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

Event: The Why We Run 250km multiday ultramarathon.

Event Date: As advertised on the official Why We Run website.

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

Event Rules: The rules governing the operation of the Event, published separately.

Fundraising Minimum: The minimum required fundraising target for participants.

Participant Declaration: A document outlining final statements of truth, conduct, and acknowledgement of risk, signed during onboarding.

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

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, in 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 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 survival skills, including familiarity with your kit, self-care, and decision-making in wild terrain.

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, and collisions with terrain, other runners, animals, or obstacles. You accept full responsibility for your physical preparation and training and confirm that you are medically and physically fit to participate.

By entering, you agree to inform us of any existing medical conditions or medications via the required Medical Form. You also authorise our medical team to make care decisions on your behalf in an emergency and understand that attempts will be made to contact your emergency contact where possible.

 

3. Event Rules

All participants must comply with the Event Rules at all times. These are communicated separately and may be updated before or during the Event. Participants who breach the rules or disregard safety or instructions may be removed at the discretion of the organisers.

 

4. Ballot, Entry and Payments

4.1 Ballot Process & Entry Conditions

Entry is limited and allocated via ballot to eligible applicants. Applicants must meet our entry criteria. Notification is by email, participants are responsible for checking inboxes, including spam/junk folders.

Once offered a place, all required documentation (Medical Form, Liability Waiver, Participant Declaration) must be submitted within 7 days. Failure to do so may result in the place being reallocated.

4.2 Payment Conditions

The first payment is due within 7 days of acceptance. Failure to pay on time may result in forfeiture of your place.

All entry fees are non-refundable. The fee covers participation and accommodation only. Travel, meals, kit and other expenses are your responsibility. The full fee must be paid before the Event or participation will be revoked.

4.3 Payment Schedule Options

  • Full payment: within 7 days.
  • Two equal payments: 1st within 7 days, 2nd one month later.
  • Four equal payments: 1st within 7 days, remaining monthly.

Failure to make scheduled payments on time may result in your place being at risk. Why We Run is committed to being inclusive and accessible, so if you anticipate difficulty making a payment, please contact us before the payment due date. We will always do our best to reasonably accommodate your situation.

4.4 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 deferment will be given.

 

5. Cancellation, Rescheduling or Relocation

In the event of a Force Majeure Event, we may cancel, relocate, or reschedule the Event. Your entry will be transferred to a future edition. We are not liable for any incidental losses incurred including transport, travel, or accommodation.

 

6. Transfers & Deferments

Entries cannot be transferred to another person under any circumstances.

You may request a deferral according to our Event Deferral Policy. This covers injuries, illness, and other exceptional circumstances. 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

We will take reasonable steps to deliver the Event safely and professionally. However, your safety is ultimately your responsibility.

 

8. Risk, Safety & Removal from Event

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

  • You understand the risks involved, including serious injury or death.
  • You are fully responsible for your own fitness, preparation, and self-management during the Event.
  • You have completed the required Liability Waiver and submitted accurate medical information.
  • The Event Team has the authority to remove you from the course or the Event at any time for medical, safety, 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

You must complete the Medical Form accurately and notify us of changes. Medical care during the Event will reflect the limitations of remote environments and adhere to local UK regulations.

 

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. Why We Run Ltd. does not provide personal coverage for any individual.

 

11. Kit & Equipment

You must meet all Kit Requirements as provided by the organisers. The Event team may conduct random kit checks at any time before or during the Event. Failure to present the required items may result in you being refused permission to start a stage or being withdrawn from the Event for safety reasons.

You are responsible for all personal belongings throughout the Event.

Any lost property will be held for up to 7 days after the Event and must be reclaimed during that period. If postage is required, it must be arranged and paid for by the participant.

Unclaimed items after 7 days will be donated to charity.

 

12. The Course & Course Adjustments

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

You must carry a GPS-enabled device with the latest route.

The total course distance may vary from the advertised 250km. 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 deferments will be issued based on changes to the total distance covered.

 

13. Organiser’s Equipment

If you are issued equipment (e.g., GPS tracker), you must return it in working order. Lost or damaged items will be charged at replacement value (e.g., £170).

 

14. Liability & Indemnity

Why We Run Ltd., its directors, officers, employees, volunteers, contractors, medical providers, affiliated organisations, event partners, 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 Event rules or official instructions.

 

15. Fundraising Commitments

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

  • You agree to raise a minimum of £500.
  • If this target is not met, you agree to personally contribute the shortfall before the Event.
  • You must activate your donation page within 30 days of signing up. Failure to do so may result in removal from the Event.
  • If you withdraw or are removed from the Event, funds raised will remain with bigmoose and cannot be refunded or transferred.

 

16. 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.

 

17. Photos, Videos & Media

By participating, you grant Why We Run Ltd. and our brand partners the right to use your name, image, and voice for promotional purposes in any format, worldwide, in perpetuity, without compensation.

 

18. 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.

 

19. Anti-Doping & Recreational Drugs

We have a zero-tolerance policy. Any participant or crew member found using performance-enhancing or recreational drugs will be removed immediately, without refund.

 

20. Participant Declaration

By entering, you confirm:

  • You have accurately represented your fitness.
  • You are responsible for your conduct.
  • You may be removed at any time for safety or compliance issues.

 

21. Aid, Support & Logistics

Why We Run 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.

There are no imposed weight limits on what you may bring; however, we ask that you remain respectful of other participants by being mindful of space, particularly in shared accommodation and food storage areas.

There is access to a single washer and dryer, though we strongly encourage you not to rely on this service for daily use.

All other facilities at the campsite are out of bounds unless explicitly authorised.

 

22. Arrival & Briefings

Participants must:

  • Arrive during the communicated arrival window, as outlined in your joining instructions
  • Be present for in-person registration and 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

Attendance at briefings is mandatory. Failure to attend may result in your removal from that day’s stage or from the Event.

 

23. Diversity, Inclusion & Sustainability

Why We Run 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.

 

24. Environmental Rules

The Event takes place in protected natural landscapes. 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 guidelines
  • Respect local communities and behave as a responsible guest

 

25. Official Language

The official language of the Event is English. You are responsible for understanding all instructions and signage.

 

26. Family & Supporters Policy

Supporters are welcome but must respect the nature, integrity, and safety of the Event.

  • Days 1–4: Viewing is permitted only from safe public locations.
  • Day 5: Supporters are welcome at Event HQ to enjoy the finish-line experience.

Running or pacing on the route/course is strictly prohibited. Friends, family, or supporters may not run alongside or with participants at any stage of the event.

  • While the course is on public trails and remains open to other users, anyone seen accompanying a participant in a way that resembles pacing, support running, or unofficial participation will be considered in breach of this policy.
  • This is essential to maintain safety, fairness, and compliance with event insurance and protocols.

Supporters must not interfere with the event, assist with navigation, or enter aid station areas unless designated as official crew or volunteers.

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

  • Restricted access for that supporter
  • Removal from the event
  • Refusal of future entry

 

27. General Provisions

  • Participants may be removed for misconduct or safety issues
  • Event details may change. Updates will be communicated officially
  • Digitally signed forms are legally binding
  • These Terms are governed by the laws of England & Wales
  • Disputes fall under the exclusive jurisdiction of the courts of England & Wales

Contact: hello{at}itswhywerun.com

 

28. Severability & Entire Agreement

If any provision is found unenforceable, the remainder shall remain in full force and effect.

These Terms, along with the Liability Waiver, Participant Declaration, and any other signed documents, represent the full and binding agreement between you and Why We Run Ltd. You agree to promptly complete any updated forms issued by the Organisers.

We reserve the right to amend these Terms prior to the Event. Any changes will be shared via email and are considered binding once published.

 

Last updated: 23 June 2025