1. Acceptance of Conditions
1.1. For the wellbeing of all entrants, and of the event, all entrants must accept and comply with all event conditions.
1.2 Each Entrant accepts that it is their responsibility to contact the race organisers should any information on their entry form need to be updated e.g. emergency contact details.
2. Route Variation
2.1. The organisers of the Rotary Martinborough Charity Fun Ride (the Rotary Club of South Wairarapa) reserve the right to vary the route of all or any of the Rides without notice, should any situation requiring such action arise.
3. Expected Behaviour
3.1. The Rotary Martinborough Charity Fun Ride is a communal event, and as such it is expected that entrants will conduct themselves in a manner which reflects well upon themselves and the Ride. It is expected that entrants will show respect towards all event officials, marshals and security personnel. A belief in what a reasonable person would find offensive or dangerous will guide the organisers’ decision making.
4. Preparation and Training
4.1. It is each entrant’s responsibility to ensure that they have adequately prepared themselves physically for their selected Ride. If you have any health issues or doubts about your health you should seek medical advice. Please ensure you take any necessary medication with you on the ride and note any medical conditions on the back of your event bib.
4.2. It is the entrant’s responsibility to ensure that their bicycle and any other equipment used in the event are in road-worthy condition.
5. Event Information
5.1. The event organisers publish a number of documents, in the form of information sheets and on the event website. The organisers will make every effort to ensure that each entrant receives all relevant information, but does not guarantee that each individual will receive all relevant information. It is each entrant’s responsibility to be informed and read all information made available. Each entrant will accept that all instructions, whether written or verbal, are clear and unambiguous.
5.2 The Rotary Martinborough Charity Fun Ride collects and stores entrants details including postal address, email address and phone number. I agree that these may be used to contact me regarding the event.
6.1. Motorised bikes will be allowed so long as the motor is electric and has a maximum power rating of 300 watts.
6.2. When on the road entrants must obey the road rules and, in particular, must stay to the left of the centre line. Even where there is a road closure, entrants acknowledge that there is no guarantee that other members of the public will necessarily respect the road closure or obey the road rules. Entrants must comply with all directions of event officials, marshals and security personnel and with all event signage.
6.3. Every rider shall ride carefully and with due regard to the safety of other cyclists and other road users.
6.4. Each entrant must accept that despite the best efforts of the organisers to make the event as safe as they can, the organisers cannot control everything.
6.5. Every rider shall wear a bicycle helmet with the strap securely fastened under his/her chin.
6.6. A rider may not use a personal music system, e.g. iPod, or a radio communication device, including a cellular phone, whilst riding.
6.7. Our management plan requires us to account for all starters, so you must notify the organisers if you are withdrawing from the event for any reason either prior to or during the event. We must know if you are safe. Please be very conscious that we will be contacting any and all riders for whom we cannot account at the finish (noting that crossing the finish line is considered to be adequate notification so long as the timing tag is still with you). We may take any action as we see fit if you fail to notify of your withdrawal, including ineligibility for any prizes.
6.8. Any direction from Marshalls should be observed and they should be notified of any event that might or has impacted the safety of riders. Marshalls will be placed at all strategic points on the course, but will be withdrawn after all riders have been accounted for at their post, as determined by the organisers.
7. Accompanying Vehicles
7.1. For safety reasons accompanying vehicles are not permitted on the course.
8. Legal Issues
8.1. Any entrant involved in an accident will not seek to blame or make a claim against the organisers or assist anyone else in making a claim.
8.2. Each entrant will release the organisers, their officers, volunteers, employees, sponsors or any party associated with the event of any liability, financial or otherwise, for any direct or indirect loss, injury or death which might be sustained from any intended or actual participation in this event or its related activities.
8.3. Any legal action related to the event will be taken in New Zealand courts under New Zealand law.
8.4. The waiver that you sign as a condition of entry does not cover personal liability of participants for collisions caused by yourself or another rider.
9. Event Care of Your Bicycle and Equipment
9.1. It is the responsibility of all entrants to arrange personal insurance to cover any potential damage or loss of bikes and equipment while participating in the event.
10.1. Entrants must accept that they may be photographed or filmed during the event, and must agree to the creation and use of such footage for future promotions and publicity of the event. Entrants also agree that Rotary Martinborough Charity Fun Ride and/or its sponsors can use imagery of entrants.
11. Cancellation and Refunds Policy
11.1. In the event of a change of route, cancellation of the event due to any act beyond the power of the organisers, or dissatisfaction, the organisers are under no obligation to refund fees paid.
11.2. As the event is raising funds for charities, refunds will be given only in extenuating circumstances as determined by the organisers..
12. Disqualification from the Event
12.1. Any entrant who, in the opinion of the organisers, fails to comply with these event conditions may be disqualified from the event. Disqualification will result in the offender’s name being completely removed from the event database, including from the prize draw, and may result in a refusal, by the event organisers, to accept entry to future Rotary Martinborough Charity Fun Rides. No refund will be granted.
12.2. The organiser reserves the right to refuse any person’s entry, or cancel any person’s entry up to the day before the Rotary Martinborough Charity Fun Ride. In that event the person’s entry fee will be refunded.
13.1. To win a major prize, an entrant must be present at the prize-giving and fulfill the requirements as set out in the event literature.
13.2. Major prizes will be posted to the winners if they are not at the prize-giving.
13.3. All prize values are quoted in NZD and include Goods and Service Tax, (if applicable)
14. Electronic Timing
14.1. All entrants are issued with a bike sticker with a timing strip already attached, which you stick around your bike seat post. This strip electronically records your time as you cross the start and finish lines. Note that you must cross the timing strip both at the start and finish for your time to be recorded accurately. The timing tags are disposable and do not need to be returned.
15.1. All riders will be entitled to the free lunch. All others must pay $10 for the lunch. We will have lunches available at the kitchen for those who come in after the caterer has packed up, but it is up to you to come and find your lunch.
16. Terms & Conditions Binding
16.1. These terms and conditions are binding on entrants’ relatives, personal representatives, heirs and successors.