Terms & Conditions for Permitted Events
Missing persons plan
As part of our duty of care, we need to be accountable for all athletes who start our races. In order to do this the following procedures will be followed:
- Athletes must register and collect their timing chip before being able to take part in the event.
- Athletes having a timing chip enables us to be able to see at any point during the race how many competitors have started, how many are out on the course (and on which section of the race) and how many have finished.
- The course will be well signed and marshalled to minimise the risk of competitors getting lost. In addition, route maps will be sent to all competitors prior to the race day along with comprehensive race notes which are then reiterated during the race briefing which takes place immediately prior to the event start.
- Any athlete who withdraws from the event must inform a marshal so that they are accounted for.
- We have a back runner who sets off at the back of the race and stays behind the last athlete for the duration of the race. The back runner also informs the marshals when they can stand down from their marshal points.
- In the event of an athlete going missing, we would check on the timing system to see where they were last located and then contact marshals from that point onwards to search for and locate the athlete in question.
- We hold contact details for all athletes and also emergency contact details. In the event of not being able to locate an athlete we will attempt to make contact with them using their details. If we are still unable to locate them, we would then phone the emergency contact number.
- At this point we would also move any spare race personnel to search for the missing athlete.
- To ensure that we account for all marshals, they are required to attend a marshal briefing prior to the event starting.
- The race organiser will sign them in, give a safety briefing and ensure that they know where they are positioned on the course.
- The back runner will inform marshals when they can stand down from their marshal points on the course.
- We will hold contact details for all marshals and also emergency contact details.
- Marshals are asked to sign out when they have finished their roles.
- In the event of a marshal being unaccounted for we would phone them and in the event of still not being able to contact them, we would send someone out onto the course to look for them.
- In the event of still not being able to locate the marshal, we would then phone the emergency contact number.
In either case (whether a competitor or marshal), in the unlikely case of being unable to locate someone by their last known location, their contact details or their emergency contact details and a thorough search, we would then inform the local emergency services and ask for their assistance.
It is expected that by circulating this information to both competitors and marshals in advance that we would not be put into the position of contacting the police unless we were in a genuine emergency situation.
Photography and use of images
Please note that the Events take place in public spaces and on the highways, images from the Events (including your image) may be collected during Events by media agencies and members of the public that the event does not control and has not authorised. Therefore, the collection of images by these third parties is outside our control and you must speak to those agencies directly if you have concerns.
We will authorise the taking of photographs, moving images, and the filming of the event for different purposes connected to the Events e.g. provision of event images to competitors, use on marketing, website, social media etc.
We cannot stop images of specific individuals being captured during the event by the official channels, but we will endeavour to control the use of these images if you object to your image being used in any way that causes you loss or damage or otherwise infringes your rights.
You may (1) notify us in advance of your race number asking that images captured are searched and deleted – and (2) notify us if you subsequently see an image of yourself that you consider causes you loss or damage or otherwise infringes your rights asking that it or they be removed. The event will, on a case by case basis, use its reasonable efforts to comply with your request, but note that individuals must be identifiable to the event and that we are not obliged to remove images of an individual where he or she is not the main or a dominant feature of the image e.g. spotting your own face in an image of a mass swim start would not entitle you to deletion.