Terms and Conditions
Each rider will need to commit to raising the minimum sponsorship amount as stated below for The Prince's Trust in addition to the non-refundable registration fee. The money raised is to be donated exclusively to The Prince's Trust and no other charity. Minimum pledge for the Classic 45 Mile Route and Ultra 90 Mile Route is £150 (not including Gift Aid).
Palace to Palace Terms and Conditions
These terms and conditions (the “Agreement”) are to ensure that you fully understand the risks associated with taking part in The Prince's Trust's Palace to Palace 2023 (henceforth referred to as the ' Event'). They are designed for your safety and the safety of other participants. Please read carefully to avoid problems later.
This Event is to raise funds exclusively for The Prince's Trust (“PT”). The event delivery is managed by WILLIAM MARTIN LIMITED (“WMP”)
To register for the Event, you agree to pay a non-refundable fee to The Prince's Trust (“Registration Fee. By registering for this Event, you also pledge to raise the minimum commitment of £150 (not including Gift Aid) for The Prince's Trust. The money raised is to be donated exclusively to The Prince's Trust and no other charity. By registering you agree to abide by T&Cs and any instructions provided to you from time to time by PT and/or WMP.
The date of each registration shall be the date on which you receive an online confirmation. You may only register online. The online confirmation will only be sent after the receipt by PT, in cleared funds, of the Registration Fee.
PT and WMP are not responsible for technical, hardware or software failures of any kind, lost or unavailable network connections, or failed, incomplete, garbled or delayed computer/Internet transmissions or other errors or malfunctions of any kind which may in any way prevent registration.
Except where either The Prince's Trust or WMP, at its sole discretion, refuses a participant entry to the Event, all Registrations Fees are non-refundable. If for any reason the Event is cancelled or postponed please contact us for further arrangements by emailing firstname.lastname@example.org. When asking for donations, you must make clear to any donor that the donation will be used to help change young people's lives through The Trust’s programmes. As a result, any donation will not be refundable, even if you do not take part in or complete the Event.
Please remember to fundraise in a manner which could not reasonably cause detriment to the reputation of PT. PT reserves the right to revoke your place in the Event if you breach this requirement.
We may cancel the Event if circumstances beyond our reasonable control arise, including, without limitation, war, civil or political unrest, threat of terrorism, inclement weather conditions, public health crisis, Government guidance in relation to social contact.
In such circumstances:
• we will endeavour to stage the Event at a later date either at the same or similar location
• you will have the right to take part in the re-staged Event; and
• if you are unable to take part in the re-staged Event you will receive a refund of the Registration Fee only.
• We will communicate changes to the event and how to claim your deferred place to all participants using the email address used at registration
PT and WMP reserve the right to change the time, date and/or venue and format of the Event and to cancel the Event, in whole or in part, without notice or liability to the Participant.
If we are unable to reorganise the Event you will receive a refund of the Registration Fee only.
In the event of cancellation of the Event we will have no responsibility for any costs incurred as a result of cancellation including any travel or accommodation costs, including your travel to the Event location.
This Event involves cycling on open roads which is a potentially dangerous activity and whilst we will take reasonable care in making this a safe event, you are agreeing to take part at your own risk by registering. Apart from The Mall at the start of the route, there are no further road closures.
All participants must be aged 16 or over on the date of the Event. Any participants under 18 must be accompanied by an adult (over 18).
It is your responsibility to ensure that your fitness levels, health and wellness are appropriate for you to undertake the Event safely. Any participant with a medical condition or unsure of their physical ability to take part in the Event is advised to take medical advice from a general practitioner prior to the Event.
Any medical information that we have about you will be used to treat you should you need medical attention on the day. Our access to this information in no way implies our approval that you are fit, healthy and safe to participate in the Event – you and your general practitioner must make this judgement.
PT and WMP shall arrange for the availability of an appropriate number of first aid and medical personnel according to the nature of the Event. You hereby authorise such medical personnel (both on-site or on-call) to administer first aid treatment or any medical treatment or to transport you in the event of any illness, accident or injury suffered by the you in connection with his/her participation in the Event. PT and WMP shall not be liable for such treatment or transportation by such third party. You shall be responsible for any medical or transport expenses specifically incurred in connection with any illness, accident or injury sustained or occurring in connection with participation in and/or attendance at the Event (please see and follow our recommendations in the Insurance section below).
At all times during the Event you must adhere to all instructions given by the Event officials.
It is your responsibility to ensure that you have the correct equipment, footwear and clothing for the Event, taking the weather conditions into account. We will endeavour to provide reasonable access to water during the Event, subject to reducing the spread of infectious illnesses, which may mean taking measures to reduce disposable and/or used cups/bottles and reduce queuing. However, it is ultimately your responsibility to ensure that you are adequately hydrated and take your own measures to have access to water throughout the Event.
You are not permitted to be accompanied by your pets or other animals when participating in the Event.
Your participation in the Event is personal to you, you are strictly prohibited from swapping or selling your place in the Event, from allowing any other person to wear the Event number allocated to you, participate in your place, or from covering up your Event number. If you are found to be in breach of this condition we reserve the right to exclude and/or eject you from this Event and future Events.
Unregistered participants are not permitted into the start or finish area or the race itself and will be removed from the course by security. All resources provided by PT and/or WMP for registered
participants, including but not limited to hydration, first aid and finisher packs, are reserved solely for registered participants. If you see an unregistered participant, please report this to the nearest official.
Finisher packs and rewards only for registered participants who complete the Event. PT makes no representations about the content or value of any such packs and/or rewards.
PT and/or WMP will not be liable in any way to you as a result of damage to or loss of the electronic timing chip and shall not be responsible in any way for any failure to provide or any failure of the technology of the electronic timing chip on the day of the Event.
You can use an e-bike, however, it must comply with the following: The e-bike must be fitted with pedals that are capable of propelling it, the electric motor must not exceed 250 watts and the electrical assistance must cut out when the e-bike reaches 15.5mph.
You are solely responsible for procuring, transporting and keeping your bike safe.
Limitation of liability
The Prince's Trust, WMP, managers and promoters of this Event cannot accept liability for injury, loss or damage caused or sustained as a result of participation or registration in this Event (except where such liability cannot be excluded by law).
This includes, but is not limited to, limitation of liability in respect of items posted to participants which have been lost or misplaced.
You are strongly advised to obtain personal accident insurance cover as well as adequate material loss/damage insurance cover in respect of your bicycle and personal property and any loss or injury you may cause to a third party.
We shall procure and maintain appropriate third party liability insurance for the Event for our own benefit. You:
(a) acknowledge that you are not entitled to benefit under such insurance where any claim is made against you by a third party for death, personal injury or damage to property arising out of or in connection with your negligent actions or omissions whilst participating in the Event; and
(b) shall indemnify us and keep us indemnified against any claim made against us by a third party for death, personal injury or damage to property arising out of or in connection with your negligent actions or omissions whilst participating in the Event.
You will provide The Prince's Trust with reports regarding all accidents, incidents, safeguarding issues and first aid in which you are involved.
Personal data & Images
The personal data provided at registration will be used for organisation and administration of the Event. We may share your information with event partners as necessary for Health & Safety or Safeguarding purposes or if an accident occurs or an incident arises so that they can conduct full investigations.
The event will be photographed at different stages, and we may use the photo or video footage for reasonable publicity of the event and The Prince’s Trust.
If you become ill during or after the Event and/or receive medical attention or treatment from an Event medical provider, or any doctor or hospital, you authorise such persons to provide your details
(including details of medical treatment) to the Event Organiser or others authorised by the Event Organiser, subject to maintaining appropriate levels of confidentiality.
PT/WMP reserves the right to refuse entry to the Event, ask you to cease participation and/or exclude you from future similar events if:-
a. you fail to follow instructions given by Event officials; b. you attempt to participate in the Event in a manner that we, acting reasonably, believe: -
(i) may cause injury to you; (ii) may cause injury to another participant; (iii) may damage or harm the environment; or (iv) is likely to cause offence;
c. in our opinion you are unfit to participate in the Event due to:-
(i) the consumption of alcohol; (ii) the use of drugs; (iii) an injury or illness; or
d. you fail to arrive at the start location at the specified time; e. you are unable to make sufficient progress in the Event to allow you to complete the event in line with timelines explained in the Event information (found on the Event website), and set by Event officials; f. you take part in any ambush marketing activity;
g. you are ineligible to participate in the Event;
h. you remove or cover up your Event number.
CUT OFF TIMES
This Event will have strict cut off times that will be enforced. The cut off times are to ensure that all participants have completed the route within the permitted Event duration. These cut off times are stipulated on the Event website and will be communicated once more at the start of the Event.
You understand that if you do not reach the designated check points by the stipulated cut off times you will not be permitted to continue and to complete the Event.
Neither PT nor WMP shall have any liability for loss or damage caused or sustained as a result of ejection or exclusion from this or any other Event.
We reserve the right to reduce the course distance, change the course, or make any other amendment to the Event that we deem necessary to stage the Event. Any change to the Event will be communicated to you at the Event or sooner if practicable.
If any provision of the Agreement is invalid or unenforceable, in whole or in part, the validity of the remainder shall not be affected.
The Agreement does not create, confer or purport to confer any benefit or right enforceable by any person not party to it.
PT reserves the right to amend, remove or add any terms and conditions at any time.
This Agreement shall be governed by English law, and the parties submit to the exclusive jurisdiction of the English courts.