Hurley Regatta and Fun Day

Event Terms and Conditions

These Event Terms and Conditions apply to everyone attending, entering or participating in Hurley Regatta and Fun Day, including competitors, team members, parents, guardians, children, spectators, volunteers, stallholders and guests.

For the purposes of these terms:

“Event” means Hurley Regatta and Fun Day, including the Regatta Field, riverbank, racecourse, pontoons, launching areas, landing areas, competition areas, activity areas and any associated event facilities.

“Committee” means the Hurley Regatta Committee and anyone authorised by it to manage the Event.

“Event Official” includes Committee members, Race Officials, Safety Officers, marshals, judges, starters, stewards, first aid personnel and authorised activity providers.

“Participant” means anyone taking part in a race, competition, demonstration, game or other land-based or water-based activity.

“Child” means anyone under 18 years of age.

“Responsible Adult” means a parent, legal guardian or another adult who has been authorised by the child’s parent or legal guardian to supervise the child at the Event.

1. Acceptance of these terms

1.1 By purchasing or accepting an Event ticket, entering the Event, submitting a race entry or taking part in an activity, you agree to comply with:

a. these Event Terms and Conditions

b. the Hurley Regatta Race Rules

c. any rules applying to a particular race or activity

d. all reasonable instructions given by Event Officials

e. all safety notices, signs and barriers in place at the Event

1.2 The person submitting an entry on behalf of a team must ensure that every adult team member has been given access to these terms and the relevant Race Rules.

1.3 Where an entry includes a Child, the person submitting the entry must have the authority of the Child’s parent or legal guardian.

1.4 A parent or guardian giving permission for a Child to participate confirms that they have read and accepted these terms on the Child’s behalf and have explained the relevant rules to the Child in a way the Child can understand.

1.5 Specific safety instructions given by an Event Official on the day will take priority where they differ from the published programme or general race arrangements.

2. Event programme and operation

2.1 The Committee reserves the right to alter the Event programme, race schedule, course, location, format, entry arrangements or activity timetable at any time.

2.2 The Committee may delay, shorten, relocate, combine, amend or cancel any race, activity or part of the Event where it considers this necessary because of:

a. weather or river conditions

b. safety concerns

c. an emergency or medical incident

d. equipment availability or failure

e. instructions from the landowner, emergency services or relevant authority

f. insufficient or excessive entries

g. circumstances outside the Committee’s reasonable control

2.3 Published race and activity times are provisional. Participants must check the final programme, announcements and instructions given on the day.

2.4 Participation is not guaranteed merely because an entry has been submitted or accepted. The Committee may limit numbers or refuse participation where this is reasonably necessary for safety, capacity, fairness or the proper running of the Event.

3. Event entry and tickets

3.1 All competitors must be entered using their correct forename and surname.

3.2 Substitutions may only be made with the permission of the Entries Secretary or another authorised Event Official.

3.3 The closing date for advance race entries is 27 July 2026 unless the Committee publishes a different date.

3.4 Entries will normally be accepted in the order in which they are received, subject to eligibility, capacity and safety requirements.

3.5 The Committee may open additional places after the closing date where capacity allows. Additional places are not guaranteed.

3.6 A competitor may enter a maximum of five race classes unless the Committee agrees otherwise.

3.7 Where a class is described as being for “Residents”, this means people who permanently reside or work within the Parish of Hurley.

3.8 Competitor admission to the Regatta Field is by a valid ticket or other confirmation issued by the Committee. Electronic tickets may be issued as a PDF or in another digital format.

3.9 Tickets and race entries must not be resold or transferred without the Committee’s permission.

4. Children and responsibility of parents and guardians

4.1 Children remain the responsibility of their parent, guardian or Responsible Adult at all times while attending the Event.

4.2 This responsibility continues while a Child is:

a. on the Regatta Field

b. near the river or riverbank

c. taking part in a land-based activity

d. taking part in a water-based activity or race

e. waiting in an assembly, briefing, starting or finishing area

f. using Event equipment

g. attending a fairground ride, stall, demonstration or attraction

4.3 The presence of Event Officials, marshals, safety personnel, first aiders, instructors or activity providers does not amount to childcare and does not transfer responsibility for the Child to the Committee.

4.4 Children must not be left unattended at the Event. The level of supervision required must be appropriate to the Child’s age, maturity, ability and the activity taking place.

4.5 The Responsible Adult must remain at the Event, be contactable and be available to attend promptly if requested by an Event Official.

4.6 Before allowing a Child to participate, the Responsible Adult must satisfy themselves that the Child:

a. meets the stated age and eligibility requirements

b. has the necessary physical ability and swimming ability

c. understands and can follow instructions

d. is wearing the required clothing and safety equipment

e. is medically fit to participate

f. is not frightened, distressed or otherwise unwilling to take part

4.7 Event Officials may refuse or stop a Child’s participation where they reasonably believe the activity is unsuitable or unsafe for that Child.

4.8 No Child may enter the water, launching area, landing area, pontoon or restricted riverbank area unless taking part in an authorised activity or accompanied as directed by an Event Official.

4.9 Any Participant under 12 years of age must wear an approved buoyancy aid while taking part in a water-based activity.

5. Fitness and medical conditions

5.1 Participants are responsible for deciding whether they are physically and medically fit to take part.

5.2 A Participant must not take part if they are unwell, injured or affected by a condition that could make participation unsafe for themselves or another person.

5.3 Anyone who is pregnant, has a medical condition, has recently undergone surgery or has concerns about their ability to participate should obtain appropriate medical advice before entering a race or activity.

5.4 Participants must consider the physical demands of the activity, including lifting, balancing, paddling, rowing, running, swimming, entering cold water and climbing into or out of a craft.

5.5 Any relevant medical, accessibility or safety information should be brought to the attention of an Event Official before the Participant enters the activity area.

5.6 The Committee will consider reasonable adjustments where practicable. An adjustment cannot be made where it would create an unacceptable safety risk or fundamentally change the activity.

5.7 Event Officials may refuse participation or require a Participant to stop where there are reasonable concerns about their fitness, health or ability to participate safely.

6. Conduct on the Regatta Field

6.1 Everyone attending the Event must behave responsibly and show reasonable consideration for other attendees, Event Officials, volunteers, local residents, landowners and other river users.

6.2 The following conduct is not permitted:

a. threatening, abusive, intimidating, discriminatory or violent behaviour

b. harassment or unwanted physical contact

c. fighting, deliberate pushing or dangerous horseplay

d. deliberately obstructing an Event Official or emergency responder

e. entering a restricted, closed or operational area without permission

f. interfering with races, competitors, boats, safety equipment or Event infrastructure

g. damaging the Regatta Field, riverbank, trees, fencing, crops, property or equipment

h. climbing on barriers, marquees, stages, pontoons or structures not intended for public access

i. throwing objects or using equipment in a dangerous manner

j. leaving litter or failing to dispose of waste appropriately

k. lighting fires, barbecues or other naked flames without written permission from the Committee

l. bringing any weapon, offensive item, illegal substance or other item that could present a danger

6.3 Emergency routes, access points, launching areas, landing areas and marked walkways must be kept clear.

6.4 Vehicles must only enter or move around the Event site with the Committee’s permission and must follow the directions of Event Officials.

6.5 Attendees must take reasonable care when moving around the Event. The Regatta Field and riverbank may be uneven, wet, muddy or slippery.

6.6 Suitable clothing and footwear should be worn for the weather, ground conditions and planned activities.

6.7 The Committee may refuse admission or require a person to leave the Event where their conduct is unsafe, disruptive, unlawful or contrary to these terms.

7. Alcohol, drugs and control of a craft

7.1 Alcohol must be consumed responsibly and only in areas where its consumption is permitted.

7.2 Illegal drugs and the misuse of medication or other substances are prohibited at the Event.

7.3 No person may take part in a land-based or water-based activity while impaired or adversely affected by:

a. alcohol

b. illegal drugs

c. medication

d. intoxicating substances

e. fatigue, illness or any other condition affecting their ability to participate safely

7.4 Participants must not consume alcohol or use any impairing substance immediately before or during a race or activity.

7.5 Anyone steering, paddling, rowing, propelling or otherwise controlling a boat, raft, bath, skiff or other craft must remain alert and in proper control of the craft at all times.

7.6 A Participant must not take part where alcohol, drugs, medication or another substance could affect their judgement, balance, coordination, reaction time, swimming ability, awareness or ability to control a craft safely.

7.7 Anyone taking medication that may cause drowsiness, dizziness, impaired coordination or reduced alertness must assess whether they are fit to participate and seek medical advice where appropriate.

7.8 Event Officials may refuse participation, stop a Participant, remove a person from an activity area or require a person to leave the Event where they reasonably believe that the person is impaired or unable to participate safely.

7.9 An Event Official does not need to establish a particular level of alcohol or drug consumption before taking action on safety grounds.

8. Participation in activities

8.1 Participants must attend all required briefings and listen to the instructions provided.

8.2 Participants must remain within the designated activity area or racecourse.

8.3 Participants must use equipment only for its intended purpose and in the manner explained by Event Officials.

8.4 Participants must not deliberately obstruct, strike, collide with, overturn or endanger another Participant.

8.5 Participants must immediately stop an activity if instructed to do so.

8.6 A Participant who becomes unwell, distressed, injured or unable to continue must alert an Event Official as soon as possible.

8.7 Participants must not take part in an activity unless they understand the instructions and feel capable of doing so safely.

8.8 Good sportsmanship is required at all times. Aggressive, reckless or deliberately dangerous conduct may result in immediate disqualification and removal from the activity.

9. Land-based events

9.1 Participants in land-based activities must remain within the marked course or activity area.

9.2 Participants must comply with any age, height, team size, footwear, clothing or equipment requirements applying to the activity.

9.3 Deliberate physical contact, obstruction or interference is prohibited unless it is an expressly permitted and controlled part of the activity.

9.4 Participants must take reasonable care not to endanger spectators, officials or other competitors.

9.5 An Event Official may stop or modify an activity if the ground, weather, equipment, crowd movement or conduct of Participants creates a safety concern.

10. Water-based events

10.1 Water-based activities involve inherent risks, including falling into the water, cold-water shock, collision, capsizing and contact with boats, equipment or the riverbank.

10.2 Participants must enter and leave the water only at the places identified by Event Officials.

10.3 Participants must not enter the water until instructed to do so.

10.4 Participants must remain within the designated racecourse and clear of areas used by other river traffic.

10.5 All craft must be kept under proper control.

10.6 Participants must comply immediately with instructions from the Safety Team, Race Officials and marshals.

10.7 If a Participant enters the water unexpectedly, the safety of that Participant takes priority over completing the race.

10.8 Other teams must avoid the incident area and follow the instructions of the Safety Team.

10.9 Participants must not deliberately ram, overturn, obstruct or damage another craft.

10.10 Paddles, poles, sculls and other equipment must not be used to strike another person or craft.

10.11 All Participants must show reasonable consideration for other river users and must not interfere with vessels outside the Event.

11. Swimming ability and buoyancy aids

11.1 Every Participant entering a water-based race or activity must have a moderate level of swimming ability.

11.2 Participants must be able to:

a. swim at least 50 metres while wearing light clothing

b. tread water comfortably for up to five minutes while awaiting assistance

11.3 Anyone who cannot meet these requirements must not enter a water-based race unless the Committee has expressly approved alternative arrangements for a specific accessible activity.

11.4 Buoyancy aids must be worn:

a. by all Bath Race Participants

b. by all Raft Race Participants

c. by every water-based Participant under 12 years of age

d. in any other race or activity where directed by the Committee or Safety Team

11.5 A buoyancy aid must be correctly fitted, securely fastened and worn for the entire period specified by Event Officials.

11.6 Participants may bring their own buoyancy aid. It must comply with ISO 12402-5, Level 50, or an equivalent recognised standard and must be suitable for the activity and Participant.

11.7 The Committee intends to make buoyancy aids available to Participants who do not have their own. Provision remains subject to availability, condition and suitable sizing.

11.8 Event Officials may require any Participant to wear a buoyancy aid where they consider this necessary for safety.

11.9 A Participant who refuses to wear required safety equipment will not be permitted to take part.

12. Clothing and footwear

12.1 Hard, heavy, spiked, studded or otherwise dangerous footwear must not be worn while competing in water-based races or any activity where it could cause injury.

12.2 Participants should wear lightweight, secure footwear suitable for use in and around water.

12.3 Loose clothing, jewellery and accessories that could become caught in a boat, rope, paddle, raft or other equipment should not be worn.

12.4 Event Officials may require the removal or replacement of clothing, footwear or accessories that they reasonably consider unsafe.

13. Race administration

13.1 Competitors must report to the Entries Tent or other designated assembly point at least 10 minutes before the scheduled start of each race.

13.2 Competitors who are not present, properly equipped and ready when called may be disqualified.

13.3 Competitors must report to the correct starting station and use the craft allocated to them.

13.4 Races will start only on the official signal.

13.5 Teams must start with the number of competitors specified for that race.

13.6 Teams must finish with all crew members on board unless a crew member has entered the water because of an incident, emergency or safety concern.

13.7 Race Rules will be available at the Event and may also be published online before the Event.

13.8 The decision of the Committee or appointed Race Official on race administration, results, disqualification and safety matters will apply for the purposes of the Event, subject to any rights that cannot legally be excluded.

14. Craft and equipment

14.1 Unless a particular race states otherwise, the Committee will supply the craft and principal equipment required for Regatta races.

14.2 Competitors must use the boats, baths, paddles, poles, sculls, rudders and other equipment supplied or approved by the Committee.

14.3 Equipment must not be altered, substituted or modified without permission.

14.4 Participants must inspect their allocated equipment before the start and immediately report any apparent defect to an Event Official.

14.5 Any equipment fault occurring after the official start will normally be treated as “bad luck” and will not automatically result in a restart.

14.6 A restart may be authorised where the Committee determines that this is justified by a starting error, a safety issue, defective equipment supplied by the Event or another exceptional circumstance.

14.7 Scull races will take place in skiffs and rudders must remain attached.

14.8 All craft and equipment must be returned promptly to the place directed by Event Officials.

14.9 Participants may be held responsible for loss or damage caused by deliberate, reckless or improper use of Event equipment.

15. Raft Race

15.1 Each Raft Race team must consist of four Participants.

15.2 All Participants must be at least 12 years old.

15.3 At least two members of each team must be aged 18 or over.

15.4 Every team member must wear:

a. a correctly fitted buoyancy aid

b. a correctly fitted and securely fastened watersports helmet meeting EN 1385 or an equivalent recognised standard

15.5 The Committee will provide the principal materials required to construct each raft.

15.6 Teams may only use the wooden paddles provided by the Committee.

15.7 Teams must not introduce additional construction materials or equipment other than:

a. one suitable knife for construction purposes

b. one optional team flag

15.8 Any knife brought by a team must be declared to an Event Official, kept under the control of an adult team member and used only within the raft-building area.

15.9 Teams must attend the initial briefing at the time confirmed in the final programme or entry instructions.

15.10 Raft building will take place during the designated construction period.

15.11 Where a team member is unavailable because of another race commitment, a substitute may only be used with the permission of an Event Official.

15.12 When instructed, teams must move their raft from the construction area. Teams must not access or alter the raft again until authorised.

15.13 Teams must assemble at the designated area at least 45 minutes before the Raft Race for a briefing and inspection.

15.14 Rafts may be rejected or require alteration if they are unstable, poorly constructed or contain sharp edges, exposed fixings, dangerous projections or any other unacceptable hazard.

15.15 Following inspection, teams must carry their raft to the river and launch it only as instructed.

15.16 Teams must paddle to the starting area using the designated route.

15.17 A team that is not at the start and ready when placed under starter’s orders may be disqualified and required to leave the course.

15.18 Rafts must not be deliberately used to ram, strike, obstruct or overturn another raft.

15.19 After the race, each team must return its raft to the designated area and assist with dismantling it as instructed.

15.20 Failure to return or dismantle a raft may result in disqualification.

15.21 All Raft Race times and arrangements remain provisional. Teams must check the final programme and announcements on the day.

16. Dogs and other animals

16.1 Dogs are permitted only where allowed by the Committee and landowner.

16.2 Owners and handlers remain responsible for their dogs at all times.

16.3 Dogs must be kept under proper control and placed on a lead when directed by an Event Official.

16.4 Dogs must not enter restricted areas, racecourses, food preparation areas, launching areas or the water activity zone unless expressly permitted.

16.5 Owners must remove and dispose of dog waste appropriately.

16.6 A dog showing aggressive, distressed or disruptive behaviour may be required to leave the Event.

16.7 Assistance dogs are permitted, subject to any immediate safety arrangements required around the water or operational areas.

17. Photography and filming

17.1 Photography and filming may take place at the Event for event reporting, historical records, publicity and promotion.

17.2 Images may include general views of the Event, crowds, races, presentations and activities.

17.3 Photography and filming will be managed in accordance with the Event Privacy Notice and applicable safeguarding procedures.

17.4 Anyone with a specific safeguarding or privacy concern should speak to the Committee or designated Event contact. It may not be possible to exclude an individual from incidental background or wide crowd images.

17.5 Attendees must not use photography or filming in a way that is intrusive, unsafe, unlawful or contrary to a reasonable instruction from an Event Official.

18. Personal property

18.1 Attendees are responsible for their own clothing, equipment, valuables and other personal property.

18.2 Items should not be left unattended on the Regatta Field, riverbank, in changing areas or near activity areas.

18.3 Lost property will be dealt with in accordance with the Event’s published arrangements and may be disposed of if it is not claimed within a reasonable period.

19. Data protection and privacy

19.1 Personal information collected through ticket purchases, online accounts, race entries, enquiries and Event administration will be handled in accordance with the Hurley Regatta Privacy Notice.

19.2 The Privacy Notice can be accessed here: [INSERT PRIVACY NOTICE LINK]

19.3 When providing personal information about another adult, you confirm that:

a. you are authorised to provide the information

b. the information is accurate to the best of your knowledge

c. you have told the person how their information will be used

d. you have given the person access to the Privacy Notice

19.4 When providing information about a Child, you confirm that you are the Child’s parent or legal guardian or have their authority to provide the information.

19.5 Personal information may be used where necessary to:

a. administer Event tickets and entries

b. organise races and teams

c. communicate safety and operational information

d. confirm results

e. respond to incidents or emergencies

f. comply with legal, insurance or safeguarding requirements

19.6 Marketing communications will only be sent where Hurley Regatta has an appropriate lawful basis and has provided any choices required under data protection law.

20. Refusal of entry, removal and disqualification

20.1 The Committee may refuse admission, refuse participation, disqualify a Participant or require a person to leave the Event where the person:

a. breaches these terms or the Race Rules

b. fails to follow a reasonable instruction

c. behaves in an unsafe, abusive or disruptive manner

d. appears impaired by alcohol, drugs, medication or another substance

e. presents a risk to themselves or another person

f. interferes with the proper running of the Event

g. provides materially false entry or eligibility information

20.2 Where immediate action is required for safety, an Event Official may stop a Participant or remove them from an activity without first issuing a warning.

20.3 A person who has been required to leave must do so promptly and must not re-enter without the Committee’s permission.

20.4 No refund will be due where admission or participation is refused because of a breach of these terms, misconduct or failure to meet an eligibility or safety requirement.

21. Cancellation and refunds

21.1 The Event and individual activities may be changed or cancelled because of weather, river conditions, safety concerns, emergencies or circumstances outside the Committee’s reasonable control.

21.2 The Committee does not guarantee that a particular race, activity, attraction, trader, performer or item in the programme will take place.

21.3 Where the whole Event or a paid activity is cancelled, any applicable refund, credit or transfer arrangements will be communicated by the Committee and handled in accordance with the published booking terms and applicable law.

21.4 The Committee will not be responsible for travel, accommodation or other personal costs incurred in connection with attending the Event, except where liability cannot legally be excluded.

22. Risk and liability

22.1 Participation in sporting, physical and water-based activities carries risks that cannot be completely eliminated, even where reasonable safety precautions are taken.

22.2 By choosing to participate, you confirm that you understand the nature of the activity and agree to follow the relevant safety rules and instructions.

22.3 Participants remain responsible for their own actions and for taking reasonable care of their own safety and the safety of others.

22.4 Nothing in these terms excludes or restricts liability for:

a. death or personal injury caused by negligence

b. fraud or fraudulent misrepresentation

c. any other liability that cannot lawfully be excluded or restricted

22.5 Subject to clause 22.4, the Committee will not be responsible for loss, damage or injury caused by:

a. a Participant’s failure to follow instructions

b. deliberate, reckless or unsafe behaviour

c. undisclosed medical or fitness issues

d. inappropriate clothing or footwear

e. the actions of another attendee or Participant outside the Committee’s reasonable control

f. loss, theft or damage to personal property where the Committee has not been negligent

22.6 Nothing in these terms affects any statutory rights that apply to you.

23. Governing law

23.1 These terms are governed by the law of England and Wales.

23.2 The courts of England and Wales will have jurisdiction over disputes arising in connection with the Event, subject to any mandatory consumer rights that apply.

24. Contact and Privacy Notice

Questions about these terms, race entries or Event arrangements should be directed to Hurley Regatta using the contact details published on the official website.

Hurley Regatta Privacy Notice