Entry Policies


Entry Process


Individuals

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Each entrant 18 years or older must enter themselves, using their own unique email address. Participants under 18 must have a parent or guardian enter on their behalf.


MTB Teams

MTB team

Registration requires one team member to register as the team captain, and the other team member to then join the team.

Step One: MTB Team Captain Registration. Once you have registering as team captain, you will be supplied a unique team code (check your confirmation email). Please inform your team mate of the team code to join your team.

Step Two: MTB Team Member Registration. Once you have the team code from the team captain sign up online and enter the team code in the optional code area. Follow steps through to enter personal details and you'll receive a confirmation email at the completion of the process.


Withdrawals


Key Dates

1 July 2021 Entries open for 2022
1 August 2021 Transport bookings open
31 OCTOBER 2021 75% refund closes
31 JANUARY 2022 50% refund closes
11 February 2022 Last day to change your MTB start wave & Personalised bibs cut off
15 FEBRUARY 2022 25% refund closes
25 February 2022 Transport refunds close at 12pm
25 February 2022 Person-to-person transfers close at 5pm
25 February 2022 All entries and transport bookings close at midnight

*All times are based on NZST


Withdrawals

If you need to withdraw due to 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.


Refund Your Entry

**If your entry was transferred from the 2021 event please read the 2021 Transfer Cancellation Policy below**

 

Refunds for entries received from 1 July 2021;

Withdrawals submitted up until midnight 31 October 2021 will receive 75% refund of the entry fee paid.

Withdrawals submitted between 1 November 2021 and midnight 31 January 2022 will receive 50% refund of the entry fee paid.

Withdrawals submitted between 1 February 2022 and midnight 15 February 2022 will receive 25% refund of the entry fee paid.

Withdrawals submitted after midnight 15 February 2022 will receive no refund. And no rollover / transfer entries are available.

Requests for withdrawals must be notified to the organisers via info@motatapu.com. 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.

 

2021 Transfer cancellation policy (entries that were rolled over from the 2021 event)

As per the terms and conditions, 2021 transferred entries are not eligible for refunds. i.e. the refunds outlined above is not available to transferred entries. You can transfer your entry to someone else or you can change between events (i.e. Marathon to Miners Trail).
See below for how to do this.

 

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

Changes submitted up until midnight 31 January 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 February 2022 and midnight 25 February 2022 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 January 2022 are permitted at no cost.

Changes submitted between 1 February 2022 and midnight 25 February 2022 are permitted with a $25 change fee.

 


 COVID Cancellation Policy

The event can only operate if New Zealand is in Alert Level 1.
This policy only applies to the 2022 event.

If the event has to be cancelled prior to Friday 25 February 2022, 5pm due to NZ Government COVID-19 restrictions the following policy will apply.

Athletes will be given 2 options;

Option A - Entry Transfer to 2023

  • Entry transferred to the 2023 event (this will happen automatically)

  • Only Entries that are paid in full are eligible for this option

  • Entries are only transferable to the 2023 event

  • Transferred entries are not eligible for refunds. i.e. the cancellation policy for 2023 will not be available to transferred entries.

  • Free entries are not eligible for transfer

Option B - Receive a refund

  • 70% 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 the event has to be cancelled after Friday 25 February 2022, 5pm due to NZ Government COVID-19 restrictions the following policy will apply.

Athletes will be given 2 options;

Option A - Entry Transfer to 2023

  • Entry transferred to the 2023 event

  • Only Entries that are paid in full are eligible for this option

  • Entries are only transferable to the 2023 event

  • Transferred entries are not eligible for refunds. i.e. the cancellation policy for 2023 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

 


Transport CANCELLATION Policy

Transport cancellation requests submitted up until midday Friday 25 February 2022 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 info@motatapu.com


Transfers


Transfer Your Entry To Someone Else

Participants can transfer their race entry to someone else until 5pm, Friday 25 February 2022 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.


Transfer Your Entry To A Different Event

Participants can request to transfer their entry between different events until the event is sold out or online entries have closed. Once the event is sold out and entries have closed to that event, no transfers will be accepted.

A transfer fee of $25.00 will be charged for all transfers between events.

If you decide to upgrade your event to a longer distance event and space is available, you will need to pay the difference in entry fees.

If you decide to downgrade your event to a shorter distance event and space is available, unfortunately we are not able to refund the difference in entry fees.

If you would like to transfer between race distances, then please email us at info@motatapu.com