© 2019 GetSetNorth



The team at Get Set North Events work hard to organise the events we promote. Up to 18 months prior to our events taking place, work begins on the event and costs are incurred. These include administrative, insurance, advertising, marketing, equipment, website and staff costs. As an event draws nearer, we continue to incur further costs, many in relation to the number of entrants in the event.


Whilst we are investing into the cost of staging our events, there is no guarantee of their success, making financial planning an integral part of event management and promotion. For this reason our Terms and Conditions are here to ensure we are able to provide our customers with continued safe and enjoyable events.


1. Definitions

1.1  The organisers of the event are Get Set North Events, otherwise referred to as GSN.

1.2  The event refers to any event listed on the GSN website (www.getsetnorth.org).

1.3  An entry refers to payment received for either an individual application or a relay team application for the event.

1.4  The entrant or participant refers to the individual or relay team that has put in an entry for the event.

1.5  The GSN registered  address is 95 Holyfields, West Allotment, Tyne and Wear NE27 0EU.


2. Conditions of Entry

2.1  By entering the event, the entrant agrees to abide by our terms and conditions as listed. This includes all members of a relay team.

2.2  Where online entries are used all applicants must check the box on the entry form to acknowledge they have read and understood the Terms and Conditions outlined in this document. Where paper entries are used all applicants must ensure they have read and understood the Terms and Conditions outlined in this document which can be found at the foot of the GSN website or they can request a copy from the GSN team.

2.3  All applicants are aware that the nature of the event is physically demanding and that by entering the event they are confirming that they are capable of completing the event and that the organisers will not be held responsible for any injury or illness as a result of their participation.


2.4 The entrant waives and discharges from any and all liability for death, disability, personal injury, property damage, property theft and all other foreseeable risks, claims or actions of any kind (including negligence) whatever and however occurring which may arise, at any time, from or in connection with, directly or indirectly, their participation in the Event, the following persons or entities: The Event Organisers, Event officials and personnel, land managers and/or owners, event sponsors, volunteers, and all of their respective officers, directors, employees, independent contractors, representatives, agents and volunteers.


3. Confirmation of Entry

3.1  An acceptance email will be sent confirming your entry to the event, from our online payment partner, if you have entered online.

3.2  Entries via our own entry portals on the GSN website will receive an automated email to confirm their entry to the event. This email will have a link to enable the entrant to check and/or amend their details.

3.3  It is the entrant’s responsibility to ensure their details are correct and updated as necessary.

3.4  GSN cannot guarantee that any changes can be implemented if they are received after the event has closed for entries.

3.5  Entries via any event entry system other than that on the GSN website will be transferred across to the GSN entry system. However due to the large number of other entry systems available this cannot be guaranteed. It is the responsibility of the entrant to ensure that they are listed on the GSN entry system before the start of the event.


4. Refunds 

If a participant needs to withdraw from any Get Set North Event and provided GSN receive enough notice, GSN are prepared to give back a proportion of the entry fee, providing the participant follows the withdrawals policy

4.1  Any withdrawals must be received in writing at the event office. This may be by post or by email.

4.2  Withdrawals made 6 weeks or more prior to event will be eligible for a 50% refund. Unfortunately, withdrawals made after this time will not be eligible for a refund as significant costs will already have been incurred for the event by the organisers.

4.3  Refunds do not include any online processing fee.

4.4  We will endeavour to process your refund as soon as possible, but we cannot guarantee that this will be before the event takes place.

4.5  No registration packs or items associated with the entry to the event will be sent to any participant who has withdrawn from the event or who does not register during the allocated time period.

4.6  Claims for refunds will not be accepted after the event has taken place.


5. Transfer of Entry

5.1 Under no circumstances should a participants transfer their entry to another person without going through the correct procedures. This may be done by the entrant themselves online by following the link in their confirmation email, or in the form of an email to GSN but should be followed up by the entrant to ensure that the request has been received and processed. There may be a charge associated with the transfer.


6. Event Alteration and Cancellation 

6.1  All information relating to the event will be published on the GSN website. It is the responsibility of all participants to ensure they are aware of all information relating to the event.

6.2  Circumstances may be such that we are unable to deliver an event in the format that was expected / advertised. GSN reserve the right to change any event without prior notice but will endeavour to provide this information on the website, email and social media channels as early as possible. In such circumstances, participants will not be eligible for any refunds, deferrals, or any other financial recompense.

6.3  If the event has to be altered in any way during the event as a result of unexpected road closures, road traffic accidents, natural disasters, or for any reason whereby the emergency action procedures are enforced, refunds or free entries to future events will not be provided.

6.4  If an event has to be cancelled for any reason GSN will endeavour relocate the event or postpone and all entries will be automatically transferred to the new date. If it is not possible to postpone the event GSN will defer all entries to another specified event of a similar nature and location or to the same event the following year. Transfer of credit to another GSN event will be at the discretion of the GSN Board of Directors. If it is not possible to postpone the event, relocate the event or transfer entries to another event the event may be cancelled. There will be no refunds associated with postponed, relocated or cancelled events, or with transfer of entries due to the costs already incurred.


7. Chip Timing

7.1  All events organised by GSN have chip timing. Once the chip has been issued to an entrant, it becomes the responsibility of that entrant until returned to GSN at the end of the event. Any chip that is lost will incur a charge of £35 to the entrant.

7.2  GSN will use best endeavours to provide an event finish time for the participant however it cannot be held responsible for any computer result anomalies or any technical malfunctions and no refunds can be offered in such circumstances.


8. Prizes 

8.1  The Event Organisers have the absolute discretion in the award of any prizes, prize money or third party prize or award

8.2  Where a prize winner fails to attend the awards ceremony prizes can not be forwarded to any prize winner post event.

8.3  Any uncollected prizes are forfeited and the prize will not be awarded.


9. Completion of Entry Form / Online Entry

9.1  Entries missing estimated swim times for swim based events will be put together where appropriate for that particular event.

9.2  In the case of competitive events, entries missing age / date of birth cannot be guaranteed any age group prizes.

9.3  Once we have received an entry, any subsequent change to individual affiliation status will not result in any refund.


10. Entrants Information / Photography

10.1  The entrant authorises the use of their name, voice and picture and any information provided on the event entry form to be used without payment in any broadcast, telecast, communication, promotion or advertising. The entrant also agrees that the information provided may be used by the Event Organisers for the purpose of promoting future or other events or for the promotion of the Event charity, event sponsors products and services.

10.2  Any entrant information received by GSN is subject to the GSN Data Protection policy which can be found at the foot of the GSN website.


11. Special Offers 

11.1 The organisers reserve the right to run special offers or discounts that may run for a period of time.

11.2  The organisers have the right to withdraw any offer at any time for any reason.

11.3  No offers will be back dated or issued to customers who may have already entered an event prior to a promotion.

11.4  This is also applicable to any of our associates whether the offer is combined with Get Set North Events, or offered solely from our event partners.


12. Refusal of entry

12.1GSN maintains the right to refuse or revoke entry to any entrant entirely at their own discretion.


13. Severability and Updated Versions 

13.1  If any provision of this Agreement is or becomes invalid, this shall not affect the validity of the remaining contract. The ineffective provision shall be replaced by a legally effective provision which comes closest to the intended purpose.

13.2  This version of GSN Terms and Conditions replaces all previous versions.