General Fundraising Terms and Conditions


General 

These rules (“the Rules”) apply to the following events:

  • Disability Can Do Trek
  • Disability Can Do Sponsored Walk

 (each an “Event” and together “the Events”) and by registering for an Event, you agree to comply with them. Please check this document from time to time, as we may occasionally amend these Rules and any changes will be binding on all participants and supporters.

If you have any questions, please contact:

01495 233555 and a member of the relevant support team will be happy to help you.

All the Events are organised by Disability Can Do (registered office: 1 Bryn Lane, Pontllanfraith, Blackwood, NP12 2PG), a registered charity in England and Wales (1163190)

Where reference is made to “DCD” in these Rules, it means Disability Can Do. 

Participant Entry

1. Each Event is subject to various age restrictions as set out below, which relate to the age of the participant on the day of the relevant Event. Participants must be able to provide proof of age on the day. We reserve the right to refuse entry to an Event, with no refund, to any participant who is under age, or is unable to provide proof of age when requested to do so by an Event official.

2. We will only accept entries to an Event on the day where we are satisfied that it is safe to do so, given that each Event has an allocated capacity that each Event team must adhere to, and the contact details for all participants must be held in advance in the case of an emergency.

3. Following your registration we will send you information about your Event, suggested ways to improve your fundraising and hints and tips to support your training. This may include information about how you can get hold of Disability Can Do merchandise and offers from our partner organisations.

Disability Can Do Events Participants

Females and males between the ages of 8 and 15 years old

  • Cannot enter individually
  • Must be entered as an additional entrant, where the primary entrant is 18 or over and is the parent/legal guardian of the additional entrant or has the permission of the additional entrant’s parent or legal guardian
  • Must give contact details for the parent or legal guardian
  • Cannot be a group leader

16 and 17-year-old females and males

  • Can enter individually
  • Do not need parent or legal guardian contact details but must have the permission of the parent/legal guardian
  • Can be a group leader
  • Cannot enter participants under 16
  • If registering any additional entrant aged 16 or 17, must have the permission of the additional entrant’s parent or legal guardian

Females and males aged 18 and over

  • Can enter individually
  • Do not need parent or legal guardian contact details
  • Can be the primary entrant for multiple entries
  • Can be a group leader
  • Can be the primary entrant for an additional entrant under 16 where the primary entrant is the parent/legal guardian of the additional entrant or has the permission of the additional entrant’s parent or legal guardian. Must give contact details for the parent or legal guardian.

Only registered participants who have paid their entry fee (or had the fee paid for them) are eligible to take part in Disability Can Do Events. 

Adults (over 18) wishing to bring children under the age of 8 do not have to register their child and they can come along free of charge. However, please note that we only have sufficient numbers of Disability Can Do medals to provide to registered participants, and therefore we are unable to provide medals to children under 8 years old. For health and safety reasons parents are advised not to allow children under the age of 3 years old to play with these medals. 

Disability Can Do Half Marathon/Marathon Participants

1. Entrant must be at least 17 years old on the day of their Half Marathon Event in order to take part, in accordance with UK Athletics (“UKA”) rules. Entrants aged 17 must have the permission of the parent/legal guardian. Entrants must be at least 18 years old on the day of their Marathon Event in order to take part, for the same reason.

2. Only registered participants who have paid their entry fee are eligible to take part in any Half Marathon and Marathon Events in aid of Disability Can Do. However, registered participants can nominate up to two supporters to run alongside them at a designated part of the course. If a nominated supporter is under the age of 16, they must be accompanied by someone aged 18 or over when attending the Event (but not when running with the participant they are supporting).

Disability Can Do Trek (Hiking)

Entrants must be at least 8 years old on the day of their Hiking Event in order to take part. Entrants aged 8 and 16 must have the permission of the parent/legal guardian. Only registered participants who have paid their entry fee are eligible to take part in Race for Life Hiking events.

Entry Fees 

1. Given the limited number of spaces for each Event, entry fees are non-refundable unless we change an Event venue, time and/or date in a material way, or if we cancel the Event altogether. We ask that you let us know as soon as possible if you need or want to withdraw from your Event for any reason. 

2. Entry fees for each Event are as set out on the Disability Can Do website at the time of purchase unless a sales promotion is taking place, or a promotional or corporate voucher is used which covers all or some of the entry fee.

3. Your Event place will not be confirmed until payment has been processed and an email received from us acknowledging that a place has been allocated to you at the relevant Event.

 

Disability Can Do Early Bird and Other Vouchers 

1. An early bird voucher may be redeemed for an Event place for an eligible person (see above for eligibility criteria) in any one of the Events valid for that voucher type.

2. An early bird voucher is a purchase of an Event place. No refund of price difference will be offered where use of an early bird voucher coincides with a sale, or lower promotional Event price, at time of redemption.

3. An early bird voucher is valid for the Disability Can Do season in the following year to the year of purchase and stated in the voucher email communications.

4. Vouchers will not be eligible for refund, extension or transfer once the season of validity has passed.

5. Vouchers may be redeemed for Events on the Disability Can Do website, or by calling us on the relevant telephone number given at the top of these Rules, until the deadline stated on the voucher.

6. Subject to paragraph 7 below, an early bird voucher may be redeemed by any person (who need not be the person who purchased the voucher) provided they are the authorised recipient of the voucher.

7. Valid vouchers/voucher codes may only be used once and apply to a single Event place only (whether for an adult or a child).

8. Anyone participating in an Event as a result of a voucher redemption will be subject to these Rules.

9. We cannot guarantee availability of places on any particular Event.

10. Voucher refunds are offered at our sole discretion. To discuss a voucher refund please call us on the relevant telephone number given at the top of these Rules.

11. We reserve the right, in the case of circumstances beyond our control (in particular technical problems with the Disability Can Do website), to modify, suspend or cancel the use of vouchers.

12. We will not be liable to the voucher purchaser or any other person if a voucher is lost, deleted or stolen.

13. These voucher terms and conditions are governed by the laws of England and Wales. 

Access 

1. All participants wanting to take part in an Event in a wheelchair must refer to the Event page on the Disability Can Do website or contact us on 01495 233555 to confirm that the course is suitable for wheelchairs. Regrettably, Disability Can Do Hiking courses are not suitable for wheelchairs. 

2. We regret that the use of mobility scooters is not permitted at any Event. The health and safety of our participants is of paramount importance to us and we cannot guarantee that each type of mobility scooter will be able to manoeuvre all course routes.

3. Participants can take part in certain Events with prams/pushchairs. To find out if your event is suitable, check your Event page or call Disability Can Do on 01495 233555 before entering.

4. All participants who are bringing a pram/pushchair to their Event should use the pram/pushchair to accommodate their child and follow instructions given by the Area Event Manager and officials on the day to include starting the event at the back of the walkers to ease congestion. 

Changes and Last Minute Arrangements 

1. Once registered, you can only transfer to another Event or start time with our permission. There are strict capacity limits for each Event and start time, and it is important for health and safety reasons that neither the Event nor the start time exceeds its individual capacity. If you wish to transfer to a different Event or (where applicable) start time please contact us on the telephone number given at the top of these Rules.

2. Participants arriving late must abide by the instructions and decisions of the Event Manager or their representative at the admin tent; for health and safety reasons it is possible that latecomers will not be permitted to take part.

3. We reserve the right to refuse entry to participants who try to take part in the wrong Event distance or start time without prior approval (see rule 1 above).

4. We reserve the right to reduce or alter Event courses to accommodate any unexpected complications on the day that may have an impact on Disability Can Do staff, participants, volunteers and spectators. 

Conduct 

1. All participants and supporters must abide by the Rules and any rules, instructions or regulations displayed or given on the day of the Event by police and/or Event officials. 

2. We respectfully ask that all participants and supporters do not use aggressive or abusive language towards our Event organisers, marshals, officials, volunteers and other participants. You should also avoid behaving in a way which may cause injury or harm to other participants and/or spectators, or which may cause offence or damage the reputation of DCD.

3. DCD opposes the promotion and use of tobacco in all its forms. All participants and supporters are therefore required to refrain from smoking tobacco products or e-cigarettes at all Events.

4. We respectfully ask that all participants and supporters do not drop litter but instead use the litter and recycling facilities available within the venues and around the course or take litter home to dispose of responsibly.

5. Due to safety restrictions, at venues where two Events are taking place on the same day, we reserve the right to refuse entry to those participants trying to take part in the incorrect Event.

6. Event participants can take part with their dogs at a wide selection of venues. To confirm whether an event allows dogs, visit the relevant Event venue page on the Disability Can Do website or call the Disability Can Do on 01495 233555 before entering.

7. Any participant bringing a dog to an Event must act in a responsible manner by making sure that:

  • The dog is kept on a lead, under close control at all times, and any usual equipment (muzzle / harness etc) used to control the dog is employed on the day.
  • The dog has a collar with a clearly identifiable tag.
  • Adequate water is supplied for the dog to keep them hydrated.
  • Any dog mess is cleaned up and disposed of responsibly.
  • All instructions given by the Event Manager and officials on the day are adhered to, including participants with dogs starting the Event at the back of the walkers if required.

8. We reserve the right to ask participants and supporters to leave an Event if they do not adhere to these Rules, and no refunds shall be given in these circumstances. 

Health & Safety and Medical 

1. All Events are non-competitive, non-UKA accredited walks, jogs or runs. We will therefore allow under 16-year-olds to participate in certain Events, but they must be accompanied at all times by their parent or legal guardian (or by a primary entrant who has the permission of that participant’s parent or legal guardian). 

2. Participants are responsible for ensuring that they are sufficiently fit and healthy to take part in their Event(s). Anyone unsure of their physical ability to take part in an Event must therefore seek medical advice from a general practitioner prior to the Event. It is not advisable for pregnant women to participate in any physical events, and it is recommended that they should consult their general practitioner before taking part in a Half Marathon, Marathon or Hiking Event.

3. Notwithstanding rule 2 above, we reserve the right to refuse entry to an Event in our absolute discretion, with no refund provided, if for whatever reason we consider a person unfit to take part. We may also ask you to withdraw during an Event if we have concerns about your ability to complete it due to fitness, injury or otherwise. If you choose to continue you do so with the understanding that you are no longer considered a participant of the Event and that you absolve us of all and any responsibility, and progress entirely at your own risk.

4. Participants are responsible for ensuring that they are wearing appropriate attire (including footwear) when taking part in an Event, taking into account the nature of the Event, the weather forecast and the terrain involved.

5. All participants (including nominated supporters when running during the Half Marathon/Marathon Event) must write the following on the reverse of their official Disability Can Do number, which must be worn on the front of shirts during the Event:

  • Their name.
  • The details of any health problems or current medication.
  • The name and number of a person to contact in case of an emergency.

To help us save money, please also remember to bring your safety pins!

7. We take all reasonable steps to minimise the risk of injury to participants during fundraising events. By taking part in an Event, all participants acknowledge that there may be conditions or circumstances beyond our control that can lead to unforeseen risks. If you have any concerns or queries please contact us on the relevant telephone number given at the top of these Rules before agreeing to take part in an Event. 

Sponsorship Money and Donations 

1. All participants have a legal responsibility to ensure that all sponsorship monies/donations received in connection with an Event are paid to Disability Can Do, and we ask that you do this as soon as possible after the Event. Money pledged via online fundraising pages is collected automatically. Other ways to pay in sponsorship monies/donations are as follows:

  • Go to the Disability Can Do website and make an online payment with a credit or debit card (Coming soon)
  • Call the relevant telephone number given at the top of these Rules and provide bank details to make a payment over the phone.
  • Send cheques made payable to "Disability Can Do" to:

    Disability Can Do
    Disability Can Do Centre
    1 Bryn Lane,
    Pontllanfraith,
    Blackwood
    NP12 2PG

2. We regret that sponsorship money cannot be accepted on the day of the Event as we do not have the suitable cash handling facilities to fulfil this process. 

3. Please ensure that all sponsorship forms are filled out in full and are returned to us to enable Gift Aid to be claimed where possible. 

Use of Personal Data

1. By providing personal data when you register for an Event, you confirm that you consent to such data being used by us for the purposes of organising, staging and administering the Event. If you provide personal data on behalf of additional entrants, you also confirm that you have obtained their consent for such data to be used for the same purposes. In the case of an emergency we may also pass personal details provided (either when registering for the Event or on the reverse of your Event number) to the emergency services or health care professionals, and also use them for the purposes of contacting your emergency contact.

2. First aid facilities will be provided at each Event. Participants consent to their details (which will be obtained by medical providers if you are treated by them at an Event) being passed to us, but we shall only use these details for administration and health and safety purposes and to fulfil our legal obligations (including those under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995). All medical details will be held on the DCD Accident Database.

3.  We may pass on participants’ full name (but no other contact details) to a partner organisation who will print a limited edition T-shirt displaying these.  This T-shirt will be available to purchase at the relevant Event.  If you would prefer that we did not pass on your details, please contact us on the relevant telephone number given at the top of these Rules.

4. Your personal information may also be used for the purposes of sending communications to you where you have confirmed that you would like to receive further information about the charity’s work when registering for an Event.

5. All personal data held by us will be handled in accordance with the terms of the Data Protection Act 1998 and in accordance with DCD’s privacy statement.

Filming and Photography at the Events 

1. By taking part or attending all participants, volunteers and spectators confirm that they are happy for their names and any video footage, stills or photographs taken during their participation by DCD (or our authorised service providers and agents) or by our authorised third party partners to be used by: (i) DCD to publicise the Event for commercial and/or fundraising purposes including, but not limited to, television broadcasts, advertising, publications, marketing material, merchandising, personalised direct mail and other documents that may be made available to the public; and (ii) our third party partners to publicise their involvement and/or association with the Event.

2. No personal details (including names) of an under 16-year-old participant will be used in any publicity materials without the written consent of their parent or legal guardian, but we may use images where children are incidentally included e.g. of mass participation in the warm-up exercises, or on the starting line.

3. Subject to rule 2 above, by registering a participant under the age of 16 you confirm that your or the participant’s parent/legal guardian (as applicable) are happy for their images to be used in the manner described in these Rules.

Liability 

1. Use of the Disability Can Do website is subject to our website terms and conditions. 

2. All participants and spectators enter and attend an Event entirely at their own risk. We shall not be liable for any injury, damage or loss to participants or their property that might occur as a result of their participation or attendance at an Event, other than in respect of any injury or loss arising as a result of our negligence. For the avoidance of doubt, nothing in this clause shall exclude or limit our liability for any liability that cannot be excluded or limited by law. 

Disability Can Do Events Schools Terms & Conditions 

1. I am at least 18 years old and I agree to organise a Disability Can Do Schools event (including a Run Club if applicable) as an independent supporter of Disability Can Do (the “Event”). I agree to organise the Event in a proper and professional way, having the safety of the participants in mind at all times as the main priority. 

2. I agree that any costs or risks that arise out of the Event that I organise are my responsibility and I shall ensure that the Event is organised safely.

3. I agree that Disability Can Do shall not be liable for any injury, damage or loss howsoever suffered by me, the participants, the spectators or any other third party that might occur as a result of the organisation of, participation in or attendance at the Event other than in respect of injury or loss arising as a result of Disability Can Do’s negligence. For the avoidance of doubt, nothing in this clause shall exclude or limit Disability Can Do’s liability for any liability that cannot be excluded or limited by law.

4. I am aware that Disability Can Do’s insurance policy will not cover the organisation of, and participation in, the Event. I will consequently arrange for appropriate insurance cover to be put in place.

5. I will not do anything that threatens Disability Can Do’s reputation or name, and if I do, Disability Can Do can require me to cease fundraising immediately.

6. I agree to only use Disability Can Do’s branded materials for the purpose of the Event.

7. I will ensure that all participants and spectators of the Event (and parents/legal guardians where such individuals are under the age of 16) are aware of, and agree to, the following before attending the Event:

  • It is not Disability Can Do’s intention to photograph or video individuals at the Event but should it wish to do so, Disability Can Do will arrange to obtain consent to do so beforehand; BUT
  • There may be photos or videos taken by others at the Event over whom Disability Can Do has no control.

8. I agree that where children under the age of 16 wish to participate in the Event I shall obtain the prior written consent of their parents or legal guardians.

9. I agree that due to health and safety reasons, I shall not give any medals provided to me by Disability Can Do to any child under 3 years old and I will advise parents not to allow children under the age of 3 years old to play with these medals.

10. I agree that all monies raised in connection with the Event will be held on trust for Disability Can Do and that I have a legal responsibility to pass these to Disability Can Do.

11. I agree to pay all monies raised in connection with the Event to Disability Can Do as soon as practicable after the Event and I will not deduct any costs incurred from these monies. Money pledged via online fundraising pages is collected automatically. Sponsorship monies/donations can also be paid:

  • Go to the Disability Can Do website and make an online payment with a credit or debit card (Coming soon)
  • Call the relevant telephone number given at the top of these Rules and provide bank details to make a payment over the phone.
  • Send cheques made payable to "Disability Can Do" to:

    Disability Can Do
    Disability Can Do Centre
    1 Bryn Lane,
    Pontllanfraith,
    Blackwood
    NP12 2PG

12. I will ensure that all sponsorship forms are completed in full and returned to Disability Can Do to enable Gift Aid to be claimed where possible.