POLICIES | WOMEN'S HALF

1) Entry, Registration & Payment Policy

1.1 Entry confirmation

An entry is only confirmed once payment reflects and you receive an official confirmation (email/SMS/entry profile update).
You are responsible for ensuring your details (name, ID/passport, DOB, contact number, email) are correct at entry.

1.2 Eligibility

Women’s Half is a women-only event. Only women participants may enter and participate in race distances, unless the Organiser publicly confirms an approved exception category (if any).
Participants must meet the minimum age requirements for the selected distance (as per CGA/ASA rules and the event listing).

1.3 Accurate information

Providing false details (identity, age, gender, club/affiliation, etc.) may result in disqualification, removal from the event, and refusal of service without refund.

1.4 Payment methods and fees

Entry fees are set per distance and may increase by batch/phase.
Transaction/merchant fees charged by the ticketing platform/payment provider are for the participant’s account unless explicitly stated otherwise.

1.5 Unauthorised entries / resale

Entries may not be resold, auctioned, or transferred outside the official process (see Transfer/Deferral Policy).
The Organiser may cancel suspicious or fraudulent entries.

2) Refund, Deferral & Transfer Policy

2.1 Refunds (general rule)

Entry fees are non-refundable except where required by law, or where the Organiser explicitly approves a refund in writing under these rules.

2.2 Refund requests

Refund requests must be submitted in writing (email) and include your full name, entry reference, and reason.
If a refund is approved, processing time depends on payment provider and banking timelines.

2.3 Medical withdrawals

If you cannot participate due to medical reasons, you may apply for a deferral or credit (preferred) rather than a refund.
Medical documentation may be requested.

2.4 Deferrals

Deferrals (moving your entry to another year/event) are not guaranteed and depend on capacity and event policies for that year.
If permitted, deferrals must be requested by the published deadline on the website.

2.5 Transfers / substitutions

If the Organiser offers official transfers, they must be done via the official platform/process only.
Unofficial swaps or “buddy running” are not allowed.
Transfer fees may apply to cover admin, timing, and bib re-issue.

2.6 No-shows & missed cut-offs

No refunds or credits are issued for no-shows, late arrival, missed start, or failure to finish within cut-off times.

2.7 Event changes or cancellation

If the event is postponed, rerouted, reduced in distance, or cancelled due to circumstances beyond the Organiser’s control (including but not limited to extreme weather, safety threats, municipal restrictions, force majeure), refunds are not guaranteed.
Where possible, the Organiser may offer alternatives such as deferral, credit, or partial value options (e.g., collection of race pack/merch), communicated officially.

3) Women-Only Participation Policy

3.1 Participation requirement

This event is designed as a women-only running event to celebrate, spotlight, and grow women’s distance running.

3.2 Verification and enforcement

The Organiser reserves the right to verify participant identity and eligibility at any stage (entry, registration, start, finish, prize-giving).
Any person participating who does not meet eligibility may be removed from the course and/or disqualified.

3.3 Respectful conduct

Harassment, intimidation, discriminatory behaviour, or any conduct that undermines the women-only safe space will result in immediate removal and potential banning from future events.

4) Race Rules, Timing & Results Policy

4.1 Governing rules

The event is sanctioned by the relevant athletics body and is run under applicable CGA/ASA road running rules, plus these event-specific rules.

4.2 Bib number and timing device

You must wear your official bib on the front of your torso, visible at all times.
Timing devices are non-transferable and must be used as instructed.

4.3 Start corrals and seeding

Corrals/seeding may be used for safety and fairness. Participants must start in their assigned area if applicable.

4.4 Cut-off times

Official cut-offs apply per distance. Participants still on course after cut-offs may be required to stop for safety and reopening of roads.

4.5 Results queries

Results queries must be submitted within the stated period after the race (e.g., 7–14 days).
The Organiser may correct results where timing, identification, or course compliance issues are confirmed.

4.6 Disqualification
You may be disqualified for (including but not limited to):

Using someone else’s bib or running under another person’s entry
Unsportsmanlike conduct
Receiving unauthorised assistance where prohibited
Leaving the course or taking shortcuts
Starting before the official start or outside the course
Altering bibs or timing devices

5) Prize Money, Awards & Eligibility Policy

5.1 Awards categories

Awards/prize money (if offered) will be paid only to eligible winners as defined by the event and governing rules.

5.2 Eligibility

Prize money and awards are reserved for eligible women participants competing in the correct distance and complying with all rules.

5.3 Verification

Winners may be required to present ID/passport, proof of age, club licence where applicable, and banking details.
Drug testing or compliance processes may be required if instructed by athletics authorities.

5.4 Payment timelines

Prize payments are processed after verification and any results dispute window closes.

6) Safety, Medical & Risk Policy

6.1 Participate at your own risk

Running is physically demanding and may be hazardous. You participate voluntarily and assume the risks associated with training and racing.

6.2 Medical fitness

You confirm you are medically fit to participate. If in doubt, consult a healthcare professional before race day.

6.3 On-course medical support

Medical support is provided, but response times vary. Participants should still take personal responsibility for hydration, pacing, and heat management.

6.4 Emergency removal

Medical staff and race officials may stop or remove a participant for safety reasons.

6.5 Mandatory instructions

You must obey race officials, marshals, law enforcement, medical staff, and event signage.

7) Code of Conduct & Sportsmanship Policy

Participants must:

Treat fellow runners, volunteers, staff, and community members with respect
Keep to the left/right as instructed and avoid dangerous running behaviour
Not litter (use bins or designated litter zones)
Not use abusive language or aggressive behaviour
Not interfere with other runners or event operations

Consequences: warning, time penalty, disqualification, removal from the venue, or banning from future events.

8) Athlete Support, Pacing & Assistance Policy

8.1 Supporters

Supporters are welcome only in designated spectator zones.
No person may run alongside a participant on the course unless they are an official registered participant (and in the same distance) or authorised event staff.

8.2 Unauthorised pacing

Unofficial pacing (including cyclists, vehicles, or non-registered runners) is prohibited.

8.3 Assistance

Assistance is limited to official water/aid stations and approved personal support rules (if any).
Receiving aid outside these rules may result in disqualification.

9) Hydration, Nutrition & Aid Station Policy

Water and/or sports drink stations will be provided as communicated on the race info page.
Availability depends on supply and operational conditions; participants should plan accordingly.
Participants with special dietary needs should carry their own nutrition.

10) Weather & Environmental Conditions Policy

The event may proceed in hot, cold, windy, or rainy conditions.
In extreme conditions (heat, storms, unsafe air quality), the Organiser may delay, modify, shorten, reroute, pause, or cancel the event for safety.
Decisions are final and based on safety guidance and operational feasibility.

11) Photography, Video & Media Consent Policy

The event will be photographed/filmed. By entering, you grant the Organiser (and partners) permission to use your image, voice, and likeness captured at the event for marketing, editorial, and promotional purposes, without compensation.
If you have a safety-related reason for non-disclosure, you may request assistance via the official contact channel; the Organiser will try to accommodate where reasonably possible but cannot guarantee exclusion from all media.

12) Personal Data & Privacy Policy (POPIA-aligned)

12.1 What we collect

Name, contact details, DOB, ID/passport (where required), emergency contact, medical notes (optional), club info, and transaction details.

12.2 Why we collect it

To process entries, manage safety, produce results, communicate race info, and meet sanctioning/compliance requirements.

12.3 Sharing

Data may be shared with essential service providers (timing/results, medical, event operations) and relevant athletics authorities as required.

12.4 Storage and retention

Data is stored securely and retained only as long as necessary for event operations, compliance, and legitimate administration.

12.5 Your rights

You may request access, correction, or deletion where applicable (subject to legal and compliance limits).

13) Race Pack Collection & ID Verification Policy

Race packs must be collected during published times and locations.
You must present acceptable identification to collect your bib (and for some categories, licence/club proof).
If collecting for someone else (only if allowed), you must present the required authorisation and copies of required documents.

14) Merchandise & Product Sales Policy

Merchandise sizes and stock are limited.
Exchanges are only possible if stock is available and within the stated exchange window.
Faulty items will be handled under South African consumer protection principles.

15) Accessibility Policy

The Organiser aims to make the event welcoming and accessible.
Participants who require reasonable accommodations (mobility support, special start arrangements, etc.) should contact the Organiser by the published deadline so arrangements can be assessed.

16) Partner Activations, Giveaways & Promotions Policy

Any competitions, giveaways, or promotions run by the event or partners may have separate terms and conditions, which will be published where relevant.
Prizes are non-transferable unless stated otherwise.

17) Complaints, Disputes & Appeals Policy

Complaints must be submitted via the official contact email within the published timeframe.
Results-related appeals must include evidence (bib number, time, photo/video where applicable).
The Organiser’s decision is final, subject to athletics body processes where applicable.

18) Lost Property Policy

Lost property will be held for a limited time after the event (e.g., 7–14 days).
Items not claimed within that period may be donated or disposed of.
The Organiser is not responsible for lost or stolen personal items.

19) Changes to Policies Policy

The Organiser may update these policies to reflect safety, legal, operational, or sanctioning requirements.
The latest version published on the website will apply.