GENERAL TERMS AND CONDITIONS

These general terms and conditions apply to the events organized by Passion For Sports and/or the organizer mentioned with the relevant event.

By registering for an event, the participant declares that they have read and accepted these general terms and conditions.

1. Registration and payment

Registration is only final after the registration has been correctly completed and the registration fee due has been paid via the registration platform provided for this purpose of SQM Time or Passion For Sports (PFS).

An unpaid or incomplete registration does not entitle the participant to participate.

The organizer may refuse or close registrations when the maximum number of participants has been reached or when this is necessary for organizational or safety reasons.

2. Cancellation of the event due to exceptional circumstances

If the event cannot take place or cannot take place in a safe and responsible manner due to exceptional circumstances, the organizer may decide to postpone, modify, or completely cancel the event.

Exceptional circumstances include, among others:

• extreme or dangerous weather conditions;
• storms, thunderstorms, heavy rainfall, extreme heat or cold;
• flooding or risk of flooding;
• poor or unsafe condition of the course;
• insufficient water quality or unsafe conditions for a swim stage;
• fire hazard;
• decisions, advice, or obligations imposed by competent authorities, police, fire department, or emergency services;
• force majeure or other circumstances beyond the reasonable control of the organizer;
• any other situation in which the organizer reasonably considers that the safety of participants, staff, volunteers, or the public cannot be sufficiently guaranteed.

When the entire event is canceled and no adapted alternative can be offered, the participant may, where applicable, claim a partial refund of the registration fee in the form of credits valid for one year.

The amount of this compensation depends on the moment at which the event is canceled and on the costs that have already been definitively incurred by the organizer at that time and can no longer be recovered.

The applicable arrangement will be communicated to the participants in the event of such a cancellation.

This provision applies subject to mandatory legal provisions requiring the organizer to make a different arrangement.

3. Health and personal responsibility

Participation in a sporting event requires sufficiently good physical and mental health.

By registering and participating, the participant declares that, in their own judgment, they are sufficiently healthy and physically fit to participate in the chosen event and chosen distance.

The organizer recommends that participants undergo a preventive sports medical examination by a qualified physician or certified sports physician prior to participation, especially in the case of intensive or prolonged athletic exertion.

The participant remains personally responsible for correctly assessing their state of health, physical capabilities, and any medical risks.

The organizer cannot be held liable for medical problems resulting from the participant's personal health condition, except to the extent that the liability of the organizer cannot be excluded or limited under mandatory applicable law.

The participant undertakes to stop the race immediately if their health or safety requires it and to follow instructions from medical services, emergency services, and organization staff.

4. Personal accident insurance

Personal accident insurance is by default not included in the registration fee, unless explicitly stated otherwise for the event concerned.

If such insurance is included, this will be clearly indicated on the website or during the registration process.

The participant is personally responsible for taking out any additional insurance they deem necessary.

5. Race number and identification

Every participant must wear the bib number provided by the organizer correctly and clearly visible during the event, unless other instructions are given for the relevant event.

The bib number must not be modified, folded, or covered in such a way that identification of the participant becomes impossible.

Transferring a bib number to another person is only permitted via the organizer's official transfer procedure, provided this option is offered for the event concerned.

6. Personal belongings

The participant is personally responsible for their personal belongings before, during, and after the event.

Unless mandatory statutory provisions dictate otherwise, the organizer is not liable for loss, theft, or damage to personal belongings.

This also applies to items left in changing rooms, start or finish areas, refreshment stations, luggage storage areas, or other locations used as part of the event.

The organizer advises participants not to leave valuable items unattended.

7. Traffic, course, and compliance with instructions

The participant acknowledges and accepts the specific nature and risks of participating in sports events on public roads, public paths, forests, nature reserves, and other terrains.

Despite the presence of marshals, traffic controllers, volunteers, police, or other staff, the course may remain wholly or partially accessible to other road users, pedestrians, cyclists, vehicles, animals, or other users.

The participant must therefore always exercise necessary caution.

Unless expressly indicated otherwise by a competent authority, applicable traffic laws and road codes remain in force.

Participants are obliged to follow the course markings and the instructions of the organizer, marshals, police, emergency services, and other authorized persons.

Failure to comply with safety regulations or instructions may result in immediate exclusion from the event.

8. Modification of course, schedule, or race format

The organizer reserves the right to modify the course, distances, schedule, start and finish locations, start times, start waves, time limits, refreshment stations, and/or other components of the event before or during the event if this is necessary or advisable for organizational, operational, safety, or external reasons.

For events consisting of multiple disciplines, including triathlons, the organizer may modify, shorten, replace, or cancel one or more components.

This may mean, among other things, that:

• a swim stage is shortened or canceled;
• a swim stage is replaced by another discipline;
• a cycling or running course is modified or shortened;
• start times or start waves are adjusted;
• the sequence of disciplines is changed;
• the event is organized according to an adapted race format.

If, for example, a swim stage cannot take place due to water quality, weather conditions, currents, water temperature, or other safety reasons and the event is organized according to an adapted format, this shall be considered a modification of the event and not a cancellation of the entire event.

Such modification, shortening, replacement, or cancellation of a component does not entitle the participant to a full or partial refund of the registration fee, damages, or other compensation, unless mandatory statutory provisions dictate otherwise.

The same applies to changes in start times, start waves, courses, or other practical aspects of the event.

9. Prizes and prize purse

The prizes, cash prizes, prizes in kind, and/or distribution of the prize purse announced on the website, social media, or other communication channels are indicative, unless explicitly stated otherwise.

The organizer reserves the right to adjust the composition and distribution of the prize purse prior to the event if organizational circumstances require this.

An adjustment to the prize purse does not entitle the participant to a refund of the registration fee or any other compensation, subject to mandatory statutory provisions.

10. Personal data, image material, and communication

Personal data collected during registration will be processed for the organization and administration of the event and for other purposes as described in the applicable privacy policy.

To the extent necessary for the organization of the event, personal data may be shared with parties providing services in connection with the event, such as timing companies, registration platforms, payment providers, insurers, medical services, and other contractually involved service providers.

The processing of personal data takes place in accordance with applicable data protection regulations.

During the event, photographs and audiovisual recordings may be made in which participants may appear recognizably. Within the limits of applicable legislation, this visual material may be used for reporting, communication, and promotion of the event and the organizer's activities, including use on websites, social media, printed matter, and other communication channels.

No compensation will be paid to the participant for the use of such general atmosphere and race images.

For further information regarding the processing of personal data and the exercise of privacy rights, reference is made to the organizer's applicable privacy policy.

11. Uncollected items and lost property

T-shirts, medals, goodie bags, prizes, merchandise, and other products or options that, according to registration, must be collected during the event, will not automatically be sent afterwards if the participant fails to collect them in time.

If the organizer still has the items in question available, the participant may collect them in person by prior appointment at the warehouse or at another location communicated by the organizer.

The organizer is under no obligation to send these goods by post or courier.

The same arrangement applies to lost property found during or after the event.

Uncollected items and lost property will only be stored for a reasonable period. After this period, the organizer may dispose of them.

12. Cancellation by the participant

If a participant wishes to cancel their registration, the cancellation conditions selected during registration apply.

The selected cancellation option cannot be changed after confirmation and payment of the registration.

The participant must process a cancellation through their personal account within the applicable time frame.

Non-participation in the event without timely cancellation does not entitle the participant to a refund or compensation.

If permitted by the conditions, a registration may be transferred to another participant via the procedure provided for this purpose.

13. Acceptance of the terms and conditions

By confirming registration and paying the registration fee, the participant declares to have read and agreed to:

• these general terms and conditions;
• the specific conditions of the relevant event;
• the cancellation conditions selected upon registration;
• the applicable race and safety regulations;
• the applicable privacy policy.

The participant is personally responsible for providing correct information during registration and for consulting the most recent practical information about the event.

If any provision of these general terms and conditions should prove to be wholly or partially invalid, void, or unenforceable, this shall not affect the validity of the remaining provisions.

Mandatory statutory provisions shall always take precedence over conflicting provisions of these general terms and conditions.