Withdrawal and Transfer Policy

WITHDRAWAL AND TRANSFER POLICY

Organising an event requires a considerable amount of forward-planning, time, risk and expense.

Finance is committed prior to the event to such items as BTF race permits, administration, insurance, advertising and printing costs. We also have to book venues, arrange first aid cover, equipment and specialist services such as timing and results, hire lifeguards, and commit to the event before any entry fees have been collected.

If for any reason we have to cancel the race due to events beyond our control (force majeure), a refund will be provided in accordance with the Conditions of Entry.

​Rugby Triathlon Club has event cancellation insurance which will cover many potential reasons for the event to be cancelled (normally at short notice, such as weather conditions and/or flooding) however not all circumstances (such as the Covid-19 pandemic) can be insured against.

Offering a full refund in such a scenario, while still incurring race costs is not possible.

​Withdrawals

If you do need to withdraw from any of our events, and provided we get enough notice, we are prepared to give you an element of your entry fee back.

This is our withdrawals policy for all our events:

1. You must notify the race director in writing by email. Send your withdrawal email to races@rugbytriathlon.org.uk with your name and the word 'withdrawal' in the subject line.
   In the body of the email please provide your name and date of birth to ensure we credit the correct individual. For security, the refund will be credited back to the original payment card
2. The date of your withdrawal is as shown on the email we receive.
3. Refunds will be issued as follows (based on notification as per email date):
   • 6 weeks or more prior to event = 80 % Refund
   • 4-6 weeks prior to event = 50% Refund
   • Less than 4 weeks prior to event = No Refund

​Transfers

​We appreciate that participation is often booked many months in advance and that sometimes plans change or injuries occur. With this in mind, we are prepared to offer entrants the opportunity to transfer their place to another individual until race entries close (either the scheduled date or when all places are filled, if earlier). After this, no transfers will be possible.

This is our transfer policy for all our events:

1. You must notify the race director in writing by email. Send your Transfer email to races@rugbytriathlon.org.uk with your name and the word ‘transfer’ in the subject line.
   In the body of the email please provide your name and date of birth to ensure the correct place is transferred.
2. You will be provided with a code to provide to the other person who will be taking your place. This discount code will allow that person to enter the race at no cost. It will be your responsibility to arrange payment from your replacement.
3. Once the transfer process is completed, by the usage of the code provided, the original entrant will be removed from the entry list.
4. If the transfer process is not completed, the race entry will remain in the original name.

Deferral

​This is our deferral policy for all our events:

1. Entries cannot be deferred to another event or another year.