Shine Night Walk event rules

These terms and conditions (“the Rules”) apply to the following events (each an “Event” and together the “Events”):

• Shine Night Walk 10k

• Shine Night Walk Half Marathon

• Shine Night Walk Full Marathon

By registering for an Event, you confirm that you have read these Rules and that you agree to comply with them. Please check this page from time to time, as we may occasionally amend the Rules and any changes will be binding on all participants and supporters.

The Events are is organised by Cancer Research UK Trading Limited (a company registered in England and Wales, registered office: 2 Redman Place, London, E20 1JQ, 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), the Isle of Man (1103) and Jersey (247).

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

Where reference it made to “you” or “your” in these Rules, it means any individual registering for or taking part in an Event or attending an Event as a supporter (where applicable).

You can contact us by calling the Shine Night Walk hotline on 0300 123 0770* or using any of the methods set our on our website.

1. Participant Entry 

1.1 Entry fees for each Event are as set out on the Shine Night Walk website at the time of purchase, unless a sales promotion is taking place, or a promotional or corporate voucher is used to cover all or some of the entry fee.

1.2 Entry fees are non-refundable unless we change your Event venue and/or date (subject to Section 1.3) or if we cancel the Event altogether (subject to Section 1.4).

1.3 If we need to change your Event venue and/or date, we will notify you of this change as soon as possible. Your Event place will be automatically transferred to the re-scheduled Event unless you tell us you are no longer able to attend. In these circumstances you can either ask for a refund of your entry fee, or you can choose to donate this to Cancer Research UK.

1.4 If we need to cancel your Event, we will notify you of this cancellation as soon as possible, and you can either ask for a refund of your entry fee or you can choose to donate this to Cancer Research UK.

1.5 Your Event place is personal to you, 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, for example.

1.6 For the London Full and Half Marathon Event, only registered participants aged 13 or over on the night of the Event they have registered for and who have paid the entry fee (or had the fee paid for them) are eligible to take part. For the Regional and London 10k Events, only registered participants aged 11 or over on the night of the Event they have registered for and who have paid the entry fee (or had the fee paid for them) are eligible to take part. Unfortunately, we do not accept entries under the ages specified (13 for the London half and full marathon and 11 for the regional and London 10k Events).

1.7 Participants aged 11 to 17 (inclusive) on the night of a Regional or London 10k Event or aged 13 to 17 (inclusive) on the night of the London Full and Half Marathon Event must be registered in addition to, and accompanied by, another participant aged 18 or over. Participants aged 18 or over will be able to register an extra participant aged between 11 or 13 to 17 (as applicable) in the entry form on our website and will be required to enter parental or legal guardian contact details for extra participants aged 17 and under. If you are registering an extra participant who is aged 17 and under and you are not the extra participant’s parent or legal guardian, you must have permission from someone who is. We recommend a ratio of 1 Adult to 4 Children maximum.

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

1.9 Event entry will close when maximum participant capacity is reached. 1.10 We will only accept on the day registrations for an Event where we are satisfied that it is safe to do so, given that each Event has an allocated capacity that Event teams must adhere to and that we must hold contact details for all participants in advance in the case of an emergency. The entry fees for on the day registrations will be as set out on the Event website at the time of purchase.

2. Volunteer Entry

2.1 The Events are open to volunteers aged 13 or over on the date of the Event.

2.2 If you wish to volunteer for an Event and you will be between the ages of 13 and 17 (inclusive) on the date of the Event, you will need to: a. confirm that you have permission from your parent or legal guardian to volunteer; b. be accompanied by your parent or legal guardian at the Event; and c. ensure that your accompanying parent or legal guardian has registered as a volunteer for the same Event and has completed a parent/guardian consent form (available at the Event or in advance by emailing shinevolunteering@cancer.org.uk).

2.3 If you would like to enter a team of volunteers, you can do so by putting a team name in the entry form for each volunteer. You are responsible for ensuring the same team name (spelt the same way) is entered on each form. We will do our best to place everyone with the same team name together, but please note this cannot be guaranteed.

2.4 If you would like to buddy up with another volunteer, you can do so by adding their name into the comments box on the entry form. Before you do, please make sure your proposed buddy is happy to be included on the entry form in this way. Each volunteer is responsible for ensuring they complete our volunteering form, ideally in advance of their Event or at the volunteer marquee at the Event.

3. Discount Codes and Vouchers

3.1 From time to time, we offer entry to the Events at a promotional or discounted price by issuing (i) a voucher which may be used to pay for all or some of the entry fee or (ii) a discount code (collectively, the “Code” or “Codes”).

3.2 These terms and conditions apply, in addition to any further discount terms and conditions stated Shine Night Walk sales and discounts | Cancer Research UK on the “Sales and Discounts” page on our website (“Discount Terms and Conditions”). When you redeem a Code, you are deemed to accept these terms and conditions and the Discount Terms and Conditions applicable to the relevant Code.

3.3 Codes will be redeemable during the period stated in the Discount Terms and Conditions and can be redeemed on our website by adding the Code to the “Enter voucher code” section on the registration page or by calling 0300 123 1022*. You must quote the relevant promotion code in order to get the discount, otherwise you will be charged the full price.

3.4 Codes are available to all residents of the United Kingdom who are aged 16 or over but the discount will apply to all entries in your transaction.

3.5 Codes are non-transferable and cannot be exchanged for cash or used in conjunction with any other promotion.

3.6 Unless stated otherwise, Codes issued during sales promotions can be redeemed multiple times during the period stated in the relevant Discount Terms and Conditions.

3.7 Places at the Events are limited and are allocated on first come first serve basis.

3.8 Where applicable, Codes will not be replaced if lost, stolen or damaged.

4. Accessibility

4.1 All Events are wheelchair accessible. Each individual Event page on the Shine Night Walk section of our website has details about the accessibility of the Event route, including any part of the route that may not be suitable for all wheelchair users (for example steps or narrow streets) and details of alternative sections of the route.

4.2 Event entry is free of charge for carers/helpers accompanying wheelchair users who have registered for an Event, however, the registered participant must call us on 0300 123 6624* in advance of their Event to make the appropriate arrangements.

4.3 You can take part with your dog at some Events. To confirm whether a particular Event allows dogs, please visit the relevant Event page on our website or call us on 0300 123 0770* before entering. You must also comply with the requirements set out at Section 7.8 below. Service dogs are permitted at all Events.

4.4 We cannot allow baby strollers/prams, roller skates/blades, skateboards or scooters or any other item that we deem unsuitable or which could potentially inhibit or affect your safety as a participant or a supporter on the Event route.

5. Start times and closure of the Event routes and finish venues

5.1 You will be given a start time in advance of your Event as well as guidance about when you should arrive for your Event, usually by email and/or in your Event pack. Start times are also set out on the individual Event pages on our website.

5.2 Event start times are subject to change. We will give you as much notice of any changes as possible, but sometimes it may not be possible to do this until you arrive at your Event. Exact start times cannot be guaranteed as we may need to, for example, carry out final route safety checks.

5.3 It is crucial that you arrive within the allocated time slot for your Event. For health and safety reasons, you will not be able to start your Event late.

5.4 We reserve the right to shut down the Event route and close access to our finish venues at each Event after an appropriate amount of time has passed from the start of the Event.

6. Changes and Last Minute Arrangements

6.1 Once you have registered for an Event, you can only transfer to an alternative distance or start time with our permission. This is so we do not exceed maximum numbers for the Event or each Event starting wave. If you wish to transfer to a different Event or start time, please call us on 0300 123 6624*.

6.2 We reserve the right to refuse entry if you try to take part in the wrong Event or at the wrong start time without our prior approval (see Section 5.1 above). We will not refund your entry fee in these circumstances.

6.3 We reserve the right to alter or reduce Event routes. If your Event is affected, we will try to notify you in advance of any significant changes where we are able to do so. If your Event course has been altered or reduced, you can request a refund of your entry fee. Such request will be considered on a case by case basis, taking into consideration distance reduction, notice given and the reasons for the alteration/reduction.

7. Conduct

7.1 Whether you are a registered participant or a supporter, you must follow these Rules and any rules, instructions or regulations displayed or given before or on the day of your Event by our staff or volunteers, the police and/or Event officials, including those relating to health and safety of anyone at the Events.

7.2 Cancer Research UK opposes the promotion and use of tobacco in all its forms. You are therefore required to refrain from smoking tobacco products or e-cigarettes whilst at your Event.

7.3 You must not drink alcohol during your Event.

7.4 You must not use aggressive or abusive language towards our Event organisers, marshals, officials, volunteers, spectators or other participants. 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 Cancer Research UK.

7.5 If you are attending an Event as a supporter, you will not be permitted on the Event course. Only registered participants may take part in the Events.

7.6 Please be respectful of local residents while you are on your Event route, which includes not making any excessive noise.

7.7 Please use the litter and recycling facilities available at your Event or take litter home with you to dispose of responsibly.

7.8 If you do bring a dog with you to your Event (see Section 4.3 above), you are responsible for that dog at all times and must make sure that:

a) the dog is kept on a short lead (extending leads are not suitable), under close control at all times, and any unusual equipment (muzzle / harness etc) used to control the dog is used on the day;

b) the dog has a collar with a clearly identifiable tag;

c) adequate water is supplied for the dog to keep them hydrated;

d) any dog mess is cleaned up and disposed of responsibly;

e) the dog is not kept in a car on a hot day; and

f) all instructions given by Event officials are followed, including starting your Event in a different wave if so required.

7.9 We reserve the right to ask you to leave your Event if you do not follow these Rules, and no refunds will be given in these circumstances.

8. Health and Safety

8.1 You are responsible for ensuring that you or your child (in the case of parents or legal guardians of child participants) are sufficiently fit and healthy to take part in your Event. If you are unsure of your physical ability to take part in an Event for any reason, you must seek advice from a general practitioner before taking part in the Event.

8.2 You are also responsible for ensuring that you are wearing appropriate attire (including footwear) when taking part in your Event, taking into account the nature of the Event, the weather forecast and the terrain involved, and that you have access to a torch.

8.3 You must write the following details on the reverse of your walking number (which must be worn on your front during the Event):

a) your name;

b) details of any health problems or medication you are taking;

c) the name and number of a person to contact in an emergency; and

d) any other information you consider could be relevant in a medical emergency.

8.4 Notwithstanding Section 8.1 above, we reserve the right to refuse entry to an Event in our absolute discretion, with no refund provided, if for whatever reason we consider you are unfit to take part.

8.5 For your own safety, we reserve the right to ask you to withdraw during your Event where there are concerns about your ability to take part and/or complete the Event route due to fitness, injury or otherwise.

8.6 The Events are non-competitive walks and running is not allowed. For the safety of other participants and to be able to manage the Events effectively, all Event personnel are instructed not to permit runners to take part. If you do run on the Event route then you will not be considered an official participant of the Event, and as such you will not be eligible to use any Event resources we may provide (including but not limited to pit stops, suppliers, access to the finish venue, refreshments, course direction/support, personnel etc.). This also applies in circumstances described in Section 8.5 above, or where we have closed the Event course in line with Section 5.4, but you choose to remain on the Event course.

8.7 In addition, if you choose to continue to take part in your Event despite our request not to, you do so on the understanding that you absolve Cancer Research UK of all and any responsibility (as far as permitted by law), and progress entirely at your own risk.

8.8 We take all reasonable steps to minimise the risk of injury to participants during our Events. There is a stringent risk assessment process in place for each Event which aims to minimise or eliminate the risk to everyone taking part. By taking part in your 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 0300 123 6624* before registering for or taking part in your Event.

9. Fundraising

9.1 To help us beat cancer sooner, we ask you to raise for Cancer Research UK: at least £260 if you are taking part in a full or half marathon event; at least £150 if you are taking part in the London 10k event; and at least £100 if you are taking part in a regional 10k event.

9.2 You have a legal responsibility to ensure that all sponsorship money or donations you receive in connection with your Event are paid to Cancer Research UK. We ask that you do this as soon as possible after your Event.

You can do this by:

a) Using the Cancer Research UK Giving Page which is automatically set up for you when you register for your Event or using an alternative online fundraising platform. In either case, funds will be automatically paid to Cancer Research UK.

b) Paying in your sponsorship money online with your credit or debit card or calling us on 0300 123 6624* with your credit or debit card details.

c) Sending a cheque made payable to "Cancer Research UK" (stating your full name, the name of your Event, and your walking number or reference number provided in your confirmation email evt-xxxx-xxxx-xxxxon on the reverse of the cheque) to:

Cancer Research UK

PO Box 1561

Oxford

OX4 9GZ

9.3 Please ensure that all donations and/or sponsorship forms are returned to Cancer Research UK at the above address to enable us to claim Gift Aid where eligible.

9.4 Please note that we cannot accept sponsorship money from you at your Event as we do not have the suitable cash handling facilities to do so.

9.5 Where funds are raised for a specific area of research the funds are treated as ‘restricted income’ and are reported as such in our annual report and accounts. Funds will only be restricted if they are raised via the Cancer Research UK Giving Page that is issued to you when you register for your Event. Any amounts raised via another third party online fundraising platforms (e.g. JustGiving) will still be donated to Cancer Research UK but will not be restricted to a particular area of research.

9.6 We will do our best to facilitate any request to change the specific area of research you choose to raise funds for. To request a change please call us on 0300 123 6624*.

9.7 In the unlikely event that surplus funds are raised for a specific cancer type any excess will be applied for Cancer Research UK’s general purposes.

10. Use of your information

10.1 When you register for an Event, we collect personal data relating to you and anyone else that you register. We will use this information for the purposes of organising, staging and administering the Event, including to send you your fundraising pack and additional information about fundraising. If you provide personal information on behalf of other entrants, please only provide this if they have confirmed that they are happy for you to do so as we will use this information for the same purposes.

10.2 After you have registered for your Event, we will contact you with information about your Event, including to discuss ways to improve your fundraising and hints and tips to support your Event preparation. This may include information about how you can access Shine Night Walk merchandise and offers from our partner organisations.

10.3 In the case of an emergency, we may also pass the personal details provided by you (either the information you provided when registering for the Event or from the details on the reverse of your Event number) to the emergency services or health care professionals, and also for the purposes of contacting your emergency contact.

10.4 First aid facilities will be provided at every Event. If you are treated by medical providers at your Event, your details may be passed on to us only for health and safety purposes and in order to fulfil our legal obligations (including under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). All accident details will be securely held on the Cancer Research UK Accident Database in line with statutory requirements.

10.5 Subject to the marketing preferences we hold for you, your personal data may also be used for the purposes of sending you information about how you can support our work and details of future events if this is something you have confirmed you would like to hear from us about.

10.6 All personal data held by us will be handled in accordance with applicable privacy laws and our Privacy Policy which can be found here.

11. Filming and Photography at the Events

11.1 Please note that we (and our authorised service providers and agents) or our commercial partners may film or photograph you taking part or attending an Event and use such footage or photographs for the following reasons:

a) to publicise the Event for commercial and/or fundraising purposes including, but not limited to, social media, television broadcasts, advertising, publications, marketing material, merchandising, and other documents that may be made available to the public; and

b) by our commercial partners to publicise their involvement and/or association with the Event.

11.2 No personal details (including names or photographs) of anyone under the age of 16 will be used in any publicity materials without the written consent of that child’s parent or legal guardian, but we may use images where children are incidentally included, for example of mass participation in the warm-up exercises or on the starting line.

11.3 Subject to Section 11.2 above, please only register a participant who is under the age of 16 if the participant and/or their parent or legal guardian (as applicable) are happy for their images to be used in the manner described in these Rules.

12. Third Party Suppliers

12.1 We may appoint independent third party photographers to take photos at the Events. Their service includes taking photos of Event participants and uploading the photos on their website, which is open to all members of the public. Upon payment, individuals can then download their photographs or receive prints. We will pass on participants’ full names and walking numbers to the provider to enable participants to easily find their photos on the website. If you would prefer that we did not pass on your details, please call 0300 123 6624*.

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

12.3 All third party photographers/videographers at the Events will be instructed to ask for parental/guardian permission before taking any individual photographs of children at the Event. Whilst photographers/videographers will try to obtain parental/legal guardian’s consent before taking images where children are more than just incidentally included, this cannot be guaranteed. This does not include photography of crowd shots, when permission will not be sought.

13. Chip Timing

13.1 For all London Events, we appoint an independent third party chipped timing company to record and track your timings and locations around the Event course as a registered participant. Their service includes uploading the chipped timing results to the Cancer Research UK website and/or the chipped timing company’s website which is open to all members of the public. We will pass on your full name, phone number and walking numbers to the chipped timing company so that you can receive a text with your finishing time at the end of your Event. You may also be sent motivational and/or safety messaging during the Event.

13.2 If you would prefer that we did not pass on your details, and/or you do not wish to have your finish time (and/or the child’s finish time in the case of parents or legal guardians of under 16s) displayed on the Cancer Research UK website and/or chipped timing company website, please contact us on 0300 123 6624* at least 5 business days before the date of your Event.

14. Liability

14.1 Use of the Event website is subject to our website terms and conditions.

14.2 You enter and attend your Event entirely at your own risk. We will not be liable for any injury, damage or loss to you or your property that might occur as a result of your participation in or attendance at an 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 Section shall exclude or limit our liability for any liability that cannot be limited or excluded by law.

15. Merchandise

15.1 All participants understand that any products distributed at or for the Event (for example the blue participant t-shirts) are subject to availability and may be withdrawn or substituted if necessary. We cannot be held responsible for any third party supplier supplying merchandise or other items on the night of the Event.

Contacting us

If you have any queries please contact the Shine Nigh Walk helpline on 0300 123 6624. Our lines are open Monday to Friday from 8.00am to 8.00pm (except bank holidays when lines are open from 9.00am to 5.00pm) and Saturday & Sunday from 9.00am to 5.00pm. Please note that calls may be monitored or recorded to allow us to maintain our standards of customer service. For more ways to get in touch, please see our website.