King’s Lynn Triathlon Club : Event Terms and Conditions

Sunny Hunny Triathlon 2026 - Terms and Conditions

The following definitions shall apply within these Terms & Conditions;

"The Event Organiser" - Kings Lynn Triathlon Club : The organisation organising and delivering the event.
"The Event" - Sunny Hunny Triathlon to be held on Sunday 10th May 2026 : The event entered.
"The Participant" - The individual(s) who wish to enter or have entered the Event via the online entry system.

King’s Lynn Triathlon club may also be referred to by the name KLTC in some correspondence, and online.

The British Triathlon Federation (BTF) is a company registered in England and Wales with its registered office at Loughborough University, PO Box 25, Michael Pearson East, 1 Oakwood Drive, Loughborough, LE11 3WX. Registered company number 02995438.

1. Conditions of Entry

By completing the designated entry process participants are agreeing to abide by the following terms and conditions. The Participant agrees that neither British Triathlon, nor any of the Home Nation Associations will be liable to the Participant for any matter connected with the Event. The contract is between the Event Organiser and the Participant.

By entering a permitted event taking place in England, Scotland or Wales, you do so confirming that you will have public liability insurance (minimum indemnity of £5million) in place for the duration of the event. Proof of valid public liability insurance may be requested at the event and in the case of any subsequent third party claims made against you.

2. Completion of Entry process

It is the Participant's responsibility to provide accurate and truthful information when completing the entry process, any errors in data entered is the responsibility of the Participant.
If at any point the organiser discovers that the Participant has provided false or inaccurate personal information, or that the information provided means that the participant is ineligible to participate in the Event the Event Organiser reserves the right to refuse entry or disqualify the Participant, without any refund of the entry fee or administration fee. Should the participant notice an error post entry, such as incorrect swim estimate, the participant is to email the Event Organiser as soon as possible.

3. Payment

Each Participant is required to pay the entry fee in full, along with any administration fees which may apply at the time of entry. Once payment is received and entry is confirmed, the fee is non-refundable other than as set out in sections 5 & 6 below. Administration fees are non-refundable in all circumstances.

4. Confirmation of Entry

Entry into the Event is confirmed by KLTC’s chosen online entry system via email to the email address provided by the participant upon completion of the entry process.

5. Participant's Withdrawal - Policy & Refunds

If the Participant wishes to withdraw from the Event before 1200 on 01/05/2026 they can do so using the link provided in their registration confirmation email to log in to their event profile. Withdrawals after this date can only be performed by informing the Event Organiser in writing by email to events@kltri.co.uk. The email subject title must be "WITHDRAWAL". No other method of withdrawal is accepted by the Event Organiser. Providing the withdrawal notice is provided within the applicable time limits, the Event Organiser will confirm the withdrawal by email to the Participant within 5 working days. If no response to the withdrawal request is received the Participant can contact the general club using their online contact form at www.kltri.co.uk.

Withdrawing from the Event is irrevocable; if notice of withdrawal is given under this section then the Event Organiser will remove the Participant's name from its start lists and other official documentation. A refund of 75% of registration fee will be paid for withdrawals made before 1200 10/03/2026 and 50% before 1200 on 01/05/2026. All withdrawals after this date will be non refundable.

For clarity, during registration the Event Organiser only receives their event registration fee payment from the Participant. Any Race Pass fee is paid directly to British Triathlon.

The Participant hereby acknowledges and agrees that any refund that may be due will be payable by the Event Organiser and that British Triathlon or any Home Nation Association will not be liable in any way for the said refund. Similarly, the Event Organiser is not liable for any race pass refunds and the Participant should contact British Triathlon directly with proof of withdrawl, as set out in their own terms and conditions of sale.

6. Transfer & Swapping of Entries

Entries cannot be deferred to future editions of the Event. Any participants and other involved individuals who are found to have swapped their entries other than through official routes will be banned from participating in all future events promoted by the Event Organiser, and referred to the relevant Home Nation Association who may choose to implement further disciplinary action.

Where the club has a waiting list operational for an event and the event is full, any cancelled places will be offered to the next registrant on the waiting list for a limite timeframe.

7. Race information

The race information is published on the event website. It is the Participant's responsibility to read, understand and abide by the race information. The Event Organiser reserves the right to alter the race information at any time without notice.

8. Event Registration

Details of the registration process are contained within the race information. It is the responsibility of the participants to attend registration during the published times. Participants are required to attend registration to collect their race packs, those unable to attend may nominate another individual to collect their race pack if that individual is in possession of the entry confirmation email and a form of photo ID of the participant. Participants must have photo ID (drivers licences, passport etc) and provide proof of valid BTF membership to register for the event and be issued their race pack. Participants unable to prove they hold a valid BTF race license at registration will be required to purchase a BTF race pass from the event organiser directly. Race packs will not be posted out and can only be collected during the published times. If you do not register for the Event you will not be entitled to compete.
Details of the BTF Race Pass can be found on their website www.britishtriathlon.org/race-pass.

9. Photography

The Event Organiser has the right to use images, photographs and footage taken by their contracted photographers and employees at the Event. These images will be used for the purposes of promoting, reporting and broadcasting the Event, and any other promotion related to the business activities of the Organiser.

Any individual who does not wish to have their image used by the Event Organiser for these purposes must inform the Event Organiser via email no later than one week prior to the Event. Notification closer to, or after the Event can be made and the Event Organiser will endeavour to prevent images of that individual being used, but cannot guarantee it. If such an image is published, please notify events@kltri.co.uk with a link to the image and it will be removed as soon as practically possible.

For events where children under the age of 18 years are competing, participants, spectators and attendees are required to comply with the Photography Policy published on the Event website.

10. Competition Rules

The Event is run in accordance with British Triathlon Competition Rules, which can be viewed at www.britishtriathlon.org/competitionrules except where stated i.e. elite races.
It is the Participant's responsibility to know and abide by the rules, and to ensure their equipment and its use complies with the rules. Where cut-off times apply, the Event Organiser reserves the right to remove Participants that do not meet those times or have, in their opinion, no realistic chance of meeting those times. In this situation no refund will be made to the Participant.

11. Event Changes

The Event Organiser reserves the right to change or amend any details relating to the Event at its sole discretion due to circumstances beyond its reasonable control, including by way of changing distances or disciplines. This includes the right to alter start times etc.

12. Event Cancellation

If the Event is cancelled for reasons beyond the Event Organisers control, including without limitation fire, storm, act of terrorism, "act of god", serious medical incident (including Covid-19), then the Participant will not be entitled to any refund or compensation of other losses and any refund that the Event Organiser decides to make will be within the absolute discretion of the Event Organiser. However, they will endevour to refund as much as possible once reasonable costs have been deducted, such as payment processing fees and fixed costs.

13. Liability

If you have purchased a British Triathlon Race Pass, you are required to adhere to the terms and conditions as set out on the British Triathlon website. These can be found at www.britishtriathlon.org/race-pass/race-pass-terms. As a Day Member, you receive public liability insurance up to a £15million limit of indemnity to cover you whilst you are competing in a British Triathlon permitted event. The insurance also covers the cost of defending a claim against you if you are held responsible for loss, damage or injury to someone else or their property, less the £250 excess which you will be required to pay in the case of damage to third party property. Confirmation of your insurance cover can be found on the British Triathlon Insurance Zone website .

Participation in the Event is at the Participant's own risk. The Participant irrevocably agrees to hold harmless, indemnify and reimburse the Event Organiser from and for any sum, costs or expenses (including legal and professional fees) incurred, payable or paid by the Event Organiser to any person (including the Participant and/or any of the Participant's insurers) in connection with any accident, loss, damage or injury (including death) arising out of the Participant's attendance at and participation in the Event or any part thereof (except where any such injury or death is caused by the negligence of the Event Organiser or any of its employees) and the Event Organiser's liability to the Participant is excluded to the fullest extent permissible by law.

Other than as stated below, the Event Organiser shall not be liable for any loss, damage or expense arising from an event of Force Majeure. The Event Organiser, its staff, agents or contractors shall not be liable for indirect or consequential loss or damage.

The Event Organiser will not be liable for any computer result errors or any technical malfunctions.
Whilst the Event Organiser takes every care with staging the event, the Participant acknowledges that personal accident and personal items insurance is his/her sole responsibility. The Event Organiser shall not be liable to the Participant for any loss or damage of or to personal equipment belonging to the Participant, or any indirect or consequential loss or damage whatsoever arising out of the Participant taking part in the Event; or for any loss of business; revenue or profit; loss of reputation; anticipated savings or wasted expenditure; pledges made on your behalf or by you to charity.

The Event Organiser will not be liable for any actions of any spectators or other third parties.

14. Medical Conditions & Information

All Participants are required to provide emergency contact details as part of the entry process, and to disclose any known medical conditions to the Event Organiser. The Event Organiser reserves the right to refuse entry and not to provide a refund, if a Participant fails to provide this information or the information provided is known to be false.

It is the Participant's responsibility to ensure they have the right level of physical ability to complete the Event. If you know or are concerned that you have a medical condition which might interfere with your safe participation in the Event, before you enter you should seek advice from a relevant medical professional and follow that advice. Please see our Health Commitment Statement for more advice (below).

15. Privacy Notice - Collection and Use of Your Personal Data

Your personal information will be used for administrative purposes to complete your entry into the Event and for contacting you in relation to the Event you have entered.

Your personal medical information will only be shared on a need-to-know bases to key event team, such as event director, BTF technical official, first-aiders and lifeguards.

Personal information is shared with British Triathlon, (incorporating Triathlon England, Triathlon Scotland, Welsh Triathlon) in order to help them administer their race pass service. The information shared may include name, address, telephone number, date of birth and gender (if provided). Further information about how British Triathlon uses this information can be found in the British Triathlon Privacy Notice.

Your personal information will not be used for any other reason and will not be shared with any other organisations unless we are legally required to do so, it is legal to do so, we have stated as such and/or asked your permission. You may contact us if you wish us to delete your details after the event, otherwise they will be kept on record for 1yr after the event before being deleted so we may contact you about future events. Further details on how we use your personal information can be found within King's Lynn Triathlon Club's Privacy Notice.

16. Welfare

This permitted triathlon event acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and British Triathlon requirements.

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Health commitment statement:

Your health is your responsibility. The Event Organiser is dedicated to helping you take every opportunity to enjoy your participation in the Events safely. With this in mind, we have carefully considered what we can reasonably expect of each other.

This Health Commitment Statement sets the standards that the Event Organiser and the Participant can reasonably expect from each other in regards to the health of the participant.

Our commitment to you:

We will respect your personal judgement and allow you to make your own decisions about what exercise you can carry out. However, we ask you not to exercise beyond what you consider to be your own abilities.

We will make every reasonable effort to make sure the Event is organised to accepted safe operational standards for you to enjoy.

We will make all reasonable steps to ensure first aid is available at the Event to an industry standard. If you tell us you have a disability, either during the entry process or prior to the event, we will consider what adjustments, if any, are reasonable for us to make to enable you to participate.

Your commitment to us:

You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with your safe participation in the Event, before you enter you should seek advice from a relevant medical professional and follow that advice. It is the decision of the Participant, not the Event Organiser, to determine whether they are fit enough to participate in the Event. If the Participant is in any doubt, it is their responsibility to seek medical advice.

You should let the Event Organiser know immediately if you feel unwell whilst participating in the Events. Our marshalls are not qualified Doctors, but there will be qualified first aid provision in attendance at the Event.
If you have a disability, you must follow any reasonable instructions to allow you to complete our event safely.