Events Terms and Conditions

The Prince of Wales Hospice Event Terms & Conditions 

These Terms & Conditions detailed below apply to all purchasers, participants and attendees of The Prince of Wales Hospice’s (‘the Hospice’, ‘we’, ‘our’) owned events.  

1. The act of purchasing an entry through the Hospice’s online booking system (TryBooking) or completing a paper entry form, prior to or on the day of an event, and/or signing in at registration, on the day of the event, is taken as acknowledgement that each participant/attendee accepts these Terms & Conditions. 

2. Participants must be at least 16 years old on the date of the event, unless specified otherwise. All participants & attendees under the age of 18 years old must be accompanied by someone aged 18+ years old.  

3. Purchasers of any of our events must be 18+ years old.  

4. Booking for any of our events indicates your consent for the Hospice to contact you with pre-event information. 

5. We reserve the right to cancel any event, due to extreme weather, insufficient participant numbers, or circumstances outside of our control. In such an occurrence, each participant’s entry with be automatically moved to any rescheduled event date. If a participant cannot make the rescheduled date, they will be given the option to move the entry fee to another event, change the entry fee into a donation for the Hospice or can request a full refund (minus a 5% admin fee). 

6. Cancellation/Refunds: Purchasers may cancel a ticket by emailing events@pwh.org.uk  including their & the participants full name(s), and address used to purchase the tickets. . We require at least 28 days notice prior to the event you are attending in order to process a full refund (minus a 5% admin fee). Any person making a request outside of this time scale will not be entitled to a refund and their entry fee will be taken as a donation to the Hospice. Please note: transfer of tickets can be made at any point by emailing events@pwh.org.uk.   

7. Participants and attendees are responsible for their own personal conduct.  

8. Each event participant & attendee is fully responsible for their actions and personal belongings whilst attending any Hospice event. We do not accept responsibility for the actions of the participants or attendees nor the consequences of such actions.  

9. No liability whatsoever shall be attached to the Hospice, event sponsors or any event official in respect of any injury, loss or damage suffered by the participant/attendee in or by reason of the event they attend, unless such injury, loss or damage is proven to be caused by the negligence of the aforementioned.  

10. Each participant signing-in at registration, on the day of an event, agrees that they are physically and mentally fit and capable of participating in the event.  

11. Event participants and attendees should note that the Hospice is insured for public liability risks in connection with our events. Any incidents that may give rise to a claim must be reported to the Hospice’s Fundraising Team at events@pwh.org.uk or call 01977 800238 – as soon as possible.  

12. Participants and attendees must fully comply with all event and venue rules. Any rules will be emailed to all purchasers to pass onto the participant, if the purchasers and participant are not the same person. Rules will also be available on the day at the event.  

13. Event participants and attendees will be fully responsible for any fees or costs incurred or arising from an accident either involving or caused by them. This includes, but is not exclusive to, fees from Police, Air Ambulance, Fire and Rescue and the Ambulance service. 

14. Event participants and attendees agree to assign and grant the right and permission for the Hospice, their digital agency, event sponsors and organising partners to use and publish any photographs/film/video/electronic representations and/or sound recordings of the participant on any activity. The participants and attendees hereby release the Hospice from any and all liability from such use and promotion. The participants and attendees hereby authorise the reproduction, sale, copyright, exhibit, broadcast, electronic storage and/or distribution of said photographs/film/video tapes/electronic representations and/or sound recordings without limitation at the discretion of the Hospice. The participants and attendees specifically waive any right to any compensation they may have for appearing in any of the photographs/film/video/electronic representations and/or sound recordings of the participant(s) at the event. 

15. The Hospice may immediately remove from the event anyone who disobeys any rules, directions, instructions, decisions, or laws, or whose behaviour endangers safety or negatively affects a person, facility, or property of any type or kind. 

16. The data the Hospice gathers and holds is managed in accordance with GDPR and DPA (2018) and as such the Hospice will only use the information provided for the specific purpose for which it was provided. Our Privacy Policy can be found on our website at www.pwh.org.uk/privacy-policy  

17. We will contact you about our work and ways to support it from time to time. We  will never pass on or sell your details. For more information about how we use your details: www.pwh.org.uk/privacy-policy. To change the type of communications you receive from us, call 01977 800238; email fundraising@pwh.org.uk; visit www.pwh.org.uk/keepintouch. 

18.  The Prince of Wales Hospice maintains a zero-tolerance policy towards all forms of bullying and harassment, including sexual harassment, and we are committed to fostering a safe, respectful, and inclusive environment where all individuals are treated with dignity and respect. 

19. The Hospice reserves the right to update these Event Terms & Conditions at any time prior to the any of our owed events. An up-to-date copy of the Terms & Conditions will be displayed on the website.