.1 Transfers can only be made within the same race

                      3.7.2 Any administrative fees incurred as a result of a transfer will be charged to the participant that will now be taking part in the event

           3.8 Use of discount codes are restricted to the original recipient only, misuse of these codes will result in disqualification from this event and any future Edinburgh RAG or ESCA events – refunds will not be issued.


4.0 Cancellations and Alterations of the Event

           4.1 We, the race organisers, reserve the right to refuse or cancel applications, including duplicate applications, or alter the date of the event, the course route or distance.

           4.2 The organiser reserves the right to amend the event format at their discretion. If the event format is changed the participant will not be entitled to any refund and no liability can be taken.

           4.3 Participants will not be entitled to any refund if the event is cancelled because of circumstance beyond the reasonable control of the event organisers; these include, but are not limited to:

                                 • an act of God

                                 • explosion

                                 • acts of a public enemy

                                 • war

                                 • insurrection

                                 • terrorist act or threat of terrorist act

                                 • sabotage

                                 • epidemic

                                 • embargoes

                                 • strikes or the death of a leading member of the British Royal Family

           4.4 Event officials reserve the right to delay, cancel, or suspend the race due to inclement weather in accordance with emergency protocol on severe emergencies and/or inclement weather. No refund will be issued in these circumstances.

           4.5 If the event is cancelled, any money raised in sponsorship and held by the Meadows Marathon will be paid to the designated charity. 


5.0 Event Day

           5.1 Participant failure to collect their race pack on time will result in the forfeit of participation of the race, and no refunds will be given. Under no exceptions can a participant collect their race pack after the designated time slots. 

           5.2 Participants must not be under the influence of drugs or alcohol.

           5.3 Participants must be fit to run and free from injury

           5.4 Meadows Marathon accepts no liability for injury ensued whilst participating in the event

           5.5 All runners are required to complete the personal, contact and health details form on the back of their race number.


6.0 The Start

           6.1 Any participant who fails to arrive at the start line on time will be assumed withdrawn from the race and will not be eligible to a refund of any kind. No late starters will be permitted to cross the start line.

           6.2 Any person who climbs the fence/barrier or otherwise enters improperly shall be disqualified from the event.

           6.3 Participants must begin the event during the official recognized starting times

           6.4 All participants must be positioned behind the starting line when starting.


7.0 The Race

           7.1 Every participant shall be provided with an event bib number, which shall be worn on the front (and back when applicable) of shirts and visible at all times during the event. 

                                 • The event bib number is to be worn as issued. 

                                 • No participant shall be permitted to participate in the event without the appropriate bib number.

           7.2 Dogs (except guide dogs), baby joggers, baby strollers, skateboards, Nordic sticks, rollerblades, unauthorized bicycles or any other unauthorized wheeled device will not be permitted on the course.


8.0 Participant Conduct and Disqualification

           8.1 Participants must follow instructions as given from all event officials including race staff, volunteers, medical personnel, security officers and city officials throughout the duration of the event.

           8.2 The Organisers reserve the right to disqualify any participant found to be in breach of these Terms and Conditions.

           8.3 All participants are expected to conduct themselves in a professional and considerate manner during their participation in the event

           8.4 Disqualification (and a ban from future participation in any Edinburgh RAG events) can be enforced as a result of any of the following (this is at the discretion of race officials, and this is not an exhaustive list):

                      8.4.1 Urinating or defecating anywhere on or near the course (except in toilet facilities)

                      8.4.2 Refusal to obey the directions of an event official, city official or course marshal

                      8.4.3 Unsportsmanlike conduct

                      8.4.4 Acting dangerously

                      8.4.5 Offensive actions or language to officials, volunteers, participants or spectators

                      8.4.6 Found by a course marshal, event official or surveillance equipment to have gained an unfair advantage by intentionally shortening the route of the race (“cutting the course”)

                      8.4.7 Receiving assistance from anyone during the progress of the event, without the permission of the event management

                      8.4.8 Not properly displaying an authorized and issued bib number 

           8.5 Meadows Marathon reserves the right to refuse entry to any runner wearing a fancy-dress costume deemed inappropriate for reasons of safety or taste. If you feel your choice of running costume may be deemed inappropriate, please contact the marathon.registration@escaonline.org for clarification.

           8.6 No persons are authorized to be on the course unless they are registered participants. Therefore, no person shall be allowed to accompany a participant if he/she is not registered in the event

9.0 Participant Safety

           9.1 Participants are responsible for their recognition and understanding of event signage, symbols and colour relating to participant maps, facilities and direction.

           9.2 Medical personnel authorized by the event to do so may examine any participant who appears in distress. If in the sole opinion of authorized medical personnel, it is in the best interest of the participant’s health and welfare, medical personnel may remove the participant from the event.

           9.3 Participants must retire at once from race if ordered to do so by a member of the event’s official staff, official medical staff, or any governmental authority, including fire and police officers.

           9.4 Participants are responsible and assume liability for any and all medical expenses incurred as a result of training for and/or participation in the event, including but not limited to ambulance transport, hospital stays, physician and pharmaceutical goods and services


10.0 Liability

           10.1 The race organisers, sponsors, charities, suppliers and/or their agents will not be liable for any injury, loss or expense which may arise in consequence of your participation in this event save as to negligence

           10.2 Runners are responsible for their own personal health and safety. Meadows Marathon accepts no responsibility for any losses or injury occurring through participation. 


11.0 Amendments or Exceptions

           11.1 Event officials reserve the right, to modify, supplement or waive all or part of the event rules

           11.2 Participants shall be bound by any modification or supplement of the event rules published prior to the event.

           11.3 Failure to follow these event rules, as may be amended, will result in immediate disqualification and removal from official results. No refunds will be given.

           11.4 Any individual requesting a waiver of any of these rules from the event shall submit a written request no less than 30 days prior to the event date specifying the nature of and reasons for the request.


12.0 Collection and Use of Data

           12.1 By participating in the Meadows Marathon, you agree for your image and or footage to be taken and used for promotional purposes by ESCA, Edinburgh RAG and Meadows Marathon.

           12.2 All participants must acknowledge and agree that personal information can be stored, used and disclosed by Meadows Marathon, in connection with the organisation, promotion and administration of the event and for the compilation of statistical information.

           12.3 Meadows Marathon will endeavour to ensure full confidentiality of participant information

           12.4 Elements of runner information, such as phone numbers, will be shared with third parties where deemed necessary by event organisers

           12.5 Your personal information will never be shared with a third party, except where required by emergency services, first aid or other contractor where event officials deem sharing personal participant information is imperative to the safety and security of the event

13.0 Promotions, Competitions and Incentives

           13.1 Personal promotions are only to be used by the entrant in which they were intended

           13.2 Meadows Marathon 2020 Fundraising Incentives

                      13.2.1 First place fundraiser will receive an additional £250 to their chosen charity

                      13.2.2 Second place fundraiser will receive an additional £150 to their chosen charity

                      13.2.3 Third place fundraiser will receive an additional £50 to their chosen charity

                      13.2.4 You cannot be fundraising for the same charity as another winner

                        In this event, the charity will receive the higher award

                      13.2.5 Only donations made to RaceNation fundraising pages or cash donations processed by Meadows Marathon will be considered. Meadows Marathon cannot track or trace donations made through third-party services

           13.3 Meadows Marathon 2020 Relay Societies Incentives

                      13.3.1 The top-fundraising society relay team will receive a £100 prize direct to the society

                      13.3.2 Societies must be registered as a charity, or operate as part of a students’ union with registered charity status

                      13.3.3 Only donations made to RaceNation fundraising pages or cash donations processed by Meadows Marathon will be considered. Meadows Marathon cannot track or trace donations made through third-party services

14.0 General

           14.1 Meadows Marathon reserves the right to amend Terms and Conditions at any time. Terms and Conditions must be checked on the day of the event for up-to-date and accurate terms and conditions

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© 2020 Edinburgh Students' Charities Appeal

Company Reg No.SC260224, Scottish Charity No.SC035064.