Galway Triathlon Club Event
These Terms and Conditions apply to entry into, participation in, and attendance at the Galway Triathlon Club event referred to in the Event registration materials and website (the Event).
By submitting an entry, the entrant confirms that they have read, understood, and agree to be bound by these Terms and Conditions.
1. Definitions
In these Terms and Conditions:
- Club means Galway Triathlon Club.
- Participant means the person entering and/or taking part in the Event.
- Rules means the rules, regulations, by-laws, policies, and directives applicable to the Event, including those of Triathlon Ireland and World Triathlon, as amended from time to time.
- ODM means an official day membership or other equivalent non-member race licence required by Triathlon Ireland for participation by non-members or where otherwise required under the applicable rules.
- Event Website means the website or registration platform used for the Event.
- Entry Fee means the fee payable for entry to the Event.
2. Governing Rules and Anti-Doping
2.1 Participants are responsible for familiarising themselves with, and complying with, the Rules applicable to the Event.
2.2 The Club draws Participants’ attention to anti-doping requirements and the principle of strict liability under the World Anti-Doping Code. Participants are solely responsible for ensuring that any substances, medication, supplements, or treatments they use are permitted under the applicable anti-doping rules.
2.3 If required for medical reasons, a Participant must obtain any necessary Therapeutic Use Exemption or equivalent authorisation before competing.
2.4 Further information may be available from Triathlon Ireland, Sport Ireland, and World Anti-Doping Agency, but it remains the Participant’s responsibility to ensure compliance.
3. Contracting Party
3.1 By entering the Event, the Participant acknowledges that the contract for entry is between the Participant and the Club, and not between the Participant and Triathlon Ireland.
3.2 The Participant remains responsible for compliance with any Triathlon Ireland membership or licence requirements that apply to their participation.
4. Entry Information and Eligibility
4.1 The Participant must provide complete, accurate, and truthful information when completing the entry process.
4.2 The Participant is responsible for ensuring that the information submitted remains accurate and that they are eligible to take part in the Event.
4.3 If the Club determines that any information provided is false, misleading, incomplete, or materially inaccurate, or that the Participant is ineligible to compete, the Club may refuse entry, cancel the entry, or disqualify the Participant.
4.4 No refund will be due where refusal, cancellation, or disqualification arises from the Participant’s breach of these Terms and Conditions or ineligibility.
4.5 Where a Participant is required under the applicable rules to hold an ODM, the Participant must obtain and maintain the required ODM before taking part in the Event.
5. Payment
5.1 The Entry Fee must be paid in full at the time of entry unless the Club expressly states otherwise.
5.2 Once payment is received and entry is confirmed, the Entry Fee is non-refundable except where these Terms and Conditions or the Club’s published refund policy expressly provide otherwise, or where a refund is required by law.
6. Confirmation of Entry
6.1 Confirmation of entry will normally be sent by email after payment is processed.
6.2 It is the Participant’s responsibility to check that confirmation is received, including any junk or spam folders.
6.3 If confirmation is not received within 12 hours of payment, the Participant should contact info@tribesman.ie.
7. Event Information
7.1 Event details, including course information, start times, cut-off times, safety requirements, registration arrangements, and any special instructions, will be published on the Event Website and/or communicated by the Club.
7.2 It is the Participant’s responsibility to read, understand, and comply with all Event information.
7.3 The Club may update Event information from time to time where reasonably necessary for safety, operational, or administrative reasons.
8. Changes to the Event
8.1 The Club may, acting reasonably and where necessary for safety, weather, operational, regulatory, venue, or other circumstances beyond its reasonable control, alter any aspect of the Event, including the date, time, distance, discipline, route, format, or start times.
8.2 The Club will use reasonable efforts to notify Participants of material changes as soon as practicable.
8.3 Where a material change is made, the Club may at its discretion offer a transfer, deferral, or alternative arrangement. Any such option will be subject to the Club’s published policy, if any.
9. Cancellation
9.1 The Club may cancel the Event where it considers cancellation necessary or appropriate due to circumstances beyond its reasonable control, including severe weather, fire, flood, storm, terrorism, public health concerns, serious incident, venue unavailability, or other force majeure event.
9.2 If the Event is cancelled, the Club will use reasonable efforts to communicate the position to Participants as soon as practicable.
9.3 Refunds, credits, transfers, or deferrals, if any, will be determined in accordance with the Club’s published refund policy or, if no such policy applies, at the Club’s reasonable discretion, subject always to any non-excludable legal rights of Participants.
9.4 The Club will not be liable for any indirect or consequential loss arising from cancellation to the fullest extent permitted by law.
10. Competition Rules, Cut-Offs, and Officials’ Decisions
10.1 Participants must compete fairly, observe sportsmanship, and comply with the Rules, the course boundaries, safety directions, and all instructions issued by race officials, marshals, or other authorised personnel.
10.2 Participants are responsible for ensuring that their equipment and use of equipment comply with the Rules.
10.3 Where cut-off times apply, the Club may remove a Participant from the course or withdraw a Participant from the Event if they fail to meet a cut-off time or, in the opinion of the relevant official, do not have a realistic prospect of doing so safely.
10.4 Officials’ decisions made in accordance with the applicable rules shall be final, subject to any formal appeals process provided by those rules.
11. Appeals
11.1 Any protest or appeal arising during or after the Event must be made in accordance with the applicable World Triathlon and/or Triathlon Ireland rules, as relevant.
11.2 The Participant acknowledges that the appeal process, time limits, and applicable procedures are determined by the governing rules in force at the time of the Event.
12. Transfers, Swaps, and Substitute Entries
12.1 Entries may not be transferred, swapped, sold, or assigned without the Club’s prior written approval.
12.2 Any unauthorised transfer, swap, sale, or substitution may result in disqualification, cancellation of the entry, and/or refusal of participation.
12.3 The Club reserves the right to impose conditions on any approved transfer or substitution, including payment of an administration fee and verification of eligibility.
13. Registration and Race Pack Collection
13.1 Participants must attend registration during the published registration period unless the Club expressly allows collection by an authorised person.
13.2 The Club may permit a third party to collect a race pack on behalf of a Participant only where:
- the collecting person presents the Participant’s confirmation email;
- the collecting person presents suitable photo identification; and
- any additional collection requirements published by the Club are satisfied.
13.3 Participants must bring acceptable photo identification to registration if required by the Club or the applicable Rules.
13.4 Race packs will not be posted unless the Club expressly states otherwise.
13.5 A Participant who does not complete registration in accordance with the published requirements may be refused participation.
13.6 Where a race briefing is required, each Participant must attend or be deemed to have accepted the contents of the briefing, as applicable under the Event rules.
14. Photography, Filming, and Media
14.1 The Club, its contractors, and authorised media personnel may photograph, film, or record the Event and the Participants.
14.2 The Club may use such images, footage, and recordings for event reporting, archiving, promotion, and other legitimate business purposes connected with the Club and the Event, subject to applicable data protection law.
14.3 Where the Club relies on an opt-out process for image use, any Participant who objects to their image being used must notify the Club in writing by the deadline stated on the Event Website.
14.4 The Club will use reasonable efforts to comply with any timely objection received, but cannot guarantee that all incidental or crowd images will be excluded.
14.5 Where Participants under 18 may be involved, all photography and media use will be subject to the applicable Triathlon Ireland child safeguarding and photography policies.
15. Medical Information and Fitness to Participate
15.1 The Participant is responsible for assessing whether they are physically and medically fit to take part in the Event.
15.2 If the Participant has, or suspects they may have, any medical condition that could affect safe participation, they should seek advice from an appropriate medical professional before entering and must follow that advice.
15.3 As part of the entry process, Participants may be required to provide emergency contact details and disclose relevant medical information reasonably necessary for Event safety and emergency response.
15.4 The Participant confirms that any medical information supplied is accurate and complete to the best of their knowledge.
15.5 The Club may refuse entry or participation where the Participant fails to provide required safety information or provides information that is knowingly false or materially incomplete, subject always to applicable law.
15.6 The Club may provide first aid or request emergency assistance, but does not provide medical advice and is not responsible for determining whether a Participant is fit to compete.
16. Data Protection and Privacy
16.1 The Club will process Participants’ personal data in accordance with applicable data protection law, including the General Data Protection Regulation and the Data Protection Act 2018.
16.2 The Club will process personal data for the following purposes, as applicable:
- Event administration and entry management;
- verification of eligibility, membership, and race category;
- safety, emergency, and medical response;
- results processing;
- communications relating to the Event;
- compliance with legal and insurance obligations;
- sending Participants marketing or promotional communications where permitted by law and, where required, with consent;
- sharing with approved service providers engaged to administer the Event, such as timing companies, race management providers, payment processors, and photographers; and
- sharing with a nominated charity only where the Participant has expressly requested or consented to that sharing.
16.3 The Club may send Participants Event-related communications by email, SMS, or other contact methods provided during registration.
16.4 The Club may also contact Participants after the Event about future Club events, but only where permitted by applicable law and, where required, where the Participant has consented or has not opted out.
16.5 Full details of how personal data is used, retained, and shared should be set out in the Club’s privacy notice.
17. Liability
17.1 Participation in the Event is at the Participant’s own risk.
17.2 Nothing in these Terms and Conditions excludes or limits liability for:
- death or personal injury caused by the Club’s negligence;
- fraud or fraudulent misrepresentation; or
- any other liability that cannot lawfully be excluded or limited.
17.3 Subject to clause 17.2, the Club shall not be liable for:
- loss or damage to personal property;
- indirect, incidental, special, or consequential loss;
- loss of profit, revenue, goodwill, anticipated savings, or business opportunity;
- wasted expenditure; or
- pledges or donations made by or on behalf of the Participant.
17.4 The Club shall not be liable for acts or omissions of spectators, other participants, or third parties, except to the extent arising from the Club’s own negligence or other liability that cannot be excluded by law.
17.5 To the fullest extent permitted by law, the Participant agrees to indemnify the Club against losses, liabilities, costs, and expenses reasonably incurred by the Club arising out of:
- the Participant’s breach of these Terms and Conditions;
- the Participant’s wilful misconduct or reckless conduct;
- the Participant’s unauthorised transfer, swap, or misuse of entry details; or
- false or misleading information supplied by the Participant.
17.6 This indemnity does not apply to the extent that the relevant loss is caused by the Club’s negligence or other liability that cannot lawfully be excluded or limited.
17.7 The Participant is responsible for arranging appropriate personal accident, travel, and personal property insurance if desired.
18. Force Majeure
18.1 The Club shall not be liable for any failure or delay in performing its obligations caused by events beyond its reasonable control, including weather, fire, flood, storm, epidemic or pandemic, terrorism, civil disturbance, strike, venue failure, or government or regulatory action.
19. Severability
19.1 If any provision of these Terms and Conditions is found to be unlawful, invalid, or unenforceable, that provision shall be severed to the minimum extent necessary and the remainder shall continue in full force and effect.
20. Variation
20.1 The Club may amend these Terms and Conditions before the Event where reasonably necessary for operational, safety, legal, or regulatory reasons.
20.2 The version published on the Event Website at the relevant time shall apply, unless the Club expressly states otherwise.
21. Governing Law and Jurisdiction
21.1 These Terms and Conditions and any dispute arising out of or in connection with them shall be governed by the laws of Ireland.
21.2 The courts of Ireland shall have jurisdiction to determine any dispute arising out of or in connection with these Terms and Conditions, subject to any applicable mandatory consumer rights.
22. Health Commitment Statement
22.1 The Club encourages all Participants to act responsibly in relation to their health and fitness.
22.2 The Participant should not exceed their capabilities and must stop participating if they feel unwell or unsafe.
22.3 The Club will make reasonable efforts to provide first aid and event safety support consistent with the nature of the Event.
22.4 If the Participant has a disability or medical condition that may place them at a substantial disadvantage in accessing or participating in the Event, the Club will consider reasonable adjustments where required by law and where reasonably practicable.
22.5 The Participant acknowledges that the ultimate decision to participate rests with the Participant, not the Club.