Love SwimRun Ltd Entry Changes and Cancelation Policy

For events including:

Love SwimRun Llanberis, LoveSwimRun Holy Island, The Big Welsh Swim, The Big Bala Swim

For The Welsh Winter Swim, The Secret SwimRun, The Secret SwimWalk and The Menai Straits Swim, please see individual event pages for the Booking Terms and Conditions.

 

Thank you for entering a Love SwimRun event! If you are looking for information regarding changing your entry in some way or about cancelling your entry you have come to the right page! Below you will find a summary of our cancellation and entry changes policy and details about how you go about implementing these changes.

For specific event policies please see the individual T&C’s available under the ‘Events’ tab in the main website menu. 

What is your policy regarding the Coronavirus?

So far we have postponed both our June events due to Coronavirus. The next event we have is Te Big Welsh Swim in July and we still feel it is too early to make the decision on cancellation. However, whilst we will do all that we can to ensure our events run as normal, we are following the latest guidance from the Government and Public Health England and if we are required to cancel further events due to the bans on events of a relevant size still being in place at the time of the event (our open water swim events are approximately 450 people and our SwimRuns are 250 people) we will have to do so. The health and wellbeing of anyone who takes part in our events is of paramount importance to us. Unless it becomes absolutely obvious that things will not be changing and our events won’t be able to take place, we currently intend to reassess the situation at the beginning of May.   

We will notify you of cancellation as soon a possible by email and announcement on our website and social media platforms. (To make sure you are kept up to date, please ensure that the email address you have provided in your SiEntries account is correct and that your email settings will not reject emails from SiEntries – we cannot be held accountable for emails that are automatically deleted or go in to your spam folders! You can also access all messages we send out via your SiEntries account (My Details > Message History) so please check on there if you are worried you have missed anything from us) 

In the event of cancellation in these circumstances you will be offered automatic deferral for the same event the following year (no extra deferral charges will apply) OR transfer to a future Love SwimRun event in accordance with the terms set out under ‘Can I defer my entry?’ You will also be offered credit vouchers for the value of our entry to be used on any event in 2020 or 2021 so if you are not ready to commit to a date of an event yet you will be able to do this at a later date. This offer is in line with the terms and conditions you agreed to when you entered a Love SwimRun event. 

If we do not cancel an event, Love SwimRun Ltd will not offer you a refund or deferral if you yourself decide not to take part in the event because you have personal concerns about the Coronavirus, or if you are unable to travel to the event because of restrictions imposed due to the outbreak of the virus.

If you would prefer not to attend the event because of the above or because you feel your training has been limited by the restrictions put in place, you can defer your entry as detailed in ‘Can I defer my entry?’ below.

Love SwimRun Ltd will not be liable for any travel, accommodation-related expenses or other costs incurred by you or any subsequent losses you suffer due to cancellation. We highly recommend you take out sports event insurance and travel insurance to cover these eventualities.

What happens if I cancel my entry?

If you entered within the last 14 days:

Cancellation of your entry can be made in accordance with online selling law up to 14 days after purchase, except where your application is made within two weeks of the event date. Within this time period we will give you a refund minus any transaction fees from SiEntries.

If you entered over 14 days ago:
No refunds of entry fees will be given including in circumstances where you are unable to attend due to illness, injury, pregnancy or a scheduling conflict, unless the Organiser cancels or makes a significant change to the location of the event or the date of the event so that you are no longer able to attend.

What happens if Love SwimRun cancels an event?

Love SwimRun Ltd will offer you a refund, transfer or entry credit for the value of your entry if we cancel or make a significant change to the location of the event or the date of the event so that you are no longer able to attend, except where these changes are made due to unavoidable circumstances beyond our control and we could not reasonably have foreseen or provided against them ((Force Majeure – for example extreme bad weather or other Acts of God) where your safety or health would be put at risk. In the event of event cancellation in these circumstances you will be offered automatic deferral for the same event the following year (no deferral charge will apply) or transfer to a future Love SwimRun event in accordance with the terms set out under ‘Can I defer my entry?’ below. 

In the event of cancellation or date changes for any reason, no other costs or expenses incurred by you will be covered by Love SwimRun. We recommend you take out sports event insurance and travel insurance to cover these eventualities.

Can I defer my entry?

For entries made on or before Friday 13th March 2020:
You may transfer or defer your entry to another future event. This must be done at least 6 weeks before the date of the original event you entered for our open water swimming events or 4 weeks in advance of the date of the original swimrun event you entered.

  • This type of transfer cannot take place if the event you wish to transfer to is sold-out.
  • Entries can only be transferred or deferred once and thereafter will not be able to be transferred or deferred.
  • If the original entered event does not cover the cost of the event you are transferring to you will be responsible for paying the difference in cost.
  • If the new event costs less than the original event you will not be subject to a refund for this amount.
  • Deferrals are subject to a £10 admin fee per person (you will receive a voucher code for the value of your original entry minus the £10 admin fee which you can use against your new entry the following year.)
  • Deferrals must be taken up the following year or will become invalid.

For entries made after Friday 13th March:
No deferrals are allowed. You may transfer your entry to another future event in the same year. This must be done at least 6 weeks in advance of the date of the original event you entered.

  • This type of transfer cannot take place if the event you wish to transfer to is sold-out.
  • Entries can only be transferred once and thereafter will not be able to be transferred.
  • If the original event you entered does not cover the cost of the event you are transferring to you will be responsible for paying the difference in cost.
  • Transfers are subject to a £10 admin fee per person (you will receive a voucher code for the value of your original entry minus the £10 admin fee which you can use against your new entry.)
  • If the new event costs less than the original event you will not be subject to a refund for this amount.

To request a deferral or transfer: Please use the Contact form and include your SiEntries account number, the name of the event you have entered and a clear explanation of what you require in your message.

Can I transfer my entry to another person?

For some events you can transfer your place to another person you know wishing to take part in the event. This MUST be done by the changes deadline given for each event (usually 14 days prior to the event date). You are responsible for updating ALL the personal information on the SiEntries event entry system which you would have created an account for when you signed up. You do not need to inform us of these changes, however the personal details on the entry MUST be updated for the new participant.

It is EXTREMELY IMPORTANT that you change all of the following, this information is crucial for the safety of the new participant:

  • Name
  • Address & telephone number
  • Email address
  • Date of birth
  • Emergency contact details
  • Medical info 
  • For swim events only – if they are wearing a wetsuit or not & expected swim time if required

For your own safety please DO NOT participate under another persons name.

We DO NOT have waiting lists. You must find your own replacement or let us know that you want to relinquish your entry.
You can advertise your entry on our Facebook group ‘#loveswimrun

I still have a question!

If you still have a question about your entry please check out the information on our Frequently Asked Questions page.
If you need to contact us please use the Contact form and include your SiEntries account number, the name of the event you have entered and a clear explanation of what you require in your message.