Entry Policies

*All times are based on NZST.

For XCover refund requests, you first need to activate your XCover Account. If this is your first time logging in to your XCover Account, you first need to find the confirmation email from XCover and click the link to set up your XCover Account. Make sure you check your spam folder if you can’t find your confirmation email in your emails. Once you have set up your XCover Account, you can view your documents and start a claim.

XCover Terms & Conditions

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**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.

Entries cannot be transferred to the following year.

Requests for withdrawals can be notified via completing the form below or contacting 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.

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).

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 20 January.

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.

Transfer Your Entry To Someone Else

Participants can transfer their race entry to someone else until midnight, Friday 24 February 2023 using the approved transfer process via EventPlus. 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 EventPlus 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.

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 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]

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.