Terms & Conditions
2009 Terms & Conditions (PDF)
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SCF (Events) Ltd Terms and Conditions of Entry to RBS
Caledonian Challenge 2009 - PLEASE READ THE FOLLOWING TERMS &
CONDITIONS CAREFULLY. These terms & conditions govern the relationship
between you and SCF (Events) Ltd of Edinburgh, Scotland and referred to
here on in as ‘the organiser’. Each individual participant entering into
the RBS Caledonian Challenge must sign up to these terms and conditions.
By registering for this event, you agree to be bound by these Terms and
Conditions in their entirety.
1.0 The Event
1.1 The organiser of the RBS Caledonian Challenge 2009
is a company registered in Scotland (No. SC308253) and a wholly owned
subsidiary of the Scottish Community Foundation, a charitable company
limited by guarantee and registered in Scotland (No. SC152949) and Scottish
Charity (No. SC022910), having their registered offices at 22 Calton Road,
Edinburgh, EH8 8DP and referred to here on in as ‘the Foundation’.
The organiser promotes and organises the Caledonian Challenge under
agreement with the Foundation who have registered the ‘The Caledonian
Challenge’ as a trade-mark.
1.3 In organising the RBS Caledonian
Challenge, the organiser is not acting as agent for the Foundation and the
Foundation is not a party to these terms and conditions. The Foundation
assumes no responsibility for the RBS Caledonian Challenge 2009 and is not
a guarantor for the liabilities of the organiser.
2.0 The Contract
2.1 All participants enter into
the RBS Caledonian Challenge of their own free will and fully understanding
the arduous nature of the event.
2.2 By entering the RBS Caledonian
Challenge 2009, you agree to abide by these Terms and Conditions of Entry
and any reasonable instructions given to you by the organiser, officials
and marshals, before, during or after the event.
3.0 Entry Fee
3.1 A non-refundable entry fee of
£150 per participant is payable to the organiser prior to the RBS
Caledonian Challenge 2009 as a contribution to the costs of organising the
event (see www.caledonianchallenge.com for details of what your entry fee
3.2 Participation in the event will only be confirmed once
payment has been received in full by all team members.
entry may be available subject to terms and conditions detailed on our
3.4 Latest entry for the RBS
Caledonian Challenge will be 30 March 2009.
3.5 The organiser reserves
the right to refuse entry to the event.
4.1 By entering you are acknowledging that the RBS
Caledonian Challenge 2009 is a fundraising event in aid of the Foundation
only and you commit to raise with your team-mates a minimum amount equal to
at least £2000 per team of 4 (see 12.1), increasing by £500
for each subsequent team member.
4.2 You understand that this is a
collective team responsibility regardless of whether you participate in the
event or not.
4.3 You agree that the organiser may, at any time,
contact any member of your team for information regarding the amount your
team has raised.
4.4 The Fundraising Deadline of Friday 31 July 2009
may be extended in special circumstances at our sole discretion.
You understand that the amount of funds raised by your team is the amount
the Foundation receives and can attribute to your team. It does not include
the entry fees or Gift Aid claimed by the Foundation, or matched funding
from your organisation or company until your minimum fundraising commitment
specified in 4.1 is raised (see 5.0).
4.5 You understand that failing
to meet your fundraising commitment may result in being asked to make up
the shortfall from personal funds and/or refusal of entry into other
4.6 You also agree that you are raising funds for
the Foundation exclusively and that no funds raised through your
association with this event, including matched funding from your
organisation or company, will be paid directly to any charity other than
4.7 You will encourage all your UK tax paying
sponsors to sign up to Gift Aid, and ideally to donate online, so that we
can minimise our administration costs and claim a further 28% on every
4.8 By committing to any given fundraising reward
package, you agree to change your fundraising commitment to that associated
with the chosen reward package.
4.9 The funds raised in sponsorship by
you are donations from your sponsors to the Foundation.
4.10 The funds
may be held in trust by you for a short period of time and must be passed
to the Foundation within 28 days.
4.11 By choosing to raise funds for
the Foundation, you are placing yourself in a position of substantial trust
and that you have a moral obligation and legal responsibility to acquit the
funds you raise and temporarily hold in trust for the charity accurately,
honestly, responsibly and in a timely manner
4.12 You may not divert
donations intended for the Foundation to cover the costs of your
4.13 When seeking support, any statements you make
must make clear that you are raising funds in aid of the Scottish Community
Foundation and that you do not represent the charity. Requests for
sponsored goods or services which support your participation in the event
rather than directly benefiting the charity must make this unquestionably
4.14 Promotional materials for your fundraising events and
activities must include the following statements:
proceeds/profits will go to the Scottish Community
- “The Scottish Community Foundation is a registered
Scottish charity (No. SC022910).”
- “The Scottish Community
Foundation is the only charity in Scotland that is dedicated to
strengthening communities by funding small charities and voluntary
4.15 You may not allow commercial organisations to
gain commercial benefit from using the Foundation’s name without written
permission from the organiser.
4.16 You are responsible for the safe
and legal operation of any events or activities you organise as part of
your fundraising campaign. This should be made clear in the event title in
any promotional materials by calling the event [Event Name] in aid of the
Scottish Community Foundation.
4.17 You agree not to alter the Event
name in anyway on any material you produce.
4.18 You agree not to use
the Event logo on any material you produce, including use on any social
4.19 You may deduct legitimate expenses
associated with a fundraising event/activity from the funds generated
provided you can produce receipts/records but you are not entitled to award
yourself any ‘fee’ for organising the event. To do so would be regarded as
setting yourself up as a ‘Professional Fundraiser’ which carries specific
and demanding legal requirements and for which you would need a specific
letter of authorisation from the charity.
5.1 Matched funding can only be applied to an
amount equal to or above your minimum fundraising commitment of £500
5.2 Matched funding should not be included within your
minimum fundraising commitment and a matched funding receipt will not be
provided until your minimum fundraising commitment has been
6.1 The RBS
Caledonian Challenge 2009 involves strenuous exercise over rugged and
remote terrain for a sustained period – including at night – with varying
6.2 It is your responsibility to ensure that you are fit
enough to participate in the event and you are strongly advised to consult
your doctor before
undertaking any exercise and consult a
professional fitness coach regarding a suitable training
6.3 The organiser may, at any time, request any medical
information or consent from you, including a declaration of fitness, and
you will be obliged to provide such information or consent.
7.0 Team Registration
7.1 You are required to register
your participation by signing a copy of these Terms & Conditions at
team registration immediately prior to the event.
will take place on Friday 12 June 2009 only, registration WILL NOT take
place on the Saturday morning, except by prior arrangement with the
organisers who reserve the right to charge a fee for this service.
You will be required to register as a complete team, including support
crew, together at team registration.
8.1 By entering the RBS Caledonian Challenge 2009 you
agree to have at least one member of your team attend an essential
training/fundraising/safety presentation prior to end of April
8.2 You are required to attend an Essential Safety Briefing at
team registration. All participants will receive or be given access to an
“aide memoire” of Emergency Procedures and will have a copy to take on the
9.0 Support Teams
9.1 You and your
team-mates must organise a support team to provide logistical assistance
before, during and after the event, including but not limited to: transport
to and from the event, transfer of clothing and equipment to allocated
checkpoints, monitoring your progress, providing food and refreshments,
9.2 Your support team must include a minimum of two
drivers and no more than one support vehicle at a time at each Checkpoint,
9.2.1 Organisations with 5 or more teams in the event may
organise their support collectively, reducing the need for 1 vehicle per
9.3 Additional support crew, beyond the minimum, will be
charged £20 as a contribution towards the use of facilities at the
9.4 You, your team mates and support team are collectively
responsible for meeting all associated costs of the Support Team, including
but not limited to food, transport, accommodation, vehicle hire, fuel,
insurance, road atlas, etc.
9.5 Support teams will register with
their walkers as a complete team on Friday 12 June 2009 (see 7.3).
Each support team member will sign a copy of these Terms & Conditions
and these Terms & Conditions will apply mutatis mutandis to each
support team member.
10.1 When you register, you will be issued with a
unique participant number and tracking device which you must wear on you
until you finish the event or retire from it.
10.2 The participant
number must be completed on the reverse with the required information in
indelible ink and then attached to your person.
10.3 The tracking
device will be attached to your person at team registration. If you lose
this prior to finishing or retiring from the event we reserve the right to
charge you the replacement cost of £25 for the device.
11.0 The Event
11.1 The RBS Caledonian
Challenge is a 24 hour endurance event in arduous terrain undertaken to
raise funds for the Foundation. By choosing to start the RBS Caledonian
Challenge 2009 or continue to the next checkpoint, you do so through your
own choice and entirely at your own risk.
11.2 The organiser is
committed to a policy of continuing improvement. Whilst the essence of the
challenge will remain unchanged, the details of the event may vary from
year to year. You should not presume that features seen on past events
will be present in 2009.
11.3 The event is staffed by a number of
volunteer marshals who will provide assistance to entrants and support
11.4 If any marshal believes that your safety will be
compromised by your continued participation, you will be required to retire
from the event by handing over your tracking device. If you ignore the
marshals’ advice and continue in the event, you will no longer be treated
as an official entrant of the RBS Caledonian Challenge 2009.
will treat the volunteer marshals with the courtesy and respect that they
deserve at all times. The organiser reserves the right to disqualify teams
subjecting event personnel to verbal and physical abuse.
earliest and latest departure time from each checkpoint will be published
on the event website at least one month prior to the event. Please note
that whilst every participant will be given at least 24 hours to complete
the course, some sections of the course and some checkpoints will close in
advance of this deadline. Similarly different sections will open at
11.7 Your start time will be announced by 15 May
2009. It will be allocated according to a number of factors including your
estimated completion time, fundraising commitment, funds raised by 30 April
2009 and your stated preference. You are required to give a realistic
estimate of your expected completion time when you register and keep this
updated as your training progresses. Unrealistic estimates of your
completion time may result in you arriving at a checkpoint too early or too
late leading to delays or disqualification. When making your travel
arrangements to and from the event you should plan to arrive in Fort
William in time to register on Friday 12 June and depart from the finish no
earlier than 12pm on Sunday 14 June 2009.
11.8 You should note that
the weather changes in Scotland can be rapid and severe and you should
ensure that you are suitably equipped for an endurance event in these
12.0 Team Challenge
RBS Caledonian Challenge 2009 is a team event. Your team must comprise 4-6
people over the age of 18 years. Your team must start together, stick
together, and check-in together at every checkpoint.
results will be based on team times and taken as the check-in time of the
last team member at every checkpoint, including the finish.
reasons of Health & Safety, individuals within a team should remain
within 1 minutes walk of each other or risk disqualification.
13.0 Team Changes
13.1 You may substitute an
existing team member or add new team members up to a maximum of 6 per team
provided this is done prior to 30 March 2009.
13.2 For any changes
made after 30 March 2009, the organisers reserve the right to charge an
administration fee of £15 per change.
13.3 No changes are
permitted after 29 May 2009.
14.1 To retire from the event, you, or your support
crew, need simply hand-in your tracking device to the next checkpoint. If
you reach checkpoint 3 before you retire, you will receive a Bronze medal
and if you reach Checkpoint 4, a silver one.
14.2 Teams with three or
more remaining participants will be able to continue on the event
unaffected. Teams with two or one remaining members will be able to
continue, subject to special procedures. Your team will need to find
another team to formally adopt it for the remainder of the course. They
will buddy your team and monitor it’s progress between checkpoints. This
effectively means that the two teams will walk within sight of each other,
close enough to call on for help in case of difficulty. The Chief Marshall
will need to formally approve this adoption before you leave the
14.3 If at any point you feel you cannot continue to the
next checkpoint, you should retire from the event. The best place to do
this is at the preceding checkpoint. Before you leave each checkpoint, you
should therefore consider whether you can realistically reach the next one.
14.4 Retirement from the event does not invalidate your sponsorship.
You are being sponsored to embark upon the challenge, including training
and fundraising, not to complete it.
15.1 You should be aware that the West Highland
Way is a public footpath and other people have an equal right to enjoy its
amenities. The footpath passes through beautiful landscapes and you should
use your best endeavours to preserve the environment.
15.2 You should
minimise the impact of your participation on local communities, especially
at night by being quiet.
16.0 Road Crossings
route crosses several public roads carrying fast moving traffic. Although
the organisers may put in place some traffic calming measures, it remains
your responsibility to ensure that it is safe for you to cross. All normal
road rules apply.
17.0 Event Cancellation
organiser reserves the right to amend, postpone, alter, divert, reroute,
curtail or cancel the RBS Caledonian Challenge 2009 in response to
unforeseen or unavoidable circumstances. Such changes will attempt to
preserve the original nature of the challenge as much as possible and you
will be notified as soon as possible.
17.2 Our entire liability in
respect of all costs and expenses you may incur or have incurred as a
result of such changes (including but not limited to accommodation
expenses, the cost of purchasing walking equipment, support team and travel
costs) shall be limited to the entrance fee you have paid to participate in
the RBS Caledonian Challenge 2009. The Entry Fee will only be refunded if
we cancel the event. Such refunds will be made directly to the originating
account within 28 days of cancellation.
18.1 Any withdrawal from the RBS
Caledonian Challenge 2009 should be advised in writing and acknowledged by
18.2 If you withdraw within 14 days of paying your
entry fee, your entry fee will be refunded in full.
18.3 If you
withdraw prior to 30 March 2009 for any reason, your entry fee will be
refunded minus a £50 administration fee.
18.4 If you withdraw
prior to 30 March 2009, your entry fee will be refunded in full provided a
valid medical certificate is produced.
18.5 Withdrawal prior to 30
March 2009 will reduce the team Fundraising Commitment by £500,
thereafter, the team commitment will be reduced by £500 less
£60 per 7 days following on from 30 March 2009.
18.6 If you
withdraw after 30 March 2009, your Entry Fee will not be refunded. If ,
however, you can produce a valid medical certificate within 7 days of your
withdrawal, you will be entitled to enter the 2010 event free of charge.
18.7 Any entry fee refunds, or part refunds, will be made to the
originating account within 28 days of cancellation.
19.0 Exclusion of Liability
19.1 Save in
relation to death or personal injury caused by our negligence, we (which
includes SCF (Events) Ltd, Scottish Community Foundation and/ or our event
sponsors) have no liability to entrants or support teams for any injury,
loss, damage, cost, expense or other claims for compensation whatsoever
which arise out of, or in connection with, your participation in, or
training for, the RBS Caledonian Challenge 2009.
19.2 You and your
support team are taking part in the event entirely at your own risk. You
and each member of your support team confirm that you understand the risks
involved in taking part in the RBS Caledonian Challenge 2009 and accept
19.3 By signing these terms and conditions, you agree to
indemnify us (which includes SCF (Events) Ltd, the Foundation and/or our
event sponsors) and bind and oblige your heirs, executors and personal
representatives whomsoever to indemnify us and all our officers for all
sums that become due by us or individuals in their capacity as our
officers, as a result of any loss whether derived from an insurance claim,
criminal or civil action, or arbitration, or any of the foregoing which is
wholly or partly due to any act or omission on your part and that whether
or not your act or omission is deemed to be negligent by any court in
20.0 Complaints and Appeals
a complaint arises against the organiser, this should be made in writing to
the organiser who will respond accordingly. Please note that the Event
Director’s decision is final.
21.0 Data Protection
& Marketing Release
21.1 In the course of registering and
participating in the RBS Caledonian Challenge 2009 we will collect personal
data from you, your team members and your support members. We may process
and use the personal data collected for administrative, research and
21.2 By entering the event, you give us
permission to use your name (and that of your team, team members and
organisation that you represent), voice or picture in any broadcast,
telecast, advertising material, promotion or other account of the RBS
Caledonian Challenge 2009.
21.3 We may also pass your details on to
our PR agency who may contact you for promotional purposes.
may also use the information for our marketing purposes to send you
information about products and services (including those of our sponsors)
and future events which we think may be of interest to you, including via
electronic communication methods such as telephone, text and email.
21.5 We may also pass on your details to the Foundation who may also
choose to contact you for similar reasons and via similar media.
You are entitled to request access to, and correction of, all your personal
data collected by us as well as to require us to delete your data if you no
longer want us to process it after having taken part in the event and
completed your fundraising. To make such a request, please email us on
21.7 It is your responsibility to
ensure we have your correct phone number, email and postal address which
will be used for the delivery of essential event information prior to the
In the event
that any term or condition contained herein is unenforceable or void by
operation of law or as being against public policy or for any other reason
then such term or condition shall be deemed to be severed from this
Agreement or amended accordingly only to such extent necessary to allow all
remaining Terms & Conditions to survive and continue as binding.
23.0 Successors & Assigns
23.1 These Terms
& Conditions shall inure to the benefit of and be binding upon the
Foundation and the Participant and their respective heirs, legal personal
representatives, successors and assigns.
23.2 You may not assign any
of your rights or obligations under these Terms & Conditions without
the consent of the organiser.
24.0 Errors &
Although the organiser has made a concerted attempt to
verify the accuracy of statements made herein the organiser cannot be held
responsible for any error, omission or unintentional misrepresentation that
may appear in their published literature.
The contract including all matters arising from it
is subject to Scottish Law and the exclusive jurisdiction of the Scottish
Terms & Conditions (PDF)
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Entry Scheme (PDF)
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Team Entry Scheme (PDF)