Booking Terms & Conditions
Schedule 1 - Bloomberg Square Mile Relay General Terms and Conditions
By completing and submitting an Online Booking Form, the Customer agrees with the event organiser, that they have read and agreed to be bound by these terms and conditions (the “Terms”).
1. Definitions and Interpretation
1.1. The words and expressions set out herein shall, save where the context otherwise requires, have the following meanings in these Terms:
|“Data Protection Laws”||means the Data Protection Act 1998, the Privacy and Electronic Communications Regulations (2011) (as amended), the Investigatory Powers Act 2016, and any other successor legislation (including Regulation (EU) 2016/679 of the European Parliament and the Council (General Data Protection)).|
|“Agreement”||means the agreement entered into by the Event Organiser and the Customer, comprising the relevant Online Booking Form, the subsequent Online Confirmation and these Terms;|
|“Customer”||means the individual responsible for completing the relevant Online Booking Form;|
|“Event”||means the 10-mile relay race organised by the Event Organiser and known as the “Bloomberg Square Mile Relay” to be held on the Event Day at the “Venue”|
|“Event Day”||means Event Date specified in Schedule 2 of these Terms and Conditions or such other date as may be advised by the Event Organiser;|
|“Event Fee”||means the total fee for the Event (exclusive of VAT), as detailed on the Online Event Form and payable by the Customer upon completion and submission of the Online Event Form;|
|“Event Organisers”||Means Square Mile Sport Services Ltd (SMS) and the local delivery agency contracted by SMS as detailed in Schedule 2 of these Terms and Conditions|
|“Event Partner”||means those third parties who are official Event partners, sponsors and/or suppliers;|
|"Guests"||means the individuals for whom the Customer purchases the Hospitality Package, the number of which is set out in the Online Hospitality Confirmation;|
|"Hospitality Fee"||means the total fee payable for the Hospitality Package (exclusive of VAT), as detailed on the Online Hospitality Form and payable by the Customer upon completion and submission of the Online Hospitality Form;|
|"Hospitality Package"||means the hospitality package chosen by the Customer on the Online Hospitality Form and confirmed on the Online Hospitality Confirmation;|
|“Online Booking Form”||means the Online Event Form and/or the Online Hospitality Form on the Website;|
|“Online Confirmation”||means the Online Event Confirmation and/or the Online Hospitality Confirmation;|
|“Online Event Confirmation”||means the e-mail confirmation sent by the Event Organiser to the Customer at the e-mail address provided by the Customer on the Online Event Form confirming the Customer's registration for the Event;|
|“Online Event Form”||means a registration form provided by the Event Organiser and completed and submitted by the Customer on the Website in order to participate in the Event;|
|“Online Hospitality Confirmation”||means the e-mail confirmation sent by the Event Organiser to the Customer at the e-mail address provided by the Customer on the Online Hospitality Form confirming the Customer's registration for the Hospitality Package;|
|“Online Hospitality Form”||means a registration form provided by the Event Organiser and completed and submitted by the Customer on the Website in order to purchase the Hospitality Package at the Event;|
|“Participant”||means a participant entered by the Customer in the Event;|
|“Participant Team”||means a team consisting of a minimum of eight (8) and a maximum of ten (10) Participants of which a minimum of eight (8) are employees from the company registering; If a corporation has less than 20 employees, they are able to group together with one other company who also has less than 20 employees in order to form a team, but at least four (4) employees from the registered corporation must still participate in that team.|
|“Parties”||Means the Event Organisers and the Participant|
|“Square Mile Sport Services Ltd”||means Square Mile Sport Services being a limited liability partnership registered in England and Wales with registration number OC335861 and whose registered office is at 5th Floor, 110 High Holborn, London, WC1V 6JS|
|“Personal Data”||means the participant’s name, delivery address, email address, phone number, race number, t-shirt size, gender, medical conditions, emergency contact information, age, and company name|
|“Venue”||means the Event Location specified in Schedule 2 of these Terms and Conditions|
|“Terms and Conditions”||Means the participant terms and conditions, relating to the Event, as set out below.|
|“Website”||means the website at URL: http://www.squaremilerelay.com|
1.2. Unless the context otherwise requires words denoting the singular shall include the plural and vice versa and words denoting any one gender shall include all genders and words denoting persons shall include bodies corporate, unincorporated associations and partnerships.
1.3. References to any statute shall include references to such statute as it may after the date of this Agreement from time to time be amended, supplemented or re-enacted.
1.4. Any reference to a Clause shall be deemed to be a reference to a clause of this Agreement.
1.5. The headings in this Agreement are inserted for convenience only and shall not affect its construction.
1.6. The words “include(s)” or "including" are not to be treated as a word of limitation.
1.7. In the event of conflict between the terms of the relevant Online Booking Form and the subsequent Online Confirmation, the terms of the Online Confirmation shall prevail. In the event of conflict between the terms of either the relevant Online Booking Form or the subsequent Online Confirmation and these Terms, these Terms shall prevail.
2. Event Registration
2.1. Only persons aged 18 years or above on the Event Day may be registered for or participate in the Event.
2.2. To register a Participant Team for the Event the Customer must complete the Online Event Form and pay the Event Fee in accordance with Clause 3 below. All requests to register for the Event are subject to acceptance by the Event Organiser, and such acceptance will be confirmed to the Customer by the Event Organiser transmitting the Online Event Confirmation to the Customer.
2.3. The Customer will only receive an Online Event Confirmation after a validly completed Online Event Form has been received by the Event Organiser and the Event Fee has been received in cleared funds or invoiced in exceptional circumstances (approved on a case-by-case basis). Online Event Forms will not be accepted once the Event has reached its full capacity of Participant Teams or as otherwise determined by the Event Organiser at its absolute discretion.
2.4. The Event Organiser is 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 prevent receipt by the Event Organiser of an Online Booking Form or by the Customer on an Online Confirmation.
2.5. Registration is only open to corporations and a minimum of eight (8) runners in each team must be employed full time by the corporation entering a team in the race. To qualify for the Mixed Team category, a team must comprise of at least one male runner and a minimum of four different female runners, who each need to complete one lap of the one-mile course - the rest of the team can be filled with runners of either gender.
2.6. All Participants and Participant Teams must comply with all race rules, which include, but are not limited to, those listed below:
2.6.1. TEAM ELIGIBILITY
a. Each team should consist of 10 participants, but the minimum number of participants per team is 8 - in this situation, 2 participants must run another lap each in order for the team to complete all 10 laps. No participant is permitted to run more than 2 laps.
b. Participants are permitted to run in only one team at any given race and must be at least 18 years of age on the race date.
c. A minimum of 8 individual participants in each team must be employed by the corporation or be a member of the professional organisation or learned society entering the race - verification of eligibility must be provided upon request.
d. If a corporation has less than 20 employees or members, they are able to group together with one other corporation that also has less than 20 employees or members in order to form a team, but at least half of the participants in the team must be employees or members from the registered corporation.
e. There are 3 different team categories in the race: Overall, Mixed and Female. Team Eligibility Rules 1-4 apply to all 3 categories.
f. All teams will be eligible for the Overall category.
g. To be eligible for the Mixed category, a team will need to consist of at least 4 individual female participants, running a minimum of one lap each, and at least 1 male participant, running at least one lap – the rest of the team can be filled with either gender.
h. To be eligible for the Female category, a team will need to consist of female participants only.
i. The fastest 3 Overall teams, the fastest Mixed team and the fastest Female team will be awarded after the race has finished, but if the race needs to be stopped for any reason the awards will only be presented to teams that have completed at least 5 laps.
2.6.2. RACE RULES
a. Every team must complete 10 laps of the designated one-mile (1.6km) course.
b. There can only be one participant per team on the course at any given time.
c. Should any participant wish to walk instead of run during their lap, always keep to the side of the course to prevent blocking other participants.
d. Your race baton contains your timing chip. Participants can only pass the baton by hand to their own team members in the transition area opposite the race pens - throwing, rolling or kicking the baton is not allowed.
e. After handing the baton to their team member, the participant must immediately move into the Finish Area. The last participant must return their team baton to staff in the finish area.
f. Each participant is required to display their bib number clearly throughout the race on the front of their t-shirt or vest.
2.7 The Bloomberg Square Mile Relay is open to team of employees from corporations, small and large businesses and financial institutions or members of a professional organisation or learned societies. Company and employee or member eligibility determinations shall be made exclusively by Square Mile Sport. (Event Owner) and/or its authorized representative. All decisions shall be final. Verification of eligibility must be provided upon request.
2.8 Clubs, unions, political, social, sporting and similar organizations or institutions, are not authorised for entry, but their participation is at the discretion of the race organiser.
All company teams acknowledge that company entries which do not qualify under these rules, whether or not they have been accepted initially by the Race Organizer, may be rejected by the Race Organiser at their discretion before the race and their race entry fee will be refunded in full.
3.1. In consideration of the provision of participation places for the Participant Team in the Event, the Customer agrees to pay the Event Fee in the amount and manner specified in the Online Event Form.
3.2. In consideration of the provision of the Hospitality Package at the Venue, the Customer agrees to pay the Hospitality Fee in the amount and manner specified in the Online Hospitality Form.
3.3. The Customer acknowledges and agrees that their obligation to pay the Event Fee and/or the Hospitality Fee in its entirety to the Event Organiser arises upon submission of the relevant completed Online Booking Form.
3.4. Payment of the Event Fee and/or the Hospitality Fee will be taken when the Customer completes and transmits the relevant Online Booking Form through the secure online payment facility.
3.5. The Hospitality Fee shall not, for the avoidance of doubt, include any additional amounts which may be payable by the Customer, the Participants or any Guests for hospitality services purchased at the Event.
3.6. In the event that for any reason the Customer's completed Online Booking Form is not accepted, the Event Organiser will use reasonable endeavours to refund any payment received from the Customer as soon as reasonably practicable.
3.7. The Event Organiser accepts no responsibility for currency conversion fees and cross border fees or other bank charges imposed by the customer’s bank in addition to the stated race fee. These fees are applied by banking institutions entirely and are in no way applied by either Stripe (the payment gateway) or the Event Organiser. The application of the fees may vary between individual banking institutions, as each has their own policies and discretion in relation to the treatment of such fees, but in all cases the Event Organiser will not refund any of these additional charges over and above the race fee.
4. Cancellation, Amendment and Refusal of Entry
4.1. No refunds shall be provided in the event that:
4.1.1. A Participant Team or any Participant fails to take part in the Event; or
4.1.2. the Customer or the Guests fail to utilise the Hospitality Package for any reason whatsoever, save in exceptional circumstances, as determined by the Event Organiser at its absolute discretion, which, for the avoidance of doubt, shall not include oversight of diary commitments or failure to acknowledge the full Event scheduling or holidays.
4.2. The Event Organiser reserves the right to:
4.2.1. Change the time, date, venue and format of the Event or cancel, delay or postpone the Event, in whole or in part, without liability to the Customer, subject to the notification by the Event Organiser of any such change on the Website and via e-mail to each Participant Team captain; and
4.2.2. refuse any Participant's entry to the Event or disqualify any Participant from the Event in the event that the Participant is;
220.127.116.11. not wearing the assigned official Event race number;
18.104.22.168. ineligible to participate in the Event (or if participation in the Event should have been refused for any reason);
22.214.171.124. participating in the Event without having accepted the injury waiver and release conditions set out in Clause 7.2.10;
126.96.36.199. found to have consumed or to have in his possession any drugs, illegal substances, performance enhancing substances or intoxicants of any kind; or
188.8.131.52. in the reasonable opinion of the Event Organiser, in breach of these Terms.
4.2.3. For the avoidance of doubt, the Event Fee shall not be refundable or transferable following the occurrence of any of the events set out in this Clause 4.2.
4.2.4 The Event Organiser has no liability for any costs or expenses that may be incurred by a Customer or Participant as a result of the occurrence of any of the events set out in this Clause 4.2.
4.3. It is the Customer’s responsibility to check the particulars of the relevant Online Confirmation. In order for any errors to be rectified, they must be notified to the Event Organiser within seven (7) days of receipt of the relevant Online Confirmation.
5. The Event
5.1. Within the final one (1) week prior to the Event, the Event Organiser will provide the Customer with a digital race pack containing event-related information.
5.1.1. The race bibs and race baton will be collected by the Team Captain in the Race Village on the Event Date
5.1.2. Additional Hospitality Vouchers will be available for collection in the Race Village
5.2 The Event Organiser will take reasonable steps to assess the safety and suitability of the Event location prior to the Event.
5.3 A limited supply of water and an appropriate number of first aid and medical personnel will be made available by the Event Organiser at the Event for the benefit of the Participants.
5.4. Participant Teams’ official running times at the Event can only be recorded via the digital timing chip located in the race baton provided to each Participant Team.
6. The Hospitality Package
6.1. Lost vouchers or wristbands can be replaced by the Event Organiser if the Customer provides a minimum of three (3) working days' notice. An administration fee of £5 per replacement voucher or wristband will be charged to the Customer.
7. Customer and Participant Obligations
7.1. The Customer hereby confirms that they are authorised to enter into this Agreement on behalf of each Participant and that they will provide each Participant with a copy of these Terms in advance of the Event.
7.2. By entering into this Agreement, the Customer and each Participant acknowledge and agree as follows:
7.2.1. to abide by the rules, instructions and regulations published and displayed from time to time by the Event Organiser or given on the day of the Event by race marshals, officials and/or police;
7.2.2. the official Event race number is personal to the Participant Team and accordingly, each Participant agrees:
184.108.40.206. to wear the official Event race number assigned to the Participant Team; and
220.127.116.11. not to authorise or permit any third party to use the Participant Team official Event race number for the Event without the prior written consent of the Event Organiser;
7.2.3. not to bring to the Event, or whilst participating in the Event use, any drugs, illegal substances, performance enhancing substances or intoxicants of any kind;
7.2.4. that the Event Organiser reserves the exclusive right and royalty-free licence throughout the world (and, the Participant hereby grants the Event Organiser such exclusive right and licence) to interview and/or photograph and/or film Participants at the Event (or subsequent to the Event as the Event Organiser may reasonably require) and to the unlimited use in perpetuity in all current and future media (including print, audio, audio visual, virtual media, the Internet, mobile telephony and so-called "4-G" and “LTE” technologies, CD-ROM or DVDs) of the Participant's name, likeness and image or facsimile image, signature, voice, video and film portrayals and other means of identification of the Participant, and any biographical or other information or data related to the Participant (including race times and results), in connection with the production, advertisement, marketing or promotion of the Event;
7.2.5. that any medical information provided by a Participant or the Customer on behalf of a Participant in relation to the Event may be used to treat or otherwise assist the Participant as a result of illness or injury at the Event;
7.2.6. that the Event Organiser shall be under no obligation whatsoever to process, analyse, or otherwise take action on, any medical information provided by a Participant or the Customer on behalf of a Participant;
7.2.7. to inform the Event Organiser of any change in their medical condition from the date of the Online Event Confirmation up to and until the Event Day;
7.2.8. that medical personnel (both on-site or on-call) are hereby authorised to administer first aid treatment or any medical treatment to the Participant and transport them in the event of any illness, accident or injury suffered by the Participant in connection with their participation in the Event;
7.2.9. the Participant will be responsible for any medical or transport expenses incurred in connection with any illness, accident or injury sustained or occurring in connection with participation in and/or attendance at the Event; and
7.2.10. that participation in and training for the Event involves potentially dangerous physical activity and inherent risks and dangers of accidents, personal injury (including death) and loss or damage to property. The Participant represents that the Participant is healthy and fit to run, they understand and have considered and evaluated the nature, scope and extent of the risks involved, and voluntarily and freely choose to assume these risks (except where any such personal and bodily injury, including death, is caused by the gross negligence of the Event Organiser or any of its agents, officers or employees).
7.3. The Customer and each Participant hereby represent to the Event Organiser as follows:
7.3.1. that they will (and where applicable will procure that the Guests will) comply with any directives and guidelines issued by the Event Organiser, including any terms and conditions relating to the Hospitality Event; and
7.3.2. that the Hospitality Package, vouchers or wristbands relating thereto and any other items supplied by the Event Organiser shall not be sold or transferred.
8. Indemnity and Limitation of Liability
8.1. The Event Organiser shall not be held liable for any act or omission by any person not employed directly by the Event Organiser.
8.2. The Customer hereby agrees to irrevocably indemnify and hold harmless, and reimburse the Event Organiser from and against all liabilities, claims, actions, proceedings, loss, damage, costs or expenses (including legal and professional fees) suffered or incurred by the Event Organiser in connection with any accident, loss, damage or injury arising from a Participant's attendance at, participation in, or training for, the Event and/or the attendance by any Guests at the Venue.
8.3. Subject to Clause 8.11, the Event Organiser will not be liable in any way to a Participant as a result of any failure of the technology in the timing chip contained in the official Event race baton.
8.4. Subject to Clause 8.11, the Event Organiser will not be liable to the Customer or any Participants or Guests in contract, tort (including, without limitation, negligence) or otherwise in connection with the Event for loss of revenues, profits, contracts, business, anticipated savings, data, goodwill or reputation or for any special, indirect or consequential losses.
8.5. Subject to Clause 8.11, the Event Organiser's total liability shall in any event be limited to the amount of the Event Fee (less 10% for administration costs) and any Hospitality Fee (less 10% for administration costs) paid.
8.6. The Event Organiser does not provide any insurance, whether life or medical or liability, for any illness, accident, injury, death, loss or damage that may arise in connection with the attendance at, and/or participation in, the Event by each Participant. Each Participant is advised to obtain such insurance themselves.
8.7. Subject to Clause 8.11, the Event Organiser will not be liable in any way for any loss or damage suffered by the Customer or the Guests howsoever caused resulting from any element of the Hospitality Package not being available to the Customer or the Guests.
8.8. The Event Organiser shall have no responsibility for any property or personal effects left at the Venue or deposited with employees of the Event Organiser by the Customer, the Participants or the Guests.
8.9 If at any time it is discovered that any Participant or Participant Team should have been ineligible to participate in the Event (or if participation in the Event should have been refused for any reason whatsoever) the Event Organisers reserve the right to disqualify from/refuse entry to such Participant or Participant Team to the Event. Further, the Event Organisers reserve the right to reject at any time any Online Registration Form which is believed to be fraudulent, or to disqualify any Participant or Participant Team believed to have not complied with the Terms and Conditions from attending, or participating in any future Square Mile Sport events. The Event Organisers shall not be liable in any way to the Participant or Participant Team as a result of any such disqualification or refusal.
8.10. Without prejudice to clause 8.2, the Customer represents and agrees that it will irrevocably indemnify the Event Organiser in respect of any damage accidentally, intentionally or negligently caused by the Customer, the Participants or the Guests to any property belonging to or in the control of the Event Organiser (including the Venue). In the event that such damage does occur, the Customer shall, within seven (7) days of the Event Organiser's letter outlining the damage to be remedied, ensure payment of any costs arising from such damage.
8.11. Nothing in the Terms shall affect the Event Organiser's liability:
8.11.1. for death or personal injury resulting from the gross negligence of the Event Organiser or a deliberate act or omission of the Event Organiser, its employees or agents;
8.11.2. for breach of statutory duty;
8.11.3. for fraud or fraudulent misrepresentation; or
8.11.4. to the extent that liability cannot be excluded or limited by law.
8.12. Nothing in these Terms shall affect any statutory rights to which the Participant may be entitled to as a consumer.
9. Data Protection
10.1. The Event Organiser shall not be liable to the Customer, the Participant or any Guests or be deemed to be in breach of the Agreement by reason of any delay in performing, or any failure to perform, any of the Event Organiser's obligations in relation to the Event if the delay or failure was due to any cause beyond the Event Organiser's reasonable control. Without limiting the foregoing, the following shall be regarded as causes beyond the Event Organiser's reasonable control:
10.1.1. act of God, explosion, flood, abnormally inclement weather, tempest, fire or accident;
10.1.2. war or threat of war, sabotage, insurrection, civil disturbance or requisition;
10.1.3. acts, restrictions, regulations, bye-laws, prohibitions or measures of any kind on the part of any governmental, parliamentary or local authority;
10.1.4. import or export regulations or embargoes;
10.1.5. strikes, lock-outs or other industrial actions or trade disputes (whether involving employees of the Event Organiser or of a third party);
10.1.6 difficulties in obtaining raw materials, labour or similar.
10.2. Where the items referred to in Clauses 5.1 and 6.1 above are posted to the Customer, the risk in the goods shall pass to the Customer upon the items being posted to the address given by the Customer. The Event Organiser shall not be liable for any loss, damage or cost arising from the delivery or non-delivery of such items.
10.3. The details of the Event shown in any material supplied by the Event Organiser to the Customer are correct at the time of printing but the Customer shall be responsible for checking with the Event Organiser that no alterations have been made.
10.4. This Agreement and the Release and Waiver constitute the entire agreement between the Event Organiser and the Customer with respect to its subject matter, and shall supersede any and all prior agreements, representations or understanding between the parties, whether written or oral.
10.5. If any provision of the these Terms (or part of any provision) is found by any court or other authority of competent jurisdiction to be invalid, illegal or unenforceable, that provision or part-provision shall apply with the minimum modification necessary to make it legal, valid and enforceable and the validity and enforceability of the other provisions of the Agreement shall not be affected.
10.6. Nothing in this Agreement shall be deemed to constitute a joint venture, partnership or relationship of agency or employment between the parties.
10.7. No term, condition or provision of this Agreement shall be enforceable by a person who is not a party to it.
10.8. The granting by any party of anytime or indulgence in respect of any breach of any term of this Agreement by the other shall not be deemed a waiver of such breach and the waiver by any party of any breach of any term of this Agreement by the other shall not prevent the subsequent enforcement of that term and shall not be deemed a waiver of any breach.
10.9 The Customer shall not assign this Agreement without the prior written consent of the Event Organiser.
This Agreement (and any non-contractual disputes arising out of it) shall be governed by and construed in accordance with the laws of England and Wales and the parties to this Agreement hereby submit to the exclusive jurisdiction of the Courts of England and Wales.
Schedule 2 - City Specific Information
|CITY||LOCAL DELIVERY AGENCY||EVENT DATE||VENUE|
|DUBAI||Promoseven Sports Marketing, Emarat Atrium Building, 4th Floor - Wing B Office No. 454, Sheikh Zayed Road, P.O.Box 6834, Dubai, U.A.E.||13 February 2019||Dubai International Financial Centre|
|MUMBAI||CAB Experiences, C 061 C, 6th Floor Super Mart I, DLF City Phase – IV, Gurgaon - 122002||15 March 2019||Jio Garden, BKC|
|SYDNEY||Fairfax Events & Entertainment The Commons, Level 4, 80 Market Street, South Melbourne VIC 3205||4 April 2019||Barangaroo Reserve|
|NEW YORK||LeadDog Marketing Group 440 9th Ave, New York, NY 10001, USA||2 May 2019||Seaport District NYC|
|TOKYO||Sunny Side Up Inc 8F JPR Sendagaya Bld. 4-23-5 Sendagaya, Shibuya, Tokyo 151-0051||TBC||Marunouchi|
|SAN FRANCISCO||LeadDog Marketing Group 440 9th Ave, New York, NY 10001, USA||TBC||Pier 27, 780-942 The Embarcadero, San Francisco, CA 94111|
|SAO PAULO||RED DOOR Rua Urussuí, 300 - Itaim Bibi, São Paulo||TBC||Parque do Pvo|
|SHANGHAI||Goldjoy International Ltd Room 508, Donghuan Building, No.474, Huanshi Dong Road, Guangzhou. Post Code: 510075||TBC||Shanghai Oriental Sports Hub|
|LONDON||Square Mile Sport Services Ltd 5th Floor, 110 High Holborn, London, WC1V 6JS||26 September 2019||Guildhall Yard, Gresham St, London EC2V 7HH|
|SINGAPORE||Yello Marketing Agency Pte. Ltd. 8 Burn Road, #10-15 Trivex, Singapore 369977||TBC||The Promontory, Marina Bay|
|HONG KONG||Yello Ltd. 19/F, Bupa Centre, 141 Connaught Rd W, Sheung Wan, Hong Kong||TBC||Edinburgh Place, Central|