Ultimate Trails Cancellation, Transfers & Refund Policy

Introduction

We're a very small team here at Ultimate Trails and the following terms and conditions are based specifically on the management plans we have in place to make our events run smoothly for everyone involved. Memento production, race number printing and start list publication are all conducted 6 weeks before the event. Consequently, changes requested after 20th May cannot be made.

Race Transfers

Transfer of individual entries between different events is permitted, subject to availability, providing we are informed by e-mail no less than 6 weeks before the event you wish to transfer from. When transferring to a higher value race, (e.g. from the 55km to the 110km) the difference in cost is payable by cheque in advance of the event.

Transfer of individual entries between events on the same date (e.g. from the 110km to the 55km) is permitted, subject to availability, providing we are informed by e-mail no less than 6 weeks before the event. Transfers requested less than 6 weeks before the event will not be permitted.

Refunds & Cancellations

You have the option to cancel your entry, providing we are informed by e-mail before the event, and this will be incur the following cancellation fee - the refund will be paid by cheque. Duplicate entries made in genuine error will be refunded in full. Cancellations requested less than 6 weeks before the event will not be permitted.

Entry cancellation before 30/09/16 - refund 100% of entry fee less £10 administration fee

Entry cancellation from 01/10/16 until 31/10/16 - refund 85% of entry fee less £10 administration fee

Entry cancellation from 01/11/16 until 31/01/17 - refund 75% of entry fee less £10 administration fee

Entry cancellation from 01/02/17 until 30/04/17 - refund 65% of entry fee less £10 administration fee

Entry cancellation from 01/05/17 until 20/05/17 - refund 50% of entry fee less £10 administration fee

Important

Please note, unless we are informed in line with the above terms and conditions, your entry and number is individual to you and is non-transferable and non-refundable. Competitors using someone else's number can have serious consequences in the event of a medical emergency. The accuracy of the race results is also affected when competitors are placed in the wrong event, age or sex category. Any competitor using someone else's number will be disqualified.

Race Alteration & Cancellation

We reserve the right to refuse or cancel entry applications, or alter the date of the event, the course route or the distance. Only a partial refund will be given if the event is forced to be cancelled or postponed due to circumstances beyond our control, e.g. by order of the Government or landowners due to Foot and Mouth disease.