Phoenix Running Ltd

Terms & Conditions

T&C's - Entry Rules

All Phoenix Running events are held under UKA (UK Athletics) rules with TRA (Trail Running Association) permits. Each event has a separate TRA Permit Number.

Phoenix Running Ltd is a certified and registered affiliate member of England Athletics; Registered Reference Certificate Number: 7692738.

Phoenix Running Ltd - EA Affiliate Certificate

Rik Vercoe, Race Director at Phoenix Running Ltd, is a certified and registered member of the Trail Running Association; Membership Number 3143.

Phoenix Running Ltd - TRA Certificate

UK Athletics (UKA)

Phoenix Running events are held under UK Athletics rules and regulations and as such you declare that;

  • You are an amateur as defined by UK Athletics laws and agree to abide by their rules.
  • You agree not to hold the organisers, marshals, volunteers, sponsors or any associated company or organisation working within the framework of the event (to the extent permitted by law) liable for any personal injury, sickness or accident suffered, nor the loss of any property on the course, changing areas, or event HQ.
  • You are fully aware of the potential and actual risks associated with participation is these events and that on event day you are medically fit to take part
  • You participate entirely at your own risk and agree not to take part if you are unwell or injured.

  • Treating Customers Fairly (TCF) or in this case Treating Runners Fairly (TRF)
    On entering Phoenix Running Ltd events you are entitled to the following;

  • FREE DEFERALS - You can transfer or defer any race entry (once) to a future event up to 1 week (7 days) prior to the original event date (subject to availability). This is our ‘no questions asked’ commitment to our runners. There are no deferral fees, no online forms to fill out and there is no onus on you to find another runner to take your place (unless, of course, you want to). You can defer an event once, just email us and we’ll do the rest. Simple, easy and fair.
  • FREE TRANSFERS - You can, if you prefer, transfer your entry to another runner up to 1 week (7 days) prior to the event date (subject to availability). Simply email us the new runner’s full contact details prior to the transfer deadline and include any club affiliation and medical conditions.
  • 1 WEEK (7 DAY) DEADLINE - Race numbers are not transferable to another event or another runner within 1 week (7 days) of the race date.
  • DEADLINE EXCEPTIONS – There are no exceptions to shortening the 7 day deadline. From time to time Phoenix Running hold special events or events with a larger than usual capacity. We reserve the right to extend the 1 week deadline for transfers and deferrals for such events. This will be made clear in the specific terms and conditions for those events.
  • REFUNDS - The entry fee is non-refundable.

  • Last Minute Drop Out and our Unused Medals Charity Policy

  • We will always do our very best to treat our runners as fairly as possible, whilst maintaining the high standards of integrity and organisation that you expect from Phoenix Running events.
  • Making last minute changes (within 1 week of the event date) can and does compromise the organisation of an event; however we do not seek to profit from inevitable last minute drop out.
  • We DO NOT double-sell or sell on spaces if you do decide to tell us you can’t make it within 7 days of the event. We understand that things can change ‘back again’ and so your space is here for you, no matter what, once the 7 day deadline has passed.
  • Any unused medals from ‘no-shows’ are put towards our charity fundraising. We hold at least one annual charity event comprised of all the unused medals from ‘no-shows’ and donate 100% of proceeds to our chosen Charity.
  • In 2016 we used these funds to send 1 runner to the London Marathon with Rays of Sunshine (registered charity 1102529), in 2017 it was two runners and in 2018 we sent three runners.

  • On entering to Phoenix Running Ltd events you agree to the following;

  • Participants must be 18 years of age or over on the event date to take part in the event.
  • All runners must attend the race briefing to be held 15 minutes before the race start at the Race HQ and have registered and collected race numbers before this time.
  • Participants give permission for photographs or films to be taken during Phoenix Running Ltd events and Phoenix Running reserve the right to use such photographs for publicity or to promote future events.
  • All data is stored securely and will not be supplied to any third party.
  • On event days you must complete personal details, including any health issues and medication being taken on the reverse of the race number.
  • The race number must be worn at all times and be clearly visible on the front of race apparel for the duration of the race.
  • Runners must agree to and follow any instructions given by event officials / marshals
  • The time limit to complete the course is specified in the specific event information. As a general rule our marathons events have a 7 hour time limit (unless specified otherwise at the race briefing or in the written material associated with that event) and out Timed events have a 6 hour time limit (unless otherwise specified).
  • Any participant who retires during the event MUST ring the race day mobile number and inform a marshal of their withdrawal. The marshal will remove and retain their race number. You MUST tell an official if you are retiring from the event.
  • Phoenix Running reserves the right to alter or amend race information or rules before the event and publish any changes.
  • The wearing of music devices or devices requiring headphones is permitted (unless stated otherwise) at the participants own risk.

  • In the unlikely event that the Phoenix Running event has to be cancelled, delayed or postponed due to circumstances outside of our control, such as extreme weather or instruction from Emergency Services, no refunds will be payable, however entry will be carried forward to the next running of the event or a suitable alternative event offered.

    Participants must:

  • Not litter the course and must use the bins either provided or available on the route.
  • Keep to the trail route and public towpaths so that there is no impact on the environment.
  • Give right-of-way to members of the public, including cyclists at all times.

  • Age Group Rules

    Clarity on Age Group Rules at Phoenix Running Events. We operate strictly under UKA rules and translate these into our lap distances as follows. Phoenix Running operate under Rule 141 S 5 UKA Trail Running

  • Over 11 years - under 12 years - 3,000 metres
  • Over 12 years - under 14 years - 5,000 metres
  • Over 14 years - under 16 years - 6,000 metres
  • Over 16 years - under 17 years - 10,000 metres
  • Over 17 years - under 18 years - 25,000 metres
  • Over 18 years - under 20 years - 45,000 metres

  • To clearly translate this into Phoenix Running laps, which are always made up of laps in multiples of 5km is that on the date of the event the following applies;

  • Over 12 years - under 16 years – 1 lap
  • Over 16 years - under 17 years – 2 laps
  • Over 17 years - under 18 years – 5 laps
  • Over 18 years – under 20 years – 8 laps

  • Additionally our entry system is set not to accept entries for any DOB under 18 – so for any runners under 18, the parent of guardian should contact us and we will advise on how to enter and most importantly monitor against the above distances.

    We restrict under 18 entries to no more than 3 per event, on a first come first served basis. This is simply because these are not specifically under 18’s events.

    Please note the under 20’s restriction on Ultra events. You are not able to run over 8 phoenix laps, or in UKA trail terms, 45,000 meters, until aged 20 plus.

    Failure to follow event rules could result in disqualification and the Race Directors decision is final.