Participants agree to the general event rules, as well as the specific additional rules per event, upon entry. 

  1. The participant agrees to participate at their own risk, and by their entry and participation fully indemnifies the organisers of the Walker Bay Outdoor events, all official sponsors and partners, volunteer groups, medical suppliers, and any and all local authorities, from any direct or indirect loss or damage, however caused, arising from their participation in the event or related to the event, including pre-race and post-race activities.
  2. The event organisers reserve the right to accept or reject any entry. It is the responsibility of each participant to ensure that they are medically fit and healthy to participate in the event. Walker Bay Outdoor has the right to reject an entry on the advice of the event medical team.
  3. All entry fees are non-refundable under all circumstances, including, but not limited to:
    1. cancellation of the event
    2. cancellation by participant for whatever reason (including medical)
    3. or change in the date, nature, or format of the event.
  4. The event may be cancelled or changed due to severe weather or other factors that threaten the safety of athletes, staff, or volunteers.
  5. All participants wishing to participate in the Events are required to create a profile on the Event Entry portal that the Event uses . The participant is required to complete all compulsory fields and undertakes to do so honestly. It is the responsibility of the participant to ensure this profile is updated with any relevant changes.
  6. Once a completed entry has been received and accepted, there will be no refunds if the participant cannot participate.
  7. In the event that an athlete is no longer able to participate, the entry may be transferred to another participant by means of substitution entry. The entries team must be notified of this via andrea@oldschoolgroup.co.za, and an administration fee will apply.
  8. No athlete may participate with another participant’s race number.
  9. All minors (under 18 years of age on the day of the event), may only enter under parental guidance and supervision. Refer to the individual rules per discipline i.t.o. where minors must be accompanied by an adult while participating.
  10. No animals are allowed to accompany a participant during any event.
  11. Except with prior written approval in exceptional circumstances no wheelchairs are permitted in the Event due to the congestion of the route and the nature of the route elevations. The traffic authorities have advocated this ruling in the interests of the safety of all participants in the events.
  12. The NO MOBILE SECONDING rule will be strictly enforced. No seconds may drive, cycle or run alongside any athlete on the route. The STAND AND HAND rule, whereby a participants seconds may stand at any refreshment station (100m on either side) on the route and hand refreshments to their athlete while they remain stationary, will apply. No seconds may travel on the race route. Seconding may not be conducted directly from a vehicle – whether moving or stationary.
  13. Athletes who fail to obey the race officials will be subject to disciplinary action and may be banned from participation in Event in future.
  14. Participants are obliged to stop if instructed to do so by an official medical representative on the route.
  15. Participants will be charged according to the hospital tariff rate, should they be admitted to hospital.
  16. Participants must cross the timing mat on the finish line to officially finish the race.
  17. Prize money will be paid into the recipient’s bank account and will only be transferred once full race results are received by the Event. All prize money is subject to statutory taxes. Winners will have 1 month, subsequent to receiving an email from the event organisers to claim their prize money.
  18. In all events participants must wear the appropriate kit, suitable to the event they participate in. The torso must always be covered (with the exception of the open water swim and swim-run-jump events, where channel rules may be followed). Where instructed (triathlon), wetsuits may be required.
  19. Participants in the HI-TEC Walker Bay Outdoor Triathlon (sprint & junior) the Open Water Swims, as well as the See & Sand Event are required to wear a brightly coloured swim cap (no white, black, grey or muted / camo colours).

 

ADVERTISING RULES: APPLICABLE TO ALL EVENTS

  1. The participant grants their permission, in terms of Section 51 of the Electronic Communications Transactions Act 25 of 2002, to use their name, race information and photographs, video tapes, broadcasts and telecasts in which they may appear free of charge.
  2. The participant accepts that their personal information will remain confidential and hereby consent to same being shared with the parties involved in the organisation of the event for purposes of medical care and / or promotion of activities related to the event.
  3. No ambush marketing is allowed at any point whatsoever at the Event, whether by athletes or external parties.
  4. Political/ Religious Advertising: Both political (i.e. the promotion of any political parties, associations, movements, ideas of any other political cause) and religious advertising are prohibited in respect of events.
  5. The display of legitimate national flags during an event shall be permitted provided they do not present a safety risk or interfere with any other athlete or the presentation of the event. Under no circumstances will any slogans, chants, banners, placards or such-like of a political, religious or offensive nature be tolerated.

 

MISCONDUCT: APPLICABLE TO ALL EVENTS

  1. Athletes who participate in races they are not registered for will be disqualified and may face a ban of up to two years.
  2. Entries may only be transferred via substitution. Entries may not be advertised for reselling.
  3. Athletes who fail to obey the race officials will be subject to disciplinary action and may be banned from participation in the Event in future.
  4. In the event that an athlete is disqualified they do not qualify for prizes and will not be recognized as an official finisher of the race.
  5. Allowing another person to compete with your number will result in disqualification of the other person and your participation in next year’s event. NO BIB, NO RESULTS OR PRIZE MONEY.
  6. The HI-TEC Walker Bay Outdoor takes place in environmentally sensitive areas. Participants may not litter or damage the environment in which the events take place in any way. If convicted of littering the athlete can be disqualified.

 

VENDOR & SPONSOR RULES

  1. Sponsors and Food Vendors are required to discuss and arrange required space with the Event Organisers.
  2. Vendors or Sponsors are only allowed on their allocated space.
  3. Walker Bay Outdoor reserves the right to move allocated sites and to change the planned layout to meet with requirements following SAPS and Disaster Management inspections.
  4. Vehicles and trailers can ‘Drop and Go’ (no parking and/or trailer storage in the race area allowed whatsoever).
  5. Site construction / erection must be discussed with the organisers.
  6. There must be no damage of any description on the race area. OPEN FIRES, GAS BRAAIS, SKOTTELS AND GAS CYLINDERS ARE NOT ALLOWED DUE TO FIRE AND SAFETY REGULATIONS.
  7. Camping may not take place on the race area.
  8. You will NOT BE PERMITTED TO BRING ALCOHOL into the race area as all areas are licensed areas. Alcohol for consumption at your vendor or sponsor gazebo may be pre-purchased via the Hi-Tec Walker Bay Outdoor allocated vendor sites. This rule will be strictly enforced by the South African Police Services and the event security team.