Event Organiser Terms and Conditions of Use

These terms and conditions (“the terms”) apply to the use of the British Canoeing Event Entry system and Event Calendar and by registering on, and using the System, a party will be deemed to have accepted the terms, and have agreed to be bound by them. 

What is the Event Entry System?

The Event Entry System (“the System”) is a means for event organisers involved in paddling to both promote and accept bookings onto a range of event types. It has a built in UK-wide membership check facility and the option for users to purchase Single Event Membership.

Use of the Event Calendar (“the Calendar”) and the System is available to use by the following (together called “Event Organisers”):

  • British Canoeing Affiliated Clubs;
  • British Canoeing Discipline Committees, Regional Development Teams and affiliated clubs organising English or UK sanctioned events;
  • British Canoeing Delivery Partners.

Other event providers may be able to use the System subject to agreeing to these terms and agreeing with British Canoeing any associated payment terms.

Cost

The Event Organisers can access and use the System free of charge subject to associated merchant portal fees from Stripe. These merchant portal fees are subject to change but are currently 1.4%+20p (September 2022) plus a further 20p per transaction administration charge retained by British Canoeing to cover the cost of the System.

Use of System

To use the System, Event Organisers must be registered with British Canoeing including having a British Canoeing Services login. Event Organisers must ensure they provide the relevant personal/contact information to be shared and published on the internet to enable event participants to contact them in relation to their event.

The Event Organiser must also ensure they provide all necessary pre-sale information on the event page as required under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and any other applicable legislation governing the sale of tickets or services.

The Event Organiser will be required to open a Stripe Payment Account to allow the transfer of monies from the System to the Event Organiser. The Event Organiser will need to adhere to any applicable terms and conditions which apply to the use of Stripe.

Any personal data provided by an Event Organiser to British Canoeing will be processed and stored in compliance with the British Canoeing Data Protection Policy and in accordance with all applicable Data Protection laws in effect at the time of the use of the System including but not limited to, the Data Protection Act 2018 and the UK GDPR.

Further information on British Canoeing’s approach to privacy and data protection, including our privacy notices, policies and contact details, can be located in our Privacy Centre (https://www.britishcanoeing.org.uk/about/privacy-centre).

Obligations on an Event Organiser

By submitting an event to the system, an Event Organiser is confirming that the event has been appropriately planned and all suitable documentation relating to the event is in place. This includes but is not limited to ensuring:

  • Appropriate insurance cover is in place either through British Canoeing constituted bodies or club affiliation, or a separate body/company evidencing Third Party Public Liability insurance.
  • Appropriate membership is in place for those participating, either through British Canoeing/National Association membership or through Single Event Membership.
  • Appropriate risk assessment and risk management systems are in place.
  • An Event Safety Officer in place.
  • A Welfare and safeguarding plan in place.
  • A policy covering Refund, cancellation and postponement is in place and made available to the user at the point of sale.

To assist with the organisation of an event, Event Organisers are encouraged to use the British Canoeing Events Toolkit. British Canoeing guidance documents should provide support and assistance to an Event Organiser and are intended to be as relevant as possible.

However, it should be noted that the content is not definitive and may not always be appropriate or applicable to every event. The sole responsibility for the event and any decisions relating to the event remains with the Event Organiser.

British Canoeing’s Liability

The use of the System does not constitute endorsement of the event by British Canoeing and the Event Organiser must make it clear within the event details who is responsible for the planning and delivery of the event.

Where the event is not being organised by British Canoeing, British Canoeing provides the System as an event entry service to Event Organisers and does not host or run the Events processed and/or promoted on the system. Event Organisers are wholly responsible and liable for their respective events and British Canoeing accepts no liability whatsoever for events promoted through the system.

In addition British Canoeing provides no warranty or continuity of service nor do we accept any liability of any kind to any party for any loss or damage through use of or in connection with the System, howsoever caused.

Event Refunds, Cancellation or Postponement

Refund, transfer and deferral options are solely at the discretion of the Event Organiser and these must be clearly detailed within the respective event to ensure compliance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and any other applicable Consumer protection legislation. This is the case even where the right to cancel does not apply and no refunds are to be issued.

Event Organisers should be aware that British Canoeing will retain all transaction and admin fees and any monies returned to the Event Organiser should an event be cancelled or a participant request a refund, will be net of these fees.

For British Canoeing hosted events, the cancellation rights will be detailed in a separate cancellation policy. For those events outside of British Canoeing direct responsibility, a refund, cancellation and postponement policy must be available to participants prior to booking, outlining the event refund, cancellation and postponement criteria.

Should an event be cancelled or postponed by the Event Organiser, certain statutory requirements will apply with regards to refunds and the Event Organiser must ensure these are adhered to and shall be wholly liable in this regard.

Refusal

British Canoeing reserves the right to refuse an Event Organiser access to the System and reserves the right to refuse to promote or process entries for an event. Event Organisers who misuse the System and/or fail to meet these outlined terms may have access to the System removed.

British Canoeing reserves the right to refuse access to the System and/or to refuse to promote or process entries for an event where an event or Event Organiser is deemed to have acted in a false, offensive, or inappropriate manner and/or is deemed to have brought the sport into disrepute.

Event Organisers are required to provide any information and/or documentation related to an event that is reasonably requested by British Canoeing in order to carry out an investigation related to safety, safeguarding and other disputes. Where an Event Organiser is found to have acted inappropriately or otherwise breached these terms and conditions, current or future events may be removed or blocked and the Event Organiser may be denied use of the System.

Variation

British Canoeing reserves the right to change these terms and conditions at any time. Any such changes will be notified to Event Organisers and the most recent edition of these terms will be binding upon them. An Event Organiser may cease use of the System if they do not accept any proposed variation.

Governing Law and Jurisdiction

These terms and conditions are governed by English law. By using the System and Event Organiser irrevocably submit to the exclusive jurisdiction of the English courts notwithstanding the jurisdiction where they are based.

If any court or competent authority decides that any of the provisions of these terms are invalid, unlawful or unenforceable to any extent, the term will, to that extent only, be severed from the remaining terms, which will continue to be valid to the fullest extent permitted by law.

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