DEFINITIONS:
TERMS & CONDITIONS
"Applicant" means the person whose name and
address is set out in the corresponding Application
Form.
1. Fees payable
"Application Form" means the application form for
entry into the Event.
“Audio Visual Presentation” means any
presentation in any television, video, Internet or
similar digital format and any CD, mini disk,
cassette and any other future Audio Visual format
or formats.
"Contract" means the Application Form, these
Terms and Conditions, the Expedition Guidelines
and each and every other document referenced
herein.
“Fees” means the amounts payable by the
Applicant to the Organiser pursuant to this
Contract (including without limitation, pursuant to
clauses 1.1 and 1.2).
"Information Pack" means the pack or link sent to
the Applicant by the Event Organiser containing all
necessary event information.
“Media Materials” means:
(a) all film, photographs, video footage and other
Audio Visual Presentation.
(b) all drawings, etchings, painting, diaries,
jottings, writing, reportage; or
(c) any other artistic work, literary work, dramatic
work or musical work, sound recording or film as
these terms are defined in the Copyright, Designs
and Patents Act 1988;
“In Event Film” means all film, photographs or
videotape taken or made with photographic, film
or video equipment and/or film or tape supplied by
or through the Organiser.
"Event Organiser" means IGO Adventures Ltd,
registered in England and Wales.
"Expedition Guidelines" means the code of
conduct governing the event, written by the Event
Organiser and sent to the Applicant.
"Event" means any event organised by IGO
Adventures over a route to be specified by the
Organiser.
1.1 Registration & Deposit
The Applicant shall pay to the Event Organiser an
initial non-refundable Registration Fee of £1,000/
$1,000 (according to the currency of the entry fee)
per person participating when signing up for the
Event (completion of the Application Form). This
registration fee will be deducted from the final
amount to be paid. The final date for paying the
entrance fee will be 2 months before departure for
the event.
1.1.1
The applicant cannot use the name; IGO N60°, IGO
W114° or IGO NW05° in any form (on website,
announcements, brochures etc.) before the
Registration Fee has been paid to the Event
Organiser and the entry accepted.
1.1.2
The applicant will not have any access to the
needed Forms & Guidelines, IGO Preferred
Supplier List, Training Courses, Kit Lists or any
other information provided by IGO before the
registration fee has been paid to the Event
Organiser.
1.2 Fees & Deposit
The Event entry fees payable may be payable by
instalments or as one lump sum as the Applicant
wishes provided the balance is received by the
Event Organiser before the due date.
2. Correct Information/English Language
The Applicant shall confirm that any information
given to the Event Organiser is correct when given
and that he/she has a good command of written
and spoken English.
3. Discretion of the Event Organiser
The Applicant understands that the Event
Organiser reserves the right to make such
changes as the Event Organiser reasonably
considers necessary at any time to any or all of the
arrangements, services and proposals which may
have appeared in brochures or publicity about the
Event.
IGO ADVENTURES
3.1
The Applicant must be 18 years old by Event start
day. If the Applicant will be under the age of 18
years old on Event start day, they must be
accompanied by an adult who will be completing
the entire Event alongside them.
4. Applicant Agreement
4.1
The Applicant agrees with the Event Organiser as
follows:
4.1.1
To provide any information requested by the Event
Organiser to determine his/her
suitability as an Applicant in the Event. Acceptance
as an Applicant is at the sole discretion of the
Event Organiser, who will not be obliged to
disclose any reason for non-acceptance.
4.1.2
To provide medical information as requested by
the Event Organiser who is authorised to disclose
such information to any other person as
circumstances may require.
4.1.3
To comply with the Expedition Guidelines and the
Terms and Conditions contained within this
Contract.
4.1.4
To promptly notify the Event Organiser of any
reason, medical or otherwise, which would
prevent him/her from participating in the Event or
which would make it undesirable for him/her to do
so
4.1.5
To provide the Event Organiser no later than four
months prior to the anticipated date of departure
of the Event, a medical certificate confirming that
s/he is in a fit and proper condition to undertake
the Event, including a recent ECG certificate
4.1.6
To pay his/her contribution towards the price of a
team/ individual entry in the amounts and on the
dates referred to in the Event Information Pack.
4.1.7
All requested Event documentation must be
completed and returned to the Event Organiser
promptly and by the due date set; failure to do so
may result in the Applicants place on the Event
being withdrawn
TERMS & CONDITIONS
4.2
The Applicant shall be responsible for ensuring
that he/she has a valid passport
and such visa's, inoculations and vaccinations as
are necessary during the continuance of the Event
and shall provide evidence of this to the Event
Organisers at least two months prior to the start
of the Event.
4.3
The Applicant shall behave in all respects in
accordance with the best traditions of
sportsmanship and courteous behaviour, and
comply with the laws of all countries visited during
the process, shall conduct himself/herself
properly, shall at no time during the Event Activity
be in the possession or under the influence of
illegal drugs or alcohol.
4.4
The Applicant shall not act in any way that is likely
to bring the name of the Event
Organiser, the Title Sponsors involved with the
Event or the Event itself into disrepute.
4.5
The Applicant shall:
4.5.1
Partake in the Event fairly and abide by the
Expedition Guidelines and the Terms and
Conditions.
4.5.2
Punctually attend training sessions and briefings
as dictated and required by the Event Organiser.
4.5.3
When requested, wear specified clothing provided
by Sponsors at media events,
interviews, and when event relevant
photographers are present.
Additional events when requested to do so by the
Event Organiser.
4.6
The Applicant shall be responsible for the cost of:
4.6.1
Taking part in the Event other than those
expressly covered by the Event Organiser.
(As detailed in the Event Information Pack)
4.6.2
Such personal insurance as the Applicant shall
consider is required or, in fact, take out.
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4.7
The Applicant is not allowed to take on the event
any equipment of a type banned by
the Expedition Guidelines. Breach of this rule, will
be treated as a breach of the Contract by the
Applicants.
4.8
The Applicant is responsible for the safe keeping
of any equipment provided for
his/her use during the Event by the Event
Organiser. Any defects to this equipment prior to
the Event must be reported immediately to the
Event Organiser. This equipment must be
returned to the Event Organiser at the end of the
Event, with a list of any defects.
4.9
The Applicant will be responsible for the tracking
beacon throughout the Event. If the tracking
beacon is lost on the course or not handed back to
the Event Organiser at the finish line, the
Applicant will be liable to pay £500.
5. Applicant Withdrawals and Termination
5.1
The Applicant shall be entitled to withdraw from
the Event in the following manner:
5.1.1
In writing to the Event Organiser, if withdrawing
before the start of the Event, or by handing in their
Event Armband to the Event Organiser, once the
Event is in progress.
5.2
If the Applicant withdraws his/her participation at
any time prior to 12 weeks before Event Start, the
Event Organiser will provide the Refund (as per
Appendix 1).
5.3
If the Applicant withdraws during the Event no
Refund shall be due and the Event Organiser will
have no responsibility for any additional costs of
repatriation outside the already agreed itinerary.
5.4
The Applicant shall be entitled to terminate the
Contract by written notice to the Event Organiser if
the Event Organiser is in material breach of the
terms of the Contract and fails to remedy that
breach within 30 days notice in writing from the
Applicant. If the Applicant terminates the Contract
pursuant to this clause the Applicant shall be
TERMS & CONDITIONS
entitled to a refund of all Fees paid by him/her
under clause 1.1.
6. Information Updates
6.1
The Event Organiser agrees to keep the Applicant
informed at reasonably regular intervals of
progress of the arrangements relating to the
Event.
7. Termination of Contract
7.1
The Event Organiser reserves the right to
terminate the Contract at any time if:
7.1.1
The Applicant fails to make any payment due to
the Event Organiser promptly and on the due date.
7.1.2
The Applicant fails to provide information
reasonably requested by the Event Organiser.
7.1.3
The Applicant is deemed no longer suitable to be
an Applicant by the Event Organiser at the Event
Organiser’s sole discretion for any reason, such
reasons to include, without limitation, disruptive
or difficult behaviour or the potentially putting of
the lives and well-being of himself/herself and/or
his/her team mates at risk.
7.1.4
The Applicant is in breach of the Contract,
including any of the Rules.
7.2
If the Contract is terminated for any of the reasons
set out in this clause the Applicant accepts that
he/she will still be responsible for the payment of
all Fees on the due date for payment thereof and
the Event Organiser will have no responsibility for
any additional costs of repatriation outside the
already agreed itinerary.
8. Proprietary Information & Materials
8.1
The Applicant agrees that all aspects of the
business of the Event Organiser and of the Event
are the sole and exclusive proprietary information
and property of the Event Organiser and shall not,
other than with prior written permission of the
Event Organiser or the terms of the Contract, be
communicated or divulged to third parties. This
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includes without limitation, information relating to
the Event Training, the Event, the performance of
teams, the weather conditions and factual or
personal accounts of the Event itself.
8.2
The Applicant must always display the Event
Organisers Logo and the Official Event Logo on all
marketing materials, websites, clothing, social
media channels etc. The full name of the Event
must always be mentioned when publishing press
in newspapers/magazines/TV/Radio.
8.3
The Applicant must always refer to the Event as by
the correct name in all interviews whether vocal
or written.
8.4
Any Event Film made by and using equipment
supplied by the Event Organiser or Sponsors is the
property of the Event organiser and must be
returned to the Event organiser on request.
8.5
By this Contract the Applicant hereby assigns to
the Event Organiser, absolutely and with full title
guarantee, all intellectual and industrial property
rights and other rights of a similar nature, which
the Applicant may have or may in the future
acquire in relation to, or connection with any
Media Materials
8.6
The Applicant agrees to execute all documents
and to do anything to give full effect to the
assignment referred to in Clause 8.8 when
requested to do so by the Event Organiser
8.7
The Applicant irrevocably and unconditionally
waives all rights including moral rights he/she
may have or may acquire in relation to any Media
Materials, including the right to be identified as
the author or director and to object at any
derogatory treatment of any Media Materials.
8.8
The Applicant shall ensure that all materials
released or prepared by or on his behalf or with
his/her approval in connection with the Event (or
which refer to the Event) refers to the Event by its
official name.
8.9
At the end of the Event the Applicant will make
himself/ herself available for publicity,
TERMS & CONDITIONS
promotional, television, radio appearances and
press announcements.
8.10
Notwithstanding anything to the contrary in the
Contract, the parties agree that this clause 8 shall
survive termination of the Contract for any reason.
9. Personal Sponsorship
9.1
Without prejudice to the generality of the above,
the Applicant may seek personal sponsorship for
the Event. The Applicant may display personal
sponsors’ logos, decals, banners or flags but
these must conform to those guidelines set out in
the Expedition Guidelines issued by the Event
Organiser or any other documents expressly
incorporated herein.
9.2
Wearing of the Event Sponsors’ clothing shall take
precedence over personal sponsors’ clothing. The
official Event logo and, if requested by the Event
Organiser the name and logo of the Event
Organiser, must be displayed in the places
indicated in the Expedition Guidelines issued by
the Event Organiser or any other document
expressly incorporated herein.
9.3
The Event Organiser retains the right to veto any
proposed personal sponsor of the applicant.
10. Inherent Risks Assumed by the Applicant
10.1
The Applicant acknowledges and agrees that
expeditions can be dangerous and that he/she
undertakes the Event at his/her own risk.
Notwithstanding the foregoing there shall be no
liability whatever upon the Event Organiser or any
person in its employment (subject to any statutory
requirement to the contrary) for death or any
personal injury or financial loss directly or
indirectly incurred by the Applicant by any other
reason whatsoever. The Applicant is invited and
advised to take out insurance in respect of such
matters so far as they are not compulsorily
covered in Clause 11 hereof.
11. Cancellation of Event
11.1
The Event Organiser reserves the right, in an event
that it considers necessary to do so, acting
reasonably, to cancel the Event or to alter or
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reduce the course including the starting and
finishing point at any time including the time
during which the Event may be underway. The sole
decision as to the cancellation, alteration or
curtailment shall reside with the Event Organiser
and in no circumstances shall the Applicant have
any claim arising from such cancellation,
alteration or curtailment under this clause other
than a claim that arises out of any matter which is
a reasonably foreseeable consequence of a breach
of this Contract by the Event Organiser or the
Event Organiser’s negligence.
12. Force Majeure
In the event of the Event failing to start or having
started being abandoned before its conclusion or
in the event of a Team/ individual withdrawing
from the Event, in each case, by reason of force
majeure which shall include (but not by way of
limitation) outbreak of hostilities, civil commotion,
riot, riotous assembly, storm, hurricane, tempest
and other acts of God and other supervening
impossibilities not capable of avoidance by the
Event Organiser, then the Event Organiser shall
not be required to refund any monies received
under the Contract, not withstanding the
provisions of any other terms and condition hereof
and the Applicant shall still be liable for the
payment of the Fees on the due date for payment
thereof.
13. Assignment
This Contract is personal to the Applicant and
shall not be capable of assignment by the
Applicant.
14. EU Data Protection Directive 95/46/EC
In entering into the Contract, the Applicant
acknowledges that the Event Organiser shall
process sensitive personal data within the
meaning of, as amended from time to time on the
Applicant, and may require transferring this and
other personal data outside of the European
Economic Area. The Applicant hereby gives the
Event Organiser his/her consent to the processing
of all the Applicant’s personal data, including the
transfer of such data outside of the European
Economic Area, for the purposes of the Event.
15. Governing Law The law of The UK applies to
this Contract and the parties submit to the
exclusive jurisdiction of the UK Courts.
TERMS & CONDITIONS
APPENDIX 1 IGO EVENT ENTRY REFUND POLICY
If a Team/Individual withdraws more than 3
months before the start of the Event, 100% of the
Event Entry Fee, excluding the registration fee,
will be refunded to the Team/ Individual.
If the Team/Individual withdraws between 8 weeks
and 12 weeks before the start of the Event 50% of
the Event Entry Fee, excluding the registration fee,
will be refunded to the Team/ Individual.
If the Team/Individual withdraws less than 8
weeks before the start of the Event NONE of the
Event Entry Fee will be refunded to the Team/
Individual.
If the Team/Individual chooses to pull out of the
event within 8 weeks of the start-date, the
Team/Individual stands to lose 100% of the total
entry fee. If between the Team/ Individual and IGO
Adventures, a full-paying replacement
Team/Individual can be found, IGO Adventures will
refund the original Team/Individual the total entry
fee less the non-refundable deposit