Guidance on your options if you can no longer attend

Here is a simple breakdown of our terms and conditions to explain your options if you have an entry, but can no longer attend. Please note that our published terms and conditions supersede any discrepancies, inaccuracies, or inferred terms otherwise arrived at from this page.

 

Why can’t I just get a refund?

There are considerable upfront organisational costs associated with the Northern and Lakes Traverse. Entry fees provide a stable base from which we can both plan our races and honour our commitments to partners, environments, and communities. It’s a year-round job to maintain relationships, do vital event preparation work, develop the people and systems required to deliver excellent events. Entry fees also help us to commit time and resources to doing what we do in the most sustainable way that we can.

Please note, for the 2022 event only, the previous terms and conditions will be honoured with regards to refund percentages available to all those who entered before Wednesday 17th November 2021 (i.e. entered when Open Adventure was the owner of the event). See this special provision section at the bottom of the event schedule in the terms and conditions.

 

What happens if I can no longer attend?

  • You could transfer your entry to a new participant (who you find) and then receive a refund of your entry fee, minus £15 admin fee (more details on how to transfer below).
  • You could defer to the next edition of the event. Depending on when you choose to defer, a percentage of the instalment payments can be put towards an entry into the next edition of the race (more details on how to defer below). Only valid for Northern Traverse.
  • You may have enhanced your refund options upon entering? (this was only possible for those entering from 17th November 2021 onwards)
  • You could just cancel and lose all paid to date.

 

How do I transfer my entry?

Firstly, you are responsible for finding someone to replace you. We do not hold a waiting list. Once you have found someone, you must send us their name and email address, so that we can invite them to enter the race by the transfer deadline.

Once the new participant – your replacement – has accepted their invite from us and has matched the entry fee you paid only then can we organise a refund for you. The refund will be for your entry fee, minus the £15 admin fee. Please allow up to 30 days for refunds to be processed.

Bear in mind that as we get closer to the event, it may get harder to find someone who is keen to take your place!

 

The transfer deadline date

This is normally ~2 weeks before the start of the event. Please check the Event Schedule for exact details.

Do you have any tips on finding someone to take my entry?

We would recommend posting on trail and ultra running social media groups.

 

How do I defer my entry?

Deferring your entry is only possible on the Northern Traverse. Sorry, Lakes Traverse bookings cannot be deferred.

  • It is only possible to defer to the following edition of the event (i.e. not two years later).
  • A percentage of the balance can be deferred.
  • There is no admin fee of £15 when deferring.

The earlier you defer the better – as a higher percentage of the balance can be carried over towards an entry into the next edition of the event.

There is a sliding scale of how much of the balance can be carried over – take a look at the Event Schedule to see the deferment scale.

An example:

  • If you pay an entry fee of £550 and choose to defer more than 7 months prior to the event, then 91% of the fee may be deferred. 91% of the fee is £500.50, which is the amount that can be put towards an entry into the next edition of the event*.

*Remember that the entry fee could change from year to year so you would effectively be required to pay any additional amounts due in order to secure your entry the following year if the entry fee goes up.

 

Why a sliding-scale?

As we get closer to the event, we will have incurred more costs relative to each participant until a point when there is no reduction in our costs to organise an event if a participant does not attend. Read more about our thoughts on this.

 

You want to defer, what happens next?

Once you have decided to defer, let us know and we will cancel your current entry and note the deferment. Just before entries go live to the next edition of the event, we will be in touch to ask you to take up your reserved place via an invite from SiEntries. This invite will automatically apply the correct discount that you are due, having deferred. As long as you accept this invite for your reserved place then you will have a guaranteed spot into the next edition of the event.

The deferment deadline date

This is normally just over a month before the start of the event. Please check the Event Schedule for exact details.

 

What if I get injured?

We would recommend that you consider the options already discussed – transfer or defer your entry.

You may have enhanced your refund options upon entering?

Whilst our standard terms and conditions of entry are generous in offering participants some options (transferor defer) if they have to withdraw, these are somewhat limited (e.g. they are only possible up to a certain date before the event takes place)

If you opted for it during checkout when first entering, refundable.me can help you if you have to pull out of the event due to unforeseen circumstances, like an injury.

Please check out the refundable.me wording here to find out what is covered.

Alternatively, it is your responsibility to obtain appropriate insurance to cover your participation in the Event (and any loss, or injury which may occur as a result of such participation).

 

What happens if something comes up at work?

We would recommend that you consider the options already discussed – transfer or defer your entry.

 

What happens if something else important in life comes along?

We would recommend that you consider the options already discussed – transfer or defer your entry.

 

What happens if I get pregnant?

Please see our pregnancy deferral policy

 

Pre-Ourea Events’ ownership terms

The following will be honoured to all those who entered before Wednesday 17th November 2021 (i.e. entered when Open Adventure was the owner of the event):

In the event of [your] cancellation, a refund following the schedule below will be given minus £10 admin fee per person. Please note that no refund can be offered if you cancel with two months or less to the event date.

Less than 2 months – no refund
2-4 months – 50% refund minus admin fee
4-6 months – 75% refund minus admin fee
More than 6 months – Full refund minus admin fee