Event Terms and Conditions

These Terms & Conditions (“Terms”) form a legally binding agreement between you (“Participant” or “you”) and Why We Run Ltd. (“we”, “us”, or “the Organiser”). By applying for or participating in the Event, you acknowledge that you have read, understood, and agreed to be bound by these Terms.

If there is any inconsistency between these Terms and any other event materials, these Terms shall prevail.

 

1. Definitions & Interpretation

Organisers: Why We Run Ltd. and its authorised staff, contractors, medics, and volunteers acting on its behalf.

Event Team: Individuals appointed or engaged by the Organisers to assist in the planning, delivery, or operation of the Event, including staff, contractors, medics, therapists, and volunteers acting under the direction of the Organisers.

Event Director: The individual appointed by the Organisers with overall authority for safety, compliance, and decision-making during the Event.

Event: The WhyWeRun 250 km multi-day ultramarathon.

Event Date: As advertised on the official WhyWeRun website.

Event Basecamp: The designated operational hub used for daily briefings, accommodation, logistics, and start- and finish-line activities.

Participant: The individual accepted to take part in the Event in accordance with these Terms.

Kit Requirements: The list of mandatory kit as provided by the Organisers.

Fundraising Minimum: The minimum required fundraising target for participants.

Fee: The amount payable by the participant to take part in the Event.

Onboarding Forms: Any forms, documents, or digital submissions required by the Organisers as part of the entry or onboarding process, including but not limited to medical information, personal details, accommodation preferences, and required consents.

Medical Form: The mandatory health and safety form required as part of the Onboarding Forms, capturing relevant medical information and emergency contacts.

Liability Waiver: The document required as part of the Onboarding Forms in which the Participant acknowledges event risks and releases the Organisers from certain liabilities.

Privacy Policy: The document published by the Organisers detailing how personal data is collected, stored, and used, available on the official WhyWeRun website.

Force Majeure Event: Any event beyond our control, including but not limited to pandemics, natural disasters, or government action.

 

2. Conditions of Entry

Why We Run Ltd. reserves the right, at its sole discretion and at any time, to refuse or withdraw your participation in the Event. We are not obliged to provide a reason. You may be offered the opportunity to take part in a future edition, though this is not guaranteed.

Participants must be aged 20 or older by the Event start date unless special permission is granted. All under-20 applications will be reviewed on a case-by-case basis, and all decisions are final.

You understand that the Event takes place in remote, rugged environments where access to typical comforts, facilities, and immediate medical care may be limited. You are expected to demonstrate basic outdoor skills, including familiarity with your kit, self-care, and sound decision-making in wild terrain.

You acknowledge that Event Basecamp accommodation is intentionally simple and communal, designed to reflect the rugged environment and shared spirit of the Event. Facilities are basic and shared, and conditions may include exposure to natural elements such as weather, mud, and wildlife. This simplicity is an intentional part of the experience, fostering connection, resilience, and a sense of togetherness.

Participation in the Event involves a real risk of physical harm, including serious injury or death. Causes may include, but are not limited to: extreme weather, equipment failure, fatigue, medical conditions, or collisions with terrain, other runners, animals, or obstacles. You accept full responsibility for your preparation, training, and personal safety, and confirm that you are medically and physically fit to participate.

By entering, you agree to declare any relevant health conditions or medications via the required Medical Form and to promptly update the Organisers if any changes occur before the Event. You will be asked to review and reconfirm the accuracy of this information at on-site registration. You authorise the Event’s medical team to make care decisions on your behalf in an emergency, with all reasonable efforts made to contact your nominated emergency contact.

 

3. Safety, Instructions & Conduct

All participants must comply with these Terms, the Event’s safety procedures (including mandatory kit requirements), pre-event and on-site briefings, signage, and all reasonable instructions issued by the Organisers and the Event’s medical provider. These may be updated before or during the Event and will be communicated via email, WhatsApp, or in-person briefings. Participants who disregard safety guidance or instructions may be removed at the discretion of the Organisers.

 

4. Entry and Payments

4.1 Entry Process & Conditions

Entry is limited and allocated either through a ballot or direct invitation, depending on the entry process for that year.

Applicants must meet our entry criteria as published on our website. Notification is by email. Participants are responsible for checking their inboxes, including spam/junk folders.

Once offered a place, you must complete the following within 7 days to secure your entry:

  • Submit all required onboarding forms and documentation as requested by the Organisers (including, but not limited to, the Medical Form and Liability Waiver)
  • Pay the £150 initial payment

Failure to complete both steps within 7 days may result in your place being reallocated.

4.2 Payment Conditions

To confirm your place in the Event, a £150 initial payment is due within 7 days of acceptance. Failure to make this payment on time may result in your place being forfeited and offered to another applicant.

After your initial payment, you may select one of the following payment options for the remaining balance:

  • Full Payment: £600 balance due within 30 days of your initial payment.
  • Two Equal Payments: £300 one month after your initial payment, then £300 the following month.
  • Split Payments: £150 each month for 4 months following your initial payment.

All prices are stated in GBP (£).
All entry fees are non-refundable and non-transferable. The entry fee covers participation and accommodation only. Travel, meals, kit, and other expenses are your responsibility.

All payment plans must be completed in full no later than 2 months before the Event start date. Participants with outstanding balances after this point will be required to complete payment promptly or may have their place withdrawn.

If you anticipate difficulty making a scheduled payment, please contact us before the payment due date. Why We Run Ltd. is committed to being inclusive and accessible, and we will always do our best to reasonably accommodate your situation.

4.3 Fundraising Commitments

This Event includes a fundraising commitment for our charity partner, bigmoose.

  • You agree to raise a minimum of £500 through the official fundraising platform communicated by the Organisers.
  • Your fundraising page must be activated within 30 days of signing up. Failure to do so may result in removal from the Event.
  • The full minimum fundraising target must be met before on-site registration at the Event.
  • If the target is not met, you agree to personally contribute the shortfall before the Event.
  • Participants who have not reached this target may be refused permission to start until the shortfall is personally contributed.
  • If you withdraw, are removed, or defer your entry, all funds raised will remain with bigmoose and cannot be refunded, transferred, or carried forward to future events.

4.4 Accommodation & On-Site Attendance

Accommodation is included in the entry fee and consists of shared bunkhouse lodging within the official Event Basecamp.

All participants are required to stay in the accommodation allocated by the Event Team for the full duration of the Event. This is essential for safety, daily communication, and participation in briefings, and forms a core part of the Event experience and community ethos.

Participants may not arrange or use any alternative accommodation, whether on or off the Event property. This includes but is not limited to campervans, tents, privately booked rooms, or other lodging at or near the venue.

4.5 International Applicants

You are solely responsible for your own travel documentation, including passports, visas, and compliance with UK border rules. If you are unable to attend due to a failure to secure the appropriate documentation, no refund or deferral will be given.

 

5. Cancellation, Rescheduling or Relocation

In the event of a Force Majeure Event, the Organisers may cancel, relocate, or reschedule the Event.
Your entry will automatically be transferred to a future edition of the Event, as determined by the Organisers.

No refunds will be issued, and the Organisers shall not be liable for any indirect or incidental losses, including but not limited to travel, transport, accommodation, or other costs incurred as a result of such changes.

 

6. Transfers & Deferrals

Entries cannot be transferred to another person under any circumstances.

You may request a deferral in accordance with our Event Deferral Policy:

  • Deferral requests must be received no later than 4 weeks before the Event start date.
  • Payments already made are carried forward as credit toward the following year’s event.
  • If the following year’s fee is higher, or you have remaining instalments under your plan, you must pay the difference to bring your entry in line with the new price and schedule.
  • Supporting documentation may be required.

If your request relates to pregnancy, IVF, or adoption, please refer to our dedicated Pregnancy, IVF & Adoption Deferral Policy, which offers additional flexibility.

 

7. Organiser’s Obligations

The Organisers will take all reasonable steps to plan and deliver the Event safely and professionally. However, participation takes place in uncontrolled environments, and each participant remains responsible for their own safety and conduct, provided these do not contravene the Event’s safety procedures, instructions from the Organisers, or these Terms and Conditions.

 

8. Risk, Safety & Removal from Event

By accepting a place in the Event and completing the registration process, you confirm that:

  • You understand and accept the inherent risks of endurance participation, including serious injury or death.
  • You are solely responsible for your fitness, preparation, and self-management during the Event.
  • You have completed the required Liability Waiver and submitted accurate, up-to-date medical information.
  • The Event Team may, at its sole discretion, remove you from any stage or from the Event entirely for medical, safety, safeguarding, or compliance reasons.
  • You waive all claims against Why We Run Ltd. and its affiliates to the fullest extent permitted by law.

 

9. Medical Care

Medical services during the Event are provided by an independent, qualified medical provider engaged by the Organisers. All care is delivered in accordance with UK regulations and within the limitations of a remote, outdoor environment.

You must complete the Medical Form accurately and notify the Organisers of any changes before the Event. You consent to relevant medical information being shared with the Event’s medical provider for safety purposes.

You understand that on-site medical care is designed for immediate assessment and stabilisation only and may not replace professional hospital treatment. You authorise the Event’s medical team to make emergency decisions and arrangements on your behalf if you are unable to do so, including transfer to external medical facilities.

The Organisers are not responsible for the actions, omissions, or clinical decisions of independent medical personnel.

 

10. Insurance

All international participants must hold personal insurance that covers:

  • Medical treatment and emergency evacuation within the UK
  • Withdrawal from the Event due to illness, injury, or personal circumstances
  • Injury or accident during participation

UK-based participants are strongly encouraged to hold personal insurance to cover withdrawal, personal belongings, and injury, particularly if they are self-employed or would be impacted financially by time off work.

Participants are also advised to obtain independent event or sports insurance that provides protection if they are unable to attend, withdraw before or during the Event, or sustain an injury that prevents participation.

All entry fees are non-refundable under any circumstances. Appropriate insurance is the participant’s sole means of recovering costs related to cancellation, withdrawal, or injury.

Why We Run Ltd. does not provide personal, travel, or cancellation insurance for any individual.

 

11. Kit & Equipment

11.1 Mandatory Kit

All participants must comply with the Mandatory Kit List provided by the Organisers.
This list exists to ensure your safety and that of the wider event team.

Each participant is required to carry all mandatory items individually at all times.

You will be required to present all mandatory kit items at registration for inspection.

  • Failure to present the full and correct kit at registration will result in you being refused permission to start the Event.
  • No kit substitutions or borrowing will be permitted once on site.
  • The Event Team reserves the right to conduct kit checks at any time during the Event.
  • Participants found missing required items may be withdrawn immediately for safety reasons.

11.2 Personal Belongings & Lost Property

You are responsible for all personal belongings throughout the Event.

Any items left behind after the Event will remain at the event venue for up to 7 days. Participants must contact the venue directly to arrange collection. If postage is required, this must be organised and paid for directly with the venue. The Organisers are not responsible for storing or returning personal items after the Event. After 7 days, any unclaimed items may be donated or disposed of by the venue.

 

12. The Course & Course Adjustments

The Event route may change due to safety, weather, or operational factors.
Updates will be communicated during daily briefings and via WhatsApp, along with any revised GPX files.

Participants must:

  • Carry a GPS-enabled device with the latest route loaded at all times.
  • Follow all route amendments and instructions issued by the Event Team.

Failure to follow an amended route may result in removal from the Event on safety grounds.

The total course distance may vary from the advertised 250 km.
The Organisers reserve the right to shorten, modify, reroute, pause, or cancel stages as necessary for safety or logistical reasons.

Completion of the Event will be determined at the sole discretion of the Organisers.
No refunds or deferrals will be issued based on changes to the total distance covered.

 

13. Organiser’s Equipment & Property

If you are issued equipment by the Organisers (e.g., GeoTracks GPS tracker and protective case), you are responsible for its care and return in working order at the end of the Event.

  • Lost or damaged tracker cases will be charged at £5 each.
  • Lost or damaged GPS trackers will be charged at current market replacement value (typically £100–£150).
  • Damage caused by negligence or misuse will be charged in full.

Participants are also responsible for any damage caused to Event Basecamp facilities, accommodation, or venue property arising from negligence, misuse, or failure to follow Organisers' or venue instructions.
Charges for repair or replacement will be passed on directly to the participant concerned.

Failure to return issued equipment or settle damages within 14 days of notification may result in refusal of future entry to Why We Run Ltd. events.

 

14. Liability & Indemnity

Why We Run Ltd., its directors, officers, employees, volunteers, contractors, medical providers, affiliated organisations, event partners, and brand sponsors (including, but not limited to, bigmoose), and any individuals or entities involved in the organisation, promotion, or delivery of the Event (collectively, the “Released Parties”) accept no liability for any personal injury, illness, death, property damage, financial loss, or other harm suffered by you in connection with your participation in the Event, to the fullest extent permitted by law.

By participating, you agree to release, waive, discharge, indemnify, and hold harmless all Released Parties from any and all claims, demands, actions, or liabilities that may arise from your participation, including, but not limited to those arising from your own negligence, breach of these Terms, or failure to follow safety procedures, briefings, signage, or official instructions issued by the Organisers or the Event’s medical provider.

Nothing in these Terms limits or excludes any liability that cannot be limited or excluded under the laws of England & Wales, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

 

15. Data Protection

Your personal information will be handled in accordance with our Privacy Policy.

We may share necessary information with medical and operational partners to deliver the Event safely.

 

16. Photos, Videos & Media

By participating, you grant Why We Run Ltd., the Organisers, and official brand partners the right to use your name, image, likeness, and voice in photos, videos, and other event-related media for promotional and documentary purposes, in any format, worldwide, in perpetuity, without compensation.

 

17. Parking

Vehicles are parked entirely at your own risk. Why We Run Ltd. and our host venues accept no liability for theft, loss, or damage.

Designated parking areas will be provided. Participants are required to use only the designated parking areas.

 

18. Anti-Doping & Recreational Drugs

We operate a zero-tolerance policy on performance-enhancing and recreational drug use.
Any participant or crew member found or reasonably suspected to be under the influence or in possession of such substances will be removed from the Event immediately, without refund, and may be refused entry to future Why We Run Ltd. events.

 

19. Participant Declaration

By entering, you confirm that:

  • You have accurately represented your fitness, health status, and running experience.
  • You are responsible for your behaviour, conduct, and adherence to these Terms, including the mandatory kit requirements, safety procedures, and all reasonable instructions from the Organisers and the Event’s medical provider.
  • You agree to act respectfully toward all participants, crew, and event staff, and to cooperate fully with instructions given for safety, welfare, or safeguarding reasons.
  • You will comply with all reasonable instructions from the Event Team, medics, and Organisers.
  • You understand that the Organisers may, at their sole discretion, remove you from any stage or from the Event entirely if your participation is considered unsafe, non-compliant, or detrimental to the welfare of others.
  • Final decisions regarding participant removal will be made by the Event Director. Such decisions are final and binding, and by entering the Event, you agree to respect and abide by them.
  • You acknowledge that removal from the Event does not entitle you to a refund, deferral, or compensation.

 

20. Aid, Support & Logistics

The Event is a self-supported event. We provide the following shared infrastructure:

  • Unlimited hot and cold drinking water
  • Access to shared fridges, microwaves, and toasters
  • Six nights of shared accommodation (bed, pillow, duvet)

You are responsible for providing and carrying your own nutrition and daily essentials throughout the Event.

Participants must arrive with sufficient food and supplies to safely undertake and complete all stages of the Event. The Organisers reserve the right to assess whether a participant is adequately prepared to participate safely. Failure to demonstrate reasonable preparation, including arriving without adequate nutrition or essential kit, may result in refusal to start or removal from the Event on safety grounds, at the discretion of the Event Director.

The Organisers are not responsible for providing or replacing personal nutrition.

To support daily logistics, the Event Team will advise on suitable storage areas for each participant’s daily drop bag, where nutrition and essential items for the day may be kept. Participants are responsible for ensuring their own items are clearly labelled and securely packed.

To maintain safety, space, and fairness for all participants:

  • Personal cooking appliances (including camp stoves, air fryers, kettles, or similar devices) are not permitted.
  • All other campsite facilities remain out of bounds unless explicitly authorised by the Event Team.

In the event of severe weather, a Drying Room may be made available at the discretion of the Organisers. This shared facility is used by other campsite guests and is available at participants’ own risk.

There are no imposed weight limits on what you may bring; however, please remain respectful of others by being mindful of space, particularly in shared accommodation and food-storage areas.

A single washer and dryer are available, though participants are strongly encouraged not to rely on this service for daily use.

 

21. Arrival & Briefings

Participants must:

  • Arrive during the communicated arrival window, as outlined in your joining instructions.
  • Be present for in-person registration and full kit check.
  • Attend the official welcome and pre-event briefing.
  • Be on site for all in-event briefings (typically morning and evening).
  • Monitor WhatsApp and verbal updates from the Event Team.

Timely arrival and attendance at all briefings are mandatory for safety reasons. Participants who miss registration, kit check, or any required briefing may be refused permission to start that stage or removed from the Event at the discretion of the Organisers.

 

22. Diversity, Inclusion & Sustainability

Why We Run Ltd. is committed to inclusive, diverse, and environmentally responsible event practices. Our full Diversity, Inclusion & Sustainability Policy forms part of these Terms & Conditions. All participants are expected to uphold the principles outlined in this policy throughout their involvement in the Event.

 

23. Environmental Rules

The Event takes place in protected natural landscapes. Participants are expected to uphold the highest standards of respect and environmental responsibility at all times.

The Event operates under a “Leave No Trace” philosophy. Every participant is expected to minimise their impact on the environment and help preserve the areas we run through.

You must:

  • Respect wildlife, particularly seals during pupping season.
  • Avoid disturbing flora, rock formations, or cultural heritage sites.
  • Carry out all waste and follow on-site recycling and waste-management guidelines. This includes the responsible disposal of food wrappers, packaging, and hygiene products. No waste of any kind is to be left on the course or surrounding areas.
  • Use toilets or designated facilities where provided, and avoid polluting open land or waterways.
  • Respect local communities and behave as a considerate and responsible guest.
  • Follow all environmental and access advice issued by the Event Team, including temporary route adjustments or wildlife-protection measures.

Any deliberate environmental damage, littering, or failure to follow Organisers' instructions may result in immediate removal from the Event at the discretion of the Organisers.

 

24. Official Language

The official language of the Event is English. All briefings, medical communications, instructions, and signage will be delivered in English.

Participants are responsible for ensuring they understand all information provided. If clarification is needed, it is the participant’s responsibility to seek assistance from the Event Team before proceeding.

The Organisers are not liable for any misunderstanding, injury, or incident arising from a participant’s failure to understand English instructions or signage.

 

25. Family & Supporters Policy

Supporters are welcome and encouraged to share in the experience, but they must respect the nature, integrity, and safety of the Event at all times.

    • Days 1-4: Viewing is permitted only from safe, public locations.
    • Day 5: Supporters are welcome at Event Basecamp to celebrate the finish-line experience with you.

    Running or pacing on the route is strictly prohibited. Friends, family, or supporters may not run alongside, provide aid, or accompany participants at any point on the course.

    While the course uses public trails open to other users, any person seen accompanying a participant in a manner resembling pacing, support running, or unofficial participation will be deemed in breach of this policy. This rule is essential to maintain safety, fairness, and event-insurance compliance.

    Supporters must not:

    • Interfere with the Event, assist with navigation, or enter Basecamp or aid-station areas unless authorised as official crew or volunteers.
    • Attempt to access restricted areas reserved for participants, staff, or accommodation use.

    As a participant, you are responsible for the conduct of your supporters. Disruptive, unsafe, or unauthorised behaviour may result in:

    • Restricted access for that supporter,
    • Removal of the associated participant from the Event, and/or
    • Refusal of future entry.

    Final decisions regarding supporter access and conduct rest with the Event Director, whose decisions are final and binding.

     

    26. General Provisions

    • Participants may be removed from the Event for reasons including misconduct, non-compliance, lack of adequate preparation, safeguarding concerns, or safety risks, at the discretion of the Event Director.
    • Event details, routes, and logistics are subject to change. Any updates will be communicated officially via email, briefing, or WhatsApp.
    • Digitally signed or accepted forms (including entry forms, waivers, and declarations) are legally binding and enforceable.
    • These Terms and all related agreements are governed by the laws of England & Wales.
    • Any dispute arising in connection with the Event shall fall under the exclusive jurisdiction of the courts of England & Wales.
    • Our supporting policies (including the Event Deferral Policy; Pregnancy, IVF & Adoption Deferral Policy; and Diversity, Inclusion & Sustainability Policy) form part of these Terms and are binding once published.

    For any questions regarding these Terms or the Event, please contact hello@itswhywerun.com

     

    27. Severability & Entire Agreement

    If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

    These Terms, together with the Liability Waiver, Onboarding Forms, and any other signed or accepted documents, constitute the entire agreement between you and Why We Run Ltd. for participation in the Event. You agree to promptly complete any updated forms or declarations issued by the Organisers when requested.

    The Organisers reserve the right to amend these Terms prior to the Event. Any updates will be communicated officially via email, WhatsApp, or event briefings, and are considered binding once published.

     

    Last updated: 13 October 2025