All Phoenix Running events are held under UKA (UK Athletics) rules with TRA (Trail Running Association) permits unless an alternative permit is stated in the final event information. 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.
Rik Vercoe, Race Director at Phoenix Running Ltd, is a certified and registered member of the Trail Running Association; Membership Number 3143.
All attended events are held under a UKA/TRA race permit or alternative ARC which is available at the start / finish area of each event.
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)
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.
PREGNANT DEFERALS – We allow pregnant & postpartum mums to defer their event for up to three years. This also applies to adopting parents.
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.
On entering Phoenix Running Ltd events you are entitled to the following;
Last Minute Drop Out and our Unused Medals Charity PolicyWe 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.
Where a verbal race briefing is not given due to mass gathering restrictions due to Covid-19 controls, a written race briefing will be provided. All participants MUST read the race briefing in full before attending the event.
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 without express permission.
Due to Track & Trace requirements as a result of the Covid-19 pandemic, all entrants’ give permission for basic contact details (Name, Address, Telephone Number and Email Address) to be provided to the relevant authorities upon request for track and trace purposes only.
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 a Phoenix Running event has to be cancelled, delayed or postponed due to circumstances outside of our control, such as extreme weather, instruction from Emergency Services, or following pandemic advice from the relevant authorities no refunds will be payable, however entry will be carried forward to the next running of the event or a suitable alternative event offered, such as a virtual version of the original event.
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.
Feedback & Complaints Process
Feedback - we hope that you always have a positive experience at all our events and are always pleased to get positive feedback about the things you like and things you would like to see more of.
Complaints - we also realise that from time to time there may be improvements we can make or perhaps there’s something that’s happened that you want to tell us about. If you wish to make a complaint about any element of any of our events we ask that you do this in writing, via email to [email protected]. We also ask that you make any complaint within 1 month of the issue you experienced to allow us to deal with things in as timely a manner as possible and to thoroughly investigate. Please give as much specific detail as possible, including dates and times. Please note that any issues reported outside of this timescale, and in particular when more than 3 months have passed, may be very difficult to look into, but rest assured we are always looking to constantly improve and are always making small adjustments to our events based on feedback.
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.
Championing Women’s Running
Phoenix Running policies for female athletes
Here at Phoenix Running we aim to make our races as inclusive as possible by Championing Women's Running. Following the race guidelines outlined on SheRACES, we've made some enhancements to ensure our events are as female friendly as possible. Female inclusiveness at Phoenix Running is championed internally by Louise Vercoe, co founder and female athlete and externally by two independent athletes and champions of women’s running, Sarah Marshall and Amy Lomax. If you have any pre-race issues or concerns, any special requirements or any feedback on our female inclusiveness, you can email Louise directly at PhoenixRunningUK@gmail.com, or Sarah at firstname.lastname@example.org and Amy at email@example.com
Logistics & Planning
We have a friendly social media page (see event updates section below for our Facebook Group) where you can ask literally any question.
Any entrants that have special requirements such as breastfeeding mums please contact us in advance & we will make provision for you as best we can.
Should you have any other concerns about race day that you'd like to discuss, don't hesitate to contact Louise Vercoe at [email protected].
Here at Phoenix Running, all of our cut-offs are linear and stated in the final event information emails so you do not need to push harder in the first instance, keep to a steady pace & you will finish.
We allow pregnant & postpartum mums to defer their event for up to three years. This also applies to adopting parents (see our full deferrals policy above)
Aid station & women's products
We have a number of women’s products available at our aid station including sanitary products. If you need anything, at any of our events please just ask.
Toilets and changing facilities
Where possible we have separate female & male toilets at all our venues and access to suitable facilities to change your clothes / running kit.
All finishers receive the same bespoke medal for our events.
We look forward to welcoming female athletes at all of our events.
Please join our Facebook chat groups. We recommend all entrants to our events join these groups.
For any specific event changes we will always EMAIL all entrants as the primary communication channel.
However, please do join our two Facebook chat groups as we post news / interim updates / weather updates and much more.
Phoenix Running Community - https://www.facebook.com/groups/500321893480620/
Phoenix Virtual Running Community - https://www.facebook.com/groups/1131279356994727/
Failure to follow event rules could result in disqualification and the Race Directors decision is final.