Definitions & Booking

1.1 “Event” means any duathlon or multi-sport event organised by Gwydra Events Limited and booked via the Let’s Do This platform.

1.2 “Booking” means your registration and payment (or payment arrangement) for an Event via the Let’s Do This platform.

1.3 “We”, “us”, “our” refers to Gwydra Events Limited.

1.4 A legally binding contract is formed between you and us once your Booking is submitted and a Booking Confirmation is issued by Let’s Do This.

2. Payment & Price

2.1 The Event fee is as displayed on the Let’s Do This booking page at the time of booking, inclusive of applicable taxes unless stated otherwise.

2.2 Payment must be made in full at the time of booking (or in accordance with Let’s Do This payment terms) to secure your place.

2.3 Failure to complete payment by the required date may result in cancellation of your entry without refund.

3. Non-Refundable Entry Fees

3.1 All Event entry fees are non-refundable once payment has been processed, for any reason.

3.2 Exceptions are strictly limited to:

• Clause 5 (Deferrals)

• Clause 6 (Event Cancellation by Us)

3.3 Participants who are pregnant, or who have given birth within 12 months of the Event date, may cancel their entry and receive either:

• A full refund, or

• A free deferral to a future Gwydra Event

4. Name Changes / Transfers

4.1 Name changes (participant substitutions) are permitted up to 28 days before the Event date.

4.2 A handling fee of 5% of the full entry fee applies. Requests must be made in writing by email and the substitute participant must meet all Event eligibility requirements.

4.3 Name changes requested within 28 days of the Event date will not be accepted.

5. Deferrals

5.1 You may request to defer your entry to a future Gwydra Event of equal monetary value (“Next Event”).

5.2 Deferral requests must be submitted in writing at least 28 days before the Event date.

5.3 Deferrals requested within 28 days of the Event date will not be accepted and the entry will be forfeited.

5.4 No refunds are issued for deferred entries.

5.5 If the Next Event entry fee is higher, the difference must be paid. If lower, no refund will be issued.

6. Event Cancellation, Postponement or Alteration

6.1 We reserve the right to cancel, postpone, or alter an Event due to circumstances beyond our reasonable control, including but not limited to:

• Adverse weather

• Force majeure

• Safety concerns

• Venue or permissions issues

• Insufficient entries

6.2 If an Event is cancelled in full, you will be offered either:

• A transfer to a suitable alternative Gwydra Event of equal value, or

• A full refund of your entry fee

6.3 If an Event is postponed or materially altered (including date, time, or significant route changes), you may choose to:

• Accept the revised arrangements

• Transfer to the Next Event

• Receive a refund

6.4 We shall not be liable for any additional costs incurred, including travel, accommodation, loss of earnings, or other indirect losses.

7. Eligibility, Conduct & Participation

7.1 You confirm that you meet all eligibility requirements stated on the Event page, including age, fitness, and equipment requirements.

7.2 You participate entirely at your own risk and are responsible for ensuring you are physically and medically fit to compete.

7.3 We reserve the right to refuse or remove any participant who:

• Fails to meet eligibility requirements

• Acts in an unsafe or disruptive manner

• Breaches these Terms

No refund or deferral will be provided in such circumstances.

7.4 You must follow all instructions given by event marshals, officials, medical staff, and Event personnel at all times.

8. Photography, Video & Media

8.1 By entering an Event, you consent to the use of photographs, video, or other media taken during the Event for marketing, promotional, and reporting purposes.

8.2 If you do not wish your image to be used for marketing, you must notify us in writing prior to the Event.

9. Limitation of Liability

9.1 To the fullest extent permitted by law, our liability to you arising out of or in connection with the Event is limited to the entry fee paid.

9.2 We shall not be liable for any loss, damage, illness, injury, or death arising from participation in the Event, except where caused by our negligence.

9.3 Nothing in these Terms excludes or limits liability for:

• Death or personal injury caused by negligence

• Fraud or fraudulent misrepresentation

10. Data Protection

10.1 Personal data will be collected and processed in accordance with our Privacy Policy.

10.2 By booking an Event, you consent to the use of your personal data for event administration, communication, safety management, and marketing.

11. Changes to Terms

11.1 We reserve the right to amend these Terms at any time.

11.2 The Terms applicable to your Booking are those in force at the time of booking.

12. Governing Law & Jurisdiction

12.1 These Terms shall be governed by the laws of England and Wales.

12.2 Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Conduct Towards Marshals, Volunteers & Staff

All participants must treat marshals, volunteers, officials, and staff with respect at all times.

13.1 Abusive, aggressive, threatening, discriminatory, or intimidating behaviour will not be tolerated.

13.2 Participants must comply with all instructions issued by marshals and staff for safety and operational reasons.

13.3 Marshals and Event staff are authorised to make immediate decisions relating to safety and event flow. Their decisions are final on the day unless overturned by the Event Director.

13.4 Breaches may result in warnings, time penalties, disqualification, removal from the Event, or refusal of entry to future Gwydra Events.

14. Inherent Risk & Assumption of Risk

14.1 You acknowledge that duathlon and cross-duathlon events involve inherent risks, including but not limited to:

• Physical exertion

• Falls and collisions

• Uneven or slippery terrain

• Adverse weather

• Equipment failure

• Interaction with other participants, vehicles, animals, and members of the public

14.2 Certain Events include trail running, mixed-surface cycling, and off-road cycling, which carry an increased risk of serious injury or death.

14.3 By entering an Event, you knowingly and voluntarily accept and assume all inherent risks associated with participation, except where caused by our negligence.

15. Medical Fitness & Personal Responsibility

15.1 You confirm that you are medically fit and capable of completing the Event.

15.2 You are responsible for monitoring your own physical condition before and during the Event.

15.3 You must withdraw immediately if you believe continuing would pose a risk to your health or safety.

15.4 We strongly recommend seeking medical advice if you have any doubts about your fitness to participate.

16. Equipment & Safety Responsibility

16.1 You are responsible for ensuring that all equipment used is safe, well-maintained, and suitable for the terrain and conditions.

16.2 Helmets must meet recognised safety standards and must be worn when required.

16.3 We reserve the right to refuse participation or remove any competitor using unsafe or inappropriate equipment, without refund.

17. Weather & Environmental Conditions

17.1 Events may take place in challenging or variable weather and environmental conditions.

17.2 It is your responsibility to assess whether conditions are safe for you to participate.

18. Event Rules & Authority

18.1 Events are conducted in accordance with Event-specific rules, safety briefings, and instructions issued by Gwydra Events Limited.

18.2 Failure to comply with Event rules may result in penalties, disqualification, or removal from the Event.