COMMUNITY RUNFEST TERMS & CONDITIONS

1. Definitions

Community RunFest is organised by Omnia Sports Community Ltd (“the Organiser”).

For the purposes of these Terms and Conditions:

Event - The Community RunFest including the Children’s 2.5km Fun Run, 5km Run and 10km Run.

Organiser - Omnia Sports Community Ltd, responsible for organising and delivering the Event.

Participant - Any individual who has successfully registered to take part in the Event.

Entry Fee - The fee paid by a Participant to enter the Event.

Entry Closing Date - The final date and time by which entries must be submitted, as stated on the Event website.

Race Pack - Materials issued to Participants which may include a race number, timing chip and event information.

Personal Information - Any personal data provided by Participants in connection with the Event.

Medical Information - Health information provided by Participants for safety or medical purposes.

Force Majeure Event - Any event beyond the reasonable control of the Organiser including, but not limited to, severe

weather, public health emergencies, emergency service directives, civil unrest, terrorism or threats of terrorism.

2. Acceptance of Terms

2.1 By entering the Event, Participants confirm that they have read, understood and agree to be bound by these Terms and Conditions.

2.2 These Terms apply to all Event entries and participation.

3. Event Entry

3.1 Entries must be made through the official entry platform linked from the Event website. Participants must complete the registration form fully and accurately.

3.2 Entry to the Event is limited to the first 1,000 Participants across the 5km and 10km events. Once this limit is reached, entries will close.

3.3 Only one entry per person is permitted.

3.4 Entries received after the Entry Closing Date, or which are incomplete or illegible, will not be accepted.

3.5 Age Requirements

Participants must meet the following minimum age requirements:

2.5km Fun Run: Children aged 4–11, accompanied by a responsible adult throughout the run.
5K Youth: Aged 11-15 years. Runners aged 11-15 are allowed to run the 5K on their own. A parent or guardian must confirm at registration that they are happy for their child to participate independently.
5K Adult run: 16+ Years
10km Run: Minimum age 16+.

As the 5km and 10km events follow the same route, Participants under the age of 18 and their parents or guardians must ensure they follow the correct route signage for their registered distance.

Participants are responsible for running only the distance permitted for their age category. If a participant accidentally exceeds this distance, they must withdraw from the event immediately and inform the nearest marshal.

While we take every reasonable step to provide clear guidance and support throughout the event, ultimate responsibility rests with each participant (and parent/guardian where applicable) to ensure they comply with the appropriate distance for their category.

3.6 Non-Transferable Entries

Entries are personal to the Participant and cannot be transferred, sold or exchanged. Any attempt to do so may result in disqualification from the Event.

3.7 Fitness to Participate

Participants confirm that they believe themselves to be physically capable of completing the Event and understand the risks associated with participation.

Participants are responsible for ensuring they are medically fit to take part.

3.8 Photography and Filming

The Event may be photographed or filmed by the Organiser or authorised third parties.

By entering the Event, Participants consent to their image being used for purposes including:

Event reporting
Marketing and promotion
Promotion of future events
Use on websites, social media and promotional materials.

3.9 Race Packs and Timing Chips

Participants in the 5km and 10km events will receive a Race Pack which includes an electronic timing chip.

Participants must wear and use the timing chip in accordance with the instructions provided. The Organiser cannot guarantee timing accuracy if instructions are not followed.

3.10 Right to Refuse Entry

The Organiser reserves the right to refuse participation where it reasonably considers that doing so is necessary for safety, operational or legal reasons.

Where participation is refused prior to the Event, the Entry Fee will be refunded.

3.11 Accessibility

The Organiser is committed to making Community RunFest accessible to as many Participants as possible. All Participants with accessibility needs are welcome, but due to safety considerations, advance notice is required for certain types of support.

3.11.1 Wheelchair Users

Participants using rigid manual day wheelchairs are welcome but must be accompanied by a registered support runner.

Spaces for assisted participation may be limited, and advance notice at registration is required.

3.11.2 Visually Impaired or Blind Participants

Participants who are blind or visually impaired must be accompanied by a clearly identifiable support runner who is also registered for the Event. Advance notice at registration is required to ensure appropriate arrangements.

3.11.3 Hearing Impairment

Participants with hearing impairments are welcome. They may request assistance from Event marshals if required and should contact the Organiser in advance to discuss any reasonable adjustments.

3.11.4 Assistance Animals or Support Persons

Participants requiring assistance from a support person or guide dog must inform the Organiser at the time of registration. This allows the Organiser to plan appropriate support and ensure safety.

3.11.5 Communication of Instructions

Event signage, briefings, and instructions will be provided in a manner accessible to all Participants. If you have specific communication needs, please contact the Organiser ahead of the Event.

3.11.6 Course Limitations and Safety

Certain sections of the Event course may present challenges. Participants should consider their abilities and discuss any concerns with the Organiser prior to the Event. All Participants must follow Event instructions, course signage, and marshal directions at all times to ensure safety.

3.11.7 Advance Registration

Participants requiring accessibility support should notify the Organiser at registration. This allows us to provide the necessary support and ensure a safe and enjoyable experience for all.

3.12 Fancy Dress

Participants are welcome to wear fancy dress. However, the Organiser reserves the right to prohibit any costume that it considers unsafe, obstructive, offensive or likely to pose a risk to Participants or others.

4. Refund and Cancellation Policy

4.1 Entry Fees are non-refundable once an entry has been confirmed, except in exceptional circumstances at the Organiser’s discretion.

4.2 The Organiser reserves the right to cancel, postpone or modify the Event if necessary for safety or operational reasons.

These may include but are not limited to:

severe weather
safety concerns
emergency service advice
a Force Majeure Event.

4.3 If the Event is cancelled or postponed:

Participants will be notified as soon as reasonably practical.
Participants may be offered entry into a rescheduled Event where possible.
If the Event cannot be rescheduled, Participants may be offered a refund of the Entry Fee.

4.4 The Organiser will not be responsible for any additional costs incurred by Participants including travel, accommodation or fundraising commitments.

5. Event Conditions

5.1 Participants must follow all instructions given by Event marshals, volunteers and officials.

5.2 The Organiser reserves the right to remove any Participant from the Event if they:

fail to follow instructions
pose a safety risk to themselves or others
behave inappropriately
are deemed unfit to continue.

5.3 If a Participant cannot complete the Event within the designated cut-off time, they may be asked to withdraw from the course or continue at their own risk on public footpaths outside the official Event route.

5.4 Prohibited Items

The following are not permitted during the Event:

pets or animals
bicycles, scooters, skateboards or wheeled equipment
electric or motorised wheelchairs
roller skates
alcohol or illegal substances
offensive, political or inappropriate clothing
pushchairs unless expressly permitted
any item considered unsafe by the Organiser.

Participants should remain alert to marshal instructions at all times. Participants are not permitted to use earphones, headphones, or any device that may prevent them from hearing instructions, warnings, or emergency announcements during the Event.

Bone-conduction headphones are the only exception, as they sit on the cheekbones and allow the user to remain aware of their surroundings.

Participants using unauthorised listening devices may be disqualified from the Event.

6. Safety and Risk Management

6.1 The Organiser will take reasonable steps to provide a safe Event environment. This may include risk assessments, course marshals, signage, medical support and safety briefings.

6.2 Participants acknowledge that outdoor running events involve inherent risks including uneven surfaces, weather conditions, interaction with other participants and members of the public.

6.3 Participants are responsible for exercising reasonable care and remaining aware of their surroundings while participating.

6.4 Participants must follow the designated course and comply with all signage and marshal instructions.

6.5 If a Participant becomes injured, unwell or aware of a safety concern during the Event, they should notify the nearest marshal or Event official as soon as possible.

6.6 The Organiser reserves the right to alter the course, delay the start, shorten the route or stop the Event if necessary for safety reasons.

7. Force Majeure

The Organiser may cancel, delay or modify the Event due to a Force Majeure Event.

In such circumstances, the refund policy outlined in Section 4 will apply.

The Organiser will not be liable for any additional losses arising from a Force Majeure Event.

8. Data Protection

Personal data collected during registration will be processed in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Participants agree that their Personal Information may be used for:

Event administration
safety and medical assistance
statistical analysis
communication regarding the Event and related activities.

Participants may opt out of marketing communications at any time by contacting:

info@omniacommunity.co.uk

9. Safeguarding

The Organiser is committed to safeguarding children and vulnerable adults.

Any safeguarding concerns during the Event should be reported immediately to an Event marshal or the Central control point located within King George Park.

10. Personal Property

Participants are responsible for their personal belongings at all times. We strongly recommend leaving valuables with family members or spectators where possible.

A baggage area will be available in King George Park for convenience; however, items are left entirely at the owner’s risk. The organisers accept no responsibility for any loss, theft, or damage to personal property.

11. Liability

Participation in the Event is at the Participant’s own risk.

Participants acknowledge that running events involve inherent risks including physical exertion, weather conditions, uneven surfaces and interaction with other Participants.

Nothing in these Terms shall exclude or limit the Organiser’s liability for death or personal injury caused by its negligence, or for any liability which cannot be excluded under the Unfair Contract Terms Act 1977.

Subject to this, the Organiser shall not be liable for any loss, injury or damage arising from participation in the Event.

12. Governing Law

These Terms and Conditions are governed by the laws of England and Wales.

Any disputes arising from these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales.