The Erdvark Trail Run (“the Event”) is an outdoor trail running event conducted over natural terrain and involves inherent risks associated with trail running, physical exertion and exposure to the natural environment.
By entering, registering for or participating in the Erdvark Trail Run, each participant confirms that they have read, understood and agree to the terms and conditions set out below.
1. ASSUMPTION OF RISK
1.1 I acknowledge that participation in the Erdvark Trail Run involves inherent risks, including but not limited to personal injury, trauma, permanent disability, illness, dehydration, exhaustion, falls, collisions, allergic reactions, exposure, death, and loss of or damage to personal property.
1.2 I acknowledge that these risks may arise from, amongst other things:
1.3 With full knowledge of these risks, I voluntarily choose to participate and accept the risks associated with my participation, whether foreseeable or unforeseeable.
1.4 I understand that trail running is physically demanding and that I am responsible for assessing whether I have the fitness, experience and ability required to safely complete my selected distance.
1.5 I acknowledge that trail and weather conditions may change before or during the Event and that such changes may increase the difficulty or risk associated with participation.
2. PARTICIPANT DECLARATION
I declare and confirm that:
2.1 I am physically and mentally capable of participating in the Event and have adequately prepared for the distance I have entered.
2.2 I have no known medical condition that would make my participation unreasonably dangerous to myself or other participants.
2.3 Where I have any doubt regarding my medical or physical ability to participate, I will obtain appropriate medical advice before taking part.
2.4 All information supplied by me during registration, including my personal details, emergency contact details and medical information where requested, is true, accurate and complete.
2.5 I understand that it remains my responsibility to determine whether I am medically and physically fit to participate.
2.6 I understand that these Terms & Conditions constitute a binding agreement in relation to my participation in the Event, subject to applicable South African law.
3. MEDICAL TREATMENT & EMERGENCIES
3.1 In the event of injury, illness or a medical emergency, I authorise the Event’s appointed medical personnel and/or authorised Event officials to provide or arrange emergency medical treatment, transportation and evacuation where reasonably considered necessary.
3.2 I acknowledge that because the Event takes place on natural trails and potentially remote terrain, immediate access to medical treatment may not always be possible.
3.3 I accept that emergency personnel may require time to reach an injured participant and that evacuation from certain sections of the route may be difficult or delayed.
3.4 Where medical treatment, ambulance transportation, hospitalisation or evacuation costs are not covered by the Event, I accept responsibility for such costs incurred on my behalf.
3.5 I am responsible for ensuring that I have appropriate personal medical and, where necessary, emergency evacuation cover.
3.6 I am responsible for carrying any prescribed or emergency medication that I may reasonably require during the Event.
4. RELEASE AND DISCHARGE
4.1 To the fullest extent permitted by South African law, I release and discharge the Organiser, Event officials, employees, volunteers, marshals, medical personnel, contractors, sponsors, service providers, venue owners, property owners, landowners and other parties associated with the Event from claims, demands, actions, damages, costs or proceedings arising from or connected with my voluntary participation in the Event.
4.2 This includes, to the fullest extent permitted by law, claims relating to personal injury, illness, death or loss of or damage to personal property arising directly or indirectly from participation in or attendance at the Event.
4.3 Nothing contained in these Terms & Conditions is intended to exclude or limit any liability which may not lawfully be excluded or limited under South African law.
5. INDEMNITY
5.1 To the fullest extent permitted by law, I indemnify and hold harmless the Organiser and associated Event parties against claims, liabilities, losses, damages, costs or expenses arising from my participation in the Event or from my own acts or omissions.
5.2 This indemnity extends, where legally permissible, to my attendance at Event registration, the Event venue, start and finish areas, aid stations, water points and my participation on the Event route.
5.3 I acknowledge that clothing, running equipment, mobile phones, watches, bags, vehicles and all other personal belongings brought to the Event remain entirely at my own risk.
5.4 Any limitation or exclusion contained in these terms shall apply only to the maximum extent permitted by applicable law.
6. GENERAL TERMS OF PARTICIPATION
6.1 I acknowledge that I am aware of the inherent risks associated with trail running and entering the Event venue and route.
6.2 I voluntarily choose to participate in the Erdvark Trail Run and do so with knowledge and acceptance of these inherent risks.
6.3 I confirm that I have read, understood and agree to these Terms & Conditions.
6.4 MINORS
Where a participant is under the age of 18, a parent or legal guardian must consent to the minor’s participation.
The parent or legal guardian confirms that they have read and accepted these Terms & Conditions on behalf of the minor to the extent permitted by law and acknowledge the inherent risks associated with the minor participating in a trail running event.
The parent or legal guardian is responsible for determining whether the minor has the necessary physical ability and fitness to safely participate in the selected distance.
6.5 PHOTOGRAPHY & VIDEO
Photographs and video footage may be captured during the Event.
By participating, I consent to photographs and video footage in which I may appear being used for legitimate Event marketing, promotional, social media and publicity purposes, subject to applicable law.
No compensation will be payable for such use.
6.6 EVENT APPAREL & MERCHANDISE
Participants are responsible for selecting the correct size of any Event apparel or merchandise included with or purchased as part of their entry.
No refunds or exchanges will be granted for incorrect sizing or fit, subject to applicable consumer law.
7. EVENT PLANNING, CANCELLATIONS, REFUNDS & SUBSTITUTIONS
7.1 Participants acknowledge that organising the Erdvark Trail Run requires extensive advance planning, preparation, coordination and financial commitments.
7.2 Significant Event costs may be incurred well in advance, including payments and commitments relating to land and venue access, route preparation, medical services, timing services, Event personnel, photographers, catering, water points, suppliers, contractors, security, signage and other Event infrastructure.
7.3 The cancellation and refund policy has therefore been structured taking these advance commitments into consideration.
7.4 PARTICIPANT CANCELLATIONS & REFUNDS
7.4.1 All cancellation requests must be submitted in writing through the official Erdvark Trail Run communication channels.
7.4.2 Refunds are calculated on the original entry fee paid as follows:
7.4.3 Subject to applicable law, the above cancellation periods apply regardless of the participant’s reason for cancellation, including but not limited to:
7.5 SUBSTITUTIONS
7.5.1 Online substitutions are permitted up to 14 days prior to the Event at a cost of R50 per participant.
7.5.2 Late substitutions may be processed at Event registration, where permitted, at a cost of R250 per participant.
7.5.3 A substituted participant will receive the apparel or merchandise size originally selected by the participant being replaced. Size changes cannot be guaranteed.
7.5.4 Entries may not be transferred or deferred to a future Erdvark Trail Run or following year unless expressly authorised by the Organiser.
7.6 PAYMENT PLANS
7.6.1 Entries purchased using a payment plan will qualify for a refund only where the payment plan has been paid in full at least 90 days prior to the Event.
7.6.2 Once paid in full within the required period, the standard cancellation and refund policy will apply.
7.6.3 Payment plans that have not been completed in full by the 90-day cut-off are non-refundable, subject to applicable law.
8. ERDVARK TRAIL RUN RULES
8.1 THE ROUTE
Participants must remain on the official marked trail and follow all Event route markings, signage and instructions from Event officials and marshals.
Intentionally taking shortcuts, leaving the marked course or gaining an unfair advantage may result in a time penalty or disqualification.
A participant who accidentally leaves the marked route must return to the point where they left the route before continuing.
8.2 RUNNING EQUIPMENT
Participants are responsible for ensuring that their trail running shoes, clothing and other equipment are appropriate for the distance, terrain and weather conditions.
Depending on the distance and conditions, participants are strongly advised to carry:
The Organiser reserves the right to prescribe compulsory safety equipment for any distance where route, weather or safety conditions make this necessary.
Any compulsory equipment requirements will be communicated to participants before the Event.
8.3 HYDRATION & NUTRITION
Participants are responsible for ensuring that they carry or consume sufficient hydration and nutrition to safely complete their selected distance.
Water and/or refreshments may be provided at designated water or aid points along the route.
Participants with greater individual hydration or nutritional requirements should make appropriate additional provision.
8.4 MEDICAL & SAFETY
The Event medical team, Race Director or authorised Event official may prevent a participant from starting or require a participant to withdraw where they reasonably believe that continuing would create an unacceptable medical or safety risk.
Participants must comply with reasonable instructions issued by medical personnel, marshals and Event officials.
8.5 RACE NUMBERS
Race numbers must be clearly displayed as instructed by the Organiser.
Race numbers may not be altered, duplicated, transferred or intentionally obscured.
A race number may only be transferred to another participant through an officially approved substitution.
8.6 START TIMES
Participants are responsible for knowing the start time applicable to their selected distance and for being present in the designated starting area on time.
Participants who arrive late may not be permitted to start or may be subject to instructions from Event officials.
8.7 TIMING & RESULTS
Where timing is provided, official finishing times and results will be determined using the timing system and procedures selected for the Event.
The Organiser reserves the right to investigate and correct timing or result errors.
8.8 COURSE CHANGES
The Organiser may alter, shorten, reroute, delay, suspend or cancel all or part of the route where reasonably necessary due to:
Participant safety will take priority over completion of the advertised route or distance.
8.9 OUTSIDE ASSISTANCE
Participants may receive assistance at official Event water points, aid stations and medical points.
Unauthorised outside assistance that provides a participant with an unfair competitive advantage may result in a time penalty or disqualification.
This rule does not prevent emergency assistance being provided to an injured, ill or distressed participant.
8.10 TRAIL ETIQUETTE
Participants are required to:
8.11 LITTERING
The Erdvark Trail Run follows a strict leave-no-trace principle.
Participants may not intentionally discard:
on the trail or surrounding property.
Waste must be carried by the participant until it can be disposed of at an appropriate waste point.
Intentional littering may result in a time penalty or disqualification.
8.12 WITHDRAWAL FROM THE EVENT
A participant who withdraws or is unable to complete the Event must notify the nearest Event official, marshal, aid station or medical team as soon as reasonably possible.
Participants should not leave the Event route or venue without notifying an Event official.
Failure to notify Event officials may result in unnecessary search and emergency procedures being initiated.
8.13 CUT-OFF TIMES
Where cut-off times apply to a particular distance, route section or checkpoint, these will be communicated to participants before the Event.
Participants who fail to reach a designated point within the applicable cut-off time may be withdrawn from the Event for operational or safety reasons.
8.14 WILDLIFE, LIVESTOCK & THE NATURAL ENVIRONMENT
Participants acknowledge that the Erdvark Trail Run takes place in a natural environment where encounters with wildlife, livestock, snakes, insects and other animals may occur.
Participants must not intentionally approach, chase, feed, disturb or interfere with wildlife or livestock.
Participants must comply with instructions from Event officials or landowners regarding animals encountered on the route.
8.15 GATES, FENCES & PRIVATE PROPERTY
The Event may cross privately owned land.
Participants must respect all private property and follow the marked Event route.
Where a gate is encountered, participants must follow Event signage or marshal instructions regarding whether the gate should remain open or closed.
Participants may not climb, damage or interfere with fences, gates or other property except where the marked Event route specifically requires passage through a designated point.
8.16 COMPETITIONS & PRIZES
Where prizes are awarded:
The Organiser reserves the right to investigate and correct results where a timing error, route infringement or breach of Event rules is identified.
9. EVENT CANCELLATION, POSTPONEMENT OR CHANGES
9.1 Trail running events are dependent on weather, land access, trail conditions and other factors which may be outside the reasonable control of the Organiser.
9.2 The Erdvark Trail Run may therefore be postponed, relocated, shortened, rerouted, delayed or cancelled where reasonably necessary because of circumstances including:
9.3 Where such circumstances occur, participant safety and the ability to safely conduct the Event will take priority.
9.4 Any refund, credit, transfer, postponement or alternative arrangement will be determined having regard to the circumstances, costs already incurred and applicable South African law.
FINAL ACKNOWLEDGEMENT
I confirm that I have read, understood and accept the Terms & Conditions of the Erdvark Trail Run, including the assumption of risk, participant declaration, waiver, indemnity, Event rules, cancellation and refund provisions.
I acknowledge that trail running is a physically demanding outdoor activity conducted over natural and potentially challenging terrain and that participation involves inherent risks.
I voluntarily choose to participate in the Erdvark Trail Run with knowledge and acceptance of these inherent risks.
I confirm that I am responsible for ensuring that I am sufficiently fit, adequately prepared and appropriately equipped for the trail running distance I have entered.
I agree to comply with the Event rules and all reasonable safety instructions issued by Event officials, marshals and medical personnel.
