Dock2Dock Terms & Conditions

GENERAL DOCK2DOCK PRIVACY & LEGALS (Terms & Conditions)

Please read through all the terms and conditions, including your health commitment.

1. ENTRY

1.1  By submitting your application you agree to register for the Dock2Dock and to abide by these conditions of entry and any instructions given to you by the Organisers and officials of the Event.  This includes any entries made for you on your behalf by a third party.

2. EVENT SAFETY

2.1  At all times during the event you must adhere to all instructions given by event marshals, volunteers and officials.

2.2  It is your responsibility to ensure that you have the correct equipment that is in a good safe working order and you take weather conditions into account when preparing to take part.

2.3  It is your responsibility that you are sufficiently fit and healthy to participate in the events unaided. If you are in any doubt, we recommend that you seek medical advice beforehand. Please read our Health Commitment Statement for further advice.

3. DATA PROTECTION

3.1  You agree that your personal information can be stored and used by the Organisers and relevant third parties in connection with the organisation, staging and administration of events.

3.2  You agree that your name and image can be used by the Organisers and their partners for the purposes of:

1. The current and future promotion and marketing of Dock2Dock, NOWCA, and Love Open Water;
2. Adding you to a mailing list to keep you informed about future events and services, such as information regarding local clubs, events and how to join events organised by Love Sports Events. If you object to such, please see condition 3.3

iii. Reporting of results online by the event timing partner by age category and gender identification as selected by you during event registration.

3.3  The Organisers shall take all necessary steps to ensure that personal information or marketing information pertaining or relating to you which comes into their possession or control shall not be:

1. Used or reproduced in whole or in part in any form except for the purposes outlined in these conditions.
2. Disclosed to any person not authorised by you to receive it; or

iii. Altered, deleted, added to or otherwise interfered with (except where expressly permitted by these conditions).

3.4  If you would not like the Organisers or their partners to use the marketing information or personal information other than for purposes related solely to your participation in Dock2Dock, please e-mail support@lovesportsevents.com

4. CANCELLATION BY THE PARTICIPANT – GENERAL ENTRIES

4.1  The participant may not defer their entry to a future Dock2Dock event or transfer their entry to another event should they no longer be able to attend.  There will be no exceptions for illness, injuries or pregnancy.

4.2  The participant acknowledges that places are limited, and payment of the entry fee and reservation of a place has an impact on logistics. The participant may withdraw from the event under the following conditions:

• Ninety (90) days or more prior to event day – 50% refund of entry fee (excluding booking fee)

4.3  If the participant wishes to withdraw less than ninety (90) days prior to the event date, or if the participant fails to participate in the event, they will receive no refund of the entry fee. There will be no exceptions for illness, injuries or pregnancy.

4.4  All cancellation requests should be submitted via the event Support Desk: https://lovesportseventsco.freshdesk.com/support/home

4.5  The participant may transfer their entry to another person up until one month prior to the event (refer 9.1 – 9.6)

We recommend you consider taking out suitable insurance to protect yourself, covering your entry and any expenses you will have incurred. Please check the conditions of your policy carefully to make sure it covers this scenario.

5. CANCELLATION BY THE PARTICIPANT – CHARITY ENTRIES

5.1  Charity entry places are provided at a substantially reduced rate through the support of the associated charity and are subject to a minimum fundraising commitment of £200.00 for the 1.5k, 3k and 5k and £250.00 for all other distances. Entry fees paid for charity places are non-refundable including where the participant withdraws from the event, is unable to participate, or fails to meet the minimum fundraising target.

5.2  All sponsorship, donations and other funds raised by participants in connection with a charity place shall belong to and be retained by the nominated charity. In the event that a participant withdraws from the event, is unable to participate, or does not take part for any reason, any funds already raised shall remain payable to and retained by the charity and shall not be refunded to the participant or any donor (except where required by law).

5.3  All cancellation requests should be submitted via the event Support Desk: https://lovesportseventsco.freshdesk.com/support/home

6. CANCELLATION BY THE PARTICIPANT – PROMOTIONAL / FREE ENTRIES

6.1  Entries provided as prizes for competitions or winners from previous years;

(i) can’t be exchanged for cash if the participant is no longer able to attend

(ii) can’t be deferred to a future or another event

7. CHARITY ENTRY TERMS (OTHER)

7.1  Charity entrants must complete set-up of their fundraising page as per instructions sent by charity partner within 60 days of entering the event or by the published event closing date, whichever is sooner.  Failure to validate the entry will result in cancellation of the entry, without notice or warning.

7.2  Charity entries may be transferred to another person up to one month prior to the event date, following the official event transfer process. The person receiving the entry remains subject to the charity entry conditions, including the fundraising commitment and any applicable distance eligibility criteria.

7.3  Charity entries cannot be changed, amended, converted or upgraded to general entries, including by paying any difference in entry fee. Charity places cannot be exchanged for general entry places if general entries sell out.

8. CANCELLATION BY THE ORGANISERS

8.1  The Organisers may cancel the event if circumstances arise beyond our reasonable control, including, without limitation, force majeure or act of God, war, civil or political unrest, terrorism or inclement weather conditions or water quality. In such circumstances we will  communicate with participants at the earliest opportunity.

8.2  If due to Covid-19 or any other reason beyond our reasonable control, the Organisers are forced to cancel the event more than 90 days or more before the Event date, participants will be offered a transfer to the postponed event with no fee.  Should the participant not be able to take part in the postponed event, a refund will be offered for the entry fee, minus booking fees. Once participants are notified of the postponement, they will have thirty (30) days to take up the transfer or refund offer.  Withdrawal or transfer requests will not be allowed after the deadline for this offer.

8.3  If due to Covid-19 or any other reason beyond our reasonable control, the Organisers are forced to cancel an event less than 90 days before the event date, we will offer a reimbursement of the part of the entry fees which are recoverable or have not been irrevocably committed to staging the event.  This amount is at the Organisers discretion.

8.4  In the event of cancellation or postponement of the Event, the Organisers will have no responsibility for any costs incurred as a result of cancellation, including any travel and/or accommodation costs. We recommend you consider taking out suitable insurance to protect yourself, covering your entry and any expenses you will have incurred. Please check the conditions of your policy carefully to make sure it covers this scenario.

8.5  As part of your payment of the Entry Fee for your Ticket, you may also be required to pay a Platform Fee (this includes a payment processing fee) administered by our platform provider. The Platform Fee is not refundable under any circumstances.

8.6  The Organisers reserve the right to cancel your participation in the event if any information provided by you is found to be inaccurate in any way. In this case you will be refunded your entry fee minus booking fees and a £15.00 administration fee.

9. TRANSFER OF ENTRY – GENERAL AND CHARITY ENTRIES

9.1  The participant may transfer their entry to another person up to one month prior to the event date.

9.2  All transfers must be completed by the participant and the recipient no later than one month prior to the event date by

(i) following the instructions provided on the online registration system for general entries

(ii) request via the event support desk for charity entries

9.3  There will be no fee for transferring an entry to another person. It is the responsibility of the person making the transfer to arrange any exchange of money for the entry fee and / or merchandise purchased.

9.4  NOWCA membership fees are not transferrable to another person.  If the original participant can no longer attend the event, the membership fee will not be refunded.

9.5  In events (distances) where eligibility criteria exist, the transferee (the person receiving the entry) must meet the eligibility criteria.

9.6  All participant transfers must be completed through the official event transfer process before the published deadline. No unofficial transfers or substitutions are permitted.

10. DISTANCE CHANGES

10.1  Distance changes will be allowed up to one month prior to the event date.  Any difference in entry fee is to be paid by the participant before such changes are confirmed. Should the participant wish to change to a shorter distance, no refund will be offered on the difference in entry fee.

10.2  Distance change requests must be submitted to the events team via the event Support Desk:  https://lovesportseventsco.freshdesk.com/support/home

10.3  Distance changes are not guaranteed and are offered at the discretion of the organiser in line with safety limits set for each distance.

11. CHANGES TO THE EVENT

11.1  The Organisers reserve the right to change the course, or make any other amendment to the event deemed necessary to stage the Event.  Any change to the Event will be communicated to you at the Event or sooner if practicable.

11.2  Should the course distance be reduced in accordance with Condition 11.1 for the avoidance of doubt, you will agree that the Event is still deemed to be staged and that we will not be liable to you for any refund.

12. USE OF IMAGE

12.1  Photographs and video footage may be taken which capture your participation. You agree to the publication of photographs and broadcasts of your image which accurately depict your participation in Dock2Dock.

12.2  Any audio, visual, or audio-visual recordings that you make of the Event or any part of it are for personal use only and cannot be used for any commercial purpose.

13. MEDICAL CONDITIONS

13.1  If you have a pre-existing condition, not exercised before or for some time, you should consult your doctor before taking part in Dock2Dock. Please read our Health Commitment Statement for further advice.

13.2  You must provide an emergency contact name/emergency contact number and relevant medical details as part of your NOWCA membership registration which must be up to date on the day of the event.

14. LIABILITY

14.1  In no event shall the Organisers be liable to you, whether for breach of contract, any tortuous act or omission (including negligence) or otherwise, under or in connection with the Agreement for any:-

• Loss or damage;
• Loss of profit;
• Loss of reputation;
• Loss of business, revenue or goodwill;
• Loss of anticipated savings;
• Pledges made on your behalf or by you to charity;
• Consequential or indirect loss, regardless of whether the loss or damage:
• would arise in the ordinary course of events;
• is reasonably foreseeable; or
• Is in the contemplation of the parties, or otherwise.

14.2  Nothing in this Agreement shall affect the Organisers’ liability for death or personal injury, fraud, or any other liability to the extent it cannot be excluded or limited by law.

14.3  The Organisers strongly advise all participants to hold relevant insurance whilst taking part in these events.

15. MERCHANDISE PURCHASES

15.1  Merchandise purchases made during online registration via the Results Base registration system are separate from an event entry. Cancelling or transferring an event entry does not automatically cancel or transfer any merchandise purchased. Refunds and cancellations of merchandise purchases are subject to applicable consumer rights, including the statutory 14-day cancellation period where applicable.

16. GENERAL

16.1  The Agreement shall be governed by English law, and the parties submit to the exclusive jurisdiction of the English courts.

16.2  If any provision of the Agreement is invalid or unenforceable, in whole or in part, the validity of the remainder shall not be affected.

16.3  The Agreement does not create, confer or purport to confer any benefit or right enforceable by any person not party to it.

16.4  Participants must update their personal contact details via the event registration system, should they change after initial registration and payment of entry fee.

16.5  The Dock2Dock is a NOWCA member only event. No person will be allowed to participate without a current NOWCA membership. This means the participant has paid the annual membership fee and the expiry date is beyond the date of the event.

16.6  NOWCA members must keep their profile, medical and emergency contact details up to date. Visit your personal login page at  https://actio.nowca.org/root/home or to change any details.

16.7  All participants must swim with a tow float, provided by the participant.

16.8  Participants between the ages of 12-15 in the 1.5k & 3k event must wear a full length wetsuit (no shorties allowed) and use a tow float.

16.9  If you purchase event merchandise but fail to collect this, you must contact the Organisers at support@lovesportsevents.co.uk within 14 days of the event to make arrangements to collect the items.  Any postage costs must be paid by the purchaser before the items are dispatched.

16.10  Swimmer race packs must be collected by the registered participant from the registration tent.  Race mementos or prizes given to competitors on the day of the race cannot be made available to anyone who fails to turn up or who has withdrawn from the event, or who has left the event before the items are distributed. Under these circumstances these prizes will be forfeited by the competitor.

16.11  Participants must be 16 years and over to compete in distances of 5k and above. Participants must be 12 years and over to compete in the 1.5k and 3k event and will require parent/guardian consent to enter if under the age of 18.  Age is taken on the day of the event.

16.12  Wetsuits are not compulsory with the exception of swimmers aged 12-15 on the day of the event.

• The Organisers will monitor water temperatures in the lead up to the event. Should the water temperature drop below 15 degrees celsius, wetsuits will be compulsory for all participants unless agreed otherwise in advance with the Organisers.
• A ‘skins pass’ application must be completed prior to the event for review by the events team and applicants will be notified accordingly. The skins application form will be distributed to relevant participants at least seven (7) days prior to the event.
• Wetsuits will not be allowed should the water temperature rise above 24 degrees celsius on the morning of the event. This includes shortie wetsuits and neoprene swim shorts / vests.
• Participants must choose wetsuit, skins or accessories category on their registration form. Changes can be made by the participant up until the participant registers at the event and collects their race pack, or as otherwise communicated by the event organisers.
• The wearing of any neoprene is considered to be an advantage over ‘skins’ swimmers (those wearing only a regular swimming costume and swim cap). Participants wearing buoyancy shorts or vests must choose the wetsuit category. Participants wearing neoprene booties, neoprene swim caps, and / or neoprene gloves may choose the ‘accessories’ category. To be eligible for prizes, you must choose either the ‘wetsuit’ or ‘skins’ category and participate in the mass start wave.

16.13  Timing chips will be used for the event and must be placed on the ankle.

16.14  Entries to the 15k event will be reviewed in line with qualification guidelines. Wildcard entries will be granted at the discretion of the Organisers.

16.15  Entries from visually impaired swimmers or medically assisted swimmers are welcome, however all such participants must be accompanied by another paying entrant. All such entrants must include details in their event registration, detailing any additional needs.

16.16  By completing the Online Registration, you are certifying that you are aware that swimming in open water has inherent risks and swimming in untreated water can lead to stomach upsets and diseases, such as but not limited to, E. Coli and leptospirosis, and that you understand you swim entirely at your own risk.

DOCK2DOCK GENERAL EVENT RULES

17. SAFETY

17.1  All participants must compete under their own name and using their own valid event registration. Under no circumstances may a participant allow another person to swim under their name, use their timing chip or NOWCA wristband, or participate using their race pack.

Collecting a race pack on behalf of another person with the intention of allowing an unregistered or incorrectly registered individual to participate is strictly prohibited.

This constitutes a serious breach of event safety protocols, as it compromises participant identification, emergency contact information, medical records and the ability of the event safety team to respond effectively in an emergency.

Any breach will result in immediate disqualification and a ban from participating in future Dock2Dock events.This applies to both the registered participant and the individual participating under another person’s identity.

17.2  All participants must wear their NOWCA safety wrist band on their wrist only.

17.3  All participants must swim with a brightly coloured tow float

17.4  If a participant is not making sufficient progress to complete their distance within the published cut-off times, the Water Safety Manager and/or Race Director may instruct the participant to leave the water.

17.5  You are not permitted to use the following items in the Event:-

• any floatation or artificial swimming aid, including, but not limited to, flippers, paddles or snorkels *;
• any mechanical or powered propulsion device or aid;
• headphones or personal audio equipment, with the exception of bone conducting headphones which still allow the participant to hear instructions from safety personnel
• any item that could potentially inhibit the flow or safety of other participants or which we, in our reasonable opinion, deem may cause danger or risk of danger to you or other participants.
• * the organisers may, at their discretion allow participants to utilize a swimming aid for medical reasons.

18. SWIM ETIQUETTE AND WAVE STARTS

18.1  When you receive your wave start or start window time, it is up to you to be ready to enter the water.

18.2  Make sure you position yourself in a place in the water so that you do not swim into anyone else.

18.3  If you think you are not able to swim in the front then go to the side or back of the field.

18.4  The 15k distance is mass start only. For all other distances, participants must start within their allocated mass start wave or rolling start window, as applicable.

18.5  Participants in the ‘accessories’ category must choose a rolling (relaxed) start wave. Only swimmers in the ‘wetsuit’ or ‘skins’ categories who participate in a mass start are eligible for prizes.

9. PRIZES

19.1  Prizes are awarded to overall winners in each distance.  The categories will be wetsuit and skins for each distance

19.2  Prizes will only be awarded where there are three (3) or more participants in the category.

19.3  To be eligible for prizes, you must start in the ‘mass start’ as wetsuit or skins. No prizes are awarded to the ‘accessories’ category swimmers

19.4  Prizes are allocated at the discretion of the Organisers and may vary for each category.

19.5  Prizes will be available for collection at the event and must be collected on the day.  Any prize packs not collected, will not be posted.

HEALTH COMMITMENT STATEMENT

Your health is your responsibility. The Organisers are dedicated to helping you take every opportunity to enjoy your participation in our events. With this in mind, we have carefully considered what we can reasonably expect from each other.

Our commitment to you

• We will respect your personal decisions, and allow you to make your own decisions about what exercise you can carry out. However, we ask you not to exercise beyond what you consider to be your own abilities.
• We will make every reasonable effort to make sure our event is organised to accepted safe operational standards for you to enjoy.
• We will make all reasonable steps to ensure first aid is available at the event to an industry standard.
• If you tell us you have a disability which puts you at a substantial disadvantage in accessing our event, we will consider what adjustments, if any, are reasonable for us to make.

Your commitment to us

• You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with your safe participation in our event, before you enter you should seek advice from a relevant medical professional and follow that advice.
• It is the decision of the participant, not the Organisers, to determine whether they are fit enough to exercise.
• If the participant has any doubt, they should seek medical advice. It is up to the participant to seek that medical advice.
• You should let us know immediately if you feel unwell whilst participating in one of our events.
• Our staff are not qualified doctors, but there will be first aid provision in attendance at our events.
• If you have a disability, you must follow any reasonable instructions to allow you to complete our event safely.

This Health Commitment Statement sets the standards that the Organisers and the event participant can reasonably expect from each other in regards to the health of the participant.

This statement is for guidance only. It is not a legally binding agreement between you and the Organisers and does not create any obligation which you or the Organisers must meet.