The STEEP Cycle Challenge 2023 - Terms and Conditions

Event details

• The STEEP Cycle Challenge 2023 is an orienteering cycling challenge event run by the University of Sheffield. 
• The event is being organised by the Campaigns and Alumni Relations office (CAR) in conjunction with Will Legon of Will4Adventure.
• Participants will start and end their challenge at the base point, The Travellers Rest, Brough Ln, Hope Valley S33 9HG
• Participants will compete in teams of 3 over the course of a day to gain the most points.
• At the beginning of the event, each participant will be given a map of locations and points associated with these locations. It is the team’s responsibility to strategise where to go and when.
• Participants must return to the base by the time specified. Failure to return in time will result in penalties and deductions to your total score.
• When the challenge is complete, there will be prize giving, food and drinks provided at the base point - Travellers Rest, Hope. Please see our Event Details for a detailed schedule.
• Regular updates will be shared with all participants to their provided email address, and a final update with full instructions and health and safety procedures will be sent out in the week leading up to the event.
• We will provide you with a map at the beginning of the challenge event. Ultimately you and your team are responsible for navigating yourself.
• You must adhere to the countryside code, and leave no litter.
• You MUST bring your own cycling helmet, in good condition, for the event.
• For those who choose to bring their own bike, you MUST ensure your bike is in working order and fully serviced prior to the event. 
• A bike mechanic will be on hand post-event to handle small repairs at base.

Registration

• Invitations to enter the event will be sent to staff, students and alumni.
• All participants must register their interest prior via our Google Form.
• Successful participants will be contacted by mid-April with a link to buy their place. If you haven't heard from us by Wednesday 19th April, please contact giving@sheffield.ac.uk
• If you are signing up as a team to The STEEP Cycle Challenge 2023, each team member must sign up separately. 
• The University has agreed to give staff participants offered a place the opportunity to take part without using annual leave. Before you apply, the terms of your leave must be agreed with your line manager and if need be, in consultation with your departmental HR adviser. 

Entry fees, cancellation and changes

• The entry fee for The STEEP Cycle Challenge 2023 is: £100 for those who choose to bring their own bike, £130 for those who choose to hire a mountain bike for the event, £170 for those who choose to hire a e-hike for the event.
• STEEP Cycle Challenge 2023 participants MUST pay an entry fee and complete an online booking form to enter. Links to both will be sent to successful participants in April 2023. 
• It has been agreed to give staff participants offered a place the opportunity to take part without using annual leave. Before you apply, the terms of your leave MUST be agreed with your line manager and if need be, in consultation with your departmental HR adviser. 
• It is possible to purchase multiple entry fees for other participants, however this must be communicated to the Community Fundraising team at giving@sheffield.ac.uk 
• Should you be unsuccessful in receiving a place we will notify you and you will be asked to join a reserve list. You will be contacted to fill a space once your place on the reserve list is confirmed.
• If you are no longer able to take part, you are able to pass your place to another entrant with no additional charge. This must be done by Monday 12 June 2023 by emailing giving@sheffield.ac.uk
• If you are unable to pass on your place, or if the event has to be cancelled, we cannot refund sponsorship. In this instance existing sponsorship will be donated to Motor Neurone Disease.
• Cancellations received up to (and including) 10 days prior to the event will be refunded in full. For cancellations received less than 10 days before the event there will be no refund. Instead, remaining fees will be donated to Motor Neurone Disease.
• In the event of cancellation, for example changes in government guidance or due to bad weather, we will try our best to rearrange the event for a later date. These situations may be due to factors outside of our control, and decisions will need to be made based on participant safety.
• Entry to The STEEP Cycle Challenge will be closed on Monday 12 June 2023, to ensure all participants have been fully briefed. If you would like to join after this time please email giving@sheffield.ac.uk to discuss this.

Health and Safety

• Participation in The STEEP Cycle Challenge 2023 is at your own risk. We have completed risk assessments, however you are responsible for acting sensibly and taking care to protect your own health and safety, including looking after your belongings.
• Going into the hills or into mountain areas is hazardous, whether by bike or foot. This implies a potential risk of injury or, in extreme circumstances, loss of life. The British Mountaineering Council (BMC) acts on behalf of walkers, climbers and mountaineers in the UK. It offers the following participation statement that we ask you to agree to: “The BMC recognises that climbing, hill walking and mountaineering are activities with a danger of personal injury or death. Participants in these activities should be aware of and accept these risks and be responsible for their own actions and involvement."
• The event is insured under the University’s current insurance provider.
• We will ensure there are sufficient numbers of first aid trained event staff on hand on the day.
• You are responsible for ensuring you are sufficiently fit and healthy to take part. If you are unsure about your physical ability or if you are new to cycling, contact your GP prior to any training. 
• You MUST bring your own cycling helmet, in good condition, for the event.
• For those who choose to bring their own bike, you MUST ensure your bike is in working order and fully serviced prior to the event. 
• During the course of the event, you MUST NOT separate from your individual teammates. 
• It is your responsibility to inform us of any changes to your health in the lead up to the event.
• It is your responsibility to ensure you are confident and physically able to cycle the required distance, e.g. by having completed sufficient training.
• It is your responsibility to provide us with appropriate emergency contact details, e.g. not another participant taking part on the day.
• We reserve the right to refuse participants taking part on the day, in case of risk to themselves or other participants. If you are suffering from contagious illness including Covid-19, diarrhoea and vomiting, you must report illness to the Community Fundraising team - giving@sheffield.ac.uk - and not take part in the event.
• If you drop out on the day you must let us know by calling the number provided to you in your briefing notes immediately. 
• We rely on you to carry a fully charged phone during the event, this is to ensure we can manage risk in an emergency. 
• You may be required to download software onto your phone, such as OS Locate which gives you a six figure grid reference without signal. This will be relayed in sufficient time prior to the event.

Participation 

• Your event place will only be confirmed upon receiving your payment through the University’s online store and your registration through our online form. These links will be sent to successful participants in April 2023. 
• You will not be able to participate without completing the two steps above. 
• You will be reminded beforehand if you have not done either of these, but it is your responsibility to ensure you have paid and registered.
• We aim to confirm your place at the event within 5 working days of you buying your place.
• Participants under 18 are permitted but must be entered under the care of another participant over 18, and they must have permission from their parent or legal guardian.

Fundraising

• By registering onto the event you pledge to raise a minimum of £1,000 for Motor Neurone Disease. You can meet this target by fundraising, self-funding, and company match funding. There is no option to register onto the event without a fundraising pledge. 
• Online fundraising must be done through JustGiving, connected to our The STEEP Cycle Challenge 2023 event page.
• Please return donations to us by 4 August, either in cash, cheque, donations to your Just Giving page or through our online donations page. If you will be returning money raised to us after this date, you must let us know by emailing giving@sheffield.ac.uk. 
• The University of Sheffield is an exempt charity (X1089); Gift Aid can be collected on all eligible donations.

Data and Communications

• We will hold your contact details, including third party information in the lead up to the event, and we may use them in case of emergency during the event.
• We will share updates in the run up to the event using these details. It is your responsibility to ensure you have provided the correct details and that you are receiving our updates.
• We will provide you with a final update, briefing documents and health and safety briefing via email prior to the event.
• We will use your contact details in the lead up to the event; you can specify on your registration form how you would like us to use these after the event.
• Our photography on the day of the event will include a full team photo, and individual team photos. If you do not wish for us to use photography of you to celebrate the event and to publicise future events, it is your responsibility to let us know.

Further Information and Support 

Further information about the STEEP Cycle Challenge can be found at www.sheffield.ac.uk/giving/steep.

If you have any questions or would like to get in touch about any aspect of the event, please contact the Community Fundraising team at giving@sheffield.ac.uk or contact Sarah Barnes, Fundraising Officer on 0114 222 5597.