Terms & conditions - Oxfam Trailwalker 2012

See below for:

Just so you know...

You must observe the following rules:

  1. All participants must take responsibility for their own fitness to take part in the event and their own actions and inactions at it.
  2. All participants must be aged 18 years or more on the day of the event, unless granted special permission by Oxfam New Zealand.
  3. All normal road rules apply. Any team or walker who ignores road crossing instructions from road crossing marshals faces the risk of disqualification.
  4. At the start of the event, each team should have four members. Teams of three may be granted special permission to start as a three by Oxfam New Zealand.
  5. Only complete teams of four finishing within the official time limit of 36 hours are eligible for official ranking and awards. All starting teams are eligible for novelty awards.
  6. Teams can substitute team members using their online administration pages before Friday 23 March 2012. After this date teams must notify the organisers of any change of team members before registration on Friday 30 March 2012. No substitutions may be made once a team has registered.
  7. All Participants must be adequately equipped for the conditions. Oxfam New Zealand has provided a recommended kit list.
  8. Each team must carry a minimum of two mobile phones, preferably on different networks.
  9. Each team must carry at least one first aid kit including four emergency survival blankets. Prescription medication and painkillers will be your own responsibility. These will not be issued by first aid staff or Oxfam Trailwalker staff.
  10. All teams must register at the Great Lake Centre between 3pm and 9pm on Registration Day Friday 30 March 2012, unless granted prior special permission by Oxfam New Zealand to do so, on Saturday morning one hour prior to the first start.
  11. To register, each team must have all team members and at least two members of their Support Crew present to complete final safety documentation and attend an event briefing.
  12. Each participant will be issued with a bib number and corresponding team member identification. This must be worn at all times during your participation in the event. Removing this item signifies that you have retired from the event.
  13. There are compulsory checkpoints along the trail, and a final check-in at the finish. All team members must stay together between checkpoints and must check in at each checkpoint together. It is the team's responsibility to ensure that they have been properly checked in.
  14. A team's finishing time will be recorded when all finishing team members have checked in at the Finish. Oxfam Trailwalker is a team event. No individual time will be published.
  15. If you want to withdraw during the event, you must first report to the nearest checkpoint. Remaining team members cannot continue until the withdrawal of the team member has been completed and a retirement pass issued to the remaining team members to be presented at each remaining checkpoint.
  16. If for any reason you have to leave the event urgently, you must call Event Control Centre via the number printed on your bib number and direction booklet. The Event Control Centre will verify the withdrawal and instruct the checkpoint host to issue a retirement pass to remaining team members.
  17. Staff at checkpoints will not check in incomplete teams with any members unaccounted for.
  18. If two members of a team have withdrawn, the remaining two members must accompany another team between checkpoints for safety reasons. Each team will retain their identity and team number throughout the rest of the event, however they must present together at all remaining checkpoints.
  19. Any member who is injured or exhausted must be brought to the nearest checkpoint by teammates for assistance. If the injury prevents proceeding to the nearest checkpoint, call the Event Control Centre via the emergency phone number printed on the reverse of your bib number or directions booklet.
  20. Under no circumstances are individuals to be left unaccompanied. If a team member becomes seriously injured and cannot be moved, one person must stay with them while the others seek help.
  21. Every team must have a support crew and must be self-sufficient. Each support crew is responsible for providing their team with their food, changes of clothes, first aid, medication etc needed during the event.
  22. Support crews may only have two vehicles at Checkpoints. Teams will be issued with two vehicle passes which must be clearly displayed or entry to checkpoints will not be permitted.
  23. Support Crews may only provide support at Checkpoints. They are expressly forbidden from providing support at the roadside. This is because parked vehicles create a safety hazard for other vehicles and participants.
  24. Support crews are asked to respect residential and local parking regulations.
  25. For only one leg of the trail teams may have one friend or support crew member walk with them. These support walkers must be nominated prior to the event at registration and must attend the event briefing. Support walkers must be sufficiently fit and adequately prepared and should not draw upon the limited resources of the event. The support walker must collect a supporter bib number from the check point desk of the leg they intend walk. Failure of a support walker to 1) not be nominated in advance and attend compulsory briefing, 2) not collect a supporter bib number, or 3) attempt to walk more than one leg could result in team disqualification.
  26. Teams may not leave the trail or a checkpoint for any length of time at all. Teams wishing to rest must do so at a checkpoint provided they depart the checkpoint before the published checkpoint closure time.
  27. If your team has not departed a checkpoint by the published checkpoint closure time, the team will be withdrawn from the event and the team will be advised not to proceed. The closing times are calculated on the basis that there would be insufficient time remaining to complete the event within the time limit.
  28. Slower teams must give way to those teams travelling at a faster pace, as the trail can get quite congested, particularly in the early stages of the event.
  29. Dogs are not permitted on the trail or at checkpoints by request of landowners and the Department of Conservation. Disregarding this request could result in withdrawal of permission to use the land for Oxfam Trailwalker.
  30. Smoking is not permitted on the trail. Please adhere to any local or site rules if you wish to smoke at checkpoints and always dispose of cigarettes carefully and thoughtfully.
  31. Participants and support crew are asked to use the litter and recycling bins provided at every checkpoint.
  32. Participants must keep noise levels to a minimum when walking in residential areas during the event.
  33. Teams acting unfairly to gain competitive advantage may be disqualified from the event. This includes taking short cuts and being transported by vehicle between points on the course.
  34. Teams must raise a minimum of NZ$2000 in addition to the non-tax deductable and non-refundable reservation and confirmation fees. This includes confirmed teams that do not participate in the event and teams that do not complete the event.
  35. Teams must be within $500 of their current fundraising commitment to be eligible to upgrade their fundraising commitment to a higher level and be eligible for fundraising rewards at the higher level.
  36. All fundraising activities undertaken by participants must adhere to relevant local and national government regulations.

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Terms & conditions of entry

By submitting an Entry Form to take part in Oxfam Trailwalker New Zealand 2012 ("the event") you:

  1. Acknowledge that the event is organised and promoted by Oxfam New Zealand ("Oxfam") which is a charitable trust (Registered No.: CC24641) and that the purpose of the event is to raise funds in aid of Oxfam's work with others to help overcome poverty and injustice exclusively.
  2. Agree that, while Oxfam New Zealand does not exclude liability for personal injury or death caused by its own negligence, you undertake the event entirely at your own risk and will not hold Oxfam New Zealand or any land owner responsible for any accident, injury, damage to, or loss of personal property during the event or in preparation for it.
  3. Understand that the event involves sustained physical exercise in a remote area, and may involve walking/ running at night over rugged terrain, and that you are responsible for your own fitness to take part in the event, and have consulted a doctor about your participation if you have a medical condition likely to be affected by the above.
  4. Understand that the trail will include several road crossings and one or two short sections along a road and that all normal road rules apply. Road crossings times have been calculated based on teams completing the event between 12 -36 hours. If teams are faster than this then they may come across road crossings without marshals and need to take extreme care.
  5. Understand that all team members must be 18 years or over on 31 March 2012 to be eligible to take part in the event.
  6. Agree to adhere to the rules of the event.
  7. Agree that Oxfam reserves the right to close or alter stages and/or checkpoint closure times for safety or any other reasons. Checkpoint times have been calculated based on teams completing the event between 12 -36 hours. If teams are faster than there may be reduced resources available and Checkpoints may manually record their check in time.
  8. Understand that the route shown on promotional material may be subject to change and that Oxfam New Zealand may need to cancel, postpone, halt, delay, abridge, re-route or otherwise alter the event in response to hazards including but not limited to fire, flood, path instability, livestock disease or land access permits. In such instances, you will be given as much notice as possible and any necessary alterations will attempt to preserve the nature of the event as much as possible.
  9. Agree that at any time before or during the event Oxfam New Zealand reserves the right to withdraw a team or individual from the event.
  10. Agree to share collective responsibility for meeting your team’s fundraising commitment by the fundraising deadline of 20 June 2012 and that this commitment still holds even if you do not finish or in fact take part in the event.
  11. Understand that the amount of funds raised by your team does not include the sums paid as a reservation deposit and entry fee, nor any other previous donations or pre-existing agreements to support Oxfam New Zealand and refunds of any moneys will only be considered in accordance of the refund policy.
  12. Acknowledge that by raising funds for Oxfam New Zealand, you are placing yourself in a position of substantial trust and that you have a moral and legal obligation to acquit the funds you raise and temporarily hold in trust for the charity accurately, honestly, responsibly and in a timely manner.
  13. Agree to ensure that all your sponsors understand that their sponsorship donation is in support of your team's attempt at, rather than completion of, the Oxfam Trailwalker challenge.
  14. Agree that images and interview material taken at the event or uploaded to teams’ online fundraising pages may be used by Oxfam New Zealand in future promotions.

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Refund policy

  1. Reservation fees are strictly non refundable or transferable.
  2. If your team withdraws on or before 31 January 2012 your entry fee will be refunded less $100 for administration and event costs incurred for your team to date. If your team withdraws after 31 January 2012 your entry fee is strictly non refundable or transferable with the exception of written applications for refunds for withdrawal under exceptional circumstances, which will be considered for approval at Oxfam's discretion. Any refunded entry fees will be less $100 for administration and event costs incurred for your team to date.
  3. If your team withdraws before 31 January 2012, Oxfam will cancel your team’s fundraising commitment and, within 60 days, return any donations to any of your sponsors who request this in writing within 30 days, provided there is sufficient evidence that Oxfam received their donation. Should your team withdraw after 31 January 2012, Oxfam will cancel your team’s fundraising commitment but will retain your sponsors' donations.
  4. In the unlikely event that Oxfam Trailwalker is cancelled, you will be given the option to have your entry fee a) 50% refunded, b) carried over to the next year's event in full, or c) donated to Oxfam’s work. Oxfam will also cancel your team’s fundraising commitment and, by 20 June 2012, return any donations to any of your sponsors who request this in writing by 30 May 2012, provided there is sufficient evidence that Oxfam received their donation. For this to happen, you must also return your fundraising books by 30 April 2012.

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Bivouac outdoor rewards terms and conditions

You will only be eligible for discounts that correspond to your current commitment; so if you are thinking of upgrading, do so before you head in-store to get the best deals! Find out the great discounts you and your team are eligible for on our Rewards page.

*Please note:

  • Discounts are redeemable with a print-out of your online fundraising page showing your current fundraising commitment and a photo ID.
  • As a team reaches a higher mark in sponsorship commitment, they receive all the incentives available at that point and below.
  • Teams must be within $500 of their current fundraising commitment to be eligible to upgrade their fundraising commitment to a higher level and be eligible for fundraising rewards at the higher level.
  • Discounts will only be available up until the day of the event.
  • Discount is for recommended retail price and does not apply to items already reduced in price.
  • Not to be used in conjunction with any other special, discount or offer.
  • Applies only to purchases relating to the outfitting of team members; not for bulk purchasing or resale.
  • The three top fundraising tiers also receive a bonus gift (see above). Each team member will receive the bonus gift. Bonus gifts are not cumulative.
  • Bonus gifts are redeemable with a voucher issued by Oxfam New Zealand.

Bivouac is proudly New Zealand owned and has 9 stores nationwide. Find your nearest store.

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Fundraising credits conditions

Oxfam Unwrapped

The value of Oxfam Unwrapped gift purchases can be added as fundraising credits to an Oxfam Trailwalker team subject to the following conditions:

  • Oxfam Unwrapped purchasers must allocate an Oxfam Trailwalker team they wish to credit at time of purchase; and
  • The Oxfam Unwrapped purchase is made before the end of 31 January 2012.

Oxfam + Me!

For each verified regular giver they recruit an Oxfam Trailwalker team are eligible for a $250 Oxfam Trailwalker fundraising credit subject to the following conditions:

  • Regular contributions of the regular giver are of a value of $10 per month ($120 per year) or more.
  • The regular giver must allocate an Oxfam Trailwalker team they wish to credit when they are recruited.
  • The first gift of the regular givers contributions is processed before the fundraising credit is applied.
  • The credit will be removed if the regular gift is cancelled before the final fundraising deadline.
  • The regular giver will fulfill the credit amount through their regular contributions, for example a $20 a month regular giver will contribute for 13 months or more.
  • Credits cannot be applied retrospectively for existing regular givers.
  • Repeat regular givers must have completed their original $250 commitment before a new credit will be applied.
  • Repeat regular givers who have cancelled a regular gift without fulfilling the $250 value are ineligible.

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Fundraising target

2012 Total: $741,954.22 (74%)

   

Target total: 1.0 million
Fundraising deadline: 20-Jun-12

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Congratulations

Huge congratulations to all teams who took on the challenge of walking 100km in 36 hours at Oxfam Trailwalker 2012. Whilst the physical challenge may be over the fundraising challenge continues toward raising $1 million before the fundraising deadline of June 20, 2012. With your help we can get there!

Oxfam Trailwalker raised $850,000 to fund our programme work