This document affects your legal rights, read it carefully
As 06 December 2019
1 ARTICLE 1: BACKGROUND
1.1 All 250km and 125km Ultra X events “Ultra X Sri Lanka”, “Ultra X Jordan” “The Ultra X World Championships”, “Ultra X Mexico”, “Ultra X 125 England” and “Ultra X 125 Azores” are rough country footraces (referred to as ‘event (s)’) taking place in described location as per website, www.ultra-x.co (“The website”). The event is operated by World Ultra Corporation Limited, a UK company. The event (s) take place over five days spanning approximately 250 kilometres (156.25 miles) and two days spanning approximately 125 kilometres (78.13 miles)
1.2 Subject to the Conditions of Entry set out in Article 3, anyone over the age of 18 years of age can compete in the Event. Both individuals and teams can compete.
1.3 The concept of the Event is simple: individuals and teams leave the starting line and “navigate” through a number of checkpoints to the finishing line of each stage of an Event as quickly as they can. Competitors must provide all their own gear, clothing and food, and will be provided with a ration of water. Competitors will be supported by professional medical and operations teams. Otherwise, no outside assistance is permitted. For a team to be officially ranked, all team members must cross the finish line. Individuals can finish at any time. If any team or individual does not finish, then that team or individual cannot receive a medal.
2 ARTICLE 2: RULES AND REGULATIONS
2.1 These Rules and Regulations also form the Terms and Conditions. They govern entry into the event.
2.2 You must read these Rules and Regulations carefully prior to registering for the Event. You may only register and enter the Event if you have read, understood and agreed with these Rules and Regulations.
These Rules and Regulations represent a legally binding agreement between you and World Ultra Corporation Limited, (referred to in these Rules and Regulations variously as “the event”, “Ultra X”, “the Company” “we”, “us”, and “our”).
2.3 Every competitor must sign a copy of these Rules and Regulations, together with the Liability Waiver and Image / Intellectual Property Release before being allowed to compete in the Event. In addition, every competitor must sign all the Mandatory Forms, as specified by World Ultra Corporation Limited, and provide all required information, including but not limited to, the competitor’s emergency contact information and medical information.
2.4 World Ultra Corporation Limited and our designated Event organisers (“Event Organisers”) have complete discretion in applying these Rules and Regulations. These Rules and Regulations may be modified by World Ultra Corporation Limited at any time without notice. The revised Rules and Regulations will be posted on the Ultra X, www.ultra-x.co, (the “Website”) as soon as reasonably practicable. The Rules and Regulations will be posted together with a list of time penalties that can be imposed and amended from time to time. Competitors will be solely responsible for familiarising themselves with the most up to date version of these Rules and Regulations of the Event at any given time.
3 ARTICLE 3: CONDITIONS OF ENTRY
3.1 World Ultra Corporation reserves the right, in its sole discretion and at any time, to refuse to allow you to enter into or participate in the Event, or to withdraw or cancel your offer of a place in the Event from you. Ultra X is under no obligation to provide you with any reason whatsoever for such refusal or withdrawal. Ultra X may also (but is under no obligation to) offer you a place in another edition of the Event in circumstances where entry into or participation in the Event has been refused.
3.2 You must be 18 years of age or older by the Event start date to compete in the Event. You may request special permission to compete in the Event if you are under the age of 18. All requests will be assessed on an individual basis and the decision of Ultra X in this regard is final and binding.
3.3 You acknowledge and agree that the Event takes part in a remote area of the world, where everyday facilities and comforts to which you may be accustomed are unlikely to be available. You are expected to possess basic outdoor survival skills such as familiarity with outdoor gear, backpacking and common sense. You are not required to possess any technical navigational skills to take part in the Event.
3.4 You acknowledge and agree that competing in the Event will be physically demanding, and that you are aware of the nature of the Event and that there are medical and physical risks associated with the Event. You are solely responsible for your own training and preparation for the Event. By applying to compete in the Event, you warrant that you are physically capable of competing in the Event and agree that (subject to Article 8 below) Ultra X, its officers, employees, agents, affiliates, sponsors and/or medical advisers are not responsible or liable in the event of your death, or for any injury or illness that you may suffer as a result of or in connection with your competing in the Event.
3.5 You acknowledge and agree that you are responsible for obtaining and taking all necessary inoculations and medications (and have taken them in accordance with your doctor’s instructions) relevant to location where the Event is held (the “Host Country”). You also acknowledge that it is your sole responsibility to carry your personal medications with you throughout the Event. Ultra X’s medical support staff will not be able to, nor will it be liable for failing to, supply personal medication during the Event should a competitor fail to carry his or her own.
3.6 You acknowledge and agree that endurance racing of the kind contemplated by the Event entails the real risk of serious injury or even death from various causes including equipment failure, dehydration, fatigue, collisions or incidents involving other competitors, spectators, other road users and/or vehicles, aspects of the course or bad weather conditions and other causes.
3.7 You agree to inform Ultra X on application of any pre-existing illness from which you suffer that may affect your performance in the Event or for which medical treatment may be needed. In addition, you agree to inform Ultra X, both on application and thereafter, as the need arises, of all medications that you are currently taking or will be taking while you are participating in the Event.
3.8 Ultra X will provide professional medical support to competitors throughout the duration of the Event. You give permission to medical support staff to make decisions concerning medical care and treatment, and where necessary to authorise such care and treatment in emergency situations. You understand that Event staff will make every reasonable effort, in the circumstances, to reach your emergency contact (if you have supplied one to us prior to the Event) regarding your medical status in the event an emergency arises.
3.9 You acknowledge that the Event operates in very remote areas of the Host Country which may not be supported by local hospitals, and that transportation to the nearest hospital may take several hours or longer. You further acknowledge that the course may pass through terrain such as sand dunes and canyons where emergency evacuation may be seriously delayed or in some cases not available.
3.10 Ultra X and its Event Organisers reserve the right, with or without consultation of a doctor, to stop and use such force as is necessary to restrain you from starting or continuing the Event.
3.11 By agreeing to these Rules and Regulations and applying to compete in the Event, you affirm that you have the understanding and mental capacity to communicate health care directives for yourself and that you are fully informed and understand the full import of the consents given by you to medical support staff in this regard.
4 ARTICLE 4: CODE OF CONDUCT
4.1 The interpretation of these Rules and Regulations will be governed by this guiding principle: Any action of a team or individual which results in either an unfair advantage to the acting parties or in an unfair disadvantage to another team or individual will result in a penalty against the team or individual involved in the action.
4.2 You must immediately and respectfully comply with any direction or decision of the Event Organisers and the medical support staff. Any failure to do so may result in the disqualification of you and, if you are competing as part of your team, your whole team.
4.3 You must, at all times throughout the Event in which you are competing, abide by the Host Country’s laws, and behave in a respectful and considerate manner to local people, and to other people involved in the Event (including fellow competitors, Event Organisers and medical support staff).
4.4 You are solely responsible for your own conduct and behaviour, as well as for your own knowledge of and compliance with all applicable laws and regulations of the states or countries in which the Events are held. Neither Ultra X nor our designated Event Organisers will be responsible for your conduct or behaviour, compliance (or non-compliance) with, any of the laws or regulations of the states or countries in which the Event takes place.
4.5 Your behaviour throughout the Event must not prejudice the progress of the Event, or the safety or wellbeing of any other person involved in the Event (including fellow competitors, Event Organisers and the medical support staff).
5 ARTICLE 5: ENVIRONMENTAL RULES
5.1 The Events take place in some of the most remote and pristine areas of the world. It is therefore imperative that competitors leave no trace. The Rules of this minimum impact policy apply to everyone associated with the Event, including competitors, staff, volunteers, film crews, press and sponsors.
5.2 Litter — Absolutely no litter of any kind, including for example water bottles, caps from water bottles, energy bar wrappers shall be left on the course or in the tents provided. If you are found to have littered the course you will be heavily penalized or disqualified. All litter is to be carried to the closest transition or checkpoint for disposal. At kit checks athletes must present all personal nutrition marked with bib number as specified in Our Sustainability Policy.
5.3 Tread Lightly — If you encounter plant foliage, do not step on it. Do not pick flowers, cut walking sticks from or otherwise damage the vegetation. Do not light any fires along the course (campfires will be provided in the campsites where possible). If there are unique rock formations, do not touch, disturb or deface the rocks. If you encounter any unique rocks, ancient ruins or fossils, do not remove them from their location.
5.4 Campsites — Where the event involves a campsite, basic camping techniques shall be employed. Leave no trace at your campsite. No chairs or other furniture around the campfire may be taken into or around the tents provided. You must sleep either in your assigned tent or otherwise within the inside perimeter of the camp compound.
5.5 Toilets — When at a campsite, you must use the toilet facilities provided. When out on the course, all human waste and toilet paper must be buried between 15 and 25 cm below the surface and at least 100 meters from a checkpoint, campsite, course, residential home, or ancient ruin.
5.6 Any breach whatsoever of these Rules will result in a time penalty or disqualification, at the discretion of the Event Organisers.
6 ARTICLE 6: BOOKINGS AND PAYMENT
6.1 To compete in the Event, you must first:
(a) Pay the entry fee for the Event in accordance with the instructions given on the Website (you will not be eligible to compete in the Event until we have received full payment of the entry fee and the funds have cleared);
(b) Sign and submit to us the Liability Waiver; and
© Sign and submit to us the Image / Intellectual Property Release; and
(e) Complete and return all of the Mandatory Forms as specified by Ultra X either to you directly or as on the Website and registration platform. Ultra X reserves the right to withdraw the offer of a place in the Event and (if already received) not refund you the entry fee for the relevant Event if it does not receive the documentation specified in 6.1 within 5 days of the start date of the Event.
6.2 You are solely responsible for obtaining and complying with all specific passport, visa and immigration requirements associated with travelling to and entering the Host Country and competing in the Event. You should check and confirm the relevant passport, visa and immigration requirements with the relevant Consulate/embassy for the Host Country prior to completing the application form. Ultra X does not accept any responsibility for, and will under no circumstances be liable (including, without limitation, for providing a refund of the entry fee for the Event) if you cannot travel to the Host Country for any reason, including without limitation your failure to obtain a visa, or if you are otherwise unable to compete in the Event because of your noncompliance with any passport, visa or other immigration requirements.
7 ARTICLE 7: WITHDRAWAL, CANCELLATION OR ALTERATION
7.1 You may withdraw from the Event at any time, subject to the following provisions of this Article.
(a) If you withdraw more than 120 days before the start date of an Event you will receive a refund of the entry fee for the Event, less the deposit £300.
(b) If you withdraw from the Event less than 120 days before the start date, Ultra X will not be liable to refund you any portion of the entry fee for the Event, or otherwise pay you any sum whatsoever.
© Race entry fee for Ultra X 125 events is non-refundable, however, provided notice is given to organisers within two months of race start date, the balance is fully transferable to another Ultra X Event.
7.2 You agree that entry to the Event is granted to competitors on a non-changeable, non-transferable basis.
7.3 Ultra X reserves the right to withdraw the offer of a place in the Event to you for any reason and at any time. In such circumstances, we will provide you with a full refund of the entry fee for the relevant Event.
7.4 Ultra X reserves the right to:
(a) Modify the Event format;
(b) Change the dates of the Event; or
© Cancel the Event. We will only exercise these rights due to circumstances beyond our control (including, without limitation war, riot, industrial dispute, terrorist activity and its consequences, changes in immigration or entry controls, natural or nuclear disaster, fire, epidemics or health risks, closed or congested airports, ports or stations, changes imposed by re-scheduling or cancellation of transport by the transport supplier such as flights by airlines or main charterers, the alteration of transport or transport types, adverse weather conditions (actual or threatened), and technical failure with transport).
7.5 If we change the dates of the Event in accordance with Article 7.4 (b), we will have no obligation to reimburse you any part of the entry fee for the Event provided that we reschedule the Event to commence on another date within 12 months from the date on which the Event was originally scheduled to commence, and provided that we give you reasonable notice of the new dates for the Event (which will in any case not be less than 2 months).
(a) Any new entrant to an Ultra X event, who registers after noon GMT on 19th March 2020, will be offered a full refund (deposit and remaining balance) if the race gets cancelled or postponed due to Coronavirus.
(b) Regarding 7.5 (a), if a race entrant is located in a country where travel complications due to Coronavirus would make it impossible (eg there are travel bans on their nationality) for them to get to the start line, they may request a refund up until 7 days before the race start date. Ultra X will refund their entry fee in full, even if the race goes ahead as planned without the entrant in question. This policy will remain in place and apply to anyone who registers up until 18th September 2020. On 19th September 2020, new race entrants will be entered under the usual refund policy.
7.5 (a) and (b) will also apply to all those who had registered for Ultra X Jordan 2020 before the 19th March for the remaining balance payment. I.e. the remaining balance will be fully refundable in said circumstances.
7.6 If we cancel the Event in accordance with Rule 7.4 ©, we will endeavour to reimburse you the entry fee for the Event in full other than where the Company has incurred costs and expenses that it is not able to recover itself.
7.7 Except as set out in Rules 7.5 and 7.6, Ultra X will not have any liability to you for the rescheduling or the cancellation of the Event.
8 ARTICLE 8: LIMITATION OF LIABILITY
8.1 Nothing in these Rules and Regulations excludes or limits Ultra X’s liability for:
(b) Death or personal injury caused by negligence on the part of Ultra X; or
© Any other liability which cannot be excluded or limited by the law.
8.2 Subject to the provisions of Article 8.1, neither Ultra X nor the Event Organisers will be liable to you for:
(a) any loss of or damage to your equipment and belongings;
(b) any indirect or consequential loss; or
© any loss or damage suffered or incurred by you arising out of or in connection with competing in the Event (including, without limitation, travelling to the Host Country and Town/City).
8.3 Except as otherwise provided by any applicable laws, Ultra X and the Event Organiser’s maximum liability to you for any claim in contract, tort, or in any other cause of action arising out of or in connection with the Event will not exceed the entry fee for the Event.
9 ARTICLE 9: INSURANCE
9.1 Ultra X taken out insurance to cover emergency evacuation for each competitor in the Events. The insurance covers you from the official start time of the Event (i.e. when the first competitor crosses the starting line in the first stage of the Event) to the conclusion of the Event, (i.e. when the final competitor crosses the finishing line on the final stage of the Event).
9.2 You must also take out and maintain your own personal travel insurance which covers you for the duration of your time in the Host Country. This must cover you fully against the costs of hospitalisation, medical care and repatriation if you become too ill to continue the Event and must above all cover you against the cost of air or other forms of evacuation and/or repatriation should sickness or injury necessitate such a course of action. This must be submitted to Ultra X in advance of the event as required.
9.3 Ultra X has no control over, and accepts no responsibility for, the availability or standard of medical and/or repatriation services and facilities in the areas in which the Event takes place, and such services and facilities do not form any part of the contract between you and Ultra X.
9.4 You are solely responsible for your own equipment and belongings during the Event and bear the sole responsibility for incidental or accidental damage (including wear and tear) to, or loss of, your own equipment and belongings. We recommend that you take out adequate insurance to cover your equipment and belongings.
10 ARTICLE 10: IMAGE RIGHTS, MEDIA CONTENT AND DEVICES
10.1 You irrevocably consent to:
(a) your appearance in the Event being filmed, recorded, incorporated and exploited in whole or in part in any television programme, film, video or broadcast of whatever nature by any means and in any media and format now or invented after the date of these Rules and Regulations;
(b) the use and reproduction of your name, likeness, appearance and photographs, films and recordings by any means and in any media and format for the purpose of advertising, publicity and promotion of the Event and the exploitation of the commercial rights relating to the Event; and
© You further hereby waive any moral rights you may have in respect of any use, reproduction, modification, publication or broadcast of your name, image, appearance or likeness.
10.2 All content from official blogs, emails, promotional materials and other materials distributed by Ultra X is the exclusive property of Ultra X and must not be copied or distributed without the express written approval of Ultra X.
10.3 You are permitted to capture content for personal use only. Any commercial use of such photographs is prohibited.
10.4 Ultra X may, if reasonably practicable, provide wireless Internet access at the campsite to ensure communications and live website coverage. You are only allowed to use the wireless Internet access in areas designed by Event staff. Laptop computers may be provided to you for sending blogs, emails, and other electronic communications. Access to any Internet sites during an Event except those explicitly approved by the Event Organisers is prohibited. Nothing in this Rule 10.4 will oblige Ultra X to provide wireless Internet or laptop computers at any or all of the checkpoints or campsites.
10.5 You may use your own power sources to charge your personal mobile devices such as cameras and iPods. You may not, under any circumstances, use any of the power sources utilized by the Event staff or volunteers to operate the Event to charge your personal devices. Any violation of this Rule 10.5 will result in a time penalty being imposed on you, or your expulsion from the Event.
11 ARTICLE 11: THE COURSE
11.1 Ultra X and the Event Organisers reserve the right to add, modify, cancel or change the course at any time.
11.2 While competing in an Event, you must stay on the marked course. If you inadvertently leave the marked course, you must re-enter the course at the exact place where you left the course. If you intentionally cut or leave the marked course (as we or the Event Organisers may determine in our sole discretion), you may be disqualified or be given a time penalty.
11.3 If you leave a logical or obvious course or direction between course markings, you will be deemed to have intentionally left the marked course. Where two course markers are visible, you must go to the closest marker. If a logical or obvious route is evident and both visible markers are distant marks (i.e., one that is evidently not the next mark in sequence) you must proceed on the logical route. Unless directed to do so by a course marking, cutting switchbacks on paved or dirt courses is considered intentional course cutting.
11.4 The course may be changed due to weather, safety hazards or darkness and we or the Event Organisers may in our absolute discretion adjust stage finish times to reflect any course changes.
11.5 Mandatory stops may be issued at any time due to climate, weather conditions or other factors. You must stay at the checkpoint indicated as a mandatory stop for the full time indicated. Failure to do so will result in a time penalty.
11.6 Staggered starts may be issued for any stage of an Event. Staggered starts are used to ensure that checkpoints are not kept open for unreasonable amounts of time. You will be notified of staggered starts before the beginning of the relevant stage of the Event. Any request to begin a stage of the Event at a start time other than the one assigned to you must be approved by the Event Director or the Medical Director of the medical support staff.
11.7 Course Markings — The course will be marked by signs, arrows, ribbons, chalk, paint, lights, flags and other devices. You are responsible for (a) staying on the course; (b) slowing down to pay attention to course markings or the absence of course markings; and © making reasonable assumptions and decisions about the direction of the course.
11.8 Course markings will generally be visible under normal lighting conditions. Abnormal conditions may include sand, dust, mist, fog, rain, snow or any other condition that reduces visibility (other than darkness). If abnormal lighting conditions occur, a stage of an Event may be modified, delayed or cancelled until normal visibility conditions return.
11.9 The Event Organisers will make every effort to keep the course markers in place for the duration of a stage of an Event. However, it is possible that markers may be taken, buried, blown over, covered or otherwise rendered difficult or impossible to find. It is your responsibility to pay attention to the markings and to make intelligent decisions when following the course.
11.10 Two or more course markers placed together indicate an abrupt change in course direction. Multiple markings will be placed so that they can easily be seen while following the intended course. Markings will be placed between foot and head height and may be placed on the ground, trees, bushes, walls, buildings, or other stationary objects.
11.11 If you are using GPS, you must follow the marked course. You may not travel directly between checkpoints unless the logical or obvious course follows the straight-line route. Cutting the course is against these Rules and may, in addition to disqualification or the imposition of time penalties, lead to dead ends or impassable terrain.
11.132 The course will be marked by lights/illuminated markings and/or reflective marking devices at night. You are required to carry a light that is sufficient to find unlit markers in the event that lights, and other illuminating devices are covered, fail or go missing.
11.14 If you remove or change the location or direction of course markings, you will be disqualified.
12 ARTICLE 12: UNIFORM
12.1 Ultra X may have sponsors for the Event. You will not be allowed to have your own sponsors that conflict with Ultra X sponsors. You are not allowed to wear any personal sponsor badges, advertising or other patches on your shirt or jacket sleeves.
12.2 You must wear an Event number on your chest or stomach which must be fully visible throughout the entire Event. The Event number must always be positioned over any clothing or front pack. You must not fix your Event number onto your leg. The Event number must not be folded or hidden at any time. A time penalty will be imposed for any incorrectly placed numbers.
13 ARTICLE 13: EQUIPMENT
13.1 You must, at a minimum and always carry the equipment on the Mandatory Equipment List, which will be either sent to you directly or posted from time to time on the Website. You will be solely responsible for familiarising yourself with the most up to date requirements of the Mandatory Equipment List.
13.2 You must carry your own equipment for each day. No other competitor may carry any of your equipment or belongings for you, including a teammate.
13.3 You must supply your own food and drink mixes for the entire event. Competitors must start with at least the minimum number of calories stated in the mandatory equipment list for the entire Event; The Event Organisers may, at their sole direction, check a competitor’s food supply to ensure that the proper amount of calories remain for the duration of the Event. The medical support staff will have the final decision as to whether the calories carried are enough for an individual competitor.
13.4 Additional gear requirements may be required for the Event depending on expected terrain and weather conditions. You will be personally advised of these requirements by Ultra X prior to the Event.
13.5 It is your responsibility to ensure that your equipment is fit for purpose prior to the start date of the Event. Competitors may be subject to random equipment checks by Event Organisers at any time. If any item of equipment as specified on the Mandatory Equipment List is found to be missing, the Event Organisers will impose a time penalty for each item missing or you may not be allowed to continue the event. If the Event Organisers consider that you have insufficient equipment to complete the Event, or if it is determined that you are carrying a food supply with an insufficient number of calories, they shall have the right to exclude you from the Event. If you are excluded from the Event under the provisions of this Rule 13.5, no refunds will be given and Ultra X will not be responsible for any resulting costs, including costs of repatriation.
14 ARTICLE 14: WATER
The Event Organisers will supply a ration of water at each checkpoint. Water supplied is to be used for drinking only. Any additional requests for water must be formally approved by a member of the medical support staff. Additionally, hot water for cooking purposes will be supplied at all campsites. Any intentional breach of this Rule 14 will result in the imposition of a time penalty.
15 ARTICLE 15: COMPETITION TIMING
Event headquarters will keep the official time clock for the Event, beginning when each competitor starts and stopping when each individual crosses the finishing line of each stage. The time for a team is the time when the last member of that team crosses the finishing line. The winning individual and team will be the individual and team with the lowest combined times of the stages after considering any time penalties.
Each runner must be checked in to all aid stations. Runners may be disqualified if your time is not registered at every aid station. Similarly, those who do not follow the marked trail/ course at all times may be subject to disqualification. Time penalties are at the race directors discretion.
16 ARTICLE 16: CHECKPOINTS
16.1 You will be given Course Instructions before the start of the Event.
16.2 All checkpoints must be completed in the designated sequence.
(a) Missing a checkpoint will result in the individual being disqualified unless they backtrack to the missed checkpoint. The individual must then proceed from the first missed checkpoint back through all checkpoints as per the mandatory sequence (even if the individual has passed through that checkpoint before).
17 ARTICLE 17: NIGHT ZONES
17.1 You may be provided with light sticks during certain stages of the event. These must always remain pinned to the rear of each competitor’s backpack until sunrise, while on the course. This light stick must be worn in addition to the headlamp and backup light source as specified in the Mandatory Equipment List.
17.2 Under no circumstances may you sleep alongside any part of the course
18 ARTICLE 18: INDIVIDUAL RESULTS
18.1 Subject to any special timing used for the event, the first individual to cover the five stages in the shortest accumulated time is the winner.
18.2 All other competitors will be ranked according to their finishing time. Competitors who started in the team category will be eligible for individual ranking if their team does not complete the Event (i.e., if one or more of their teammates withdraws or is disqualified from the Event).
18.3 Age rankings are based on the competitor’s age at the start of the event. For example, if the Event begins on 15 June and you are 29 years of age, and you have a birthday on the 16 June, you will be deemed to be 29 for the duration of the Event, and will be classified in the age group for a 29 year old.
19 ARTICLE 19: TEAM RESULTS
19.1 Teams are made up of a minimum of two or more individuals of any sex.
19.2 The first team to cover all five stages of an Event in the shortest accumulated time is the winner. All other teams will be ranked according to their finishing time. Teams can only be ranked if all members have completed all five stages of the Event.
19.3 The withdrawal or disqualification of any one member of a team will result in the disqualification of the whole team from the Event. If a team is disqualified, then each remaining member of the team can still continue in the Event in the individual category.
19.4 The Event Organisers may impose a time penalty on any competitor if, in their sole discretion, they determine that an unfair advantage will result from the disqualification of a team.
20 ARTICLE 20: OFFICIAL LANGUAGE
The official language of the Event is English. You are solely responsible for reading and understanding all official Event signs, directions, and oral instructions given by the Event Organisers and medical support team.
21 ARTICLE 21: PROTESTS
21.1 Protests (including, without limitation, disqualification, time penalties, time recordings and the conduct of other competitors) must be filed with the Event Director within 30 minutes of a team or individual’s finish of the relevant stage of the Event. Protests must be made to the Event Director or an Event Official, and may be made verbally, provided the protest is made discreetly and respectfully.
21.2 Any public protest or display of disgust concerning an Event organiser, the contents of the Official Rules &Regulations, or their application, will result in severe time penalties being imposed, or in disqualification of the protesting team or individual.
21.3 The procedure for determining any protest will be determined by the Event Director and all decisions of the Event Director shall be final and binding.
21.4 Any protest that the Event Director, in his or her sole discretion, considers to be made in bad faith or in retaliation for a previous protest will result in a time penalty being imposed on the protesting team or individual.
22 ARTICLE 22: GENERAL
22.1 You acknowledge and agree that by taking part in the Event you shall not rely on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person other than as expressly set out in these Rules and Regulations.
22.2 If any provision of these Rules and Regulations is be held to be unlawful, void, or for any reason unenforceable, then such provision shall be deemed severable from these Rules and Regulations, shall be enforced to the fullest extent allowed by law, and shall not affect the validity and enforceability of any remaining Rules and Regulations.
22.3 No waiver or amendment by Ultra X by you of these Rules and Regulations shall be effective unless in writing and signed by both by you and Ultra X.
22.4 The agreement between you and Ultra X governing the Events is made on the terms of these Rules and Regulations. Any dispute or claim arising out of or in connection with these Rules and Regulations, or the subject matter or formation (including non-contractual disputes or claims), shall be governed and construed in accordance with the laws of the United Kingdom. Each party submits to the non-exclusive jurisdiction of the United Kingdom.
22.5 In applying to compete in an Event, you hereby consent to Ultra X using all personal information collected from or about you in connection with the Event (including information collected by the Event Organisers) for the organisation, operation, administration and promotion of the Event. You further consent to your personal information being provided to others assisting Ultra X in connection with the Event. You may contact Ultra X via the contact form on the website to request access to any of the personal information relating to your collected data and held from time to time by us. The Rules and Regulations are in place to ensure a safe, fair and environmentally sound event. Penalties will be issued if any of the Rules and Regulations are broken, in particular those listed below. The issuing of penalties is governed by this guiding principle: Any action of a team or individual which results in either an unfair advantage to the acting parties or in an unfair disadvantage to another team or individual will result in a penalty against the team or individual involved in the action.
23 ARTICLE 23: RULES AND PENALTY ITEMS
23.1 Mandatory Forms; Failure to fully complete the Mandatory Form and submit to Ultra X by fax or email before the event starts. Not allowed to start the event.
23.2 Waiver Forms; Failure to fully complete the Intellectual Property and Liability Waiver before the event starts. Not allowed to start the event.
23.3 Litter on Course; Any litter on the course known to be dropped by you (either by identification or seen by another competitor or event staff) will result in a penalty. Every time this is reported, a penalty will be applied. Minimum 1 hour
23.4 Litter in Tents; Any litter left in tents when they are vacated in the morning will result in every competitor officially assigned to that tent being given a penalty. Every morning that litter is found your tent a penalty will be applied. 1 hour
23.5 Furniture in Tents; Any time a piece of furniture is found inside or in front of a tent (in particular a stool(s) or a chair(s)) every person assigned to that tent will receive a time penalty. 1 hour
23.6 Sleeping Outside the Camp Compound; Competitors are required to sleep in their assigned tents or within the camp compound. Sleeping outside the compound (including at the back of tents) will result in a time penalty. 1 hour
23.7 Not following course markings; If you do not follow the course markings from flag to flag in the order in which they are placed a penalty will apply. This includes following a course 10 meters from the markers, cutting corners / switchbacks and missing a flag. This will apply based on sightings from event staff or other competitors. 1 hour
23.8 Mandatory Stops; Failure to comply with a mandatory stop will result in a time penalty on top of the total time of the mandatory stop. For example if a competitor leaves the checkpoint early from which a mandatory stop has been enforced. 1 hour on top of the full period of mandatory stop.
23.9 Staggered Starts; If a staggered start is put in place you must comply with the start time that has been assigned to you, based on your times thus far. Failure to comply with this, other than with approval of the event director and medical director, will result in a penalty. 1 hour
23.10 Removing or Moving Course Markings; Any competitor seen to remove or change course markings will be disqualified. Disqualification
23.11 If race numbers are not attached in accordance with the patch placement instructions then a penalty will apply. For each day that this is not rectified the penalty will apply. 1 hour
3.12 Sponsor Logos; Sponsor logo’s can be worn on your clothing provided they do not conflict with Ultra X Partners or Sponsors and they are not worn on your sleeves or obscuring your bib number. You will be given a chance to rectify / remove any sponsorship branding which does meet these requirements. Failure to remove them when asked will result in disqualification. Disqualification
23.13 Bib Number; your bib number must be on your chest or stomach, must not be folded and must be clearly visible at all times while on the course. Each time event staff at a checkpoint reports your bib not on your chest / stomach, folded or not clearly visible, a penalty will be issued. 1 hour
23.14 Retaliation Protests A protest deemed to be in bad faith or in retaliation for a previous protest. 2 hours
23.15 Accepting Outside Support — Transport; If you do not walk on your own for any part of the course, however small, you will be considered withdrawn. This includes accepting any external support such as travelling in any form of transport such as camels, 4 by 4 (event or other), donkey cart, etc. Withdrawal
23.16 Mandatory Equipment Missing (pre-race); If any mandatory item is missing in entirety or does not meet the necessary requirements during check-in (including quantity, type and calorific value of food). Penalty. Not allowed to Start. The competitor can be given a chance to purchase or borrow the missing item but the item must be produced and shown to the event director before leaving for Camp.
23.17 Mandatory Equipment Missing (mid-race); If any mandatory item is missing in entirety or does not meet the necessary requirements upon a spot check being carried out from the time the competitor crosses the start line to when they cross the finish line. Essential Items include: number of calories, sleeping bag, backpack, shoes, headlamp, electrolytes, red flashing light, compass, Non-Essential items include: Blister kit, back up headlamp, alcohol gel, Sunscreen. Disqualification if it is an essential item or 1 hour penalty for non-essential items.
23.18 Inadequate Food; If a competitor is not deemed to have sufficient calories to complete the race safely (2000 calories for each of the remaining days). Disqualification
23.19 Water — Water that is used for washing (either yourself or your clothes) or any other use except consumption will receive a penalty. The penalty will apply each time this is seen. 1 hour
23.20 Sleeping on the Course; Sleeping on the course, other than with the approval of a medical support staff will result in a penalty and you will be required to start moving or withdraw from the event. 1 hour or withdrawal
23.21 Public protest or display of disgust; Any public protest, display of disgust and/or disrespectful behaviour to any event staff will result in severe penalties or disqualification. 10 hours or disqualification
23.22 Loss of Event Number; Any competitor who loses his or her bib number will be given a replacement and will receive a penalty. The penalty will apply every time each item is reported lost and a replacement is required to be given. If a lost bib number is not reported then the penalty will be doubled. 30 minutes
23.23 IV Drip; The medical team is present to support the competitors and no penalty is issued for consultation with a medical doctor, including the provision of an IV drip, if a doctor deems it necessary. However, if the medical doctor deems it necessary for the same competitor to have a second IV drip then they will not be allowed to continue. 2nd IV drip results in withdrawal.
**Note all penalties above may result in disqualification on the second offence.
24 ARTICLE 24: WAIVER
PLEASE READ THIS VERY CAREFULLY You acknowledge and agree that you are fully aware of the risks, including those of serious injury or death from causes that it may or may not be possible or reasonable to identify or anticipate but including and not limited to defects in or failure of equipment; fatigue; heart failure; dehydration; hyponatremia; injury arising from incidents affecting you alone or involving other participants, staff, third party road users or vehicles; and the effects of adverse weather conditions or other causes; You understand and acknowledge that the type of medical facilities that you might expect elsewhere (such as in the UK and other EU states) may not be available in the host country, or may not be available within a convenient distance should an injury be sustained by you or others. In addition you accept that even an emergency evacuation may be impeded by the terrain and conditions pertaining in whatever part of the Host Country through which the race may be run; and You agree that it is a condition of your participation in the Event that you hold full medical insurance to provide for any costs or expenses or treatment relating to your medical needs (other than where these can be provided on the course by Event staff) including full repatriation, and you consent to submit to and abide by any decisions concerning your health and safety, medical care and treatment made at any time by the Medics and that all the Medics and other Event Organisers may make emergency decisions as to your treatment by others (such as local medical practitioners or hospitals) where necessary. Without limiting the generality of foregoing consent, you will also agree to abide by any decision the Medics or the Staff may make as to your fitness to continue your participation in the Race or whether or not you should retire on medical or fitness grounds.
Limitation of Liability Notwithstanding anything else contained in these Rules, to the fullest extent allowable under any applicable law or regulation, neither the Company not the Event Organiser shall incur or be held liable to you or any other party for any Liability whatsoever in contract, tort (including negligence or breach of statutory duty) or otherwise arising out of or in connection with any matter referred in this Agreement; By registering to participate in the Event and/or attending an Event, unless explicitly agreed otherwise and in writing, you agree to fully indemnify and hold the Company harmless for and against any Liability of any nature whatsoever which you incur other than for fraud, death or personal injury caused by the gross negligence of the Company. Except as otherwise required by applicable laws, the maximum liability to you by the Company or the Event Organiser for any claim in contract, tort or other cause of action arising out of or in connection with the subject matter of this Agreement (including the Event, your stay and/or any travel to or within the Host Country shall not exceed the entry fee paid by you to participate in an Event.
25 ARTICLE 25: INTELLECTUAL PROPERTY AND IMAGE RELEASE
25.1 As an integral part of your acceptance of these Terms and Conditions you irrevocably agree and consent to:
a) Your image and participation in an Event being filmed or recorded by or on behalf of the Company and exploited or broadcast in any media or format (TV, video, radio or otherwise) whether in existence now or subsequently invented;
b) Any such film or broadcast or other exploitation being edited or altered in any way whatsoever for artistic or other purposes;
c) The copying, use and distribution of your name, image, appearance or words by any means and for any purpose including advertising, publicity, promotion of the Event and any and all exploitation of commercial rights in the Event.
25.2 You agree that any of the activities described in paragraph 25.1 above and any other exploitation of recordings by any means and in any media relation to an Event are the exclusive property of the Company whether or not legally protected under copyright law or otherwise and may not be copied or disclosed without the explicit written consent of the Company.
25.3 You acknowledge and agree that during any part of an Event you are permitted only to use still photography for your own personal use and not for any reproduction or distribution to any third party whatsoever. For the avoidance of doubt and without limiting the generality, any commercial use of such photographs is strictly prohibited.
25.4. You hereby waive any moral right you might otherwise have under copyright law or other applicable law or regulation in respect of any use, exploitation, modification, broadcast or otherwise of your name, image, appearance, words or likeness.
Competition Terms and Conditions
The below is relevant to the Ultra X Sri Lanka Competition Giveaway that is running from 11/05/2021 until 31/01/2021.
– All entries must be submitted via Viralloops and competitors will be notified upon entry via email.
– The winner of the prize will receive a bundle of INJINJI socks, a brand new Garmin Enduro GPS Watch, a pair of SunGod sunglasses, an Ultimate Direction Crew Bag and Race Pack, 2 Places to Ultra X Sri Lanka 2022 and 2 plane tickets to get there for the race.
– The winner will be chosen at random on the first week of September and the winner notified. They will then have 48 hours to claim their prize.
– All competition entrants acknowledge that by entering this competition they may have their name announced when the prize is allocated.
– Prizes are non-transferrable and cannot be exchanged for other prizes, cash or any other alternatives.
– Prizewinner must provide details for friend to bring to Ultra X Sri Lanka before the end of October 2021.