MTB Epics UK
Terms & Conditions

 

Important: By entering an MTB Epics UK event, each participant confirms that they have read, understood and agree to these Terms & Conditions and any event-specific rules, briefing notes and instructions.

1. Definitions

1.1 The organiser is MTB Epics UK ("MEUK", "we", "us" or "the Organiser").

1.2 "Event" means any cycling event or challenge organised by MEUK and listed on www.mtbepicsuk.co.uk.

1.3 "Entrant" or "Rider" means any person registered to participate in an Event.

1.4 An entry is confirmed when the appropriate entry fee has been received and confirmation issued.

2. Conditions of Entry

2.1 By entering an Event, each Rider confirms that they have read, understood and agree to these Terms & Conditions and any event-specific rules, briefing notes or instructions issued by MEUK. Riders must attend any compulsory event briefing and follow reasonable instructions given by MEUK staff or marshals.

2.2 MEUK Events are cycling challenges and, unless explicitly stated otherwise, are not races. Riders remain responsible for their own safety, actions and decisions throughout the Event.

2.3 Riders must be physically and mentally capable of completing their chosen Event and participate at their own risk. Cycling, particularly off-road and long-distance cycling, involves inherent risks including accident, injury, illness and, in extreme circumstances, death.

2.4 Each Rider is fully responsible for fees or costs incurred or arising from an accident involving or caused by that Rider, including where applicable costs relating to emergency, rescue, recovery, medical or other services. This clause does not affect any rights or liabilities that cannot lawfully be excluded or limited.

2.5 Nothing in these Terms & Conditions excludes or limits any liability which cannot lawfully be excluded. Subject to this, MEUK accepts no responsibility for loss, damage, injury or expense arising from participation in an Event except where caused by MEUK's negligence.

2.6 Riders must comply with the Highway Code, relevant laws, rights of way, countryside access rules and instructions from MEUK, event officials, landowners or authorities. Routes may use roads, tracks, trails and rights of way that remain open to the public. Riders must expect traffic and other users and must ride appropriately and courteously at all times.

2.7 A suitable cycling helmet must be worn whenever riding during the Event.

2.8 Riders are responsible for ensuring their bicycle and equipment are safe, properly maintained and suitable for the terrain, distance and conditions. MEUK may prevent a Rider from starting or continuing where their bicycle, equipment or behaviour is considered unsafe.

2.9 Riders are responsible for their own navigation and must have the equipment, skills and backup arrangements necessary to follow the route independently. Routes are unsigned. Any GPX file, route description, signage or mapping supplied by MEUK is navigational assistance and does not remove the Rider's responsibility for their own navigation and safety.

2.10 Riders must carry clothing, food, water, tools, spares, navigation equipment and other equipment appropriate to the Event, distance, terrain and forecast conditions. MEUK may specify mandatory equipment for individual Events. A Rider who fails to carry mandatory equipment may be prevented from starting or continuing.

2.11 Riders must sign in before starting and sign out on completion where requested, including at designated checkpoints. A Rider who withdraws, retires or otherwise does not complete the Event must inform MEUK as soon as possible using the contact details provided in the Event briefing. Riders must not simply leave an Event without notifying MEUK.

2.12 Unless specifically stated otherwise, Riders should assume MEUK does not provide mechanical assistance, rider recovery or a collection service. Riders are responsible for arranging their own transport or recovery if unable to continue, except in a genuine emergency.

2.13 MEUK reserves the right to refuse a Rider permission to start, require a Rider to withdraw, shorten or divert a Rider's route, or take other reasonable action where MEUK considers this necessary for the safety or welfare of the Rider, other participants or the public.

2.14 Entrants under 18 must have the consent of a parent or legal guardian and must be accompanied throughout the Event by a responsible adult unless the specific Event rules state otherwise.

3. Entry and Communications

3.1 Entry will be confirmed by email following successful registration and payment.

3.2 Entrants are responsible for providing accurate contact and emergency contact details and for notifying MEUK of relevant changes.

3.3 Important Event information and last-minute changes may be issued by email and/or published on the MEUK website. Riders are responsible for checking this information before the Event.

4. Transfers, Withdrawals, Credits and Refunds

4.1 An Entrant may request to transfer their entry to another person by contacting MEUK. Transfers are subject to acceptance by MEUK and must be completed before any deadline specified for the Event.

4.2 Entry fees are non-refundable where an Entrant chooses to withdraw or is unable to attend.

4.3 An Entrant who withdraws may request an MEUK event credit. Where agreed, the full value of the original entry fee may be used towards a future MEUK event, subject to any conditions or expiry period notified when the credit is issued.

4.4 Entries and credits have no cash value and may not be resold without the agreement of MEUK.

5. Event Changes and Cancellation

5.1 MEUK reserves the right to alter an Event's route, distance, start time, venue, format or other arrangements where reasonably necessary, including because of weather, trail conditions, land access, safety concerns or circumstances outside MEUK's control.

5.2 If a single-day Event has to be cancelled, MEUK will where reasonably possible transfer entries to a rescheduled Event or a suitable alternative MEUK Event. Refunds will not normally be available where costs have already been incurred so we suggest taking up the event entry protection offered by sientries. 

5.3 If a multi-day Event is cancelled by MEUK, MEUK will refund 90% of the entry fee, reflecting costs already incurred in organising the Event.

5.4 MEUK cannot be responsible for personal costs incurred as a result of cancellation or alteration, including travel, accommodation or other associated expenses. Entrants are advised to consider appropriate insurance for significant advance costs.

6. Self-Supported / Bikepacking Events

6.1 Where an Event is described as self-supported, Riders must complete the route under their own power and be responsible for their own food, hydration, clothing, equipment, shelter and mechanical needs.

6.2 Riders may use normal commercial services available equally to other participants where possible in the spirit of the challenge, including shops, cafes, accommodation and bike shops. 

6.3 If a Rider leaves the route, they must rejoin it at the same point before continuing if they wish their ride to be recorded as an official completion.

6.4 Where MEUK supplies a tracking device, the Rider is responsible for keeping it secure, using it as instructed and notifying MEUK as soon as reasonably possible if it develops a fault or stops working. If a tracker is lost or damaged while in the Rider's care, the Rider is responsible for the reasonable cost of repair or replacement, except where the loss or damage was not caused by the Rider. Any costs associated with returning the tracker if taken home by accident are the responsibility of the Rider. 

6.5 Event-specific rules may supplement these provisions and will be published in the relevant Event information.

6.6 For multi-day supported events, all personal possessions, bicycles, equipment, luggage and other property are left at the participant's own risk. MTB Epics shall have no liability for any loss, theft, damage or deterioration of personal property at campsites, accommodation venues, baggage storage areas or any other location used in connection with the event. Participants are responsible for arranging and maintaining appropriate insurance cover for their personal possessions and any activities undertaken during the event.

 

7. Rider Conduct and the Environment

7.1 Riders are expected to act as responsible ambassadors for cycling, respect local communities, landowners, other trail users and the environment, and follow Leave No Trace principles.

7.2 Riders must close gates securely, avoid littering and take reasonable steps to minimise disturbance or damage. Riders should politely alert other trail users to their presence where appropriate.

7.3 Abusive, dangerous, antisocial or irresponsible behaviour towards other Riders, event staff, volunteers, members of the public or landowners may result in removal from the Event and/or refusal of entry to future MEUK Events.

8. Photography and Media

8.1 Photographs and video may be taken during MEUK Events. Entrants grant MEUK permission to use images or footage in which they appear for reasonable Event reporting, website, social media and promotional purposes without payment.

8.2 Anyone with particular concerns about photography should contact MEUK before the Event.

9. Personal Data

9.1 MEUK will use Entrants' personal information for the administration, safety and delivery of the Event and in accordance with applicable data protection law and the MEUK privacy policy.

9.2 Where necessary for Event safety or administration, relevant information may be provided to event staff, timing or entry providers, medical personnel or emergency services.

10. Official Completion Rules for Self-Supported Events

Where an Event offers a recognised or official completion, the following rules apply unless the Event-specific information states otherwise:

• Complete the entire published route under your own power.

• Be self-supported. No private support crews or private outside assistance.

• Commercial services normally available to the public may be used.

• If you leave the route, rejoin it at the same point before continuing.

• No pre-positioned food or equipment caches unless specifically permitted.

• No motorised transport during the ride for the purpose of advancing along the route.

• Carry all mandatory equipment specified for the Event.

• Notify MEUK promptly if you scratch, retire or otherwise stop your attempt.

• Be a good ambassador for cycling: respect other trail users, close gates, do not litter and leave no trace.