Entry Policies
Saturday 4 March 2023

Entry Policies

JOIN US ON
4TH MARCH 2023

Key Dates

From 25 May 2022 Transfer entries from 2021 & 2022 will be emailed entry instructions.

If you have not received entry instructions by 1 June please contact us

7 June 2022, 12pm 2023 entries open
30 September 2022 75% refund closes (excludes transferred entries)
31 December 2022 50% refund closes (excludes transferred entries)
11 February 2023 Last day to change your MTB start wave & Personalised bibs cut off
24 February 2023 25% refund closes

Transport refunds close

Person-to-person transfer close

All entries and transport bookings close

*All times are based on NZST.

Booking Protect

Booking Protect is a third-party refund protection. It is an optional service offered to athletes at the time of entry. Purchasing refund protection through Booking Protect allows you to request a full refund in the unfortunate event that you cannot attend due to any of their predefined covered circumstances some of which are listed below, click here to view the full terms and conditions.

If taken out Booking Protect will provide a full refund of the entry fee should you or anyone in the team be unable to attend due to;

  • Injury or illness happening to you, or a member of your immediate family.
  • Adverse weather including snow, frost, fog or storm where the Police or Government have issued travel warnings.
  • The mechanical breakdown, accident, fire or theft en route of a private vehicle taking you to the booked event.

Booking Protect is available to athletes who have transferred their entry from 2022. In this situation, the Booking Protect fee payable will be based on the entry fee price at the time of the entry, this means a refund would be available, if covered by Booking Protect terms and conditions, to the value of the entry fee at the time of entry into the 2023 event. Booking Protect does not cover you if the event is forced to cancel the event – refer to the cancellation policy below.

Booking Protect costs an additional 8% of the entry fee price. Further information can be found here.

2023 Cancellation Policy

**If your entry was transferred from the 2022 event please read the Transfer Cancellation Policy below. The 2023 cancellation policy does not apply to roll-over/transfer entries.**

If you need to withdraw due to a change in plans or an injury, you can choose to either refund your entry on the current policy or transfer your entry to someone else, as per the transfer and refund policies below. There are no transfers to the following year's event.

Withdrawals submitted up until midnight 30 September 2022 will receive 75% refund of the entry fee paid.

Withdrawals submitted between 1 October 2022 and midnight 31 December 2022 will receive 50% refund of the entry fee paid.

Withdrawals submitted between 1 January 2023 and midnight 24 February 2023 will receive 25% refund of the entry fee paid.

Withdrawals submitted after midnight 24 February 2023 will receive no refund. And no rollover / transfer entries are available.

Requests for withdrawals must be notified to the organisers via [email protected]. Refunds will be made via the method your entry was paid (i.e. either credit card or internet banking). Refunds will be made within 10 working days of submission.

Transfer Cancellation Policy

Entries that were rolled over from the 2022 event

As per the terms and conditions outlined at the time of the rollover being offered, transferred entries are not eligible for refunds. i.e. the refunds outlined above are not available to roll over entries. You can transfer your entry to someone else or you can change between events (i.e. Marathon to Miners Trail).

Entry Changes

Changes between events (i.e. Marathon to Mountain Bike)

Changes submitted up until midnight 31 December 2022 are permitted with the difference (if any) in entry fee required to be paid (no refund if event participant is changing to has a lower entry fee).

Changes submitted between 1 January 2023 and midnight 24 February 2023 are permitted with the difference (if any) in entry fee required to be paid plus a $25 change fee (no refund if event participant is changing to has a lower entry fee).

Personalised bibs will no longer be available after 11 February.

UDC Mountain Bike Team Member Changes

Changes submitted up until midnight 31 December 2022 are permitted at no cost.

Changes submitted between 1 January 2023 and midnight 24 February 2023 are permitted with a $25 change fee.

Transfers

Transfer Your Entry To Someone Else

Participants can transfer their race entry to someone else until 5pm, Friday 24 February 2023 using the approved transfer process via Event Plus. No transfers will be accepted after this date.

It is not permitted to transfer your race entry to someone else other than through this process, including on Race Day.

It is very important for health and safety reasons for us to know the correct identity of every athlete on course, and accordingly it is strictly prohibited to race under another person’s race bib.

Any athletes caught doing this will be disqualified and may be prevented from entering future events.

The process for transferring your entry is as follows:

A transfer fee of $25.00 will be charged to the new athlete.

It is not possible to transfer your entry to someone else to a different event (i.e. Miners Trail to Off-Road Marathon).

It is up to the athletes to arrange payment of the entry fee from the new athlete to the withdrawing athlete, organisers will not get involved in this process

The transfer must be completed within 3 days or will be cancelled.

All transport tickets are non-transferable. The person purchasing the transferred entry will need to purchase new transport tickets at the time of the online transfer.

To transfer an entry to someone else the initial registrant logs into their Event Plus account, click ‘Summary’ from the left-hand menu, under the event you wish to transfer click the ‘transfer’ button, you will need to enter the email address for the athlete you wish to transfer the entry to. The new athlete will be sent an email with instructions on how to accept the transfer.

To visit the official Facebook page for Athlete Transfers & Re-sales click here.

COVID Cancellation Policy 2023

2022 rollover entries are not eligible for a further rollover as per the terms and conditions outlined when either a refund or transfer was selected by the athlete. The refund option below is not applicable to rollover entries.

If the event has to be cancelled prior to Friday 24 February 2023, 5pm due to NZ Government COVID-19 restrictions the following policy will apply.

Athletes who enter and pay their entry fee from 7 June 2022 will be provided the following 2 options;

Option A - Entry Transfer to 2024

  • Entry transferred to the 2024 event
  • Only entries that are paid in full are eligible for this option
  • Entries are only transferable to the 2024 event
  • Transferred entries are not eligible for future refunds. i.e. the cancellation policy for 2024 will not be available to transferred entries.
  • Free entries are not eligible for transfer

Option B - Receive a refund

  • 70% of the entry fee paid will be refunded
  • Refunds will be made via the method your entry was paid (i.e. either credit card or internet banking)
  • Refunds will be made within 20 working days of submission

If the event has to be cancelled after Friday 24 February 2023, 5pm due to NZ Government COVID-19 restrictions the following policy will apply.

Athletes who enter and pay their entry fee from 7 June 2022 will be provided the following 2 options;

Option A - Entry Transfer to 2024

  • Entry transferred to the 2024 event
  • Only entries that are paid in full are eligible for this option
  • Entries are only transferable to the 2024 event
  • Transferred entries are not eligible for future refunds. i.e. the cancellation policy for 2024 will not be available to transferred entries.
  • Free entries are not eligible for transfer

Option B - Receive a refund

  • 25% of entry fee paid will be refunded
  • Refunds will be made via the method your entry was paid (i.e. either credit card or internet banking)
  • Refunds will be made within 20 working days of submission

If a cancellation takes place due to Covid athletes will be provided at least 2 weeks to decide whether to take the transfer or refund option, if the athlete doesn't confirm within the timeframe the entry will automatically be refunded and entry is withdrawn.

Transport Cancellation Policy

Transport cancellation requests submitted up until midday Friday 24 February 2023 will receive a 90% refund of their transport fee.

Transport cancellation requests submitted after this will receive no refund of their transport fee.

If you would like to cancel your transport booking please email us at [email protected]

Wavier

Click here to download the event Waiver.  The waiver will be available to view, read and accept during the entry process. Entries will only be accepted from athletes that agree to the waiver.

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