Event rules:

These Rules apply to Shining Light on the Dark South Waikato event and by registering for the event, you agree to comply with them.
The Event is organised by Shining light on the Dark South Waikato.

Participant Entry

1. Entrants under the age of 18 must have the permission of their parent or legal guardian before registering to take part in the Event.
2. Participants under the age of 16 must be accompanied at the Event by their parent or legal guardian (or by an over 18 year old who has the permission of that participant’s parent or legal guardian).
3. We reserve the right to refuse entry to any participant who is under age, not accompanied as required or unable to provide their event registration confirmation, photo ID or other satisfactory proof of age when requested to do so by an Event official.
4. No refunds policy
5. No late entries policy.  Any registration received after the cut-off date of the 31^st January will not be allowed.
6. There is a maximum of 50 teams with 10 members ONLY per team.  First in First serve policy.
7. Minimum of at least 1 participant and up to a maximum of 5 participants (excluding first and final lap) must be on the track at all times for the duration of the Event..

Changes and Last Minute Arrangements

1. We reserve the right to postpone and/or cancel the Event in our absolute discretion due to factors such as (but not limited to) adverse weather conditions.

General Health and Safety

1. Participants must ensure they are sufficiently fit and healthy to take part in the Event. Anyone unsure of their physical ability to take part in the Event must seek medical advice from a General Practitioner prior to the Event.
2. We reserve the right to refuse entry to the Event in our absolute discretion if for whatever reason we consider a person unfit to take part. We may also ask you to withdraw during the Event if we have concerns about your ability to complete it due to fitness, injury or otherwise. If you continue, you do so with the understanding that you absolve us and Shining Light on the Dark South Waikato of all and any responsibility and progress entirely at your own risk.
3. We take all reasonable steps to minimise the risk of injury to participants during this event. There is a risk assessment process in place for the Event which aims to minimise or eliminate the risk to everyone taking part. However, by taking part in the Event, you acknowledge that it is potentially hazardous and that there may be conditions or circumstances beyond our control that can lead to unforeseen risks.
4. All participants, volunteers and spectators enter and attend the Event entirely at their own risk.
5. Participants must call the Event organiser or report to an Event marshal, should they decide not to finish the route before the close of the Event.
6. Participants are responsible for ensuring they are wearing appropriate attire (including footwear) when taking part in the Event, taking into account the nature of the Event, the weather forecast and the terrain involved. We reserve the right to refuse entry to the Event to anyone with inappropriate or missing equipment or clothing.
7. All participants must walk/run with care and attention and abide by any other rules stipulated by the Event organiser, Event marshals, police and officials.
8. First aid facilities will be provided. But any major incidents should be reported to 111.
9. By taking part in the Event, you consent to receiving medical treatment administered by medically qualified personnel during the Event if required in any circumstances where you are unconscious or otherwise incapable of making a decision regarding medical treatment.

Liability

1. The Committee and Shining Light on the Dark South Waikato shall not be liable for any injury or loss to persons or their property that might occur as a result of their participation in or attendance at the Event other than in respect of any death or personal injury arising out of the Committee’s or Shining Light on the Dark South Waikato negligence. For the avoidance of doubt, nothing in this clause shall exclude or limit the Committee’s or Shining Light on the Dark South Waikato liability for any liability that cannot be excluded or limited by law.

Conduct

1. Shining Light on the Dark South Waikato is a family event where there is a strictly NO ALCOHOL, DRUGS OR SMOKING OF ANY KIND POLICY to be at the event or outside the designated areas.  Please refer to the Event map for allocated smoking areas.
2. Anyone behaving inappropriately or in a manner such as to cause disturbance or annoyance to other guests or participants will be asked to leave.
3. All participants must abide by our rules.
4. NO DOGS –  Certified Guide dogs/service/assistance dogs ONLY. No other animals permitted on the premises during the day of the event.

What you must bring on the day

We recommend that you bring the following items with you:

• Water and food as required, however food stalls will be available.
• Suitable clothing and footwear (taking into account the weather forecast)
• A mobile phone with full battery
• The emergency procedure and emergency contact details (provided at the start)
• Camping equipment e.g. tent/gazebo/chairs

Use of Personal Data

1. By providing personal data to the Committee and/or Shining light on the dark, South Waikato when you register for the Event, you confirm that you consent to such data being used by the Committee and Shining light on the dark, South Waikato for the purposes of organising, staging and administering the Event.
2. 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.
3. In the case of an emergency, the Committee and Shining light on the dark, South Waikato may pass any personal details provided (either when registering for the Event or otherwise) to the emergency services or health care professionals, and also use them for the purposes of contacting emergency contacts. If you provide personal details on behalf of someone else, you confirm that you have their consent for their details to be used in this way.
4. Participants consent to their details (which will be obtained by medical providers if participants are treated by them at the Event) being passed to the Committee and to Shining light on the dark, South Waikato. These details shall only be used for administration and health and safety purposes and to fulfil legal obligations.
5. All personal data held by Shining light on the dark, South Waikato will be handled in accordance with Shining light on the dark, South Waikato Privacy Statement

Shining light on the dark, South Waikato (“we”) promises to respect any personal data you share with us, or that we get from other organisations and keep it safe.  We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

Photography/Videography

1. By taking part in the Event, all participants, volunteers and spectators agree that they are happy for their names and any video footage, stills or photographs taken of them during the Event by the Committee or Shining light on the dark, South Waikato (or by their service providers or agents) to be used by the Committee and Shining light on the dark, South Waikato to publicise the Event and for commercial and/or fundraising purposes including, but not limited to, television broadcasts, advertising, publications, marketing material, merchandise, social media, personalised direct mail, social media and other documents that may be made available to the public.
2. The Committee and/or Shining light on the dark, South Waikato may appoint third party photographers to take photographs at the Event. All participants agree that photographs featuring them may be sent to them, to other people also featured in those photographs and to children’s parents/legal guardians where children are featured in those photos. Whilst photographers will try to obtain parental/legal guardian’s consent before taking images where children are more than just incidentally included, this cannot be guaranteed.

Sponsorship Money and Donations

1. Any monies raised in connection with the Event are held on trust for Shining light on the dark, South Waikato future events.

You have a legal responsibility to ensure that all sponsorship monies/donations received by you for the Event are paid to Shining light on the dark, South Waikato.