Charity Endurance Go-Kart Race

Definitions and Clarification

• Third Party organisers: companies not affiliated to Heart of Kent Hospice who organise events such as marathons, skydives, overseas treks, etc.
• Challenge events: events with a degree or exertion and/or psychological challenge (putting yourself out of your comfort zone), e.g. treks, runs, iron man, triathlons, swims, skydives, abseils, etc.

The third party challenge events we promote on our website, through our social media, via our events programme, or through our event calendar and newsletters, are organised by professional companies with the relevant level of experience.

Bookings and contracts

Heart of Kent Hospice;

1. purchases a specific number of places for supporters on organised events run by Third Party organisers,
2. from time to time arranges for the Third Party organiser to provide a bespoke Heart of Kent Hospice only event in which only our supporters take part/

For these options your contract will be with Heart of Kent Hospice. You agree to abide by these Terms and Conditions as well as any Terms and Conditions applied to the event itself by the Third Party organiser.

Terms and Conditions for places on challenge events

By registering for a challenge event place through Heart of Kent Hospice you are agreeing to the below terms and conditions.

You acknowledge that you will be contacted by email, phone, SMS and post in relation to the specific event you have registered for, ensuring Heart of Kent Hospice can deliver the necessary administration and communication required to complete your successful participation in the event.

You acknowledge the registration fee you have paid is non-refundable and non-transferrable.

You will take responsibility for registering your contact details with the Third Party event organiser, if required. Failure to do so will mean you cannot take part in the event. If this is necessary, we will inform you well in advance of what action is required. If you have to withdraw prior to the event, you must notify Heart of Kent Hospice immediately and before the registration deadline if possible. This means we can re-allocate your place to someone else.

You acknowledge that Heart of Kent Hospice will share your contact details with Third Party organisers as appropriate or with mailing houses to fulfil event mailings to you as a participant. We will never share your data with any other third parties or use it in any other way, unless you agree. For more details on how we use your data, please see our privacy statement.

The event for which you are registered is physically challenging in some way and may pose a risk of discomfort, illness, injury, and even death. You need to be satisfied that you are physically capable of doing the event without undue risk to your health or life. We do not conduct health or fitness checks on entrants and the responsibility for your ability to participate in the event is with you as the participant.

If you have a medical condition or are unsure of your physical ability to take part in the event, you must seek medical advice from a general practitioner prior to agreeing to participate in the event.

You acknowledge Heart of Kent Hospice is unable to provide insurance for fundraising activity, and you are responsible for securing appropriate insurance cover, if required, for your fundraising activity.

You acknowledge you are fully responsible for your participation in the event and Heart of Kent Hospice does not accept responsibility or liability for any loss or damage arising from the Event.

You acknowledge that any photography or film footage taken as part of your participation in the event can be used for promotional and marketing purposes for this specific event and any future Heart of Kent Hospice events activity.

You will ensure all correspondence regarding your event participation is directed to fundraising@hokh.co.uk or 01622 790195.

Refunds and Cancellations

We reserve the right to make alterations to the time, date, duration and Venue of the Event or other details in the event of unforeseen or other circumstances, including (without limitation), safety and security concerns or decisions from any Authorised Person or other competent authority. In the event of such alteration, Heart of Kent Hospice will not be liable to the registered participant or any other person for any costs, expenses or other losses resulting from such alteration.

As soon as possible after we become aware of postponement, rescheduling or cancellation of the Event, all available information will be posted on www.hokh.org.uk and all registered participants will be contacted with details of the changes to the Event and provision made to ensure you can take part in any postponed or rescheduled event. It is the registered participants responsibility to check the website and ensure there are no changes to the scheduled Event prior to setting out for the Event and to ensure that spam and junk mailboxes are checked for any Event updates.

Existing registrations will automatically be moved to the new Event and, if the registered participant cannot make this new Event, an application in writing must be made by the registered participant to Heart of Kent Hospice.

Heart of Kent Hospice shall only be required to refund registration costs (on application) in the following circumstances:

1. If Heart of Kent Hospice cancels the Event and cannot provide a reasonable alternative on a date and time which is suitable for the participant; or
2. If the registered participant is otherwise entitled to a refund under applicable law.

If the Event is postponed before the Event starts and is rescheduled to another date (whether at the same or at a different venue), the registered participant may elect to either:

1. Use the existing registration for the rescheduled Event, or
2. If there are insufficient spaces available, or the registered participant is unable to attend any rescheduled Event, they shall be entitled to apply for a refund.  We shall refund the value of the registration minus any fees or charges paid (i.e. Handling fee, postage or courier charges) except where required by applicable law.  Only the original person making the booking and payment may apply for a refund.

Promotions, deals or discounted offers are provided at our discretion. All such offers are subject to availability and may be withdrawn by us at any time.

Retrospective refunds are not permitted against any offer or promotion advertised after a booking is made.