Guide Dogs Events Fundraiser Agreement

(g) I shall not conduct any raffle, lottery or public collection without first contacting the Guide Dogs Events Team.

(h) I accept that, in the event I have received a guaranteed Guide Dogs place, no income related to this fundraising can be reallocated to other fundraising products, including Name a Puppy.

3. Health

(a) I acknowledge that it is my responsibility to fully prepare myself for the physical challenge of the event and participate at my own risk. If necessary, I shall seek medical advice prior to the event. I will not hold Guide Dogs responsible for any accident, injury or illness sustained from my participation in the event.

4. Withdrawal

(a) I agree to let Guide Dogs know as soon as possible if I need to withdraw from the event and acknowledge that I can only defer my place once. Any money raised can also be rolled over to count towards my fundraising total.

5. Cancellation

(a) In the event that the event is cancelled for any reason, I will not hold Guide Dogs responsible for any loss, damage or claim that arises in relation to the event.

6. Data Protection

(a) I acknowledge and consent to any photos or film footage taken of me as part of my participation in the event be used for promotional and marketing purposes for this event and for any future Guide Dog events.  If I have any concerns or do NOT wish to be part of these materials, I will contact Events@guidedogs.org.uk

(b) If the event is organised by a third party, I acknowledge that Guide Dogs may share my contact details with the organiser of the event.

(c) Guide Dogs will never share your data with any other third parties or used in any other way, unless you agree. 

Fundraising and donations

1. Participants in the Event pledge to raise the minimum fundraising target of £75.00 (excluding gift aid). You understand all funds raised are towards your event fundraising target and will not count towards other Guide Dogs products such as Name a Puppy.
2.  All participants have a legal responsibility to ensure that all sponsorship monies or donations received in connection with the Event are paid to Guide Dogs. We ask you to do so within 4 weeks of the Event. You can do so by:
   
   a. Raising money online using a JustGiving Page.
   
   b. Pay in your fundraising with a credit or debit card via the Guide Dogs website, or by calling 0800 953 0113.
   
   c. Send your sponsorship forms and a cheque payable to Guide Dogs to the following address: Guide Dogs, Hillfields, Burghfield Common, Reading, RG7 3YG.
3. Participants ask asked to return their completed sponsorship forms to Guide Dogs, so we can claim Gift Aid on eligible donations.
4. Participants should not bring their sponsorship money to the Event, as we do not have suitable cash handling facilities to correctly manage and fulfil the Guide Dogs process.
5. Details of the names and addresses of, and amounts donated or pledged by, all donors either on an online fundraising page, or a sponsor form. Such details should be available to Guide Dogs on request. It is your responsibility to make this clear to your sponsors.
6. When fundraising, collection donations or approaching sponsors, we ask participants do so within the legal guidelines and fundraising code of practice. This includes:
   
   a. Not carrying out ‘door to door’ or unsolicited collections.
   
   b. Not collecting in any public place without first obtaining the relevant licence from the local authority.
   
   c. Not collecting on private property (including shops, pubs etc.) without obtaining the owner’s permission.
   
   d. Refraining from conducting any raffle, lottery or public collection without first contacting the Guide Dogs Events Team.

Cancellations and changes

1.  Your registration for the Event is personal to you, places may not be transferred to another person or Event.
2. If you are unable to participate, you must cancel your attendance by informing the Guide Dogs Event Team on events@guidedogs.org.uk. If you do so you accept:
   
   a. If already received, your will return any materials sent to you to Guide Dogs.
   
   b. All monies paid to Guide Dogs, including registration fees where relevant are non-refundable and will be treated as a donation.
   
   c. Any sponsorship already raised and paid will not be returned unless requested by individual donors to events@guidedogs.org.uk. It is your responsibility to communicate this to your sponsors.
   
   d. Guide Dogs will not be help responsible for any losses or costs incurred by cancellation.
3. We reserve the right to change any planned routes at the Event to accommodate any unforeseen circumstances that may impact Charity staff, participants, volunteers and spectators. Where possible, we will notify participants in advance of significant changes.
4. If the date of the event is affected due to reasons beyond our control, we will make all reasonable attempts to reschedule. If the event cannot be rescheduled, it will be cancelled and the below will apply:
   
   a. Participants will be contacted via email to confirm cancellation of the Event.
   
   b. All monies paid to Guide Dogs, including registration fees where relevant can be refunded.
   
   c. Participants must request their refund by emailing events@guidedogs.org.uk before the date stated in the cancellation email.
   
   d. Once this date has passed, any monies not requested to be refunded will be treated as a donation to Guide Dogs.

Accessibility

1. We aim to be as inclusive as possible, with Events organised by Guide Dogs planning to be suitable for all ages and abilities, including persons living with sight loss.
2. We encourage persons from all background and abilities to participate, and aim to have at least one wheelchair and/or pushchair accessible route at each Event. Details on the accessibility of the Event Hub and course are listed on the Event webpage, but it is your responsible to confirm route suitability for you in advance of the Event. We can support you with additional information as required by emailing events@guidedogs.org.uk.

Conduct

1. All participants and your spectators must abide by these terms and conditions and any rules, instructions or regulations displayed or communicated at the Event by the organisers, staff or Police.
2. Participants are responsible for their own safety during the Event, and should carry a charged mobile phone which can be used in case of emergency.
3. Participants and your spectators must not use aggressive or abusive language towards the Event organisers, volunteers or any other persons at the Event.
4. You shall avoid behaving in a way that can risk harm to others, cause offence, or damage the reputation of Guide Dogs.
5. Do not drop litter. Use the facilities in the venues and on routes, or take litter home to dispose of responsibly.
6. Be respectful of the local community, residents, visitors and general public. Do not partake in any behaviour which could negatively impact the Event.
7. Please do not use any smoking products, including vapes or electronic cigarettes whilst at the Event.
8. Do not consume alcohol or illegal substances, immediately prior to or during the Event.
9. Fully prepare yourself for the challenge of this event. You understand the route is approximately 5KM and the Event is family focused and not chip timed.
10. Ensure your race number, complete with emergency contact information, is clearly visible throughout the Event. This number is unique to you and must not be transferred to another participant.
11. Please do not arrive ahead of the opening time of the Event, or after the start time of the course, shared in communications to participants. Participants arriving outside of these times must abide by the instructions and decisions of the organiser or their representatives. For safety reasons it is possible that latecomers will not be permitted to take part.
12. If arriving after the course start time, and not permitted to partake, if the participant still chooses to run the course, they do so at their own risk, absolving Guide Dogs of any and all responsibility.
13. The course will be signposted and marshalled, but participants remain responsible for navigating their way from the start to finish correctly.
14. Participants must complete the course before the designated event closure time, which is no more than 3 hours from the course start time. The Event organiser has the right to alter start and finish times in the event of unforeseen circumstances.
15. Participants attending with a pram, pushchair or wheelchair are asked to start after the runners on foot to help ease potential route congestion.
16. Guide Dogs reserve the right to disqualify and/or refuse attendance to/or participation in the Event of any participants who fail to adhere to all of the above.

Participating with dogs

1. Your dog is your responsibility throughout the Event.
2. Keep dogs on a lead at all times during the Event. Do not use a flexi lead. 
3. Ensure all dog waste is cleared up and correctly disposed of. You must provide your own poo bags.
4. One dog is permitted per adult handler. The handler must always have full control over their dog.
5. Monitor the health and behaviour of your dog(s) to ensure each animal is fit, healthy and able to take part in the event. 
6. If a dog becomes stressed at any point, we recommend they are removed from the Event.
7. Ensure that your dog is fully vaccinated to reduce the risk of spreading infection.
8. Do not bring your dog if she is in season. 
9. Be aware of forecasted weather conditions and how these may affect your dog taking part.

Health, Safety & Medical

1. Participants are responsible for ensuring that they are sufficiently fit and healthy to take part in the Event. Any participant unsure of their physical ability to take part must seek medical advice from their General Practitioner prior.
2. Notwithstanding the above, we reserve the right to refuse entry to an Event at our absolute discretion, if for whatever reason we consider a person unfit to take part. We may ask you to withdraw during an Event if we have concerns about your ability to complete it due to fitness, injury or otherwise. If you choose to continue you do so with the understanding that you are no longer considered a participant of the Event, that you absolve us of all and any responsibility, and progress entirely at your own risk.
3. The Event is non-competitive. All routes have been risk-assessed for running and walking activity only and to participate by any other means is not permitted. If you partake in an activity on the Event aside from running or walking then you will not be considered an official participant, meaning you absolve Guide Dogs of any responsibility and progress at your own risk.
4. You are responsible for ensuring you wear appropriate attire and footwear suitable for the Event, taking into account the Event type, weather forecast and terrain.
5. All participants must write the following on the reverse of their Race Number, to be worn through the Event at all times.
   
   a. Name
   
   b. Name & number of a person to contact in case of emergency.
6. As organisers, Guide Dogs take all reasonable steps to minimise the risk of harm to participants, volunteers, spectators, staff and suppliers during the Event. This involves risk assessments to minimise or eliminate potential risks in participating. You attend at your own risk. Save for death or personal injury resulting from negligence, Guide Dogs shall not be liable for any injuries, loss or damages.

Use of your information

1. By providing your information to participate we will use this for the purposes of organising, staging and administering the event, including sending you an Event pack. Representatives of Guide Dogs may contact you by phone, SMS and/or post to discuss your activity and progress towards your fundraising target. If you would prefer not to hear from us and have not already told us this registering, you can contact us on events@guidedogs.org.uk to change your contact preferences.
2. First aid facilities will be provided at each Event. If you are treated by medical providers at an Event, your details may be passed onto Guide Dogs only for health and safety purposes and to fulfil legal obligations (including those under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). All accident details will be securely held on the Charity's Accident Database.
3. In case of an emergency, we will pass details provided by you from either your registration details, or the details on the reverse of your Race Number to the emergency services or health care professionals for the purposes of contacting your nominated contact.
4. All personal data handled by us will be done so in accordance with privacy laws and the Guide Dogs privacy policy which can be found at www.guidedogs.org.uk/privacy-policy.

Filming and photography

1. Unless you advise otherwise, you consent for Guide Dogs to use any footage and photographs of you, and your feedback or comments about the Event, in any Event recordings for, future advertising or promotion of Guide Dogs events. We will not use these images for any other purpose.
2. Guide Dogs will not identify any participant by name in descriptions of photos or videos.
3. No personal details of participants under 16 will be used in any publicity materials without written consent of their legal guardian. Guide Dogs may use images where under 16s are incidentally included, such as a photo of warm-up or a line of participants on the starting line.
4. Should you prefer Guide Dogs not to use images in which you appear, you can withdraw your consent at any time, by emailing events@guidedogs.org.uk.