Terms & Conditions

Last updated: August 2026

These Terms & Conditions apply to all events organised by Moray Way Ultras (the "Event", "Race" or "Events").

By entering an Event, you confirm that you have read, understood and agree to these Terms & Conditions, the Event-specific information and any reasonable instructions issued by the Event organiser, race officials or marshals.

1. Entry and eligibility

1.1 You must meet the minimum age requirement specified for the Event you are entering.

1.2 Your entry is personal to you and is subject to the Event organiser's acceptance.

1.3 By entering an Event, you confirm that you are sufficiently fit and medically able to participate safely and that you have undertaken appropriate training for the distance and nature of the Event.

1.4 You are responsible for determining whether you are capable of completing the Event safely. If you are in any doubt about your fitness or ability to participate, you should seek appropriate medical advice before entering.

1.5 The Event organiser reserves the right to refuse or withdraw an entry where there is a reasonable safety, eligibility or operational concern.

2. Entry fees, cancellations and deferrals

2.1 Entry fees are non-refundable. Once an entry has been confirmed, participants cannot cancel their entry and request a refund, except where a refund is required by applicable law or expressly agreed by the Event organiser.

2.2 Participants may request to defer their entry to a future Event, provided the request is received by the Event organiser no later than six weeks (42 days) before the scheduled Event date.

2.3 Deferral requests received less than six weeks (42 days) before the Event will not normally be accepted.

2.4 A deferred entry may only be transferred to an Event designated by the Event organiser and will be subject to availability and the entry conditions applicable to that Event.

2.5 Where the entry fee for the deferred Event is higher than the original entry fee, the participant may be required to pay the difference.

2.6 Where the entry fee for the deferred Event is lower than the original entry fee, no refund of the difference will normally be provided.

2.7 Unless otherwise stated by the Event organiser, an entry may be deferred once only.

2.8 Deferred entries remain personal to the original participant and may not be transferred or sold to another person unless expressly authorised by the Event organiser.

3. Entry transfers

3.1 Entries may not be sold, transferred or otherwise given to another person without the express permission of the Event organiser.

3.2 Where participant transfers are permitted, they must be completed using the Event organiser's approved transfer procedure and before the applicable transfer deadline.

3.3 A person participating using another runner's entry without the Event organiser's approval may be disqualified and may be refused entry to future Events.

4. Route, navigation and GPS

4.1 Participants are responsible for following the designated Event route.

4.2 GPS files for the Event must be downloaded and uploaded onto an appropriate GPS watch, phone or other navigation device before the start of the Event, unless otherwise stated by the Event organiser.

4.3 Participants are responsible for ensuring that their device is sufficiently charged, functional and capable of displaying the Event route for the expected duration of their participation.

4.4 GPS files supplied by Moray Way Ultras are provided as a navigation aid. They do not replace the participant's responsibility to navigate safely or to follow any physical route markings, signs or instructions issued by Event officials.

4.5 GPS files and routes may be amended before or during an Event where necessary because of access, safety, weather, landowner requirements or other circumstances. Participants are responsible for checking for any updated route information before starting.

4.6 Where there is a discrepancy between a GPS file and a clearly marked or instructed route, participants must follow the instructions of Event officials and the route communicated by the organiser.

4.7 Deliberately leaving the designated route, taking shortcuts or otherwise gaining an unfair advantage may result in a penalty or disqualification.

5. Mandatory equipment

5.1 Each Event may have compulsory equipment requirements.

5.2 The required equipment will be communicated to participants before the Event and may vary according to the distance, route, season and expected conditions.

5.3 Participants must carry all compulsory equipment for the entire Event unless specifically instructed otherwise by an Event official.

5.4 Kit checks may take place before or during the Event.

5.5 Failure to carry compulsory equipment may result in the participant being refused a start, prevented from continuing or disqualified.

5.6 The Event organiser reserves the right to introduce additional compulsory equipment requirements where weather, route or other conditions make this reasonably necessary.

6. Checkpoints and cut-offs

6.1 Participants must pass through all mandatory checkpoints in the required order.

6.2 Checkpoint times may be recorded for safety, timing and results purposes.

6.3 Each Event may have specified checkpoint and/or overall cut-off times.

6.4 Participants who fail to reach a checkpoint within the applicable cut-off may be required to withdraw from the Event.

6.5 Cut-off times may be amended where reasonably necessary because of weather, route conditions, safety concerns or other operational circumstances.

6.6 The decision of the Event organiser or authorised Event official regarding a cut-off or a participant's ability to continue is final, subject to any applicable Event appeal procedure.

7. Pacers and outside assistance

7.1 Pacers are not permitted unless otherwise stated or agreed in advance by the Event organiser.

7.2 A participant must not be accompanied by an unregistered runner for any substantial part of the Event unless the Event organiser has expressly authorised this.

7.3 Outside assistance, including support from friends, family, crew or other individuals, may only be provided at locations or under conditions specified by the Event organiser.

7.4 Accepting unauthorised assistance may result in a penalty or disqualification.

7.5 The Event organiser may permit or restrict pacers or outside assistance for individual Events depending on the route, safety considerations, landowner requirements or other circumstances.

8. Animals and other accompanying persons

8.1 Animals of any kind are not permitted to accompany participants during the Event unless specifically authorised by the Event organiser.

8.2 This includes dogs, horses, bicycles, scooters, e-bikes and other forms of personal transport unless expressly permitted for a particular Event.

8.3 Unregistered participants must not accompany runners on the Event route unless specifically authorised by the Event organiser.

8.4 Participants must respect other trail users, local residents, landowners, livestock and wildlife throughout the Event.

9. Environment, landowners and public access

9.1 Participants must treat the Event environment, countryside, trails, roads and property with respect.

9.2 Littering is strictly prohibited. Participants must carry their waste until it can be disposed of at an appropriate location.

9.3 Participants must follow all instructions relating to gates, stiles, fences, livestock, wildlife, private land and temporary route restrictions.

9.4 Gates must be left as they are found unless instructed otherwise.

9.5 Participants must not damage vegetation, fences, buildings, signs, property or other infrastructure.

9.6 Participants must respect other users of public rights of way and shared paths and must give appropriate consideration to walkers, cyclists, vehicles and other members of the public.

9.7 Failure to comply with these requirements may result in disqualification and/or exclusion from future Events.

10. Roads and traffic

10.1 Participants acknowledge that Events may use or cross public roads and that normal traffic may be present.

10.2 Participants must comply with the Highway Code and all applicable road signs and traffic regulations.

10.3 Marshals may provide instructions at road crossings or other locations. Participants must follow those instructions.

10.4 Participants remain responsible for their own safety when crossing or travelling alongside roads.

11. Event tracking

11.1 Moray Way Ultras may use GPS tracking devices and/or tracking applications to monitor participants during an Event.

11.2 Where tracking is used, participants may be required to carry an Event tracking device or use a tracking application supplied or specified by Moray Way Ultras for the duration of the Event. The tracking service may be provided by Moray Way Ultras or by a third-party tracking provider selected by the Event organiser.

11.3 Participants must follow all instructions relating to the collection, use, carrying, charging, activation and return of tracking equipment.

11.4 Tracking information may be used for:

• participant safety and welfare;
• monitoring progress;
• identifying a participant's location in an emergency;
• race management and checkpoint monitoring;
• confirming route compliance;
• results and timing; and
• providing live tracking information to supporters or members of the public where this feature is available.

11.5 Participants acknowledge that GPS tracking is not infallible and that signal loss, device failure, battery depletion or other technical issues may occur. Tracking should not be relied upon as the sole means of navigation or emergency communication.

11.6 Where tracking equipment is issued by the Event organiser, participants remain responsible for looking after the equipment and returning it as instructed.

11.7 Further information about the processing of personal data and location information is provided in the Moray Way Ultras Privacy Policy.

12. Withdrawal, retirement and medical assistance

12.1 If a participant withdraws from an Event, they must notify the nearest checkpoint, marshal or Event control as soon as reasonably practicable.

12.2 Participants must not simply leave the Event without notifying the Event organiser.

12.3 Failure to report a withdrawal may result in unnecessary searches or welfare checks being initiated.

12.4 Event medical personnel, marshals or other authorised Event officials may require a participant to stop or withdraw where they reasonably believe that continuing would place the participant or another person at risk.

12.5 Participants consent to reasonable first aid, medical assessment and emergency assistance where required during an Event.

12.6 Participants acknowledge that Events may take place in remote or challenging environments and that access to medical assistance may be delayed.

12.7 Withdrawal or disqualification does not entitle a participant to a refund.

13. Event changes, postponement and cancellation

13.1 The Event organiser reserves the right to amend the Event's start time, route, distance, format, venue, checkpoints, cut-offs or other arrangements where reasonably necessary.

13.2 Changes may be required because of weather, flooding, fire, route access, landowner requirements, public safety, accidents, emergencies, public health concerns or other circumstances beyond the reasonable control of the Event organiser.

13.3 The Event organiser may shorten, alter or suspend an Event before or during the Event where reasonably necessary to protect participants, volunteers, officials, members of the public or property.

13.4 Where reasonably practicable, participants will be notified of significant changes as soon as possible.

13.5 If an Event is cancelled or postponed, the Event organiser will communicate the available options to participants. These may include transfer to a rescheduled Event or another Event, subject to availability and the circumstances of the cancellation or postponement.

13.6 Unless otherwise required by law or expressly agreed by the Event organiser, participants remain responsible for their own travel, accommodation and other costs associated with attending an Event.

14. Participant conduct

14.1 Participants are expected to behave responsibly and respectfully towards other participants, Event staff, volunteers, landowners, members of the public and emergency services.

14.2 The following may result in removal from an Event, disqualification and/or exclusion from future Events:

• threatening, abusive or intimidating behaviour;
• harassment or discrimination;
• deliberate interference with another participant;
• abuse of volunteers, marshals or Event officials;
• deliberate damage to property or the environment;
• littering;
• cheating or deliberate course cutting;
• failure to follow reasonable instructions;
• participation under another person's entry; or
• any other conduct that the Event organiser reasonably considers unacceptable or unsafe.

15. Cheating, penalties and disqualification

15.1 Participants are expected to complete the Event fairly and in accordance with the Event Rules.

15.2 Examples of conduct that may constitute a breach include:

• deliberately taking a shortcut;
• missing a mandatory checkpoint;
• receiving unauthorised outside assistance;
• using an unregistered pacer;
• using another person's entry;
• failing to carry compulsory equipment;
• deliberately avoiding timing or tracking procedures; or
• providing false or misleading information to the Event organiser.

15.3 The Event organiser may use checkpoint records, timing information, GPS tracking, photographs, video, marshal reports and other reasonable evidence when investigating suspected breaches.

15.4 Where a breach is established, the Event organiser may impose a time penalty, amend or remove a result, disqualify the participant or take other reasonable action.

15.5 Disqualified participants are not entitled to a refund of their entry fee.

16. Results, timing and appeals

16.1 Results published immediately following an Event may be provisional.

16.2 The Event organiser reserves the right to amend results where errors, timing issues, rule breaches or other relevant information come to light.

16.3 Participants wishing to raise a query regarding their result or a potential rule breach should contact the Event organiser within the period specified in the Event information.

16.4 The Event organiser will consider reasonable evidence when reviewing a result or decision.

16.5 The Event organiser's decision following review will be final, subject to any rights that cannot legally be excluded.

17. Photography and video

17.1 Race photography is included as part of the Event entry and is provided free of additional charge.

17.2 Photographs and video footage may be taken during Events.

17.3 By participating, you acknowledge that you may appear in photographs or video footage taken during the Event.

17.4 Moray Way Ultras may use Event photographs and video for legitimate promotional, marketing, editorial and informational purposes, including on its website, social media, advertising, printed materials and other media.

17.5 If you have a specific concern regarding the use of an identifiable image of you, please contact Moray Way Ultras using the contact details published on the Event website.

18. Privacy and personal data

18.1 Personal information collected during registration and Event participation will be processed in accordance with the Moray Way Ultras Privacy Policy.

18.2 Personal data may be processed for purposes including:

• administering Event entries;
• communicating with participants;
• Event safety and emergency response;
• timing and results;
• GPS tracking and participant welfare;
• Event photography and media;
• Event administration; and
• meeting legal and regulatory obligations.

18.3 Where third-party services are used to provide Event services, including registration, timing or tracking, relevant personal information may be processed by those providers in accordance with applicable data protection requirements.

18.4 Further information about how personal data is collected, used, stored and shared is available in the Moray Way Ultras Privacy Policy.

19. Accessibility and reasonable adjustments

19.1 Moray Way Ultras will consider reasonable adjustments for participants with disabilities or other accessibility requirements where these can be accommodated safely and reasonably within the nature of the Event.

19.2 Participants requiring an adjustment should contact the Event organiser as early as possible before the Event.

19.3 Any adjustment must not compromise the safety of the participant, other participants, Event staff, volunteers, landowners or members of the public.

20. Personal belongings

20.1 Participants are responsible for their own equipment and personal belongings.

20.2 To the extent permitted by law, Moray Way Ultras is not responsible for personal property that is lost, damaged or stolen during an Event.

21. Liability

21.1 Participation in a Moray Way Ultras Event involves inherent risks, including the risks associated with long-distance running, trail and road conditions, weather, terrain, other participants, vehicles, animals and remote environments.

21.2 Participants acknowledge these risks and agree to take reasonable care for their own safety and the safety of others.

21.3 To the extent permitted by law, participants agree that Moray Way Ultras, its organisers, officials, volunteers, contractors, representatives and sponsors will not be responsible for loss, damage, injury or expense arising from participation in an Event except where such liability cannot lawfully be excluded or limited.

21.4 Nothing in these Terms & Conditions excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded or limited.

21.5 Nothing in these Terms & Conditions affects your statutory rights as a consumer.

22. Event-specific rules

22.1 Individual Events may have additional rules or requirements relating to their specific route, distance, terrain, compulsory equipment, checkpoints, cut-offs, tracking, access arrangements or other operational matters.

22.2 Where an Event-specific rule conflicts with these Terms & Conditions, the Event-specific rule will apply to that Event.

22.3 Participants are responsible for reading all Event-specific information provided before participating.

23. Changes to these Terms & Conditions

23.1 Moray Way Ultras reserves the right to update these Terms & Conditions where reasonably necessary.

23.2 The Terms & Conditions applicable to an Event will be made available to participants before or at registration.

24. Governing law

24.1 These Terms & Conditions are governed by the laws of Scotland.

24.2 Any dispute arising in connection with these Terms & Conditions or participation in an Event will be subject to the jurisdiction of the Scottish courts, except where applicable law provides otherwise.