Essential notes for runners

The Event is organised by the Rotary Club of Stratford upon Avon (the Organisers) on an entirely voluntary basis. Members of the Club and many others help. The Organisers reserve the right to allocate no more than 2.00% of the gross income from the Event for general expenses associated with the Club’s future fund raising activities. After this deduction and payment of necessary expenses monies raised will go to charities and good causes.

Terms of entry to the Rotary Shakespeare Marathon and Half Marathon (‘the Event’)

ALL ENTRANTS MUST READ AND AGREE TO THE FOLLOWING BEFORE ENTERING:

General

All participants will observe the UK Athletic Rules (britishathletics.org.uk/competitions/rules) under which the Event is held.
Participants must be aged 18 or over on the day of the Event in the case of the marathon and aged 17 or over in the case of the half marathon.
Half Marathon participants under the age of 18 must have parental/guardian permission to participate.
Participants agree that they are an amateur as defined by UK Athletics and they are medically fit to take part and enter at their own risk. Participants are strongly advised that they train for the Event and they follow an appropriate training plan. Participants are encouraged to seek their doctor’s advice before running if they do not currently engage in regular exercise or have a medical condition. Participants who have an existing medical condition must provide details when registering for the Event and write details of their condition and any medication they are taking on the reverse of their race number.

Entry

There are no entries available on the day and entries are only accepted online by the advertised closing date.
Race entries are non-refundable and non-deferrable. Any assignment, transfer (unless through the official transfer process as outlined below) or sale of a race number may result in delay and/or difficulty in the situation of an emergency. Any participant found to be running with any number other than that issued to them will be disqualified and reported to UK Athletics. In addition, participants will be banned from all future Shakespeare full and half marathons.
Participants who wish to transfer their entry to another person will do so by use of the transfer request form to be found on the entry website and they acknowledge that their entry cannot be transferred to another year.Transfers must be completed before 8pm on Sunday 10th April 2022.
Participants should edit their entry via FR Systems if there is any change to address or contact details, no less than two weeks before the Event to avoid the participant’s race pack being dispatched to the incorrect address.
Race packs are not posted to participants who have provided a postal address located outside of the UK and instead the race pack will be available for collection from the Information Point on the Event day. Participants who wish for their race pack to be delivered to an alternate address must submit a request in writing to FR Systems at least two weeks before the Event.
There will be a fee of £5.00 for replacement of lost timing chips/numbers.
Participants will not take part in the Event unless they wear the official race number and wear the timing chip which are sent out in advance.
Participants are expected to write on the reverse of their number the name and phone number of the person who should be contacted in the situation of an emergency.
Participants understand that if they cancel their entry for any reason, they will not receive a refund of their entry fee or any expenses incurred.

Course

From 1 April 2016 a new rule regarding the wearing of headphones in road races was introduced into the UKA Rules of Competition: “The wearing of headphones, or similar devices, (other than those medically prescribed), is not permitted in races on any single carriageway road that is not wholly closed to traffic.” As the Shakespeare Marathon & Half Marathon is a UKA licensed event, the above rule applies.
Since September 2016, headphones that work by conducting sound through bones and do not sit in the ears are acceptable subject to the Event rules. The Shakespeare Marathon and Half Marathon permit bone conductor headphones.
It is essential that all participants must be alert at all times to directions given by marshals in the case of an emergency. Participants must follow the instructions of marshals on the day of the Event including running within coned lanes.
Bikes, stilts, roller skates, skateboards, pushchairs/buggies or any kind of mechanical aid are strictly prohibited on the course. Spectators are only allowed with such items if they are positioned well away from the course and take full due care and consideration of the Event participants.
Participants are not permitted to be accompanied by or bring pets or other animals onto the course. For the avoidance of doubt, this includes participating with dogs.
For participants who require aid around the course by a guide runner, the guide runner must also be a registered participant in the Event. The participant requiring assistance must advise FR Systems that they require assistance upon entry and a complimentary entry will be provided to the guide runner.
Participants are not permitted to be accompanied by cyclists or non-entered runners on the course. In certain circumstance where a participant is personally accompanied by a cyclist or non-entered runner, whether they are pacing or not, then the participant will be disqualified from the Event.
Participants attempting to start or join the Event in any outfit that the organiser deem unsuitable and/or dangerous to other competitors or spectators, will not be allowed to start the Event or, if on the course, will be requested to leave the Event. Participants wanting to wear a costume or an outfit which is out of the ordinary should contact the organiser prior to entering.
Participants understand that if there is any dispute about their fitness to compete or continue to compete, the decision of the Course Doctor will be final, and the participant must leave the course if instructed to do so.
Participants understand that there is an overall limit of 6 hours for completing the course; after that time limit, anyone remaining on the course will be deemed to have withdrawn from the Event and the Organisers will accept no responsibility for them.
Participants understand that in the case of the full marathon, if they do not complete the first lap (approx. 11.84 miles) in 2 hours 25 minutes then they will be directed to the finish.

Event:

All participants must read the Essential Notes for Runners.
Drones are not permitted to be used at the Event by participants or spectators without prior consent of the organiser and relevant authorities. Any person found to be using a drone will be immediately asked to ground the drone and remove it from the Event. Failure to comply will result in reporting the incident to the police and relevant authorities. The organiser reserves the right to disqualify the participant or associated participant(s) of the spectator using the drone.
The organiser may at any time during the Event or prior to the Event prevent the participant from participating in the Event if it considers such action is necessary for the safety and/or proper enjoyment of the Event by the participant and/or other participants and/or spectators.
Participants who complete the Event are strictly limited to one item of each Event memento and Event product provided by the organiser. Participants seen to be taking additional items, unless otherwise stated or offered, will be disqualified from the Event. In certain circumstances, participants taking additional items may be considered as theft and further action may be taken if necessary, especially if other participants have missed out on receiving their item(s).
The Organisers reserve the right to cancel the Event or curtail it to a half marathon, due to circumstances beyond their reasonable control including, but not limited to, war, civil or political unrest, terrorism, communicable diseases, inclement weather or adverse ground conditions or if advised to do so by the Police or Health and Safety Officials or other statutory bodies. The organisers also have the right to cancel the Event if advised by the Race Referee or by any other official through the national governing body if any circumstances arise which in our reasonable opinion would cause the Event to be hazardous for participants, marshals, spectators or people helping with the Event out on the course or if 30 days before the Event there are not, in our sole discretion, enough confirmed participants to make the Event economically viable. This has never occurred in the history of the Event.
Notification of cancellation or curtailment will be given on the Event website (shakespearemarathon.org.uk) as soon as a decision is made. All participants are advised to check with the website at regular intervals in the lead up to Event day. In the situation where a late decision is made to cancel or curtail the Event, it will be announced over the public address system before the start time. Participants are therefore advised to listen carefully to all pre-race announcements at the start line.
If the Organisers have to cancel or curtail the Event, participants will not receive a refund or rebate of their entry fee as it is a charity Event and all proceeds will be donated to Rotary charities after deduction of expenses incurred up to the date of cancellation. Entries may not be carried over to the following year.
In the situation of cancellation or curtailment of the Event, the Organisers will have no responsibility for any costs incurred as a result including travel, parking or accommodation.

Data

It is the duty of the participant to ensure that details are submitted accurately at the time of entering the Event as this is how they will appear on Entry List page and the Race Results. For any inclusions and Event specific amendments such as name, address, estimated time, or running club, participants need to contact FR Systems in writing. No amendments can be made to the results when they are made final, being two weeks after the Event.
Participants agree to the organiser storing their personal information and using this information for the purpose of organising the Event.
Participants agree that the organiser may publish their personal information as part of the results of the Event and may pass such information to the governing body or any affiliated organisation for the purpose of insurance, licences or for publishing results either for the Event alone or combined with / compared to other events. Results may include (but not be limited to) name, club affiliation, race times and age category.
In compliance with the Data Protection Act 1998, participants have the right of access to their personal records held by the organiser, which may be subject to a small administration fee in line with the Information Commissioner’s Office (ICO).
In order to send the participant a race pack for collection on Event day and fundraising pack (if requested), and produce their race results and photographs, the participant authorises the organiser to release their personal details (including their full name, address and email address) to the pack provider, charity (if applicable), official photography company and timing results company. The participant also authorises the organiser to disclose their full information for medical purposes on the day of the Event. Participant and volunteer contact details may be shared securely with government organisations or professional bodies in the interest of public safety.
By entering the run, participants give permission for the free use of their name, voice or image in any broadcast, telecast, advertising promotion or other account of the Event. If the participant (or parent/guardian if the participant is under 18 years old) does not wish for their name, voice or image to be used in this manner, they should contact the organiser in writing.
Participant entry details are stored on a computer system and will be encrypted at all times.

Disclaimer

For any charity donations (if gift aid has been added): Participants must pay an amount of Income/Capital Gains Tax that is at least equal to the amount of tax that the charity will reclaim on their gifts for that tax year.
By entering the Event, the participant is accepting all the conditions of entry and acknowledges that the organiser of the Event shall not be liable for personal injury, death, or loss, theft or damage to belongings as a consequence of participation in the Event.
Participants agree to indemnify the organiser in relation to any claims, action, liabilities or losses resulting from any breach of these conditions by the participant.
Obtaining insurance for personal accident and loss as a result of the Event is the sole responsibility of the participant.
The organiser will not be liable for any pledges made by the participant or on their behalf to any charity.
The organiser’s total liability, whether in contract, tort (including negligence), breach of statutory duty or otherwise in respect of any losses arising out of or in connection with the Event shall be limited to a sum equal to the total entry fee paid by the participant to the organiser.

Terms and conditions updated 10/09/2021