KOKODA CHALLENGE EVENTS
RULES, TERMS AND CONDITIONS
TO ENTER THE KOKODA CHALLENGE 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.
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 team 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.
TEAM means each and all individual members of said team
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
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 team 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 their team 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:
- 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.
All team members need to meet the minimum age requirement per distance.
All team members agree 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 team cancellation
Ensuring that your T-shirt size is submitted online by the correct date (failure to submit T-shirt size will result in the team member receiving a generic size if available on the day).
The team leader is agreeing on behalf of all members in the team to abide by these terms and conditions of entry, as well as ensuring that the minimum fundraising is met by the due date. All funds raised under the name of Kokoda Youth Foundation, it's events and youth programs must be donated to the KYF by the final fundraising submission date.
The team shall not be eligible to compete in the event until the minimum fundraising has been received by due date. 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.
Kokoda Challenge Events 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.
minimum age is turning 15 years during the year of the event
minimum age is turning 13 years during the year of the event
minimum age is turning 10 years during the year of the event
minimum age is turning 9 years during the year of the event
For all events – Participants under the 18 years of age must be accompanied by an adult (18 or over) in a team. This should also include a sign Waiver form by a parent or guardian.
Each team must start with the registered number of team members.
For 96km & 48km events if the team have had withdrawals and down to the remaining two, they must accompany another team throughout the remainder of the event. This is to ensure that all walkers travel in groups of at least three people. Teams do not have to ‘join’ another team. Each team retain their identity and number through the remainder of the event.
For 30km & 15km events teams can travel as a minimum of 2 persons due to the distance of the course.
School teams must start with 4 students and a nominated team leader
All School teams must have an 18+ BlueCard supervisor with them always. Kokoda Youth Foundation have a firm approach to child safety and wellbeing these rules should be followed in strict accordance.
If the 18+ BlueCard supervisor is needing to withdraw from the event the students remaining only have two options:
Either the rest of the team withdraws from event
A BlueCard parent or BlueCard representative from the same school takes the place of the withdrawn 18+ supervisor.
School teams only may elect to receive an invoice and pay full team registration within 7 days from when invoice is received.
Every team must start the event with all registered team members.
- 96km: team of 4
- 48km: team of 3 or 4 (as per the category the team has registered in)
- 15km or 30km: team of 2, 3 or 4 (as per the category the team has registered in)
- School Teams: must starts with four team (4) members and an adult (1) team leader
Team changes are permitted up until the event closing date determined by Kokoda Challenge Events.
To be eligible for a category placing in the event results, teams must start and finish the event with the correct number of entrants and correct gender as per the category chosen at registration.
It is the teams’ responsibility to ensure their team is registered in the correct event category before the event registration closing date as deemed by the Kokoda Challenge Events. Teams must notify the Kokoda Challenge Events of any change of team members via email to firstname.lastname@example.org
For 48km, 30km and 15km. Team member withdrawals at pre-registration does not automatically result in a change of category (e.g. from 4-person team to 3-person team). Therefore, this change of category needs to be articulated to staff during this withdrawal to ensure correct team category if requiring an event place.
Before the designated registration close off date, teams can log onto their competitor area team page and change individual team members themselves.
Team member substitutions are not permitted during the event at any time and any team found to be substituting team members during the event will be disqualified.
During the registration process of a specific event teams can increase or decrease the event category or event distance. By increasing the team numbers or distance the teams will have to contact Kokoda Challenge Events to pay the extra registration amount and will also require increasing their fundraising amount. To decrease a team number or decrease a distance there is no refund on the amounts paid. The donation amount that was from the original registration still needs to be honoured.
Teams must pre-register during an advertised registration period. These times will be communicated via email, website and social media.
The following guidelines are recommended for teams to safely complete Kokoda Challenge Events:
- Every team in the 96 and 48 km events should have a support crew. The support crew is responsible for providing teams with food, water, first aid and change of clothes etc. during the event. It is unrealistic to carry all supplies yourself.
- Support Crews are NOT required for the 15km and 30km events
- All participants are only able to access support crew at the specified support crew checkpoints.
- Once registered, please make sure your support team reads the support team section on the website. Your support crew must attend the compulsory support crew briefing held directly after the start of the event once competitors have left the area.
- Teams are responsible for the behaviour of their support crew. Any support team or participant found to be contravening any CP landowner’s regulations or event organisers’ directions may lead to the team’s disqualification from the event.
- Safety/Course update will have made available for all events prior to the relevant event.
- Start times for each Kokoda Challenge will be advertised and communicated.
- 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 teams 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 team members must stay together between checkpoints and must check in and check out together at each Checkpoint. Checkpoint staff will not check through teams until all members are accounted for.
- Team members must be no further than 100m from each other always while on the event course.
- Under no circumstances are individuals to be left unattended. If a team member becomes seriously injured and cannot be moved, one person must stay with them while others seek help.
- 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. Teams cannot continue until the member has officially withdrawn and it has been reported to the Command Centre. 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 and emergency response and use resources that may be required for real emergency responses.
- A team’s finishing time will be recorded as the last member of the team reports to officials at the finish line. This is a team event and no individual time(s) will be recorded.
- Race bibs as supplied by the Kokoda Challenge Events must be worn always during the event on the shirt front.
- 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 team member is unable to continue for medical reasons, then the Kokoda Challenge reserves the right to withdraw that member from the event.
- Teams will be disqualified if they receive assistance from their support crew at any other time or location during the event. Exceptions will only be allowed with prior approval from Kokoda Challenge Events and only for extraction or medical emergency.
- Teams must obey the road rules always and follow all directions given by road crossing personnel and event officials.
- 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 team members decide 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 teams this will prompt a search to be initiated as a missing person.
- The event has nominated Checkpoint closing times. If a team has not reached the checkpoint by these specified times the team 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.
The Kokoda Challenge are endurance events and do require that participants are well equipped will compulsory equipment.
The 96km and 48km requires more equipment then that of the 15km and 30km distances. The reason being that the longer distances are longer events that include night walks.
- 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 water proof 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 Kokoda Challenge Events 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 team 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
If a team member withdraws from a team the KYF must be notified via email with information of the withdrawing team member and the replacing member. If the team member change is after the T-shirt sizing due date, no amendments or additional shirts will be issued, with the new team member also needing to sign a waiver form.
If a full team cancellation is required, the team forfeits their registration fee and also any funds raised towards the KYF.
Notice of team withdrawal from the event must be communicated in writing via email to the Event Organiser. Withdrawals will not be accepted by telephone.
The Event organiser reserves the right to withdraw the offer of a team 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 team 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 teams 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 teams have the option of requesting a 50% refund of their registration fee.
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.
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.
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 Challenge”.
- 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, gather the team 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.
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, the Kokoda Challenge will be postponed to a later date in 2021. We are currently in the process of securing a back up date and this will be released shortly.
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 our 2022 Kokoda Challenge.
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 test certificate)
Any team or individual donations made to the KYF will NOT be able to be refunded. This is due to donations being tax deductible.
As The Kokoda Challenge has been approved and deemed as a safe event, we are currently not offering refunds based on the threat of COVID-19 returning. Teams 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.