FAQ’S and T&C’s

GENERAL FAQ’s

What is the British Triathlon Federation (BTF) day membership for?

The BTF day licence is a licence for racing and covers your public liability insurance for the day. If you are not a member of British Triathlon, you will be required to purchase a Day Licence when registering for the event. If you are a member but forget to bring your membership card on the day of the event, you will be required to purchase a Day Licence (£5 for adults, £1 for children). For further information on race licenses please contact the BTF directly www.britishtriathlon.org

Will I receive anything before the event?

We do not send anything out to you in the post. Your race pack will be given to you at registration on the day of the event. You will receive a number of e-newsletters and regular updates in the lead up to the event as well as a final newsletter approximately 1 week before the event.

I am not receiving e-newsletters and email communication?

There may be several reasons for this. Firstly, please ensure that you have entered correctly entered your details when registering. You should have received an email confirming your place immediately after you entered online. Secondly, emails often get directed straight into junk/spam folders or get rejected by email servers altogether. Please ensure that you check those filters and additionally add embracesport.com to your safe senders list.

What should be in my race pack that I receive on the day of the race?

You will collect your race pack from the Registration Desk on race day. Please check that your pack contains the following items:­

  • Swim Hat (if applicable, see the information page of the specific event)
  • Your Race Timing Chip and strap – please ensure that this is attached to your ankle prior to the race start. No chip, no time!
  • 2 Race numbers – displayed on your back for the bike phase and on your front for the run. If you are using a number belt, you will only need one number.
  • 2 Bike Numbers. Stick one to the front of your helmet and the other onto your bike so that it is clearly visible.

If any items are missing, please come and see us at the Registration Desk to collect a replacement.

What are the age restrictions for participating?

Your age group is based upon your age at 31 December of the race year and not your age on race day (in accordance with BTF rules). To enter a Sprint Triathlon you must be 16 years or older as at 31st December of the event year, for Standard Distance events it’s 18 and for Middle and full distance it’s 19. (This means that you can be 15 years old on race day and still enter). For a full list of junior age groups and applicable race distances, please visit the British Triathlon website HERE

Can I listen to a personal music player whilst racing?

No. You will be unable to hear other competitors or the marshals when you are wearing one and consequently pose a threat to others. Besides, you’ll not hear everyone cheering you on!

How do I find out my wave/ start time?

Wave/ start times will be released online approximately 1 week before the event and the information will be available on our website.

How will I know my finishing time?

The race features electronic chip timing so you will get an accurate finish time including your ‘splits’ of your swim/bike/run and transition times.  You will be able to print off your times immediately after you finish from the Race Timing Desk. Print outs are good for bragging rights & post race analysis in the pub! All results will also be posted on our website after the event.

Who do I contact for lost property?

Please visit the Registration Desk on the day of the event or email us at hello@embracesport.com post event. Lost Property will be held for 14 days after the event, thereafter contact Oxfam!

Where do I find more information on rules and regulations?

For more detailed triathlon rules and regulations please see the British Triathlon competition rules document or contact the British Triathlon Federation www.britishtriathlon.org

JARGON BUSTER

Tri-suit – An all-in-one garment which you wear under your wetsuit. It has a padded chamois which makes cycling more comfortable.

Transition – The section of the race you will pass through after the swim and before the run. It is also where you rack your bike and leave essential race items such as your cycle helmet and shoes. It is usually referred to as T1 (swim – bike) and T2 (bike to run).

T1 & T2 – T1 or Transition one is the section of the race between the swim and the bike. T2 – Transition two is the section of the race between the bike and the run.

Racking – Where you place your bike in transition.

Drafting – The technique of tucking yourself behind another competitor or vehicle to save time / energy and therefore race faster.  Drafting is not permitted in our events!

Race (Number) Belt – This is an elastic belt that you attach your race number to and wear around your waist. A race belt means that you do not have to attach your race number to your clothing. You simply attach your number to the race belt and then put the race belt around you. It can then be moved to show the number on your back for the bike and on the front for the run.

Age Grouper – A triathlete who is not a professional (elite) performer.

Elastic Laces – Elastic shoelaces, enabling athletes to pull their running shoes on in T2 for a faster time.

ABOUT TRANSITION

What is transition?

Transition is an area for all competitors who rack their bike and leave a small bag for the swim and run. It is the area where you will be based for transition from swim to bike and bike to run.

What can I leave in transition?

Nothing but the kit you need to race! However, space permitting, you may be able to leave a small bag with your other kit inside depending on available space. Whilst transition is fully secure, all belongings are left at the owner’s risk. Please note that only you and your kit will be allowed into transition. This is a high security area and access will only be given to those entered in the event.

What can I do to speed up my transition times?

We recommend you put your kit out ready in the order you will put it on. Lay it out near your bike. Have your helmet ready on your handlebars with the straps straight and undone. Remember that race belts save time as well as elastic laces and lace locks. If you wear the right triathlon clothing you will certainly speed up your race times.

Can I use decorations (balloons etc.) to indicate where my racking position is in transition?

No! This is considered to give you an advantage over your fellow competitors and is against BTF rules. Making your equipment distinguishable in any way will be penalised and may lead to disqualification although we do recommend labelling your items with your name and race number so they can be easily identified post-race.

THE SWIM

What if I get into distress in the water?

If you find yourself in distress simply roll on to your back and hold one hand in the air. The water safety team will then attend

Can I use any stroke on the swim?

Yes you can although backstroke can easily be confused with a distress signal. We recommend that you try to swim front crawl but breaststroke is also useful for visibility and if you’re feeling energetic, you could also swim butterfly!

THE BIKE

Can I use a mountain bike?

Yes you can. Please refer to the BTF website for further details on BTF approved bikes.

What is the advantage of a road bike?

It will allow you to cycle faster on the roads as the tyres are smoother and provide less resistance. The frame is also lighter, reducing the effort required, and the drop handlebars allow you a more aerodynamic position.

Can I use tri bars?

Yes, but they must be plugged and they must be secure.

Does my helmet meet safety standards?

Your helmet will pass the safety inspection as long as it has no cracks in it, has no damage to it and bears a CE & EU safety mark inside it. The strap must also be in good working order and securely fastened when on the bike.

Where do I put my race number when I’m on the bike?

Your number must be displayed on your back, either by swivelling round your race belt, or by pinning the number in four corners on the back of your t-shirt.

When do I rack my bike?

Bikes can only be racked on the morning of the event. All competitors must visit the Registration Desk to collect their race packs before attempting to rack their bikes. All bikes must be racked prior to the start of the race. Transition will close 15 minutes before the start of the race. We highly recommend arriving at the event with enough time to allow for registration and to prepare for the race.

What is drafting?

Drafting is when cyclists race in a pack and one cyclist can shelter behind the other to save energy. This is what you see in the Tour de France. Drafting is against the rules for all but the elite competitors. You must not take shelter cycling behind or cycle beside another competitor during the race. You can be disqualified from the race for drafting. The draft zone is a rectangle measuring seven (10) metres long by three (3) metres wide. The centre of the leading 3 metre edge is measured from the back edge of the back wheel. See this British Triathlon common rules poster for info.

THE RUN

Do I wear specific running trainers?

It will make your race experience more comfortable and enjoyable! We do recommend you get properly fitted to ensure that they do not hurt your feet. Aspiring triathletes should use elastic laces, which help save a lot of time in transition. We highly recommend you do not wear brand new trainers on race day.

Where do I put my race number whilst on the run?

Your number must be displayed to the front, either by swivelling round your race belt, or by pinning the number in four corners to the front of your t-shirt.

OUR TERMS AND CONDITIONS

The Participant acknowledges that participation in an event of this type is physically arduous. It is acknowledged that participation in the event will be physically demanding and the participant is aware of the nature of the event and associated medical and physical risks involved. It is the participant’s responsibility to ensure that they are medically fit to participate in any of the events advertised by Embrace Sport. If you have any medical conditions which may affect participation you would first consult your GP and then inform the organisers of the situation. The participant is aware that the event may be taking place as an open water swim and on open roads for the run and bike sections and will always conduct a personal risk assessment and follow the highway code. The participant is aware that there may be some sections of the bike and run course which are uneven and may feature debris, trip or fall hazards. Some sections of the bike course may be narrow and it is extremely important that competitors be aware and take necessary precautions regarding oncoming traffic.

The participant agrees that he/she is physically capable of competing in the event and agrees to be solely responsible for his/her actions throughout the event. The participant agrees that if they have any medical or physical condition that may affect his/her ability to compete and that if any medical or physical condition exists then it is the responsibility of the participant to bring this to the attention of event organiser prior to taking part and to ensure that event staff on the day know of the condition. It is also the responsibility of the participant to ensure that they have filled in their personal and medical details on the back of their race number prior to commencing the event. The event organiser, its officers, employees, agents, affiliates, associated companies, sponsors or medical advisers are not responsible for any injury or illness that the participant may suffer because of his/her participation in the event. The participant accepts that should any medical or physical condition arise prior to the event which is likely to affect his/her ability to compete, the participant will withdraw in accordance with these conditions.

It is the participant’s responsibility to ensure that they have the correct equipment required for the event and to ensure that it is in suitable working order. The organisers will not take responsibility for injury caused by faulty personal equipment.

If events are cancelled due to bad weather or other unforeseen circumstances. The organisers will offer entrants a ‘credit note’ for use as payment or part payment for another Embrace Sport event or transfer to the rescheduled event should this occur.

If a competitor withdraws more than 14 days prior to the event, the competitor may transfer the fee towards an alternative Embrace Sport event in the same or subsequent year or alternatively a 75% refund will be given to account for charges already incurred by Embrace Sport.

If a competitor withdraws 14 days or less prior to an event, the entry fee may not be transferred to another event and no refunds will be given.

It is the competitor’s responsibility to read all the event information in full detail, the organisers will not take responsibility for error because of failure to read pre-race information.

If a competitor should lose their electronic timing chip during the event, they will be charged £30:00 for a replacement chip and this fee will be taken in the week following the event.

The organisers cannot take responsibility to loss of personal possessions during the event. It is the participant’s responsibility to safeguard personal effects.

It is the participant’s responsibility to ensure that they enter their details correctly when completing event registration.

By completing the registration process, you are confirming that all the information provided is correct. The registration MUST be completed by the participant themselves and not a third party (unless otherwise approved by the organisers) to avoid false information.

Your entry must not be transferred without the organisers consent, you must not allow another person to participate in your name.

Your details and email address will be stored by Embrace Sport and used to provide you with information regarding the event you have entered and other, similar events which we think may be of interest. Your contact details will never be passed to any other persons or organisations.

Please note that the swapping of entries between applicants is strictly forbidden as it invalidates insurances undertaken by Embrace Sport to cover the event. The consequences of attempting such an undertaking by any applicant is so serious in jeopardising the continuation of events that any applicant found to have passed their entry to another applicant and any applicant found to have taken up that entry will both be banned for life from all future events organised by Embrace Sport.

Embrace Sport maintain the right to use images and photographs taken by their contracted photographers and employees at the event without informing the subject. These images can be used for promotional purposes as undertaken by Embrace Sport and their partners, which will cover a range of possible uses including advertising, press and media, printed information items, editorial coverage and any other promotion directly related to the promoters or their sponsors.

By entering the event, you are granting permission for your Name, Surname and club/team stated during the entry process to be displayed on the list of entrants on the organisers website

Prizes at each event will be awarded in age categories as outlined in the Final race information document, where possible participants who are awarded a prize MUST attend the presentation to receive it.

Embrace Sport has the right to change any event for the reason of safety without prior notice.

Event Cancellation for reasons beyond the control of Embrace Sport, including an ‘act of God’ due to unforeseen, naturally occurring events that were unavoidable, the event which participants have entered is cancelled or postponed, Embrace Sport will issue a full Race Credit to the value of the original entry fee or transfer the participant’s entry to another race/event where requested. Alternatively, if an event is cancelled by Embrace Sport for non ‘act of god’ reasons, the organisers will offer a full refund.

Embrace Sport maintain the right to refuse or revoke entry to any participant, where they believe that accepting the entry could prejudice the event, the organisers, their sponsors, associates or staff. This right of refusal extends to include participants where acceptance is considered by the organiser to be likely to infringe upon the enjoyment of any persons connected with the event, including staff, marshals, volunteers & other participants.

OUR PRIVACY POLICY

Embrace Sport gathers personal information relevant only for entry into our events. We store all personal information in a manner which conforms to data protection regulations.

We may use your email address to provide you with information about the event you have entered and keep you up to date with other events we are organising. Your personal data will not be passed to any third parties under any circumstances. Embrace Sport do not gather or store any payment details and have no access to your payment card data