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Event Entry


Done this before and know what you're doing? Enter here!

New to this...?
Here's a guide to our entry system.

Have a read of the FAQs, the Terms & Conditions and our Privacy Policy


FAQs

For Open5 events, can I transfer my entry to another event?
Yes you can, but only to an event within the same series. And you can do this up to the Thursday before the event. Log in and click on MY RACES and transfer entry. Please note that once you have transferred an entry you can not apply for a refund.

Can we change our team name?
Yes - log in, click on MY RACES and modify entry.

I'd like a refund
Thats a shame.. log in, click on MY RACES and request refund. Note that refunds are subject to our terms and conditions (see left). An email is automatically sent to us and will process the request within 7 days refunding any money to the card that made the payment.

I've ordered an SI-Card from Sportident but don't know the number
No worries - log in and click edit profile, type in 999999. This will prompt us to ask for the number at registration. As soon as your card ar- rives please update the number.


Terms and Conditions

Disclaimer:

I have read the rules and understand the nature of this event. I agree that I enter at my own risk and take full responsibility for my safety and actions during the event. I therefore do not hold Open Adventure Limited or any of its agents responsible for any damage or injury sustained to me or my property during the event.

Privacy Policy:

Please see our privacy policy for information relating to the use of your personal data. By entering the event the participant consents to Open Adventure's privacy policy. https://www.openadventure.com/privacypolicy.php

What Information We Publish

In order that Open Adventure may organise an event it is necessary to publish results and reports relating to that event. This information is published on the event websites and third-party platforms. You may be personally identifiable from these results and reports that are often widely seen though a variety of medias including printed magazines, television and social media.

  • Publication of results: Participation in an event will cause the creation of a result. Results are published publicly and may include information such as a disqualification, retirement, or penalties awarded against you. Results are a historical record of your participation in an event and are contextual to the other participants and therefore it is not possible to remove someone from the results on the basis that they do not want this information shared publicly. If you do not want to be in the results, do not enter the event.
  • Publication of GPS Tracking Data: Participation in an event may cause the creation of a precise GPS log of your location and movements throughout the event. The GPS data is published publicly and may include information such as a disqualification, retirement, or penalties awarded against you. GPS data is a historical record of your participation in an event and is contextual to the other participants and therefore it is not possible to remove someone from the GPS data on the basis that they do not want this information shared publicly. If you do not want to feature in the GPS record of the event, do not enter the event.
  • Media Reporting: Participation in an event is likely to cause you to be written about, photographed or filmed in event related media. If you do not want to be specifically featured in event related media, please indicate this to Open Adventure before the event. It is not possible to prevent participants featuring in ambient media coverage of the event. If you do not want to risk being seen in ambient media coverage of the event, do not enter the event.

Refunds and Transfers:

Open5 events:

In the event of a cancellation more than 7 days before the event, a refund of the entry fee minus £5 admin fee per person will be given. Please note that no refund can be offered if you cancel with 7 days or less to the event date. To claim a refund, please login to your online account, select My Events and then the Request Refund option.

Up to midnight on the Thursday before the event changes can be made to participants, and classes with no additional cost incurred, through your online account. However after midnight on the Thursday any changes to entries will be subject to the entry on the day surcharge of £7 - these changes should be made and paid for at registration on the day.

Trail Running Events:

In the event of a cancellation more than 7 days before the event, a refund of the entry fee minus £5 admin fee per person will be given. Please note that no refund can be offered if you cancel with 7 days or less to the event date. To claim a refund, please login to your online account, select My Events and then the Request Refund option.

Lakes in a Day:

In the event of a cancellation more than 14 days before the event, a refund of the following proportions will be awarded.

  • Up to 1st April full refund minus £10
  • Up to 1st June 75% refund minus £10
  • Up to 13th September 50% refund minus £10
  • After 13th September no refund. This is regardless of medical condition / family situation / number of pies eaten in preceding month.

Between 1st April and 13th September a free transfer to the following years event will be available - however any transfer will result in any refund being forfeited. Events can only be transferred once.

Please note that no refund can be offered if you cancel with 14 days or less to the event date. To claim a refund, please login to your online account, select My Races and then the Request Refund option.

Northern Traverse and Expedition Races

In the event of a cancellation, a refund following the schedule below will be given minus £10 admin fee per person. Please note that no refund can be offered if you cancel with two months or less to the event date. To claim a refund, please login to your online account, select My Races and then the Request Refund option.

  • Less than 2 months - no refund
  • 2-4 months - 50% refund minus admin fee
  • 4-6 months - 75% refund minus admin fee
  • More than 6 months - Full refund minus admin fee

Equipment:

Where competitors use equipment provided by Open Adventure e.g buoyancy aids, ropes, boats, etc. it is expected that they be treated with all reasonable care. Where a case of neglect results in damage to the equipment, the competitors will be expected to reimburse Open Adventure with the replacement value of the item. For example dragging boats over rocks, abrasion of ropes, poling with paddles, etc.

Where competitors use SPORTident timing cards or GPRS Trackers, they assume responsibility of the card / tracker until it is returned - any loss or damage will result in the cost being charged to the competitor. In situations e.g. canyoning and climbing where damage can occur Open Adventure advises competitors to cover the SI-card with a buff or a sweatband - the responsibility for its security resides with the participant.

How to claim a refund and complete transfers:

Whilst we are naturally here to help with any web site problems, please use the online facilities to request transfers and refunds which will always be available within the dates listed above. Unfortunately, we are not able accept any last minute refund or transfer requests, whether by email or telephone, which occur due to unforeseen circumstances e.g. injury or family emergencies.


Open Adventure Privacy Statement

Introduction: Protecting your privacy is important to us, we base this statement on how we as competitors would appreciate our information being stored. We hope the following statement will help you understand how Open Adventure collates, uses and safeguards the personal information you provide to us.

What information is being collected online:

  • When competitors browse our website we record where they have been using "cookies" these help us understand which parts of the site work best and where people arrive and depart from. This information does not identify who you are.
  • If you register for the newsletter we collect your name and your email address. To manage our mailing list and to create the newsletters we use a website called Mail Chimp www.mailchimp.com. They have a frank and simple policy to managing our information you can find there privacy policy here https://mailchimp.com/legal/privacy/ just to reassure you.
  • To enter an event or to buy anything from us participants are required to register with us. We store your address and contact details, and also emergency contact details in case something nasty happens during an event. Your profile will also contain details of the events in which you have completed and your results from those events.
  • Participants are also required to enter medical details in to their profile. We store this information for 15 months after your last event with us, unless you are involved with an incident in which case these details are stored for 7 years.
  • Credit Card details for payment are only taken by our internet payment provider Sagepay - we do not see these details. You can see a copy of Sagepay's security policy here https://www.sagepay.co.uk/policies/security-policy

What we do with your health data:

Your health data will be used to provide safe, effective medical care.

  • In order to do this it will only be shared with event staff who need access to it, to provide medical care or to maintain your safety and that of other participants during the event. Those event staff could include the medical team, and specific members of the event management team if an incident requires it (e.g. Managing an evacuation)
  • Your data may be share with other healthcare providers if your condition requires it (e.g. The ambulance service, coastguard, NHS providers)
  • We will anonymise your data and analyse this in order to assess our care provision retrospectively and for the future. This anonymised data may be used for educational purposes
  • We may specifically ask your consent to take photographs and to use your specific case in an educational context. This will not take place without your explicit additional consent.

How we use or share the information we collect:

  • We NEVER pass any contact details of our participants to sponsors or friends.
  • We do show our website statistics and statistics from our events to sponsors to show what we do.
  • We also maintain a copy of the database at events for emergencies.
  • We review statistics on our newsletter so we can make it more useful for readers and sponsors.

Choices available to participants regarding the marketing uses of the collected information:

  • If you wish to unsubscribe to the newsletter you can do so at anytime on our website here www.openadventure.com This form will send a confirmation to you that you have unsubscribed.
  • If you wish for us at anytime to delete your contact details from your profile please contact us and we will more than happily oblige within 7 working days.

How do we protect the information online?

  • All credit card processing is completed by Sagepay on their encrypted webpages.
  • Participant details and health data are stored on secure databases with documented and restricted access.

How you can contact us for inquiries about your information or our privacy policy?

  • You can contact us using the form on the website here www.openadventure.com
  • You can write to us here - Open Adventure, Clock Tower Works, Low Wood, Ulverston, Cumbria, LA12 8LY
  • You can call either James or Lisa Thurlow on 015395 31048

This policy applies to all of the websites which Open Adventure manages including: openadventure.com | opencycling.com | opentracking.co.uk | lakesinaday.co.uk | itera.co.uk