Disabled Children's Charity in Kent

Event Participant Terms and Conditions

These Terms and Conditions apply to all participants in any event for We Are Beams, and those who attend as spectators. If you are registering on behalf of a group, you are accepting the Terms and Conditions on behalf of all group members.

Please note that these Terms and Conditions apply to We Are Beams organised events. If you are registering for a ‘Third Party’ event, you must adhere to any terms and conditions set by the company in question, please see the Third Party section for more information.

 Participation

• I confirm that I am medically fit and that I participate in this event at my own risk. We Are Beams will not be held responsible for any injury or illness resulting from my participation due to a previous condition.
• I understand that in order to take part in some events that training is essential, and will ensure that I undertake necessary training ahead of participating in the event.
• I will inform the We Are Beams Events Team immediately if I am unable to take part in the event, and where permitted, work with We Are Beams to take all necessary steps to transfer my place for that year to another person who wishes to take part in support of We Are Beams.
• Your safety is of paramount importance. Please ensure that you follow all safety instructions and training procedures when participating in events.
• All participants taking part in this event do so at their own risk. In no event shall We Are Beams be liable for any injuries, loss or damages whatsoever, including indirect, punitive, special, incidental or consequential losses connected with any aspect of this event.
• Unless stated on the event webpage, dogs or any other animals or pets (excluding assistance animals) are not permitted at We Are Beams events.
• We reserve the right to ask participants and supporters to leave an event if they do not adhere to the terms and conditions and no refunds shall be given in these circumstances.
• By registering, you are confirming that you are in good physical condition to participate in the event and will not arrive in ill health, unfit to take part or under the influence of drugs, alcohol or any other intoxicants.
• Refunds will not be offered in case of a personal cancellation.

Third Party Events

• Some events require us to work with Third Party supporter organisations, which means that we must share your details with them.
• For some events, you will be directed to their website to register
• For other events, you will register on We Are Beams website but we will share some of your details with the event organisers.
• All We Are Beams event terms and conditions remain in place for Third Party Events, but you must also abide by any terms, conditions or rules set out by the Third Party Event organisers
• I understand that should I be unable to participate in the event due to any reason, I will not be able to defer my charity place to the following year and that the space is non-transferrable.
• I understand that this event is organised by the event organiser who is solely responsible for the conduct and operation of the event, including all health and safety requirements. Please see the event organiser’s terms and conditions, or contact the event organiser directly for more information about the event and the potential risks involved.
• We Are Beams is not responsible for the event and accepts no liability whatsoever in relation to your participation in it.

Event Changes and Cancellation

• We Are Beams reserves the right to cancel this event at any time. In the event of this happening, entry fees and sponsorship will be refunded in full.
• If the event is cancelled because of circumstances of force majeure, the participant will not be entitled to any refund of the entry fee and/or compensation of other losses, such as travelling or accommodation expenses.
• Should alterations need to be made to the event, we will give prior notice ahead of the event on the day of the event.
• We Are Beams reserves the right to alter the start time of the event at any time.
• We Are Beams reserves the right to update its terms and conditions at any stage. Terms and conditions can be viewed on our website at any time.
• We reserve the right to reduce or alter events to accommodate any unexpected complications on the day that may have an impact on We Are Beams staff, volunteers, participants or spectators.

Donations, Sponsorship and Payment Terms

• I pledge to raise the minimum sponsorship for the event excluding Gift Aid and registration fee. The minimum sponsorship amount is clearly stated on the event page of We Are Beams website.
• You are not permitted to use any of the sponsorship money that you raise in relation to the event to pay for your expenses. If you do not pass, all of the money that you raise to We Are Beams you may be committing a criminal offence.
• All entry fees to any We Are Beams events are non-refundable and non-transferable
• I understand that I must raise 70% of the sponsorship 4 weeks before the event (unless otherwise specified by We Are Beams), and failure to do so may result in my place being deferred or withdrawn. Should my place be cancelled I understand that I will not be eligible for a refund of the registration fee and all sponsorship received will be treated as a donation.
• I will endeavour to raise as much as possible for We Are Beams and will regularly pay all money collected to the charity by:
  • Using a fundraising website such as People’s Fundraising platform
  • Paying online with my debit or credit card
  • Sending any cheques made payable to “We Are Beams” to We Are Beams, Allsworth Court, 38-40 St David’s Road, Hextable, BR8 7RJ
  • Calling the Fundraising Team on 01322 668501 x5 to pay over the phone with my credit or debit card details
• I will send all outstanding sponsorship money to We Are Beams by 4 weeks after the event.

Personal data and images

• By entering into this agreement, I agree that any personal information provided or collected about me in connection with the Event may be held and used by We Are Beams in relation to the Event and its promotion.
• I give permission for the free use of my first name, picture, image, feedback and comments in any future publicity, advertising, fundraising materials and/or promotion conducted by We Are Beams. It is the participant’s responsibility to let staff know at the beginning of each individual event if you do not want to appear in any such materials.
• Filming and Audio Recording: You acknowledge that there may be filming and audio recording taking place during the event. Your image and voice may be captured and used in various media, including but not limited to, videos, photos, and social media content.
• Consent to Feature: You hereby grant Beams an unlimited, worldwide, royalty-free, perpetual license to use your image and voice as captured at the event for any purpose, including promotional, marketing, and educational purposes.
• I give permission for my personal information to be stored and used by We Are Beams in connection with the organisation, promotion and administration of the Event and passed on to the Event organisers as required.
• I agree to inform We Are Beams of any changes to the information supplied in my original application as soon as such changes occur.
• Where First Aid facilities are provided and you receive medical treatment, your details may be passed on to us for health and safety purposes and to fulfil our legal obligations (including those under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995). All accident details will be held on We Are Beams accident database in line with statutory requirements.