This page is designed to provide runners an understanding of our refund and transfer policy, with information behind the reason for it.
First and foremost, we are runners ourselves, we understand all too well how frustrating it is not to be able to make the start line of an event that you/we have invested huge time and energy towards. We therefore try to be absolutely transparent with this policy and leave absolutely no room for confusion.
Our Refund/ Transfer policy for all Events is as follows:
A runner may cancel his or her registration at any time up until 4 weeks prior to race day and receive a 70% refund. Inside of 4 weeks there are no refunds for any reason. Transfers are not permitted at any time.
You will find the above listed on the registration page on our website, and all runners are presented with the exact details of the below policy during the registration process. Runners must tick the box in agreement to this policy in order to register for a race. Quite simply we do not want anyone for any reason to feel cheated or let down if they need to cancel their entry. We simply cannot be more transparent than this.
To put it simply, if you do not agree with the refund/ policy, or indeed that of any other ultra-distance race organiser, please do not enter the event.
We make the policy as clear as possible by making you aware of it and asking you to agree to it during the registration process. We are not in a position to judge every case on it's individual merit. We can only have one completely clear policy for every situation faced.
Can I transfer my entry to another runner?
The answer to this is no and here's why. We are fortunate enough that every event we have staged since 2012, has sold out. When a race fills up, a waiting list opens and runners are permitted to add themselves to that list through the website on a first come first served basis. When we have a runner from the start list cancel their entry, that place gets offered to the first person on the waiting list and so on and so forth with each additional cancellation. If we allowed transfers, runners would effectively be able to jump over all of those people who have registered for the waiting list. The system would no longer be fair.
Can I transfer my entry to another race?
The answer to this is no and here's why. When entries go on sale for a new event, the priority is given to volunteers from the previous year. Entries are then opened at a given date and time for everyone else. Sometimes the races fill up very quickly indeed. If we transfer entries for runners from one race to the next or one year to the next, those people are effectively bypassing the registration process as it applies to everyone else. The system would no longer be fair. We would also see a number of runners securing entries to events they had no intention to run, simply to transfer/ guarantee entry to another which fills up very quickly.
Can I get a refund inside of 4 weeks prior to race day?
The answer to this is no and here's why. Exactly 4 weeks out from race day, we shut the waiting list and no further entries are taken. If you cancel inside of 4 weeks, you will no longer be replaced. The reason for that is administrative. It is at that point we do the following:
- Run all runner registration details for medical declarations and communicate those to our chief medical officer. We then liaise with the runners with outstanding conditions as to their being fit to compete.
- Check all runner qualifier details and correspond with those runners who have listed incomplete or missing qualifiying data (and who then may not be permitted to start the race).
- Finalise the awards orders, most importantly T- Shirt sizes.
- Collect and collate Runner Emergency Contact Details and communicate those to the three key members of staff who hold those on race day.
- Send the first of our two runner pre-race mail outs.
- Collate and print all runner manual bib timing sheets.
- Collate and print our registration sheets, divided in to 3 groups by alphabetical order.
Any changes to the start list inside of 4 weeks would render us having to amend or re-run every one of the above items, some of which simply cannot be done any later than 4 weeks prior to race day. That is why we pick that period of time. Remember, you are not the only person who has to cancel their spot.
I need to cancel and it is more than 4 weeks to race day. How much of a refund am I eligible for?
As above, inside of 4 weeks there are no refunds for any reason. Outside of 4 weeks prior to race day, no matter the reason for cancelling your entry, you are eligible for a 70% refund. The reason for this is that there is a physical and administrative cost to processing your refund. The cost of that is 30% of the entry fee.
Once again, we try to be as clear as we can with the above policy. The only way to ensure parity across the board is to have one clear policy and stick to it, however much of blow it comes to a runner who discovers they are unable to run the race they have entered.