General Event Terms and Conditions
General Event Terms and Conditions.
| The below terms & conditions (T&Cs) applies to all Kids Operating Room (KidsOR) advertised events, its participants, donors and applicants. By registering for the Event, you are agreeing to the below terms and conditions. |
| 1 Entry and Fees. |
| 1.1 As a participant/applicant I agree, accept and understand the following: Entry Fees, Registration Fees and donations given to the charity are not refundable unless otherwise stated. |
| 1.2 As a participant/applicant I acknowledge I cannot swap, sell or transfer my place in an event or allow anyone else to participate on my behalf. |
| 1.3 Guaranteed Entry and Confirmation 1.3.1 Definition of Guaranteed Entry |
| a) The term 'Guaranteed entry' means an entry that is confirmed as an 'official entry' into the event. b) Such entries are typically procured directly by KidsOR from the official race/event organisers or through a third-party events company. c) KidsOR reserves the discretionary right to allocate its event entries to participants and/or applicants as it deems fit. |
| 1.3.2 Clarification on 'Guaranteed': |
| a) The term 'Guaranteed' does not automatically ensure that the applicant will receive one of the charity's official entries into the event. b) A participant’s entry into an event will be confirmed in writing by KidsOr. |
| 1.3.3 Precautionary Measures for Applicants: |
| a) KidsOR requests all applicants to refrain from making any arrangements such as travel and accommodation until they have received written confirmation from the charity. b) KidsOR shall not be responsible for any consequences arising from arrangements made prior to receiving written confirmation. c) This responsibility extends to all non-participants associated, in any manner, with the participant(s) or applicant(s), for whom the charity disclaims any responsibility at any stage. |
| 1.4 Entry Fee Subsidy Repayment Clause |
| 1.4.1 In the event that KidsOR subsidises a participant's event entry fee and confirms their participation, but the participant can no long join the event, KidsOR reserves the right to recover the remaining balance owed outwith funds raised and donated. |
| 1.4.2 Where there is a remaining balance on the full entry cost, KidsOR reserves the right to charge the remaining balance to the participant's credit/debit card and/or pursue the remaining balance via invoice. |
| 1.4.3 This clause is in place to prevent the charity from incurring financial strain due to unforeseen circumstances. |
| 2 Fundraising and Donations. |
| 2.1 Donation Policy and Participant Communication |
| 2.1. If the event is cancelled, or the participant decides not to participate, the participant is responsible for contacting their sponsors to inform them that they are no longer taking part and for confirming with the sponsors whether they are happy for the money they have donated to still be given to Kids Operating Room. If these donations have been deposited with KidsOR already, the donors must contact KidsOR individually to get a refund. If a participant is using sponsorship forms for fundraising, all sponsorship forms and monies collected should be forwarded to Kids Operating Room or returned to the sponsors in accordance with their wishes. |
| 2.2 Unrestricted Fund Utilisation |
| 2.2.1 Unless explicitly stated otherwise, all funds raised by event participants and their donors/supporters are considered unrestricted. These funds will be utilised by Kids Operating Room to further our mission and charitable objectives, with a focus on directing resources to areas of greatest need. |
| 2.2.2 Unless a specific agreement is in place, Kids Operating Room is unable to provide detailed reports on the utilisation of individual contributions. The charity appreciates the support and trust of its donors in allowing flexibility to allocate funds where they are most urgently required. |
| 2.3 Exclusion of Additional Fees from Participant Fundraising and Donations |
| 2.2.1 All additional fees, including online fees, card fees, other fees, and/or Gift Aid, cannot be incorporated into any participant's fundraising, donations, or payments made to KidsOR. This policy ensures transparency and clarity regarding the exclusions from the stated contributions. |
| 2.4 Upon confirmation of entry into the event, the charity strongly recommends that all participants initiate their fundraising efforts promptly. Unless otherwise instructed, participants are encouraged to create an online giving page using JustGiving (https://www.justgiving.com/kidsor) |
| 2.4.1 If a participant opts to set up a joint online fundraising page, such as with another participant, the charity kindly requests immediate notification. Participants can communicate this information through email or phone via the KidsOR website or directly with their main point of contact at the charity. Clear communication ensures accurate record-keeping and transparent accounting. |
| 2.5 Currency and Non-UK Platform Compliance: |
| 2.5.1 As a registered Scottish charity, fundraising targets are, by default, set in Great British Pounds (GBP), unless specified otherwise in event-specific terms and conditions. Participants residing outside the UK are required to adhere to GBP targets but have the flexibility to fundraise and promote their efforts in their local currency. |
| 2.5.2 Unless otherwise specified, all fundraising activities must be conducted through agreed- upon platforms, such as JustGiving, irrespective of the participant's geographical location. This standardisation ensures consistency and streamlined processing of funds regardless of the participant's base. |
| 2.6 The participant will use only lawful means to fundraise for KidsOR and will not do anything that harms or is likely to harm the charity’s reputation. |
| 2.7 KidsOR can terminate the participant's authority to fundraise on the charity's behalf at any time by sending written notice to the address or email given at the point of registration. |
| 3 Event Organiser Terms and Conditions |
| 3.1 Event Policy and External Organiser Terms and Conditions |
| 3.1.1 To access the official terms and conditions for the event, please refer to the event organisers' official website. Likewise, partners affiliated with KidsOR are expected to have their unique terms and conditions available upon request before any agreement. |
| 3.1.2 All participants are required to review and accept the terms and conditions associated with event participation. By registering, participants acknowledge their understanding and acceptance of the specified terms. |
| 4. Event Participation |
| 4.1 Participant Liability, Risk Acknowledgment, and Insurance Requirement |
| 4.1.1 All participants acknowledge and accept that neither the event organisers nor KidsOR shall be held liable for any death, personal injury, event cancellation (in whole or part), or loss or damage arising directly or indirectly from their participation in the event. |
| a) Assumption of Risk: Participants affirm that they engage in the event at their own risk. b) Insurance Requirement: The charity mandates that all participants obtain insurance covering participation in the event, as well as travel, illness, injury, accommodation, personal belongings, especially for events conducted overseas. c) KidsOR is unable to provide insurance covering participation in the event, and the participant is responsible for securing appropriate insurance cover. |
| 4.2 Pre-Event Communication and Changes in Circumstance |
| 4.2.1 The participant commits to promptly notifying KidsOR, in advance of the event, should they anticipate being unable to participate due to injury, illness, or challenges in meeting their pledged fundraising amount or for any other reasons. Immediate communication ensures that appropriate measures can be taken to address the situation. |
| 4.2.2 All participants undertake to inform KidsOR promptly of any changes in the information previously provided to the charity or alterations in their circumstances that might hinder their ability to reach fundraising targets or participate in the event. Transparent communication about any changes enables the charity to offer support and make necessary accommodations. |
| 4.2.2 The charity requests accepted participants to provide monthly updates on their fundraising and training progress, starting from the confirmation of their entry into the event. Consistent communication allows the charity to stay informed and offer support as participants prepare for the upcoming event. |
| 5. Participant Entry Withdrawal and Allocation |
| 5.1 KidsOR reserves the right to withdraw a participant's entry into the event under certain circumstances and maintains the discretion to allocate entries appropriately in oversubscribed events. |
| 5.2 The charity may withdraw a participant's entry if it deems the participant is failing to meet the minimum fundraising target within the specified timeframe. This timeframe, generally within one month after the event day or before, excludes entry fees, registration fees, and gift aid. |
| 5.3 KidsOR retains the right to withdraw a participant's entry for any reason it deems fair and reasonable. |
| 5.4 The charity commits to making efforts -utilising email and telephone communication - to address concerns about a participant's fundraising progress before withdrawing their entry. This process involves collaboration with the participant and utilising the information provided. |
| 5.5 No individual possesses an inherent right to a KidsOR entry. In the event of oversubscription, the charity reserves the right to allocate entries as it deems appropriate. |
| 5.6 The participant and/or applicant commit(s) to engage in the event exclusively in support of KidsOR. Once accepted onto the KidsOR Team and allocated one of the charity's event entries, the participant and/or applicant agree(s) not to participate for, or switch allegiance to, another charity or organisation prior to the event. This commitment ensures consistency and clarity in the charitable focus of the participant's efforts. |
| 5.7 All participants agree to fulfil their stated fundraising/donation amount and send the amount to the charity within one month after the event day or before. |
| 5.7.1 This is subject to change on an event-by-event basis. Please refer to the specific event T&Cs for clarification on due dates and any associated offers and expectations. |
| 5.8 KidsOR retains the right to modify the values of its entry fees, registration fees, and/or fundraising targets at any time, based on its discretion or operational needs. |
| 5.9 KidsOR reserves the right to amend its Terms and Conditions whenever deemed necessary by the charity. Any such changes will be implemented with due consideration and communicated appropriately to all stakeholders. |
| 6. Personal Data and Images |
| 6.1 Unless otherwise agreed, event participants hereby grant consent to be filmed or photographed by KidsOR or someone contracted by KidsOR. The rights to such footage or photographs shall belong to KidsOR. Participants expressly permit the unrestricted use of their name, picture, image, feedback, and comments in any future publicity, advertising, fundraising materials, and/or promotions. Participants will notify KidsOR in advance of the event if they would prefer not to feature in any publicity. |
| 6.2 Participants grant permission for the storage and utilisation of their personal information by KidsOR in connection with the organisation, promotion, and administration of events. |
| 6.3 Participants further consent to the sharing of their personal information with event organisers, as necessary, by KidsOR for the purposes of organising, promoting, and administering events. |
| 6.4 KidsOR places paramount importance on the privacy of all stakeholders. The charity commits to never selling or swapping participant details with third parties. Participants retain the right to withdraw their consent at any time by contacting us at Fundraising@KidsOR.org. Detailed information on the protection and use of personal data is outlined in our Privacy and Cookies Policies, accessible on the KidsOR website within the Privacy Policy section. |
| Charity Registered in Scotland: SC048523 www.KidsOR.org |