Terms and Conditions
1. Registration
1.1. The Dallaglio Flintoff Cycle Slam (“Event”) consists of a 5 stage cycling event from, Olympia Greece to London scheduled to take place between 23rd April – May 18th 2012 and is organised by Green Room Sports Ltd (“Green Room Sports”). Green Room Sports reserves the right to change the time, date, route, rules, regulations and/or format of the Event and to cancel the Event, in whole or in part, without notice or liability to any party (except as set out below).
1.2. Only persons aged 18 years or above as of 1st January 2012 may register for the Event.
1.3. Applicants must complete and submit the online registration form (“Registration Form”) which can be found at www.dallaglioflintoff2012.com (the “Event Website”) and pay the registration fee (the “Entry Fee”) of £960 (incl VAT) per stage on completion of online registration. The Entry Fee is non-refundable (except as set out in these terms and conditions). The Entry Fee covers:
- Return travel from London to/from your stage - Coach transfers - Accommodation in twin rooms to include breakfast - Food & drinks during every cycling day - 3 course dinner (not including drinks) - Selected items of official Event kit - Support team including: medics, catering, mechanics, route management, event management etc. - Access to training rides - Entitlement to any sponsor discounts on offer
1.4. Places in the Event are strictly limited and are subject to availability. Places will be allocated on a first come first served basis and applicants must state their preferred stage in order 1-5 and how many stages they are applying for. Applicants are not guaranteed their first choice stage and by agreeing to these terms and conditions, Applicants accept that they may be allocated to any stage and that the Entry Fee will not be refunded if the Applicant cannot participate in the stage allocated to him/her. Green Room Sports has the absolute discretion to accept or decline applications.
1.5. If payment is rejected or not cleared for whatever reason, Green Room Sports reserves the right to refuse registration and entry into the Event.
1.6. All successful applicants (“Participants”) will be notified by way of an email confirmation that they have been allocated a place to take part in the Event. 1.7. By registering for the Event you acknowledge that the aim of Green Room Sports is (i) that each Participant will target a minimum of £3000 per stage by way of sponsorship; and (ii) to raise as much money as possible in aid of the Dallaglio Foundation and the Andrew Flintoff Foundation. Green Room Sports will provide fundraising tips and practical assistance to help each Participant reach this target and will set up an account at www.VirginMoneyGiving.com for each Participant for these purposes.
1.8. By applying to take part in the Event, the Participant accepts these terms and conditions. If at any time it is discovered that any Participant should have been ineligible to participate in the Event or if participation in the Event should have been refused for any reason whatsoever, Green Room Sports reserves the right to disqualify such Participant from/refuse such Participant entry to the Event. Further, Green Room Sports reserves the right to reject at any time any Registration Form which it believes to be fraudulent, or to disqualify at any time any Participant it believes not to have fully complied with these terms and conditions from participating in the Event. Green Room Sports shall not be liable in any way to such Participant as a result of any such disqualification or refusal. It is the Participant’s responsibility to ensure full compliance with these terms and conditions.
2. Event Rules
2.1. The Event is an arduous multi-day endurance cycling event. Each Participant must be in good physical condition to participate in the Event and will not arrive at the Event in ill health or unfit to take part. Green Room Sports reserves the right to request that a medical certificate be produced for each participant before he/she is able to participate in the Event.
2.2. Green Room Sports reserves the right to remove any Participant from the Event, either during or before it, due to ill health, or any other reason (at Green Room Sports’ discretion) that may render him/her unfit to safely complete the Event. The Participant confirms that he/she will not take part in the Event if he/she is suffering from any contagious illness and confirms that he/she will report any illness during the Event to the Event medical team immediately.
2.3. No illegal substances are permitted to be used by any Participant either before or during participation in the Event. Green Room Sports reserves the right to refuse attendance at, or participation in, the Event by any persons found to have consumed or to have in their possession any illegal substances of any kind.
2.4. As a continuing condition of entry, and for the duration of the Event, each Participant shall ensure that:
2.4.1. he/she will provide their own safety approved cycle helmet which is to be worn at all times when cycling;
2.4.2. his/her bike is in good condition and is appropriate and roadworthy for the Event. Green Room Sports cannot guarantee a replacement bike for the Particpant to use should his/her own bike suffer mechanical failure;
2.4.3. he/she brings appropriate clothing and equipment to participate in the Event;
2.4.4. he/she is capable of carrying out basic bike maintenance, such as puncture repairs, whilst on the route;
2.4.5. he/she rides responsibly and safely and abides by all Event rules and regulations notified by Green Room Sports; and
2.4.6. he/she holds personal cycling travel insurance which covers, amongst other things, repatriation costs in the event of injury/medical emergency (and will produce evidence of the same to Green Room Sports upon request).
3. Withdrawals, Cancellations and Refunds
3.1. The Entry Fee is non-refundable, save as set out in 3.3 below. If the Participant wishes to withdraw from the Event, he/she is allowed to transfer their place to another individual with the consent of Green Room Sports. To transfer his/her place to another individual, Green Sports Room must receive a written request at least 4 weeks before the start of the relevant stage and the new Participant must agree to comply with all of the terms and conditions set out herein. Green Room Sports reserves the right to refuse any such transfer at its discretion.
3.2. If the Participant withdraws from the Event prior to the start of the relevant stage, no sponsorship donations will be refunded, regardless of whether the Participant has transferred his place to another Participant or not.
3.3. In the event Green Room Sports has to cancel the Event whether as a result of force Majeure or another reason that makes it impractical to proceed with the Event, all Entry Fees will be refunded and sponsors will be given the option of having their donations repaid.
4. Participant’s Warranties and Undertakings
4.1. The Participant agrees to be bound by these terms and conditions and all other Event rules and regulations notified to him/her by Green Room Sports. Participants acknowledge and agree that Green Room Sports will organise and run the Event and will have sole authority and be the final arbiter on all decisions relating to the all aspects of the Event, including health and safety, logistical operations, participation, organization, etc.
4.2. The Participant agrees at all times during the Event to abide by the reasonable instructions and guidelines of Green Room Sports’ staff, nominated representatives, and contractors and to behave appropriately at all times on the route and in the base camps.
4.3. The Participant confirms without reservation that he/she is in a good physical condition to participate in the Event, that he/she understands the endurance demands of the Event, and will not arrive at the Event in ill health or unfit to take part
4.4. The Participant acknowledges that he/she is personally responsible for his/her own belongings during the Event and that Green Room Sports shall have no liability in relation to the same. Participants are advised to take out travel insurance to cover any loss of property.
4.5. The Participant acknowledges that participation in the Event involves inherent risks of accidents and injury and that participation in the Event is at the Participant’s own risk. The Participant irrevocably agrees to hold harmless, indemnify and reimburse Green Room Sports from and for any sum, costs or expenses (including legal and professional fees) incurred, payable or paid by Green Room Sports to any person (including the Participant and/or any of the Participant’s insurers) in connection with (i) any accident, loss, damage or injury (including death) arising out of the Participant’s attendance at and participation in the Event or any part thereof (except where any such injury or death is caused by the negligence of Green Room Sports or any of its employees) or (ii) the breach by the Participant of any of these terms and conditions.
4.6. The Participant confirms that he/she will not publish or post on any website or other media (including any justgiving webpage) any text, statement, photograph, image or other material which relates to the Event which is obscene, blasphemous, defamatory, infringes the intellectual property or other legal rights of any third party or is otherwise unlawful, offensive or inappropriate.
4.7. Green Room Sports reserves the exclusive right and license throughout the world (and Participant hereby grants Green Room Sports such exclusive right and license at no cost) to interview and/or photograph and/or film the Participant at the Event (and before and after the Event as Green Room Sports may reasonably require) and to the unlimited, worldwide, sub-licensable right (at no cost) to record, film, reproduce and use in all current and future media (including without limitation, print, audio, visual, audio-visual, virtual media, the Internet, mobile telephony and so-called “3-G” technologies, CD-ROM or DVDs) the Participant’s name, likeness and image or facsimile image, signature, voice, video and film portrayals and other means of identification of the Participant, and any biographical or other information or data related to the Participant (including ride times and results), in connection with the production, advertisement, marketing, promotion or sale of Event sponsor products and/or the promotion, marketing or advertisement of the Event, Green Room Sports or any Event sponsor
5. Privacy Statement
5.1. The Participant agrees and consents to Green Room Sports using his/her personal details provided in his/her Registration Form for the following purposes:
Event administration • As the Event organiser, Green Room Sports requires a record of your registration details including third party emergency contact details for internal administration purposes in order to properly conduct and to safely administer the Event.
• Green Room Sports will also keep records of medical information provided that it is kept confidential and may be shared only with medical personnel or teams allocated to the Event. Such information shall be deleted within a reasonable time following the completion of the Event unless you agree that we may use such information in your entry for future Green Room Sports events which are staged within a reasonable timeframe thereafter.
E-mail/SMS communications
• Green Room Sports will use the Participant’s contact data submitted on the Registration Form to send the Participant information by e-mail and/or SMS relating to the Event, other Green Room Sports events and any further categories of news and promotional information as the Participant may have requested on the Registration Form.
• The Participant acknowledges and agrees that Green Room Sports may send an e-mail or SMS notification following the Event inviting the Participant to submit or renew his/her registration for any future Green Room Sports events.
5.2. The Participant agrees to inform Green Room Sports of any changes to the information supplied in their original Online Registration Form for the purposes of clause 5.1 above and particularly any changes to his/her medical condition and contact details. For this purpose, the Participant should contact Green Room Sports directly.
5.3. All information relating to Participants collected by or on behalf of Green Room Sports from which each Participant can be identified will be recorded electronically and will be used at all times in accordance with the Data Protection Act 1998. Green Room Sports will not disclose any such information to third parties, save as expressly stated under these terms and conditions. Each Participant is entitled to withdraw his/her consent to categories of e-mail and/or SMS communications from Green Room Sports and can do so at any time by following the opt-out instructions provided in the relevant e-mail. Participants acknowledge that a valid e-mail address or SMS contact number will be required at all times in order for Participants to receive important Event information and the Participant hereby consents to receive any such information.
5.4. To delete all of their information from Green Room Sports’s database, Participants may write directly to to Green Room Sports at 4th Floor, Sackville House, 40 Piccadilly, London, W1J 0DR. In circumstances where the Participant requests deletion of his/her Participant’s profile, Green Room Sports reserves the right to maintain information about individual sales transactions (not including credit card details) for record keeping. The Participant’s attention is also drawn to clause 5.5 below.
5.5. Subject to the Participant’s right to modify or request the deletion of data from Green Room Sports’s database, the Participant hereby acknowledges that it is a strict condition of participation in the Event that all mandatory fields within a Participant’s profile are complete and correct at all times. These fields include, without limitation, gender, first name, surname, date of birth, medical condition information and emergency contact details. The Participant hereby acknowledges and agrees that this information is required by Green Room Sports in order to properly and safely administer and conduct the Event, and Green Room Sports reserves the right to refuse an applicant or a Participant entry to the Event in circumstances where that person either requests the deletion of such mandatory information from their Participant’s profile, or provides false or incomplete information.
6. Governing Law, etc
6.1. These terms and conditions constitute a legally binding contract between the Participant and Green Room Sports and constitute the entire agreement and understanding of the parties and supersede any previous agreement between the parties relating to the Event.
6.2. If any provision in these terms and conditions (in full or in part) is held to be invalid or unenforceable, all other remaining provisions (in full or in part) shall continue to be valid and enforceable
6.3. These terms and conditions shall be interpreted in accordance with the laws of England and Wales and any dispute arising hereunder shall be subject to the exclusive jurisdiction of the English courts.
