Terms for Edinburgh Marathon Festival

Event Rules & Guidelines

The following event rules and guidelines are intended to help produce and direct a large scale event, to ensure the safety of all participants, to meet the requirements of local government permits and to be compliant with applicable UK Athletics and International Association of Athletics Federation (IAAF) regulations for participant performance records and event liability.

All entry fees are non-refundable and GSI Events Ltd retains the right to refuse entry to anyone declaring false information on their entry form, not making the required payment, or otherwise failing to meet the stated entry requirements.

  • Each entrant must have their own MyRunning account to enter an event.

  • An email address is required for all entries. All correspondence will be via email. A separate email address for each participant is preferred but not required.

  • Your email address may be passed to our official photographers for the purpose of posting a link to your official event certificate and your official event photos, timings and any other relevant information.

  • Each entrant is automatically signed up to the marathon newsletter. Entrants can opt out at any time via the ‘My Preferences’ area of their MyRunning account.  Please note however that important event information, vital to the successful delivery of the event, will continue to be sent to all participants regardless of their marketing preferences. 

  • To register for a marathon distance, you must be 18 years of age or older on event day.

  • To register for a half-marathon distance, you must be 17 years of age or older on event day.

  • To register for a 10k distance, you must be 15 years of age or older on event day.

  • To register for a 5k distance, you must be 11 years of age or older on event day.

  • To register for a 13.1 km distance, you must be 16 years of age or older on event day.

  • To register for a 6.5 km distance, you must be 15 years of age or older on event day

  • All members of a relay team must be 17 years of age or older (15 years or older for legs 2 and 4 which are less than 10 km) on the event day.

  • Each participant must agree to the disclaimer and Terms & Conditions before participating in the event.

  • Please note that UK Athletics Rule does not specifically cater for athletes under the age of 11 years. UK Athletics Rule 207 states that this does not necessarily preclude provision of organisers of competitions for events for athletes younger than 11 years which correspondingly reduced distances to be run.

  • Children under 16 must be accompanied by a parent or guardian at all times at the event.  Where the child will participant on their own, a parent or guardian must follow the relevant guidance to the child drop-off and pick-up procedure in place for the event.

  • All participants take part at their own risk and a disclaimer waiving all claims against GSi Events and any party acting on its behalf must be completed by all entrants.

  • Registrants must be capable of completing the full event distance, start line to finish line, within the event time requirement. Please refer to the route section of the Event Information on the event website to clarify what these time restrictions are for your event. The course will close at 15 minute mile pace.

  • Where the event is timed, each participant MUST wear a timing device in order for them to receive a time. Our timing chips are disposable.

  • Where the event is an athletics event, a full list of results will be published online on the results page of the event website following the event.  Full and final results will also be made available to relevant parties for the purposes of verification for other events or for the updating of ranking systems.

  • The event time requirement and age minimum apply to all forms of entry and event participation.

  • All participants must provide their full name and details of any health problems or medication upon entry in their MyRunning account.

  • By taking part, all participants confirm that they are happy for their names and any footage or photographs taken during their participation to be used to publicise any GSi Events Ltd event.

  • Any participant seeking accommodation in respect of a disability must submit a written request via the Contact Us form on the event website via your MyRunning account.

  • Participant event number bibs are specific personal identifiers and may not be exchanged with or transferred/ sold to any other person. Transfers between runners can only be done through the official website within the deadline of transfer displayed on the website. Sale and/or transfer of event entry/bibs are strictly prohibited and will result in the disqualification and/or banning of any individuals involved from future events.

  • All entry fees are non-refundable and may not be deferred toward a future event unless specified by the event organiser.

  • Registration closure is determined and announced when event participation reaches the established capacity.

  • Where participation involves a dog, the participant agrees 

    • to clean up after their dog(s)

    • to ensure their dog(s) are leashed at all times and that the leash is no longer than 6 feet

    • That their dog(s) must be of an appropriate age to participate in the distance they have chosen

    • That their dog(s) vaccinations are up-to-date and that their dog(s) are licensed

    • To participate with no more than two dogs 

    • That if their dog(s) behaviour is unruly or might prove hazardous to other people, they will stop participation in the challenge immediately

  • Participants must follow instructions as given from all event officials including race staff, volunteers, medical personnel, security officers and city officials throughout the duration of the event.
  • All participants are expected to conduct themselves in a professional and courteous manner during their participation in the event. This means, for example, that urinating or defecating anywhere on or near the course shall be strictly prohibited except in toilet facilities. Anyone violating this rule of conduct shall be disqualified from the event and will be asked to leave the course.
  • Every participant shall be provided with an event bib number, which shall be conspicuously worn on the front (and back when applicable) during the event. The event bib number is to be worn as issued. No participant shall be permitted to participate in the event without the appropriate bib number.
  • Baby joggers, baby strollers, skateboards, Nordic sticks, rollerblades, unauthorized bicycles or any other wheeled device will not be permitted on the course.
  • Sunday event courses will remain secured until the 15:00min/mile pace. The Sweep Bus will operate at 15 minute mile pace. If you are passed by the sweep vehicle your status reverts back to that of a pedestrian and you are expected to use the pavement if you decide to continue. We strongly advise you against continuing and we will ask you to join the sweep bus. If you do continue we will be unable to guarantee that road closures, marshals and drinks stations will be in place. Before starting the race please give careful consideration to your ability to complete the course in the allotted time. Click here to view the sweep bus timetable.
  • Other races within the festival must be completed within the course time limit set for each event.
  • All participants must acknowledge and agree that personal information (including medical information entered in My Details or collected by event medical staff during or after the Event) can be stored, used and disclosed by the GSi Events Ltd in connection with the organisation, promotion and administration of the event and for the compilation of statistical information.
  • Participants will be assigned to “start pens” in accordance with the runners predicted time. The front start pen will be allocated on runner’s proof of qualifying time. Participants may update their predicted time via the ‘My Details’ page on the website before the predicted time deadline.
  • Participants shall assemble for the event in their assigned start pen no less than 15 minutes prior to the event start. Any participant attempting to enter the wrong start pen shall be required to start after all other participants have crossed the start line.
  • All participants shall enter the start pen from the rear unless otherwise directed by an event official.
  • Any person who climbs the fence/barrier or otherwise enters improperly shall be disqualified from the event.
  • Participants must begin the event during the official recognized starting times.
  • All participants must be positioned behind the starting line when starting.
  • Any participant who refuses to obey the directions of the event official, city official or course marshal, or who conducts himself/herself in an unsportsmanlike manner, or who is offensive by action or language to officials, volunteers, participants or spectators may be disqualified from the event and banned from future participation in any GSI event at the discretion of race officials.

  • Any participant who has been found by a course marshal, event official or surveillance equipment to have gained an unfair advantage by intentionally shortening the route of the race (“cutting the course”) shall be immediately disqualified from the event and banned from future participation in any GSI event at the discretion of race officials.

  • Any person who participates in the event without a current official event bib number or timing device or a bib or chip not officially assigned to him/her is subject to removal and disqualification from future events.

  • No persons are authorized to be on the course unless they are registered participants. Therefore, no person shall be allowed to accompany a participant if he/she is not registered in the event, nor shall any participant be allowed, without the permission of the event management, to receive assistance or refreshment from anyone during the progress of the event. Any person not properly displaying an authorized and issued bib number shall be directed to leave the course.

  • A hands-on medical examination during the progress of an event by officially designated medical personnel shall not be considered assistance and will not result in disqualification if the participant is deemed medically fit. If a participant becomes ill during or after the Event and/or receive medical attention or treatment either from event medical staff or any doctor or hospital, they must authorise such persons to provide details (including details of medical treatment) to the Medical Director of the event or others authorised by him.

      • The use of wheeled devices by participants or any other person authorized to be on the course shall be strictly limited to (a) authorised and registered competitive wheelchair participants and (b) authorized course marshals on bicycles. Baby joggers, baby strollers, skateboards, rollerblades, unauthorized bicycles or any other wheeled device will not be permitted.

      • UK Athletics rules state ’The wearing of headphones, or similar devices, (other than those medically prescribed), is not permitted in races on any single carriageway road that is not wholly closed to traffic. This restriction does not apply to races held on dual carriageways provided that there are clear, structured separations between the separate carriageways. Competition Providers of races held entirely on roads closed to traffic may apply this condition where appropriate to local circumstances. We allow bone conducting headphones which do not plug the ears and therefore allow the participant to hear their environment are advised if the participant wishes to listen to music during the event. 

      • Participants are responsible for their recognition and understanding of event signage, symbols and colour relating to participant maps, facilities and direction.

      • For a virtual challenge, participants are responsible for planning a safe route to complete the challenge distance.  It is advised to recce the route by walking, cycling or driving it ahead of completing your challenge.  All relevant guidance and rules for pedestrian use of roads and pavements must be followed. It is advised that participants share their route with others and tell them how long they expect to be away.  They are advised to update their contact with any changes to their plan to ensure their safety during the challenge.

      • It is the responsibility of the participant to participate only if they are medically fit and able to do so.  If at any point the participant feels unwell at any time, they must stop and seek assistance.

      • Medical personnel authorized by the event to do so may examine any participant who appears in distress. If in the sole opinion of authorised medical personnel it is in the best interest of the participant’s health and welfare, medical personnel may remove the participant from the event.

      • Participants must retire at once from the event if ordered to do so by a member of the event’s official staff, official medical staff, or any governmental authority, including fire and police officers.

      • Participants are responsible and assume liability for any and all medical expenses incurred as a result of training for and/or participation in the event, including but not limited to ambulance transport, hospital stays, physician and pharmaceutical goods and services.

      • Event officials reserve the right to delay, cancel, alter the route or suspend the event due to inclement weather in accordance with Emergency Protocol on severe emergencies and/or inclement weather.

 

Where an event is timed, the following rules apply;

  • All participants are assigned a chip timing device – this is embedded into your event number.

  • Gun time is the official time for top 10 prizes, except in instances of a controlled, staggered start. The official times shall be recorded from the start of the race by the starting gun to the point where the participant crosses the finish line. Times shall be rounded to the next highest second. Net times shall not be used for any purpose regarding professional athletes or Top 100 participants. 

  • Course Record (CR) or World Record (WR) time if broken by more than one individual is awarded solely to the overall male/female winner.

  • Official times for mass participants in will be the electronic timing device time (chip or net time) from when the participant crosses the start line to the point where the participant crosses the finish line.

  • Participants must wear their assigned timing device continuously from start line to finish line, to receive an accurate finish time.  It must be visible throughout the event, and must not be folded or twisted.

  • Participant chip or net times greater than the event time requirement (6 hours, 30 minutes for marathon distance, 3 hrs 15 minutes for half-marathon) will not be recognized as official.

  • Participants found to be wearing two or more timing devices during the race will be disqualified, and their results will not be recorded.

  • Participants with missing timing device times at official checkpoints will be reviewed and may be disqualified.

  • Participants must begin the event during the official recognized starting time in order to register an official course completion time.

  • All results will be fully available on the event website after each race. Where appropriate, full and final results will continue to be submitted to relevant parties for the purposes of verification of entries to other races and for ranking systems.

  • Event officials reserve the right, to modify, supplement or waive all or part of the event rules.

  • Participants shall be bound by any modification or supplement of the event rules published prior to the event.

  • Failure to follow these event rules, as may be amended, will result in immediate disqualification, loss of prize money and removal from official results.

  • The Event follows, and participants are subject to, the rules specified by the Scottish or UK Government,  the sport governing body, and the IAAF. Please visit the following websites, as appropriate, for additional information concerning the rules mandated by the governing bodies for the sport, or by the government.

 

GSi Events Ltd reserve the right to update Terms & Conditions.  Any significant changes to Terms & Conditions will be communicated to entrants.

Refund policy

Customers of GSi Events have the right to cancel any entry made over the internet as long as it is done within 14 days of the original entry date. Otherwise, all entry fees are non-refundable and GSI Events Ltd retains the right to refuse entry to anyone declaring false information on their entry form, not making the required payment, or otherwise failing to meet the stated entry requirements. In the event of a refund being made, this will be made with the original purchaser, not with the event participant.

Postponement

Planning of any event begins a minimum of 12-18 months prior to event day.  During this time, costs are incurred from the beginning of this process and covers everything from website hosting, marketing, event planning and risk assessing, right through to ordering of finisher’s items, and finally on the day for road closures, and infrastructure.  As such, all entry fees are non-refundable after the initial 14-day cancellation period as stated above.   

In the event of postponement (for example, in extreme weather conditions or due to government or local authority imposed restrictions), GSi Events Ltd retains the right to enact any of the following;

  • Reschedule the event to another date
  • Deliver the event as a virtual event

Participants would have their entry automatically transferred to either the virtual event, or to the rescheduled event date.

If a participant cannot attend the event on the rescheduled date, they will receive a voucher for no more than 50% of the value of their original entry, and any unfulfilled products which will be able to be used across a variety of available events.  The voucher will be valid for a minimum of 9 months but often longer. 

Cancellation

In the interests of safety, the Event Director and the Emergency Services reserve the right to stop an event at any time, if deemed necessary. These would be in exceptional circumstances beyond our control and no refunds would be given.

All merchandise items will be delivered by Royal Mail 2nd class post within 21 days of the order being placed.

If for any reason you are not satisfied with your merchandise you may return it within 15 days for exchange or refund providing the goods are unused and have all original tags. We are unable to accept back any goods that have been worn or laundered, unless they are faulty. Postage charged at the time of sale is non-refundable. Any return postage is covered by the customer. Please send returned goods to: GSI EVENTS, HILLHOUSE, MAIN STREET, KIRKNEWTON, EH27 8DR. Please include a short note stating why you are returning the item. If you would like a different size please include your return address.

Any individual requesting a waiver of any of these rules from the event shall submit a written request no less than 30 days prior to the event date specifying the nature of and reasons for the request.

JS HELPER