Events terms and conditions...

These Terms & Conditions apply to all fundraising and challenge events organised by, or in support of, The Myton Hospices.

1. Contact Details & Data Protection

1.1 Contact details provided during registration are used to administer and communicate with you about the event you have registered for.

1.1a If you register another person for an event, you confirm that you have their permission to provide their personal details to The Myton Hospices and that they are aware of and accept these Terms & Conditions and our Privacy Policy.

1.1b Where a participant is registered by a third party, including but not limited to a parent, guardian, team leader or employer, the person completing the registration is responsible for ensuring that all participants are informed of these Terms & Conditions and our Privacy Policy.

1.2 We may request next-of-kin details in case of an emergency.

1.3 All personal data is stored securely and used in accordance with our Privacy Policy and applicable data protection legislation.

1.4 Where you sign up to an event organised by a third-party provider, your details may be shared with that provider solely for the purposes of event administration and safety.

2. Keeping in Touch

2.1 We would like to keep you informed about our vital work and future fundraising activities.

2.2 You can choose how we contact you by selecting your preferences during the registration process and may update these at any time.

3. Event Changes, Cancellation & Availability

3.1 The Myton Hospices reserves the right to amend event dates, times, locations, routes, formats, or other event details where necessary due to operational requirements, safety concerns, weather conditions, low participant numbers, or circumstances beyond our reasonable control.

3.2 If an event is cancelled, postponed, shortened, or materially altered due to circumstances beyond our control, including but not limited to severe weather, public health concerns, venue restrictions, industrial action, or force majeure events, The Myton Hospices will endeavour to offer an alternative arrangement where reasonably possible, but this cannot be guaranteed.

3.3 The Myton Hospices shall not be liable for any additional costs, expenses, losses, or damages incurred by participants as a result of event cancellation, postponement, or changes, including travel, accommodation, equipment, or fundraising costs.

3.4 Event places are subject to availability and may be withdrawn, deferred, or reallocated at the discretion of The Myton Hospices where necessary for operational, safety, or participation engagement reasons.

3.5 The Myton Hospices reserves the right to refuse, defer, or withdraw entry where a participant behaves in a manner that may cause offence, distress, reputational damage, safety concerns, or disruption to the event, staff, volunteers, supporters, or third-party partners.

4. Registration

4.1 Registration is required to take part in any event.

4.2 Registration does not constitute a payment for participation. Many Myton events are fundraising challenge events and there is no charge to take part unless explicitly stated otherwise.

4.3 Where a registration fee applies, this relates to event administration and is non-refundable.

4.4 Transfer of places

Places are non-transferable unless expressly agreed in writing by The Myton Hospices. Requests to transfer a place to another participant must be made in advance of the event deadline and may be subject to administrative requirements or approval.

5. Fundraising

5.1 Many Myton events are fundraising challenge events. Participants are encouraged to raise charitable donations in support of The Myton Hospices.

5.2 Any suggested fundraising targets will be clearly communicated during the registration process and are intended to support the sustainability of fundraising events and maximise funds available for patient care.

5.3 Participants are expected to engage with fundraising activity and communications relating to the event. Where there is little or no engagement, The Myton Hospices reserves the right to withdraw, defer, or reallocate the place in line with our fundraising engagement policy.

5.4 Where participants fundraise as part of a team, fundraising engagement expectations apply individually to each registered participant unless otherwise stated.

5.5 The Myton Hospices recognises that personal, financial, health, or other circumstances may affect a participant’s ability to fundraise or take part in an event. Such situations will always be considered reasonably, sensitively, and on a case-by-case basis.

6. Payments & Donations

6.1 All funds raised in connection with an event should be paid to The Myton Hospices as soon as reasonably possible and by any deadline specified for the event.

6.2 Donations can be made via approved online platforms, by telephone, or by cheque payable to The Myton Hospices.

6.3 Donations are voluntary charitable gifts and are not payments for goods, services, or event participation.

7. Health & Safety

7.1 Participants must follow all instructions provided by event staff, marshals, or third-party organisers.

7.2 Participants may be required to provide emergency contact details. These may be used if required during the event.

7.3 Participants should seek medical advice from a GP if unsure of their fitness to take part.

7.4 Participants acknowledge that taking part in events may involve inherent risks. The Myton Hospices accepts no liability for loss, injury, or damage except where caused by its negligence.

7.5 Risk assessments are undertaken for Myton-organised events. However, participants acknowledge that events may involve unforeseen risks beyond our control.

7.6 Alcohol, drugs and behaviour

The Myton Hospices reserves the right to refuse entry to, or remove from an event, any participant who is deemed to be under the influence of alcohol or drugs, or whose behaviour is considered unsafe, disruptive, or likely to cause offence, distress, or risk to themselves or others.

7.7 Equipment and personal responsibility

Participants are responsible for ensuring they have appropriate clothing, equipment, and preparation suitable for the event they are undertaking, unless otherwise stated by The Myton Hospices or the event organiser.

8. Accessibility

8.1 We aim to make events as accessible as possible; however, some events may not be suitable for wheelchairs or pushchairs.

8.2 Please contact 01926 838838 before registering if you have accessibility concerns.

9. Spectators & Dogs

9.1 Supporters and spectators attend events at their own risk.

9.2 Dogs may be permitted at some events but must be well-behaved and kept on leads. Any dog deemed unsafe may be asked to leave.

10. First Aid & Medical Information

10.1 First aid is provided at events where appropriate.

10.2 Participants consent to relevant medical information being shared with The Myton Hospices for health, safety, and legal compliance purposes, including obligations under RIDDOR.

11. Third-Party Events

11.1 Participants attending third-party organised events must comply with the event organiser’s Terms & Conditions, rules, safety guidance, and participation requirements in addition to these Terms & Conditions.

11.2 The Myton Hospices acts solely as the charity beneficiary for many third-party challenge events and does not organise, manage, supervise, or control those events unless explicitly stated otherwise.

11.3 The Myton Hospices accepts no responsibility or liability for the delivery, operation, cancellation, safety management, or conduct of third-party organised events.

11.4 Insurance and responsibility

Participants are responsible for ensuring they meet any insurance, equipment, training, or participation requirements set by the third-party event organiser.

11.5 Participants acknowledge that third-party organisers may impose separate rules, including age restrictions, medical requirements, or cancellation policies, which must be complied with independently of The Myton Hospices.

11.6 Some third-party events may require participants to complete an additional registration process directly with the event organiser. Where applicable, participants will be informed by The Myton Hospices. It is the participant’s responsibility to complete any required registration by the stated deadline. Failure to do so may result in the event place being withdrawn.

11.7 Any disputes relating to the operation or delivery of a third-party organised event must be raised directly with the relevant event organiser.

12. Children & Young People

12.1 Participants under 18 must be accompanied by a parent or legal guardian who takes full responsibility for them during the event, unless otherwise stated for a specific event.

12.2 Minimum age requirements

Minimum age requirements may apply to certain events due to safety, insurance, or activity type. These will be clearly stated in event information and must be strictly adhered to.

12.3 Participants aged 18 or over do not require parental consent.

13. Photography & Media

13.1 We may take photographs or film at events for promotional purposes.

13.2 You may appear in general crowd imagery. Consent will be sought for individual or group photographs where reasonably practicable.