Fundraising Challenge Event Terms & Conditions

Please note that these terms and conditions cover any challenge events offered by Rafiki Thabo, but there are certain clauses that are specific to the BMW Berlin Marathon and Irish Life Dublin Marathons. These supersede in the event of duplicate clauses. 

1. By applying to enter the event, you agree and accept the following terms and conditions, which will govern your participation in the event.

2. In order to hold a charity place, you must be aged 18 or over on the date of application or on the day of the event unless otherwise stated on the specific event or Rafiki Thabo Foundation webpage.

3. Depending on the event, we may supply you with a Rafiki Thabo branded running vest, cycling jersey, technical t-shirt or cotton t-shirt (subject to availability). Please see the event page on our website for further details.

4. Where you are obtaining a place in the event via Rafiki Thabo, we ask that you pay a nonrefundable registration fee at the time of registering. Payment is made online by credit card. No registration fee is payable if you have arranged your own place directly with the event organiser.

4.1 Furthermore, if you have made a mistake on your registration, you will have a 24 hour grace period in which to request a refund for your registration, as long as that period doesn’t overlap with when the registration period closes e.g. 24 hours before event ticket sales end.

5. Other than as set out in 4.1 above, we will only give you the option to request a refund for your registration fee in the event of a cancelled or postponed event.

5.1 All registration fees are non-transferable and places cannot be rolled over to the subsequent year’s event.

6. You must inform Rafiki Thabo at the earliest possible opportunity if you have had to withdraw from or cancel your event due to injury or other circumstances.

7. You understand and agree that any place you have obtained in an event via Rafiki Thabo comes with a fundraising target attached to it and that you are agreeing to fundraise the specified amount in order to take part in the event as per our webpage.

7.1. You understand and accept that Rafiki Thabo may terminate your rights to raise funds at any time, if they feel that it is unlikely that you will reach the minimum fundraising target.

7.2. For the avoidance of doubt, any company matched funding is applied to the full fundraising target, and does not count towards the target amount.

7.3. Please note that if you have obtained your own marathon place and have chosen to run in aid of Rafiki Thabo (rather than applied for one of our charity places), you are not bound by the clauses relating specifically to fundraising target and fundraising milestones herein but we will be very grateful for your fundraising and any money raised in support of our work. 

8. All places are for the exclusive purpose of raising money for Rafiki Thabo. All participants must pledge to raise funds for Rafiki Thabo and fundraising must not be given to or shared with any other organisation (unless agreed prior to registering or if the event is being jointly organised with another charity).

9. We ask that you collect in all sponsorship monies promptly and pay them to us within six weeks of the event taking place. Your welcome pack and confirmation, or e-mail from us, will give you details of how to pay the money to us. Please note that all online money donated to your online fundraising page will automatically be transferred to Rafiki Thabo and doesn’t need to be sent to us after the event.

10. We understand that sometimes a well-intended commitment can become difficult to uphold due to unforeseen circumstances, and as a small charity we need to make sure we see the return on our upfront investment in your marathon place. If we feel that you are unable to fulfil this fundraising element of your place and subsequently ignore any communications detailing this, we have the right to remove you from the event and offer your place to another supporter.

10.1. In the case of BMW Berlin Marathon and Irish Life Dublin Marathon we operate a fundraising milestone approach in order for both parties to have visibility of fundraising progress and to avoid any surprises should a place need to be withdrawn from a successful applicant. Should a successful applicant hit a milestone with a fundraising gap left to close, they should contact [email protected] immediately. On a case by case basis, entirely at the discretion of Rafiki Thabo, the successful applicant may be allowed to continue fundraising and retain their place. Measures may include paying a deposit for the outstanding funds to the respective milestone, which on successful completion of the minimum overall fundraising target will be refunded in full to the successful applicant. In the event of a remaining shortfall to overall fundraising target, the difference will be refunded.

10.2. Our fundraising milestones are:

11. We will provide you with a fundraising guide and training guidance to help you prepare for the event and maximise your fundraising. These guides contain general guidance and are aimed at somebody with average fitness. If you have any medical conditions or disabilities that may affect your ability to complete the event, we recommend that you consult a doctor or other healthcare professional before registering.

12. You are fully responsible for the fundraising activity and it is your responsibility to organize all aspects of it. You are also responsible for any costs, expenses, or taxes incurred or arising in connection with your fundraising activity.

12.1. You are fully responsible for arranging and paying for your own travel and accommodation.

13. You must obtain approval from Rafiki Thabo before approaching the media or celebrities to support your fundraising for the event.

14. You understand and agree that as your fundraising is ‘in aid of’ Rafiki Thabo and is undertaken independently of the charity the charity will not accept any responsibility or liability for your fundraising events or activity.

15. Images may be taken during the event using film photography, digital photographs, video or other media and may be used on our website and in promotional material in any medium. By taking part in the event or attending the event you are deemed to have given your consent, unless you notify Rafiki Thabo of any express objections. In the event that you raise any objections to the use of any image in which you are featured after the event, Rafiki Thabo will remove that image from its website and refrain from any future use of it, however cannot undertake the removal from circulation of any printed materials already in use. Rafiki Thabo acknowledges its responsibilities towards children and younger people and will, wherever possible and practicable, refrain from capturing or using their images.

16. The Rafiki Thabo charity logo and other logos used by us are legally registered trademarks in the UK. You may not use Rafiki Thabo’s logos without our prior consent. To apply for permission please contact us at [email protected]. Rafiki Thabo reserves the right to require materials and logos to be removed from use if we believe such materials are not in our charity’s interest.

17. Whilst participating in the event you will be acting as an ambassador for Rafiki Thabo (especially if wearing Rafiki Thabo branded clothing). We therefore ask that you conduct yourself accordingly and do nothing to bring the charity into disrepute. You must comply with any specific event rules and instructions from the event stewards.

18. Some of our events are run by a third party organiser and your participation will be subject to the organiser’s own terms and conditions as well, which can be found on their website. We accept no liability for the organisation or management of the event.

19. Where the event organiser requires participants to register directly in addition to Rafiki Thabo’s registration or application process, whether via completion of an additional registration form or an online console, it is your responsibility to do so. In the case of BMW Berlin Marathon and Irish Life Dublin Marathons you are required to complete the organisers’ official registration. This registration typically opens in March/April of the year in which the marathon is being held. You must do so by the deadline specified by the organizer / Rafiki Thabo and failure to do so may lead to you losing your place in the event. For specific marathon registration deadlines, see Rafiki Thabo’s individual marathon pages. You will receive an email from the event organiser instructing you to complete the official registration. Rafiki Thabo may (but is not obliged to) endeavour to contact you to remind you to complete your registration. If we do not hear from you and you have not completed the console by the date specified by Rafiki Thabo, we have the right to remove you as a Rafiki Thabo participant in the event.

19.1. If providing registration information on behalf of your team, please bear in mind that you and your team members will be required to complete a secondary registration form for the event organisers (in line with point 18). The initial registration information provided to Rafiki Thabo will not be passed onto the appropriate event.

19.2. If providing registration information on behalf of your team, please bear in mind that it is your responsibility to share these terms and conditions with your team and therefore you are agreeing that all your team agree to these T&Cs.

20. We accept no liability for any damage to any participant’s property. We accept no liability for any injury to any participant unless caused by Rafiki Thabo’s negligence.

21. We will use your personal data in connection with your participation in the event, including providing you with the support mentioned above and recording the funds you raise for us. If you are happy for us to contact you about our work and other ways in which you can support it, please tick the relevant box/boxes on the application or registration form. For further information about how we use your data, please refer to our privacy policy which is available at https://rafiki-foundation.org.uk/privacy-policy/.

22. We reserve the right to cancel, modify or postpone the event where this becomes necessary due to unforeseen circumstances. If this happens, you will be given the choice of either transferring to the modified/rescheduled event or transferring to an alternative event (subject to availability and any specific terms and conditions relating to the alternative event). Save as aforesaid Rafiki Thabo accepts no liability whatsoever for any such cancellation or postponement.

23. In the case of the BMW Berlin Marathon and Irish Life Dublin Marathon, an application process will be completed for all charity place participants (those that have not secured a place via the public ballot process). The application for each marathon opens just under 12 months ahead of the marathon taking place. Details and link to apply will be detailed on the Rafiki Thabo BMW Berlin Marathon and the Rafiki Thabo Irish Life Dublin Marathon webpages.

23.1. If you are a group hoping to run the marathon together, please make this clear in your application, naming the individuals in your group. We cannot guarantee that you will each get a place, but will take this into account in our review of your application.

23.2. Once you have completed the application form you will receive confirmation of completion. Please note: completing the application form does not confirm your place in the BMW Berlin Marathon or Irish Life Dublin Marathon for the coming year.

23.3. If your BMW Berlin Marathon or Irish Life Dublin Marathon application is successful following the review process, you will be asked to pay your £50 registration fee with a deadline of 7 days to complete the payment. Until this is paid, your place is not confirmed.

23.4. If you have applied for one of our charity places and are subsequently successful in the official marathon ballot, please inform us immediately if you do not wish to use your charity place so that we can accept another applicant onto our team.