Terms and Conditions

*Updated 14-08-2025

Big Cow Sports (BCS Events) in these terms and conditions are called the “Event Organisers”

These terms and conditions apply to all participants who register to take part in an event organized by BCS Events. In these terms and conditions participants will also be referred to as “you”

BOOKING CONDITIONS

1. All participants enter the event entirely at their own risk. The organisers shall not be liable for any injury or loss that participants suffer as a result of taking part in the event
2. Personal liability, medical, belongings/equipment or personal accident insurance is NOT provided by BCS Events.
3. If at any time it is discovered that any Participant should have been ineligible to participate in the event (or if participation in the event should have been refused for any reason whatsoever), the organisers reserve the right to disqualify from/refuse entry to such participant to the event.
4. By taking part in the event, you confirm that you are happy for your name, age category, gender and club/membership to be visible as part of our results. If you wish to be anonymous, please use the privacy settings on your Results Base profile.
5. If your personal details (address, email, contact number etc) change after you have submitted your entry, you must update them on Results Base. All personal information will be held per GDPR regulations.
6. All participants agree to respect the natural environment of the race location. Littering and damage to wildlife or plants will not be tolerated. We operate a “leave no trace” policy, and participants are encouraged to carry their waste with them until it can be disposed of responsibly.
7. During the event, you must fully comply with the instructions of the organisers, safety teams, emergency services and marshals. Although you must accept that the marshals’ function is only to indicate the direction of the route, you must decide if the movement they make is safe.

ADDITIONAL TERMS FOR BRITISH TRIATHLON FEDERATION (BTF) LICENSED EVENTS

1. British Triathlon will require athlete name, age category, date of birth, Home Nations membership number (if applicable) email address and club name (if applicable) of all entrants for the purpose of processing the results, prizes and GB Age-Group team selection (details of which may be uploaded to the internet and shared on social media, other than date of birth which shall be kept confidential and used for data processing only), and for membership promotion and survey distribution.

 

ADDITIONAL TERMS FOR UKA LICENSED EVENTS

1. UKA RULE 240 S5 HEADPHONES

• The wearing of any in-ear or over ear headphones are BANNED
  as per UKA Rule 240 S 5. This includes any noise cancelling ear buds.
• You will be disqualified from the race if seen using them on the course. This means that you will be removed from the results and prizes you have won will be lost and your time can’t be used.
• BONE CONDUCTING HEADPHONES ARE ALLOWED. (As they don’t cover the ears).
• MEDICALLY PRESCRIBED HEARING AIDS – If you are using in-ear medically prescribed hearing aids, then this needs to be declared to the race organisers before the race starts.
• All entrants shall be deemed to have made him/herself/themselves familiar with and agreed to be bound by the UKA Anti-Doping Rules and to submit to the authority of UK Anti-Doping in the application and enforcement of the Anti-Doping Rules. The UKA Anti-Doping Rules apply to entrants participating in the sport of Athletics, for 12 months from the date of entry, whether or not the entrant is a citizen of, or resident in, the UK.

CANICROSS ENTRIES

1. The registered owner of the dog, as listed in the vaccination records or official documents, is responsible for the animal.
2. Owners must ensure their dog is cared for in accordance with legal requirements.
3. Dogs must remain on a lead at all times during the event unless doing so would create a risk to the dog, owner, or others.
4. Any dog waste must be picked up and disposed of immediately and responsibly.
5. Dogs that are anxious or nervous around people should not be raced, as this can cause unnecessary stress. It is highly recommended that dogs undergo a veterinary check-up before competing. If a vet or the Race Director determines a dog is unfit to race, the dog must be withdrawn.
6. Dogs must be at least 12 months old on race day to compete in Canicross.
7. If your dog is in season, please inform the Race Director before the race begins.
8. Pregnant or nursing dogs are not permitted to take part.
9. All participants must use proper Canicross equipment, including a waist belt, a bungee line with built-in shock absorption, and a suitable harness for their dog. Running hands-free is essential for safety and comfort. Anyone without the correct gear will not be allowed to participate.

COVID-19 BOOKING CONDITIONS

You must not attend the race under any circumstances if you have COVID-19.

Please see the NHS website for more information on symptoms and when to self-isolate.

We encourage all athletes to take a lateral flow test (LFT) or PCR test prior to the event to ensure you are negative of COVID-19.

By attending the race, you are declaring:

• that you are free from COVID-19 and the symptoms listed on the NHS website
• that you are not currently living in an area of local lockdown in the Governments tiered system. If your city does go into local lockdown after entering, you MUST get in touch and inform us.

If the event falls within your isolation period, you will be offered a deferral to the following year or a transfer to another event but we must see proof of this. All changes will be subject to an administration fee.

CHANGE OF EVENT

1. The organisers reserve the right to alter the race format, eg. to duathlon or aquathlon if the weather, route, or other issue makes it necessary. No refunds will be given.
2. The organisers reserve the right to change the date of the event. In the event of such a change, and if the participant is unable to attend on the revised date, they have 14 days to inform the organisers in writing from when the date change is announced, to receive a voucher up to the amount of their entry which can be used to purchase any BCS Events event.
3. The organisers reserve the right to alter the start time of the event. In the event of such a change, the participant will be notified of the revised start time with as much notice as reasonably practicable. No refund, in full or in part, shall be made in this circumstance.

REFUNDS, TRANSFER & DEFERRAL POLICY

REFUND POLICY

Refunds will be issued (less the booking fee) in the following stages:

• Within 30 days of registering for the event, but more than 30 days before the event date – you will receive an 85% refund.
• After 30 days of registering for the event, but more than 30 days before the event date – you will receive a 70% refund.
• Within 30 days of the event date – you will receive a 60% refund.
• Within 7 days of the event date – no refunds will be issued.

EVENT CANCELLATION

If the event is cancelled, participants will be offered:

• A deferral to the following year’s event, or
• Transfer to a virtual alternative, or
• A voucher code equal to the value of your entry ticket.

A refund (minus booking fee) will be offered only if no event-related merchandise (e.g., T-shirts or medals) has been purchased by the organisers.

No refunds will be payable if cancellation or changes are due to:

• War, threat of war, riot, civil strife, industrial dispute, terrorist activity
• Natural or nuclear disaster, fire, adverse weather
• Pandemic or epidemic
• Any other circumstance amounting to force majeure

BCS Events is not liable for any other losses, such as travel or accommodation expenses.

WITHDRAWAL PROCESS

• All withdrawal, transfer, or deferral requests must be made via email to bigcowevents@gmail.com.
• Requests must be received outside of 30 days before the event date.
• Telephone requests will not be accepted.

MEDIA AND PHOTOGRAPHY

1. I understand that I may be photographed and/or videoed while taking part in this event and that my image may appear in an event gallery or subsequent promotional material.
2. By taking part in the event, you confirm that you are happy for any footage or photographs taken during your participation in the event to be used by BCS Events, to publicise the event in the future.

SAFETY (SPORTIVE EVENTS)

1. Our sportive events are strictly non-competitive and is organised in so that riders, who are bound by the Highway Code, can enjoy riding over specified routes, with feed-stations and recovery facilities, within an agreed time. No rider shall arrange to be followed by their own support vehicle.

2. Participants will be responsible for their own bicycle which must be fully roadworthy and safe to ride. The wearing of hard-shell helmets conforming to CE standards EN1078 is mandatory.

3. Riders under the age of 17 must be accompanied by a parent or guardian at all times.

VIRTUAL EVENT TERMS AND CONDITIONS

These terms and conditions apply to all participants who register to take part in an event organized by BCS Events. In these terms and conditions participants will also be referred to as “you”

1. By registering in the event, you are agreeing to be bound by these terms and conditions.
2. COVID-19 – Entrants must ensure that they adhere to current UK Government COVID-19 guidelines whilst taking part in this virtual event, this includes, but is not limited to main social distancing, hand washing, not meeting up with persons outside of your designated social bubble and not gathering in large groups. The company cannot be held liable in the event of an entrant or persons known to the entrant contracting COVID-19 in association with this event.
3. Entrants have a responsibility to ensure they are fit enough to complete the event safely and without jeopardising their health or the health of others.
4. Children must be accompanied by an adult at all times.
5. You are responsible for reading the details and description regarding the event contained on the website and any other information that may be sent to you by the Event Organiser and agree that you clearly understand what ability is required and what is entailed in participating in the event
6. The registration fee must be paid at the time of registration.
7. All entries are non transferable between individuals unless specifically agreed with BCS Events.
8. If your personal details (address, email, contact number etc) change after you have submitted your entry, you must update them on Results Base. All personal information will be held per GDPR regulations.
9. The Event Organisers reserve the right to cancel your participation in the event if any information provided by you is found to be inaccurate in any way.
10. You are responsible for ensuring that you have taken your own medical advice, and that you are medically fit and healthy and have undertaken appropriate training and preparation to participate in this event.
11. You are responsible for taking out suitable personal insurance cover for your participation in the event.
12. You agree that you participate in the event at your own risk, and accept that the Event Organisers cannot be liable to the fullest extent permitted by law, for any personal injury sustained by you in any way or loss or damage to any personal property as a result of your participation in the event/p>
13. You must abide by any rules or regulations of the event that may be notified to you by the Event Organisers or the venue owners at any point leading up to or at the event
14. You must show respect and courtesy towards other park users
15. You agree to photographs and video being used by the Event Organisers in any media regarding the event and to market and advertise the event or any other similar events
16. Entrants are responsible for uploading their own results.