Obstacle Swim event rules

General

These rules (“the Rules”) apply to the Obstacle Swim event (the “Event”) and by registering for the Event you agree to comply with them and confirm that you satisfy the age requirements set out below. Please check this page from time to time, as we may occasionally amend these Rules and any changes will be binding on all participants and supporters.

If you have any questions, please contact the Obstacle Swim hotline on 0300 123 1022 and a member of our team will be happy to help you.

The Event is organised by Cancer Research UK Trading Limited (a company registered in England and Wales, registered office: Angel Building, 407 St John Street, London EC1V 4AD, registered company number: 4355631), a trading company which Gift Aids its taxable profits to Cancer Research UK (a registered charity in England and Wales (1089464), Scotland (SC041666) and the Isle of Man (1103)).

Where reference is made to “CRUK” in these Rules, it means both Cancer Research UK and Cancer Research UK Trading Limited.

Participant Entry

  1. Only participants aged 16 or over on the day of the Event are eligible to take part in the Event as the Event is not suitable for people younger than this. However, participants aged 16 to 17 (inclusive) on the day of the Event must: (a) be entered as an additional entrant, where the primary entrant is 18 or over and is the parent/legal guardian of the additional entrant or has the permission of the additional entrant’s parent or parent or legal guardian; and (b) give contact details for the parent or legal guardian as part of the registration process.

 

Participants may be required to provide proof of age on the day of the Event. We reserve the right to refuse entry to the Event, with no refund, to any participant who is under age, or is unable to provide proof of age when requested to do so by an Event official.

 

  1. Only registered participants who have: paid the entry fee (or had the fee paid for them); and comply with all of the requirements in the ‘Health and Safety and Medical’ section of the Rules below are eligible to take part in the Event.

 

  1. Event entry will close if and when maximum participant capacity is reached.

 

  1. We are unable to accept any entries to the Event on the day to help ensure that the events we run are safe. The Event has an allocated capacity that the Event team must adhere to and the contact details for all participants must be held in advance in the case of an emergency.

Entry fees

  1. There is an entry fee of £35 per entrant to participate in the Event.

 

  1. Given the limited number of spaces for the Event, entry fees are non-refundable unless we change the Event venue, time and/or date in a material way and you are no longer able to attend the Event, or if we cancel the Event altogether. We ask that you let us know as soon as possible if you need or want to withdraw from the Event for any reason.

 

  1. Entry places in the Event are personal to participants and you may not transfer your place to anyone else, as it may cause problems of identification in the event that medical assistance is required during the Event.

 

  1. Your place at the Event will not be confirmed until your payment has been processed and you have received an email from us acknowledging that a place has been allocated for you at the Event.

Access

  1. Please note that regrettably, due to the nature of the Event, the Event is not suitable for wheelchairs or mobility scooters.

Changes and Last Minute Arrangements

1.   You should arrive at the Event start venue one hour before the start time you have registered for. If you arrive after your designated arrival time you must abide by the instructions and decisions of the Event Manager and/or the Event officials, as it is a requirement for all participants to attend a safety briefing before their allocated start time. It is possible that latecomers will not be permitted to take part.

2. We reserve the right to reduce or alter the Event course to accommodate any unexpected complications that may have an impact on Event officials, participants, volunteers and/or spectators. No refunds will be due in these circumstances although we will try to notify participants in advance of any material changes where we are able to do so. 

Conduct

1. All participants and supporters must abide by the Rules and any rules, instructions or regulations displayed or given on the day of the Event by police and/or Event officials.

2.   We respectfully ask that all participants and supporters do not use aggressive or abusive language towards our organisers, marshals, officials and volunteers. You should also avoid behaving in a way which may cause injury or harm to other participants and/or spectators, or which may cause offence or damage the reputation of CRUK.

3.   Cancer Research UK opposes the promotion and use of tobacco in all its forms. All participants and supporters are therefore required to refrain from smoking tobacco products or e-cigarettes at the Event.

4. We respectfully ask that all participants and supporters do not drop litter but instead use the litter and recycling facilities available within the venues and around the course or take litter home to dispose of responsibly.

5. Due to the nature of the Event, participants cannot take part with their dogs (or any other pet).

6.   We reserve the right to ask participants and supporters to leave the Event if they do not adhere to these Rules, and no refunds shall be given in these circumstances. 

Health and Safety and Medical

  1. The Event is a non-competitive swim. Participants are responsible for ensuring that they are wearing appropriate attire when taking part in the Event in accordance with the requirements outlined on the website and in participant communications. Wetsuits are compulsory for this Event, and Participants will be provided with swim caps which are also mandatory. Failure to adhere to these requirements may result in participants being unable to take part in the Event.

 

  1. The Event contains obstacles consisting of structures and/or inflatables as part of the course. Participants may elect to avoid any such obstacles if they so wish.

 

  1. Each participant agrees that on the date of the Event, they will be sufficiently fit and healthy to participate in the Event unaided and have undertaken appropriate swim training to enable them to complete the distance of the Event. Anyone unsure of their physical ability to take part in the Event must therefore seek medical advice from a General Practitioner prior to the Event.

 

  1. Notwithstanding rule 3 above, we reserve the right to refuse entry to the Event in our absolute discretion, with no refund provided, if for whatever reason we consider a person unfit to take part. We may also ask you to withdraw during the Event if we have concerns about your ability to complete it due to fitness, injury or otherwise.

 

  1. This Event is not suitable for pregnant women.

 

  1. Participants are prohibited from using the following equipment in the Event:
  • Any floatation or artificial swimming aid (including but not limited to flippers, paddles or snorkels)
  • Any mechanical or powered propulsion device or aid
  • Headphones or personal audio equipment
  • Any item that could potentially inhibit the flow or safety of other participants or which (in our reasonable opinion), we think may cause danger or risk to you or other Participants.

 

  1. When entering the Event, participants will be asked to provide contact details for your next of kin for use in the event of an emergency. On the day of your Event you will be given a numbered wristband matching your participant number which must be worn. This will be used to identify you in an emergency. You are therefore prohibited from giving your place to anyone else to swim instead of you.

 

  1. Participants must bring photo ID with them to register at the Event.

 

  1. We take all reasonable steps to minimise the risk of injury to participants during fundraising events. Stringent risk assessment processes are in place for the Event which aim to minimise or eliminate the risk to everyone taking part. By taking part in the Event, you acknowledge that there may be conditions or circumstances beyond our control that can lead to unforeseen risks. If you have any concerns or queries please contact us on the relevant telephone number given at the top of these Rules before agreeing to take part in the Event.

 

  1. By taking part in the Event, you consent to receiving medical treatment administered by medically qualified personnel during the Event if required in any circumstances where you are unconscious or otherwise incapable of making a decision regarding medical treatment

Sponsorship Money and Donations

1. Any monies raised in connection with the Event are held on trust for Cancer Research UK, and therefore all participants have a legal responsibility to ensure that all sponsorship monies/donations received in connection with the Event are paid to Cancer Research UK, and we ask that you do this as soon as possible after the Event. Money pledged via online fundraising pages is collected automatically. Other ways to pay in sponsorship monies/donations are as follows:

  • Call the relevant telephone number given at the top of these Rules and provide credit or debit card details to make a payment over the phone
  • Send cheques made payable to "Cancer Research UK" to:

PO Box 1561

Oxford

OX4 9GZ

stating “Obstacle Swim” and your entry number on the reverse.

2. We regret that sponsorship money cannot be accepted on the day of the Event as we do not have the suitable cash handling facilities to fulfil this process.

3. Please ensure that all donation and/or sponsorship forms are returned to us to enable Cancer Research UK to claim Gift Aid where possible.

Use of Personal Data

1. By providing personal data when you register for the Event, you confirm that you consent to such data being used by us for the purposes of organising, staging and administering the Event. If you provide personal data on behalf of additional entrants, you also confirm that you have obtained their consent for such data to be used for the same purposes. In the case of an emergency we may also pass personal details provided when registering for the Event to the emergency services or health care professionals, and also use them for the purposes of contacting your emergency contact.

2.   First aid facilities will be provided at the Event. Participants consent to their details (which will be obtained by medical providers if you are treated by them at the Event) being passed to us, but we shall only use these details for administration and health and safety purposes and to fulfil our legal obligations (including those under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995). All medical details will be held on the CRUK Accident Database.

3.   Your personal information may also be used for the purposes of sending communications to you where you have confirmed that you would like to receive further information about the charity’s work when registering for the Event.

4.   All personal data held by us will be handled in accordance with the terms of the Data Protection Act 1998 and in accordance with CRUK’s privacy statement which can be found here.

Filming and Photography at the Event

  1. By taking part or attending, all participants, volunteers and spectators confirm that they are happy for their names and any video footage, stills or photographs taken during the Event by CRUK (or our authorised service providers and agents) or by our authorised third party partners (or on their behalf) to be used by:

 

  • CRUK to publicise the Event for commercial and/or fundraising purposes including, but not limited to, television broadcasts, advertising, publications, marketing material, merchandising, personalised direct mail and other documents that may be made available to the public; and
  • Our third party partners to publicise their involvement and/or association with the Event, and for their own commercial and/or marketing activities.

2.  We may appoint third party photographers to take photographs at the Event. All participants agree that photographs featuring them may be sent to them, to other people also featured in those photographs and to children’s parents/legal guardians where children are featured in those photos. Whilst photographers will try to obtain parental/legal guardian’s consent before taking images where children are more than just incidentally included, this cannot be guaranteed.

3.   If you do not wish for your photograph to be taken or made available as described above, please tell the photographer on the day.

Liability

1. Use of the Obstacle Swim website is subject to our website terms and conditions.

2.  All participants and spectators enter and attend the Event entirely at their own risk. We shall not be liable for any injury, damage or loss to participants or their property that might occur as a result of their participation or attendance at the Event, other than in respect of any injury or loss arising as a result of our negligence. For the avoidance of doubt, nothing in this clause shall exclude or limit our liability for any liability that cannot be excluded or limited by law.

* Our lines are open Monday to Friday from 9am to 5pm. Please note that calls to our helpline may be monitored or recorded to allow us to maintain our standards of customer service.

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