Centenary Duathlon 2026 Terms and Conditions

Event Terms and Conditions

By entering this Edinburgh Road Club event, I (the Participant) agree to the following Terms and Conditions, Race Rules, Code of Conduct, Withdrawal, Refund and Deferral Policy and Data Protection Privacy Policy. If the Participant is aged under 18, a parent or legal guardian must agree on their behalf.

CONTENTS

Definitions
Terms and Conditions
Race Rules
Code of Conduct
Withdrawal, Refund and Deferral Policy
Data Protection Privacy Policy

1. DEFINITIONS

The following definitions shall apply within these Terms & Conditions;

‘Event’ means the event named on the Entry Form created by the Event Organiser. Please note there may be more than one event occurring on the same date at the same location.

’Entry Fee’ is the price of entering the Event as set out on the Entry Form. This does not include any additional purchases of insurance, equipment, clothing or services which may be made as part of the same transaction.

‘Entry Form’ means the online registration page which must be completed in order to participate in the Event. The Entry Form is located on Entry Central and can be accessed via a link in the appropriate section of the Edinburgh Road Club or Triathlon Scotland website.

‘Event Information’ refers to a document which will be supplied to the Participant no later than 5 days prior to the Event. The Event Information will contain all the information the Participant requires to safely take part in the Event and will be delivered in electronic format to the Participant's email address provided on the Entry Form. The Event Information will also be available on the appropriate section of the Edinburgh Road Club website. If the Participant has any questions about the Event prior to the Event they should contact the Event Organiser via the email supplied on the Entry Form or via the ‘Contact Us’ section of the Edinburgh Road Club website. The Event Organiser reserves the right to alter the race information at any time without notice.

‘Event Organiser’ is The Edinburgh Road Club which is affiliated to Triathlon Scotland.

‘Participant’ means the person or persons named on the Entry Form who wish to enter or have entered the Event via the online entry system.

‘Waiting List’ means a list of names and contact details of potential Participants collected in the case that the Event becomes fully booked. Application to join the waiting list will be by completing the Entry Form. The names will be listed in order of receipt of the Entry Form. There will be no fee to join the Waiting List.

2. TERMS AND CONDITIONS

By completing the Entry Form, the Participant shall be deemed to have agreed and accepted these Terms and Conditions.

Receipt of Information via Email;

By entering the Event, the Participant agrees to receive emails regarding the Event. The Event Organiser cannot be held responsible if the Event Information does not reach the intended recipient by email.
The Event Organiser can only be responsible for ensuring that the email address provided on the Entry Form is the one to which the Event Information is sent. The Participant should ensure that spam filters do not prevent receipt of Event Information.

Participation, Physical Fitness and Risk of Injury;

Participating in a triathlon, duathlon or aquathlon requires fitness and skill. By entering the Event the Participant confirms that they have done sufficient training to ensure they are fit enough to cope with the demands of this Event and that their technical skills are adequate for the diverse requirements of the Event.
The Participant accepts that taking part in the Event is by its nature hazardous and contains certain inherent risks including, but not limited to:

drowning during the swim section;
suffering injury and damage arising out of a crash or collision during the cycle; and
suffering injury due to the actions of other competitors or spectators.

The Participant accepts that they owe a significant duty of care to all other competitors, spectators and race officials.
The Participant agrees to exercise all reasonable skill and care to avoid causing death, injury and/or loss to any other competitor, spectator, race officials (including marshals) or the Event Organiser (or any member of the Event Organiser’s Team) during the Event and will indemnify the Event Organiser and Triathlon Scotland from and against any loss or liability found against them arising out of their negligent or reckless action.
The Participant accepts that if medical attention is required during the Event, the medical personnel appointed by the Event Organiser take no responsibility for the treatment provided for any unreported existing condition which increases the risk of a medical emergency.
The Participant agrees that should any medical or physical condition arise prior to the Event which is likely to affect their ability to compete in the Event, the Participant will withdraw from the Event in accordance with these Terms and Conditions.

Entry Form and Entry Fee;

The Participant must pay the Entry Fee set out on the Entry Form. The Participant shall not be eligible or entitled to participate in the Event until full payment of the Entry Fee has been received by the Event Organiser.
The Participant agrees to accurately complete the Entry Form to the best of their knowledge. It is the Participant's responsibility to provide accurate and truthful information when completing the entry process, any errors in data entered is the responsibility of the Participant.

Registration;

The Participant must complete the Event registration process at the times and on the day as instructed in the Event Information.
The Participant may be asked to produce appropriate photographic personal identification in order to register (such as a British Triathlon race licence, drivers licence or passport). The identification required is at the sole discretion of the Event Organiser and will be detailed in the Event Information.
Failure to provide appropriate photographic personal identification when requested may mean that the Participant is not eligible to participate in the Event. No refund of the Entry Fee will be offered to the Participant if they are not able to provide the photographic personal identification requested in the Event Information and are unable to participate in the Event.

Provision of Equipment;

When required, it is the Participant’s responsibility to provide and use a roadworthy bicycle, helmet, or other safety requirements to ensure compliance with British Triathlon Competition Rules
When required, it is the Participant’s responsibility to provide and use a wetsuit which complies with British Triathlon Competition Rules

Cut-Off Times;

The Event Organiser may introduce Cut-Off Times as they see fit as part of the Event rules. Cut-Off Times are limits on the time taken to complete sections of the Event to ensure the safe and proper running of the Event. Competitors will be instructed to withdraw from the Event if they exceed the Cut-Off Times detailed in the Event Information.
No refund of the Entry Fee will be offered to any Participant if they do not meet the Cut-Off Time imposed by the Event Organiser.

Age Restrictions;

Age restrictions are applied to the Event in accordance with British Triathlon Competition rules. For the purposes of entry, the Participant’s age is that on the 31 December in the year in which the Event takes place. Age restrictions are detailed in the Event Information and on the Entry Form. By entering this Event, it is deemed that any Participant under the age of eighteen shall have received full consent from their parents or guardians to take part.

Liability;

While the Event Organiser takes every care with the staging of the Event, the Participant acknowledges that personal accident and personal items insurance is their sole responsibility.
The Event Organiser shall not be liable to any Participant for any loss of business, revenue or profits, anticipated savings or wasted expenditure, loss of or damage to personal equipment or property belonging to the Participant as a result of the Participant taking part in the Event.
The Event Organiser will not be liable for any actions of any spectators, British Triathlon technical officials or other third parties.
Nothing in these Terms and Conditions shall exclude or limit the liability of the Event Organiser;

for death or personal injury caused by the Event Organiser’s negligence;
for fraud or fraudulent misrepresentation; or
for any matter or thing which it would be illegal for the Event Organiser to exclude or attempt to exclude liability in respect of.

The Participant confirms that, in order to ensure adequate public liability insurance, at the time of the Event they either;

hold valid Core or Ultimate membership of Triathlon Scotland, Triathlon England or Welsh Triathlon; or
have purchased a British Triathlon Race Pass available as an additional purchase via the Entry Form.

In order to demonstrate Core or Ultimate membership the Participant agrees to supply a valid membership number on their Entry Form. The Participant consents to and allows the Event Organiser to share this membership number with either Triathlon Scotland, Triathlon England or Welsh Triathlon or British Triathlon in order to confirm their valid membership.

Change of Circumstances;

The Participant accepts that circumstances concerning the Event may change for reasons out of the Event Organiser’s reasonable control without the Event Organiser incurring any liability and without any rights to withdrawal being accrued by the Participant other than as set out in the Withdrawal, Refund and Deferral Policy below.
The Event Organiser reserves the right to alter the start time or any other timings in relation to the Event. The Participant will be notified of any change in timing as soon as reasonably practicable. No refund shall be offered for any change in timing provided the Event takes place on the specified date.
The Event Organiser reserves the right to change the date of the Event. The Participant will be notified of any change in date as soon as reasonably practicable. If the Participant is unable to attend on the revised date, they may withdraw from the event by contacting the Event Organiser in writing via the event email supplied on the registration form or via the ‘Contact Us’ form on the Edinburgh Road Club website within seven days of the new date being announced. Requests made via social media will not be accepted. A refund will be provided on the entry fee minus 15% administration fees.
The Event Organiser reserves the right to amend the Event format at their sole discretion. If the Event format is changed the Participant will not be entitled to any refund and there shall be no further liability whatsoever arising from such change of format.

Cancellation;

The Participant acknowledges and accepts that circumstances concerning the Event may change from time to time for reasons outside of the Organiser’s reasonable control or otherwise, without the Organiser incurring any liability and without any rights to withdrawal being accrued by the Participant save as expressly set out in these terms and conditions.
The Event Organiser reserves the right to cancel the Event due to circumstances beyond their reasonable control or for any safety related reason.

The Event Organiser will endeavour to make any information on race modifications or cancellation public as quickly as possible. BTF guidelines on weather will be followed and modifications to race timings or distances may occur. The Event Organiser reserves the right to make changes to the race distances or format in line with BTF guidance, or on the advice of any authorities.
In the event of cancellation, the Participant will not be entitled to any refund of: (i) the entry fee; (ii) any Registration Platform processing fees; or (iii) any other losses, such as travel or accommodation expenses.
If for any reason the race needs to be cancelled up to six weeks in advance, refunds will be provided to all entrants minus 15% administration fees.
If the Event needs to be cancelled within six weeks of race day, or on the day itself, there shall be no refund to the Participant and no liability of the Event Organiser whatsoever arising from such cancellation. Event insurance is recommended to cover costs in this eventuality.

General;

All decisions and rulings by the Event Organiser, race officials and volunteers are considered final. The Participant will comply with the Race Rules, as detailed in section 3, and all instructions and guidelines given by the Event Organiser, race officials and volunteers.
The Participant acknowledges and agrees that the Event Organiser will organise and run the Event and will have sole authority and be the final arbiter on all decisions relating to the safety, running and organisation of the Event, the rules of the Event, the timings and finish placings.
These Terms and Conditions shall be interpreted in accordance with the laws of Scotland and any dispute arising hereunder shall be subject to the exclusive jurisdiction of the Scottish Courts.

3. RACE RULES

All Edinburgh Road Club triathlon, duathlon and aquathlon events will be run under the British Triathlon Competition Rules.
The Participant agrees to abide by all applicable rules and regulations of British Triathlon, which is the national governing body for triathlon, aquathlon and duathlon in Great Britain.
The Participant will be notified of any exceptions to, deviations from or additions to standard British Triathlon Competition Rules in the official Event Information or by the race officials on the day of the Event.
The Participant shall not be entitled to a refund of the Entry Fee if they are disqualified from the Event due to an infringement of the Race Rules.

4. CODE OF CONDUCT

The Participant agrees to abide by the following Code of Conduct;

All Participants will;

Treat all participants, race officials, volunteers, spectators and members of the public with dignity and respect.
Not discriminate against any individual or group on any grounds, including age, sexual orientation, socio-economic status, disability, race, occupation, religion or political persuasion.
Challenge discrimination in whatever form it takes and report any poor behaviour by others to the Event Organiser.
Recognise that bullying, harassment, and physical violence will not be tolerated.
Display courtesy, good behaviour and good manners towards others at all times.
Avoid swearing, abusive language, and irresponsible behaviour, this includes behaviour to yourself and others.
Avoid destructive behaviour by leaving the Event as it was found at the start, including avoiding leaving any rubbish behind. The Event Organiser will provide an appropriate number of bins in suitable locations in order to dispose of rubbish.
Always adhere to the rules set down by the Event Organiser and the British Triathlon Competition Rules
Always co-operate with the Event Organiser, race officials and volunteers.

Any breach in the Code of Conduct may result in the Participant being prevented from participating in or disqualified from the Event.
The Event Organiser reserves the right to ask any Participant who has breached the Code of Conduct to leave the premises on which the Event is taking place.
Any Participant who is prevented from participating in or disqualified from the Event will not receive any refund of the Entry Fee.
The Event Organiser and race officials, will also abide by the same Code of Conduct.

5. WITHDRAWAL, REFUND AND DEFERRAL POLICY

Should the Participant wish to withdraw from the Event, the Event Organiser should be informed in writing via the event email supplied on the registration form or via the ‘Contact Us’ form on the Edinburgh Road Club website. Requests made via social media will not be accepted.
Immediately after a Participant has entered the Event there are costs incurred by the Event Organiser. For this reason, should the Participant wish to withdraw from the Event, any refunds are at the discretion of the organiser.

Any refund offered will be a percentage of the Entry Fee after the deduction of a 15 % administration cost.

Replacements;

Following the withdrawal of a Participant, if the Event reaches capacity and the Event Organiser receives further entries to the same Event they will endeavour to offer a full refund of the Entry Fee to the original Participant after deduction of a 15% administration cost. This is solely at the discretion of the Event Organiser.

Waiting Lists;

Once the Event has reached capacity, the Event Organiser will keep an up to date Waiting List, which will operate under the following policy;

Following the withdrawal of a Participant an entry to the Event will be offered via email to the first member of the Waiting List.
The first member will have 24 hours to respond to this offer and pay their Entry Fee in whole before it is offered to the next member of the Waiting List.
If the first member does not respond to their offer within 24 hours, they will be placed at the bottom of the Waiting List.

Change of Participant;

The Participant is not allowed to transfer their entry to another person, whether donated free of charge or resold.
Donation, give away, resale or attempted resale is grounds for seizure or cancellation of the entry without refund or other compensation.

Additional purchases;

Additional purchases of clothing, equipment or services at the time of completing the Entry Form are not considered part of the Entry Fee. These additional purchases include any purchase of a British Triathlon Race Pass. Refund of these additional purchases is solely at the discretion of the Event Organiser.

6. DATA PROTECTION PRIVACY POLICY

Edinburgh Road Club are dedicated to safeguarding and preserving the privacy of the Participant when entering the Event.
Edinburgh Road Club collects the following information when the participant completes the Entry Form;

Name
Date of birth
Postal address
Email address
Contact telephone number
Significant medical conditions
Known drug or food allergies

By completing the Entry Form, the Participant is agreeing to the Event Organiser making use of the data provided for Event Information purposes.
By completing the Entry Form, the Participant is also agreeing to the Event Organiser making use of their name and email address for marketing communications from the Event Organiser.
All marketing communications will include instructions detailing how the Participant is able to unsubscribe from such future communications. The Participant will not be able to unsubscribe from emails containing Event Information relating to the Event they have entered.
The Event Organiser agrees that the email address, postal address or telephone number provided on the Entry Form will not be passed on to any third parties, with the exception of any event partners who require Participant data to fulfil their agreement. Such event partners include the race timing company and Triathlon Scotland and if necessary British Triathlon.
The Event Organiser shall take all necessary steps to ensure that personal information relating to each Participant which comes into the possession or control of the Event Organiser or their event partners shall not be used or reproduced in whole or in part in any way except for the purposes outlined in these Terms Conditions.

Photography and Video;

By accepting this Data Protection Privacy Policy, the Participant consents to;

Their appearance in the Event being photographed and filmed and subsequently incorporated in whole or in part in any video of whatever nature.
The use and reproduction of the Participant’s name, photographs and films for the purpose of advertising, publicity and promotion of the Event, and future events, provided that such use does not imply direct endorsement by the Participant of any official sponsor or supplier of the Event.
Any photographs or film and all intellectual property in connection therewith (including but not limited to copyright) shall remain the property of the Event Organiser. Accordingly, any such recording shall not be used other than for private use without the Event Organiser’s prior written consent.
It is the responsibility of the Event Organiser to follow the best practice for photography and videography. This best practice guide can be found in the British Triathlon and the Home Nations Safeguarding Standards and Best Practice document.
Any individual who does not wish to have their image used by the Event Organiser for these purposes must inform the Event Organiser via email no later than one week prior to the Event. Notification closer to, or after the Event can be made and the Event Organiser will use its best endeavours to prevent images of that individual being used but cannot guarantee it.
Events for children under the age of 18 years will require parent/guardian photographic consent. Participants and spectators are required to comply with the Use of Photographic and Video Equipment Policy published in the Event Information.

Publication of Results;

The Participant agrees to the publication of their name, age category and gender as part of the finishing results.

Medical Data;

Should the Participant require medical treatment and does not have the capacity to provide consent, the Participant agrees to the sharing of their significant medical conditions and known drug or food allergies provided on the Entry Form with the medical personnel appointed by the Event Organiser.

Data Protection Act;

The Data Protection Act 1998 gives the Participant the right to access the information that the Event Organiser holds about them. Should the Participant wish to receive details of the information held about them please contact the Event Organiser via the ‘Contact Us’ section of the Edinburgh Road Club website.