Sue Ryder Starlight Hike Bedford

These terms and conditions set out the basis for your participation in the event and by applying to enter you are deemed to have read and accepted them.

Sue Ryder Starlight Hike Bedford is a 10k or 5k sponsored walk taking place at Everard Meadow, Longholme Way, MK42 0BX on Saturday 11th October 2025.

1. Registration
2. Online registration to take part in Sue Ryder Starlight Hike Bedford must be received by the closing date as stipulated.
3. All entry fees are payable to Sue Ryder.
4. All participants must supply emergency contact details.
5. There may not be a registration desk at the event for people to register on the day who have not registered beforehand, so please check this in advance to avoid any disappointment on arrival.
6. A parent or guardian must countersign or complete the application of any participant under the age of 18 on date of application. Participants aged under 18 must be accompanied by a responsible adult and there must be at least one adult for every five walkers aged 18 or under. Accompanying adults must ensure that their child/children is/are supervised throughout the event and has/have a good level of road safety awareness.
7. Participants must pay a non-refundable, non-transferable entry fee at the time of registering. The amount of the entry fee will be confirmed on Sue Ryder’s website.
8. Sue Ryder reserves the right to refuse any registration. Sue Ryder’s decision shall be final.
9. After registration participants will receive an email confirmation. Further detailed information about the event will be emailed to you prior to the event. This will be sent to the email you submit at the time of entering online.
10. Your Starlight Hike walker number and remembrance message to wear in celebration of a loved one will be posted to you in advance. T-shirts will be made available to collect from a designated location prior to the event or on the day and relevant details communicated to you.
11. All participants must notify Sue Ryder prior to the event of any medical conditions which our first aiders should be aware of.
12. If any of your contact or other details should change after you have entered the event, you should notify Sue Ryder as soon as possible by email.

2. Alteration or postponement of the event

1. Sue Ryder reserves the right to alter, postpone or cancel the event where this becomes necessary as a result of circumstances beyond Sue Ryder’s reasonable control (for example flooding or Covid-19 resurgence).
2. Where the event is postponed or cancelled, participants shall be entitled to defer their entry to when the event next takes place or (subject to availability) transfer to an alternative Sue Ryder fundraising event. If there is no deferred or suitable alternative event you will be entitled to a refund of any entry fee you have paid.
3. Sue Ryder retains the right to make a change to the advertised start times, as well as operating a staggered start throughout the event by allocated ticket times. This is for the safety of all participants, suppliers, staff and volunteers, and to help safely control the number of participants at any given time.

3. Publicity

1. By participating, participants agree to take part in post-event publicity which may include interviews, photography and/or filming for Sue Ryder internal communications, local and/or national media and online media. We will also take photographs and/or videos during the event. Sue Ryder reserves the right to use any such photographs or videos in future promotional materials, which may include leaflets and posters, on our website, emails/mailings and on our social channels.
2. By taking part in the event or attending the event you are deemed to have given your consent, unless you notify Sue Ryder 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, Sue Ryder will remove that image from its website and refrain from any future use of it but cannot undertake to remove from circulation any printed materials already in use. You can withdraw your consent at any time by contacting us at supportercare@sueryder.org.
3. Sue Ryder will endeavour to only use photographs, images or likenesses of children aged 16 or under with the consent of the Child’s parent or guardian. If you give your consent, we may use any photograph featuring your child in promotional materials such as leaflets, posters website, social media etc. You can withdraw your consent at any time by contacting us at supportercare@sueryder.org. If you do so, we will not make any further use of your child’s image and will remove it from our website/social media but cannot guarantee to retrieve all copies already in circulation.

4.  Health, Safety & Fitness

1. Sue Ryder has a comprehensive risk assessment procedure for each event and will use all reasonable endeavours to ensure that the event is safe for participants and the public. However, by taking part participants agree to take reasonable care of their own health, safety and welfare and that of other participants and members of the public. Participants acknowledge that the event will take place at a third party venue, and that as such, risks may arise which are beyond Sue Ryder’s reasonable control. Sue Ryder will take use all reasonable endeavours to ensure that its partnered venue has carried out a thorough risk assessment and taken steps to ensure the health and safety of the venue.
2. This event has been designed as a low risk event for a person of average fitness. All participants should satisfy themselves that they are in good health and physically able to participate in the event. If in doubt, participants should consult a GP, hospital doctor or other suitable healthcare professional prior to the event.
3. If you have any medical conditions or if you wish to take part in a wheelchair, please contact us before completing this form for information about how you can be supported at this event.
4. All participants must protect themselves by wearing suitable clothing and footwear. High visibility apparel and torches/lights are recommended.
5. All participants must follow the rules of the Highway Code as they apply to pedestrians, as well as the instructions of the event organisers and marshals on the route.
6. Sue Ryder asks that participants and supporters do not smoke during the event.
7. Participants are responsible for arranging their own transport to and from the event.
8. This event is a walking event which means running is not permitted and we cannot allow any other means of transport such as scooters, roller blades or bicycles.
9. Participants agree to take part in line with all social distancing rules and government guidelines designed to prevent the spread of COVID-19 as they stand on the day of the event.

5. Dogs

1. Participants are able to bring dogs, however are fully responsible for them and dogs must be kept on a lead at all times.  If your dog fouls in a public place, you must then clean up the mess by law. Those responsible for dogs must be prepared to remove any dog waste and place dog waste in special dog waste bins and not in general rubbish bins. If there is no dog waste bin, take it home and dispose of it there.
2. All dog foul must be removed from the start/finish venue and not placed in bins on the site.

6. Withdrawing from Starlight Hike

1. Any participant who finds themselves unable to take part in the event for any reason should notify Sue Ryder as soon as possible. The registration fee is non-refundable.
2. Any participant who starts the event but then finds themselves unable to complete it for any reason should notify a Sue Ryder representative as soon as possible.

7. Liability

1. Sue Ryder Starlight Hike is operated by Sue Ryder, and all participants take part at their own risk. Sue Ryder accepts no responsibility for any loss, injury or damage suffered by any participant personally as a result of taking part in <event> in the absence of negligence or breach of statutory duty on the part of Sue Ryder. Sue Ryder accepts no liability whatsoever for any damage to any participant’s property.
2. Cars left at the event are at participants' own risk. Please do not leave any valuables in your vehicle.
3. Participants should conduct themselves appropriately during the event and refrain from doing anything which might pose a risk or cause a nuisance to other participants, or which might reasonably be expected to adversely affect Sue Ryder’s reputation or bring the charity into disrepute.
4. Sue Ryder reserves the right to eject any participant who does not comply with these terms and conditions.

8. Financial

1. All participants registering in advance of the event must pay a non-refundable, non- transferable registration fee at the time of entering the event.
2. All participants are encouraged to setup an online fundraising page, details of which will be sent to you via email.
3. Sue Ryder Starlight Hike Bedford is an exclusive Sue Ryder fundraising event. All participants must pledge to raise as much sponsorship as possible for Sue Ryder. Sponsorship monies may not be given to or shared with any other organisation. Sue Ryder suggests that each participant should seek to raise at least £100 in sponsorship.
4. Participants are reminded that they have a legal responsibility to ensure that all sponsorship monies and donations received for Sue Ryder Starlight Hike Bedford are paid directly to Sue Ryder within six weeks of the date of the event. Cheques are made payable to Sue Ryder and should be sent directly to Sue Ryder St John’s Hospice, St John’s Road, Moggerhanger, Bedford, MK44 3RJ and not any of our charity shops.

9. Data Protection

1. Please be aware that by registering you authorise Sue Ryder to process your personal and sensitive personal data in accordance with the Data Protection Act 2018 for the purposes of this event only. By signing the registration form or completing the online entry, you agree to Sue Ryder using your personal and sensitive personal data for the purposes outlined above. In the event of an accident or emergency we may need to share your personal data (including health information) with our first aid providers and/or the emergency services, in order that they can give you appropriate treatment. For further details about how we use and protect your information, please view our privacy policy. You can change your contact preferences, request a copy of our privacy policy or ask any questions by contacting supportercare@sueryder.org or 0808 164 4572.
2. In future, we may wish to send or contact you with information about our charitable activities and events. Please tick the appropriate boxes during the online registration process to opt in/out of future communications accordingly. If at any time in the future you decide that you no longer wish to receive mailing,/texts, or information, please contact Sue Ryder at supportercare@sueryder.org or 0808 164 4572 to be removed from the relevant mailing list.