KOKODA LEGACY EVENTS
RULES, TERMS AND CONDITIONS
TO ENTER THE KOKODA LEGACY EVENTS, YOU MUST OBSERVE THE FOLLOWING RULES. BY CHECKING 'I AGREE TO THE TERMS AND CONDITIONS' WITHIN YOUR REGISTRATION, YOU AGREE THAT YOU HAVE READ, UNDERSTOOD AND WILL ABIDE BY THESE RULES, TERMS AND CONDITIONS.
Contents
Event Start & Team Registration and Team Changes
Withdrawals, Cancellations and Alterations
DEFINITIONS
Conditions mean these terms and conditions of entry for the event.
Registration Form means the website registration form which requires detail to be provided for participation in an event.
Event Organiser means Kokoda Youth Foundation; a registered not for profit organisation ABN: 39 367 906 920.
Registration Fee means the cost of individual entry into the event set out in the entry form.
Participant means the person/persons who will be participating in the named event on the entry form.
KYF means Kokoda Youth Foundation.
KCYP means Kokoda Challenge Youth Program.
Agent means officials, employees, volunteers, affiliations, sponsors and medical staff who are involved in managing/staging/operating of the event and associated events/activities.
Fundraising all money which has been raised and donated towards the Kokoda Youth Foundation
PARTICIPANT DECLARATION
The participant acknowledges that participation in the event is a physically strenuous activity. It is acknowledged that participation in the event is physically demanding and is aware of the nature of the event and associated medical and physical risk involved. The participant is physically capable of competing in the event and agree that the KYF and its agents are not responsible for any injury or illness that they may suffer as a result of participation in the event.
The participant agrees to abide by the KYF rules and regulations. The participant shall not be entitled to a refund of their registration fees and donations if they are disqualified from the event as a result of an infringement of these conditions. Such event rules including limits on the time taken to complete the event that may be initiated by the Event Organiser at its discretion to ensure the safe and proper running of the event.
The participant must register as directed by the Event Organiser. It is the participants responsibility to provide their own first aid supplies throughout the event as well as providing their own hygiene kit including:
- Spade
- Environmentally friendly toilet paper
- Hand sanitizer
While the Event Organiser takes every care with the staging of the event the participant acknowledges that personal accident and personal items insurance is their responsibility.
The participant agrees to have signed a waiver form to be submitted at event registration as directed by the Event Organiser, Failure to do so could result in cancellation.
The participant is agreeing to abide by these terms and conditions of entry, as well as ensuring that any fundraising is donated within a reasonable time. All funds raised under the name of Kokoda Youth Foundation, it's events and youth programs must be donated to the KYF before 31st December 2023.
The participant shall not be eligible to compete in the event until the registration payment has been received. No payment shall be deemed to have been received until the Event Organiser has received cleared funds.
All registration fees and fundraising are non-refundable and non-transferrable.
MINIMUM AGE REQUIREMENTS
KYF have recommendations for minimum age requirements for each event type. This is a recommendation and it is up to the individual including the parent/guardian to agree to participation if not within the boundaries of recommendations.
The decision to participate is up to the individual’s fitness (appropriate physical training is required) and by doctors recommendation.
|
30km |
minimum age is turning 10 years during the year of the event |
|
20km |
minimum age is turning 9 years during the year of the event |
|
10km |
minimum age is turning 8 years during the year of the event |
|
Poppy Walk |
No minimum |
For all events – Participants under the 16 years of age must be accompanied by an adult (18 or over). This should also include a sign Waiver form by a parent or guardian.
EVENT START, REGISTRATION AND CHANGES
Every participant must start as according to their registered details.
Individual changes are permitted up until the event closing date determined by KYF.
It is the participant’s responsibility to ensure they are registered in the correct event category before the event registration closing date as deemed by KYF. Individuals must notify KYF of any change of via email to info@kokodachallenge.com
Before the designated registration close off date, individuals can log onto their competitor area and make the necessary changes.
Participant substitutions are not permitted during the event at any time and any individual found to be substituting during the event will be disqualified.
During the registration process of a specific event, participants can increase or decrease the event distance. By increasing the distance, the participant will have to contact KYF to pay the extra registration amount. To decrease a distance, there is no refund on the amounts paid.
Individuals must pre-register during an advertised registration period. These times will be communicated via email, website and social media.
CONDITIONS OF ENTRY
The following guidelines are recommended for individuals to safely complete the Kokoda Legacy event:
- Safety/Course update will have made available for all events prior to the relevant event.
- Start times for each Kokoda Legacy event will be advertised and communicated.
- Competitors who are found parking or training on private property or in prohibited areas (these areas will be marked with Kokoda Legacy signage) will be disqualified from the event with no refund issued.
- Participants are always to remain on the marked course. Do not go off the marked trail and do not trespass on neighbouring properties. If you find yourself off course, return to the last known point of the course and follow the course marking.
- Do not shortcut or alter the course in any way.
- When crossing creeks, participants must stay within the course marking. Only enter and exit in the designated area.
- Please give way to individuals walking at a faster pace. The trail can get quite congested, particularly in the early stages of the event.
- Prescription medication and pain killers will be your own responsibility. These are not issued by Checkpoint Staff or First Aid Officers.
- All participants must check in and check out at each Checkpoint.
- If you want to withdraw during the event you must report this at the checkpoint and sign a form to indicate, you are signing out of the event. If for any reason you leave the event without communication to staff, please call the emergency number to communicate that you are not on the course. Failure to do so can trigger an emergency response and use resources that may be required for real emergency responses.
- A participant’s finishing time will be recorded when they report to officials at the finish line.
- Race bibs as supplied by KYF must be worn always during the event on the shirt front. Poppy walk participants will not be provided with a bib as this is a commemorative walk only.
- Emergency numbers are listed on the back of the race bibs.
- Leave no trace of your travel along the event course. Please respect the environment and leave all flora and fauna as you found it as well as carrying out all your rubbish. Please respect other members of the public you may encounter on the course as the event does not have exclusive use of any area.
- Participants found knowingly littering or vandalising any section of the course will be disqualified from the event.
- Use toilets if available. Away from toilets, take care with sanitation and hygiene and don't pollute natural water supplies. Ensure all faecal matter and toilet paper is properly buried (15cm deep) well away from tracks, camp sites and 100 m from all watercourses and drainage channels (carry a small trowel for this purpose). Bag and carry out disposable nappies and sanitary products.
- If, in the opinion of medical personnel, a participant is unable to continue for medical reasons, then KYF reserves the right to withdraw that member from the event.
- Individuals will be disqualified if they receive assistance from an outsider at any other time or location during the event. Exceptions will only be allowed with prior approval from KYF and only for extraction or medical emergency.
- Individuals must obey the road rules always and follow all directions given by road crossing personnel and event officials.
- While distances are advertised as 10km, 20km and 30km, there may be variance.
- Participants must keep noise levels to a minimum when walking in residential areas during training and the event.
- All fundraising activities undertaken by participants must adhere to the relevant state government regulations.
- Department of Defence Land - all participants must stay on the event route always and not detour off the course unless directed by Defence Base Personnel or Event Officials.
- If for any reason a participant decides to stay in between checkpoints for more than 4 hours, they must call the emergency phone number to inform the Command Centre; due to our tracking wristband following individuals will prompt a search to be initiated as a missing person.
- The event has nominated Checkpoint closing times. If a participant has not reached the checkpoint by these specified times the participant will be withdrawn from the event. The closing times are calculated on the basis that there would be insufficient time to complete the event within the specified event hours.
COMPULSORY EQUIPMENT:
The Kokoda Legacy event is an endurance event and do require that participants are well equipped will compulsory equipment.
- High visibility vest with reflective tape as the outermost layer of clothing between dusk and dawn always. There are more than 1 reason for the high vis vest e.g. road crossings, private land & support crew checkpoints all areas have vehicles travelling in these areas of the night. It is a useful for emergency services to locate possible lost participants (Local weather conditions can create fog, rain and lack of visibility in dense rainforest)
- The likelihood of rain is high and a waterproof jacket or poncho with hood is required. Generally, anyone that gets wet whilst on the track will fall into hypothermia without wet weather protection.
- The ability to carry a minimum of 1 litre of water in bottles or hydration bladder.
- A head torch with spare batteries between dusk and dawn.
- Race bibs received at pre-registration are to be worn on the outside of attire to be visually seen by Checkpoints.
- Pealess Whistle. Whistles are required in case of an emergency. Pealess are required due to the possibility of the cork in the Pea Whistles not working due to moisture.
- A minimum of two mobile phones in waterproof bags, preferably on two different networks with one on the Telstra Network with the same phone numbers given to KYF as registration details. Race officials may send out alert SMS messages or call in the case of an emergency to these numbers.
- A first aid kit suitable for the event and individual size. Suggested items include but are not limited to: space bag or blanket, snake bite bandage, triangle bandage, wound dressings, crepe bandage and wound closure strips.
It is the participants responsibility to ensure they are well equipped with compulsory equipment, as well as a personal hygiene kit. This includes spade, environmentally friendly toilet paper & sanitizer.
WITHDRAWALS, CANCELLATIONS AND ALTERATIONS
If a participant withdraws, KYF must be notified via email with information of the withdrawal. If there is a replacement and it is after the T-shirt sizing due date, no amendments or additional shirts will be issued, with the new participant also needing to sign a waiver form.
If withdrawing, the participant forfeits their registration fee and also any funds raised towards the KYF.
Notice of withdrawal from the event must be communicated in writing via email to the Event Organiser. Withdrawals will not be accepted by telephone.
Due to the nature of our events, individuals do not have the option to transfer their registration to the next year if injured or sick on the day of the event.
The Event organiser reserves the right to withdraw the offer of a participant place in the event for any reason and at any time deemed appropriate; injury, minimum fundraising not met, breach of event rules & regulations, and in such circumstances the individual will not be offered a refund of their registration fee.
The Event Organiser reserves the right to amend and/or cancel the event in consultation with and under the direction of Emergency Service agencies and major event stakeholders/landowners; however KYF will only exercise these rights due to circumstances beyond its control (e.g. weather conditions), with all individuals being notified as soon as possible. In the event of bad weather KYF will make all attempts to reschedule the event to an alternative date giving enough notice for participation. If the event is cancelled or you are unable to participate on the rescheduled date participating individuals have the option of requesting a 50% refund of their registration fee unless otherwise specified by KYF.
INSURANCE
The organisers of the Event, Kokoda Youth foundation, have public liability insurance cover. This does not include personal accident insurance for participants. We recommend that you arrange your own personal accident insurance and ambulance cover before participating in the Event to cover any unforeseen personal costs you may incur due to ambulance transport, medical expenses or time off work due to injuries sustained whilst participating or training.
PUBLICITY & RESULTS
The participant irrevocably consents to their appearance in the Event being filmed, recorded and incorporated in whole or in part in any television programme, film, video or broadcast of whatever nature by all means and, in all media, and formats now or invented after the date of these conditions.
The participant irrevocably consents to the use and reproduction of the participants name, likeness, appearance and photographs, films and recordings by all means and in all media for the purpose of advertising, publicity and otherwise in relation to the exploitation of the Event and/or the portion of the event and the commercial rights relating to the Event provided that such use does not imply direct endorsement by the participant of any official sponsor or suppliers of the event.
The Event Organiser reserves the right to vary these conditions by giving notice to the participant in writing in any official Event material or correspondence prior to the Event.
The Event Organiser will do their upmost to provide an event finish time for the participant online within 48 hrs of the event completion; however, they cannot be held responsible for any computer result anomalies.
All decisions and rulings by the Event Organiser, its employees and its agents are considered final.
EMERGENCY PROCEDURES
Depending on your assessment of the situation, in the event of an injury or emergency, the following procedures are recommended:
- Contact Command Centre on the emergency phone number given to you on the briefing night and inform them of the situation. This will be a dedicated phone for emergencies only. Depending on the situation make your way to the nearest checkpoint, which will have first aid and communication available.
- Ring 000 and when asked your name also state “we are participating in the Kokoda Legacy event”.
- Ring 112 and treat the same as a 000 call. Follow instructions from Emergency Services and/or race officials. Administer first aid treatment if required and continue until assistance arrives.
- Emergency contact information is also located on the back of participant bibs.
- If you become LOST: stop and attempt to establish your position from the last known location. Track marking tapes are located approximately 100 m apart. Once you are sure you've found the correct path, continue. Do not make the situation worse by continuing to travel if you are still unsure of your position. If required, call the emergency phone number and speak with race officials.
- Bush Fire. Phone the event emergency number if you are between checkpoints and believe you are in danger, to advise or gather information. Follow event officials' instructions and remain at a CP if advised to do so by officials. If trapped, call emergency services on 000 or 112 from a mobile. Find a safe position in water, away from trees (in clear ground), in low ground or dig a trench.
COVID-19 POLICIES
The health and safety of everyone involved in our events is the Kokoda Youth Foundation’s (KYF) main priority.
We understand that some individuals may feel concerned or have a sense of uncertainty during this time. We have various new policies and procedures in place to ensure the wellbeing and peace of mind of our participants.
If COVID-19 poses a threat to our participants and the running of our events, Kokoda Legacy will be postponed to a later date. We will secure a back up date and this would be released as soon as practical.
We will also be implementing various measures to ensure all events are COVID safe. These measures will abide by all Government guidelines to maintain the health and safety of everyone involved.
If COVID-19 was to affect the running of any event, all participants will have the option for their registration to be refunded or to roll onto 2023 event.
Refunds will be offered in the following instances:
- The event is cancelled
- If you are in lockdown and unable to attend
- If you are affected by hard border closures and are unable to attend
- If you fall sick and cannot attend (given you can provide a doctor’s certificate or COVID-19 PCR test certificate or RAT test)
Any individual donations made to the KYF will NOT be able to be refunded. This is due to donations being tax deductible.
As Kokoda Legacy event has been approved and deemed as a safe event, we are currently not offering refunds based on the threat of COVID-19 returning. Individuals will not have the option to get a refund based of a change of mind or if they are personally worried about COVID returning.
Please know that we are monitoring the developing COVID-19 situation very closely and we will frequently provide avid updates on the situation. Please follow us on Facebook and check your ‘updates’ tab on your fundraising dashboard to keep up to date.
COVID 19 VACCINES- The Kokoda Youth Foundation will be following all directives given at any time by Queensland Health and the Government regarding vaccinations. Please note that upon agreeing to the terms and conditions, you understand that KYF is and will follow all vaccination directives given by QLD and federal Government given we are a major event.
CURRENT VACCINE INFORMATION: Vaccinated and unvaccinated people can register and attend The Kokoda Legacy as our events are classified as an “Outdoor Community Event” and are non-ticketed events (meaning spectators and support crew can attend without needing to purchase a ticket). This is the current information we have been provided by Queensland Health as of 10/01/2022, which is subject to change. We will advise of any changes through our social media platforms, please feel free to contact us should you have any questions or concerns.
