Event day

Rules and Guidelines

Contents

• Registrations
• The Event
• Support Crew
• The Route
• Safety
• Fundraising
• Post Event
• Sydney Coastrek Awards

Registrations

1. Registrations open on-line 12 September 2012 and close on 24 October 2012 unless the event is full beforehand.
2. All team members must be aged 18 or over, & pay a non-refundable entry fee. Please note this fee is not tax deductible.
Registration fees are non-refundable, as per the terms & conditions agreed to by the Team Captain during on-line registration. However teams withdrawing under exceptional circumstances (changing your mind is not one of them) may be eligible for a refund, less a 10% administration fee, at the discretion of the organisers, with a written request to coastrek@wildwomenontop.com received no later than 5pm 24 October 2012 and ONLY if a waitlisted team can fill the space. No refunds for any reason will be granted after 5:00pm on 24 October 2012.
3. All team member/ emergency contact changes must be managed via 'Trekker Login' up until the 28 February 2013, any changes on event day, please see staff at 'Team Change Desk' at event registration. No team member substitutions will be allowed during the event.
4. On event day - Team Captains must register their team one hour before their allotted start time. As a condition of participation, ALL team membersMUSThand in a signed Risk Waiver on event day and each team MUST start with four registered team members.

The Event

6. Sydney Coastrek is made up of three Team Events, and all teams within each event must include at least 50% women:

7. All teams must start and finish with the same 4 trekkers and stay together as a team, following the specified route - see the maps and track notes for details. Additionally all teams must check in at each 'checkpoint' together, to be listed in the team results and to be eligible for an official 'place' and prizes.
8. Any teams found NOT following the route as outlined in the course maps along the purple line (red line for compulsory beaches) - will not be included in the official results.
9. All teams must check in together at all checkpoints, both manned and unmanned. Failure to do so means your team isnoteligible for an official placing in the results. There are a number of unmanned checkpoints over the course. These checkpoints are disclosed on the maps and you are required to activate your Timing Device (provided on event day) at each of these checkpoints.
10. Each team will be provided with a Timing Device when registering on event day.  All timing devices must be returned to a Sydney Coastrek staff member at an open manned checkpoint at Long Reef, Balmoral, Rose Bay or Coogee on the day of the event or to event headquarters (210/117 Old Pittwater Rd, Brookvale, 2100) within 24 hours of completing Sydney Coastrek.  This includes any teams withdrawing from the event early for any reason. Failure to do so will result in your team being charged a $100 Timing Device Replacement fee.
11. The manned checkpoints at 25, 50, 75 and 100km, will have cut-off times. Should your team not reach a checkpoint within the allotted time you will be required to withdraw from the event. Cut-off times for the events are as follows:

 
12. All trekkers must agree to accept the "Leave NO Trace" principles of bushwalking, carrying all rubbish out with them - or depositing it at the recycling and rubbish bins at the manned checkpoints.
13. Please refrain from making any noise when passing through residential areas, particularly at night time or early morning.

Support Crew

14. Your Support Crew may meet you anywhere along the route, as long as it is safe to do so. Support Crew may provide shelter, food, water, First Aid, or any other assistance as required by the team, but the Sydney Coastrek team must remain within 200m of the designated route to receive Support Crew assistance.
15. Every team must have a Support Crew on call for the entire event and may call on this crew to assist any time there is a safety issue.
16. Support Crew may NOT transport Sydney Coastrek Team members in vehicles at any time during the event, except in a medical emergency. Failure to abide by this rule will result in immediate disqualification of the entire team.
17. There will be vehicular access, water, snacks, toilets and volunteers at the Start, 25km, 50km, 75km mark and 100km Finish.
18. Support Crew must comply with all instructions from event staff.  However, the event organisers are not responsible for the safety or whereabouts of Support Crew, this is the responsibility of team members who may be penalised or disqualified for actions or breaches of these Rules by their Support Crew.
19. Support Crews must obey all road rules and drive within the speed limits. Please ensure that your Support Crew gets sufficient rest, and are not tired when driving.

The Route

20. The most up to date course maps will be available online via the Sydney Coastrek website. Hard copies of these maps will be supplied at registration on event day.
21. The course will not be marked. Basic navigation, similar to that involved in reading a street directory, will be required. However, for best results, teams should ensure they have practiced the route in advance, particularly the night sections. A compass is recommended for bush sections during training. Note: This route is on coastal tracks and suburban bush. It is NOT remote and navigation is not difficult. The Track Notes provide detailed descriptions of the route.

Safety

22. If a team member is withdrawing for any reason, you MUST contact the Sydney Coastrek Headquarters and report the withdrawal immediately. Failure to do so means your team isnoteligible for an official placing in the results. He/she must be taken to the nearest hospital if the injury is serious or to a manned checkpoint if they need St Johns first aid. If a team member cannot be moved, one person must stay with him/her while the other goes for help.
23. In case of emergency (e.g. serious injury/breathing difficulty or bush fire) you must call 000. If you have a non-urgent medical issue, please contact St Johns (0414 376 615) and they will assist.
24. If a team is reduced to two or less members during the night they must link up with another team and walk with at least two other registered trekkers, for safety purposes. If a team is reduced to one member during the day, they must link up with another team and walk with at least one other registered trekker.
25. Some sections of the route are tidal, and teams should carry appropriate footwear for ankle deep water crossings. There must be no water crossings over knee deep and teams must seek alternate routes (see maps) if the tide makes crossings dangerous.
26. All teams must:

• Wear the event bibs supplied by Sydney Coastrek and wear head torches in the dark. Councils require all trekkers to wear fluro vests with reflective strips, when crossing and walking along roads and road reserves and in the dark.

• Carry mobile phones, maps and team Timing Device (A map case/large zip lock bag is recommended for carrying your maps, especially in wet weather)

27. Teams are advised to carry their own first aid kit with them on Sydney Coastrek including a triangular bandage, a pressure bandage, a space blanket, Band-Aids and blister protection tape. Each team member should also carry a personal first aid kit including Band-Aids, blister tape and any personal medication required, such as Panadol.
28. Team members should carry a small day pack and aim to be self-sufficient for the duration of the event, topping up food and water en route as required. Teams may purchase refreshments en route but may not detour from the route by more than 200m at any time.
29. Team members must have at least 500 calories of food and 1 litre of water with them at all times.
30. The event organisers recommend that all trekkers have Ambulance Cover in case of emergency.
31. In the event that the course is, in the opinion of the event organisers, unsafe (for example by reason of heavy rain, high winds, bushfires, "acts of god") the event organisers may, in their sole discretion, attempt to re-route the course, find an alternative shortened course or cancel the event. Organisers also reserve the right to cancel the event for any other reason which may include but is not limited to terrorism or war.
32. If the event is cancelled, re-routed or shortened, no refund of registration fees, fundraising monies or transfer to another event will be made. Due to the scale of the event and travel & commitment involved by competitors and volunteers, it is not practical or preferable to re-schedule the event to any other weekend.
33. While every effort has been made to make Sydney Coastrek safe for trekkers on or near roads, all normal Road and Maritime Services (RTA) pedestrian road rules apply. Please use your common sense and always use a footpath if one is available. Refer to the Road and Transport Authority website for their guidelines.  http://www.rta.nsw.gov.au/roadsafety/pedestrians/howtobeasafepedestrian.html

Fundraising

34. All team members must pledge to raise a minimum of $400 per person for The Fred Hollows Foundation, OR the team raises a minimum of $1600. This money is donated online and is non-refundable. Prizes will be awarded for the top fundraising teams. Please note this donation is tax deductible.
35. All teams give permission to both Wild Women On Top and The Fred Hollows Foundation to have their team name displayed on the Sydney Coastrek Fundraising Leaderboard if in the Top 20.
36. All teams give permission to have the public easily search for and sponsor their teams if they are 'Team Captain', or themselves as 'Individuals'.
37. All individuals agree to have their details passed on to The Fred Hollows Foundation during the registration process, for the purpose of fundraising.
38. All fundraising for Sydney Coastrek is conducted on the basis of The Fred Hollows Foundation's authority to fundraise. Participants agree to be bound by the relevant state fundraising legislation and to abide by The Fred Hollows Foundation's fundraising terms and conditions.
39. The Foundation may at any time and without need to give reasons, withdraw your authority to fundraise by notification in writing. In this situation all fundraising must cease immediately and all fundraising monies be remitted to The Fred Hollows Foundation within seven days.
40. The Fred Hollows Foundation does NOT give fundraisers permission to collect from the public through door-to-door knocking or by soliciting straight donations in public places, such as shopping centres. The Fred Hollows Foundation does not authorise nor issue cash tins for use in collecting fundraising monies.
41. All cash donations received in person must be 'paid in' through your fundraising account within two weeks of having received them.
42. The Fred Hollows Foundation will not issue refunds to donors where the participant they have sponsored has withdrawn from the event for any reason. Participants that cancel from the event are obliged by law to forward any offline funds raised to The Fred Hollows Foundation within one week of withdrawing from the event.

Post Event

43. Official results will be published the week following the event. Should you wish to challenge the final event results for any reason, you may only do this in writing to the event organisers - Wild Women On Top in the first week after the event.
44. All teams agree to allow their photograph, video, multimedia or film likeness and or name to be used for any legitimate purpose by Wild Women On Top without payment or compensation. In the event that teams do not want this, you will need to advise Sydney Coastrek in writing.

Sydney Coastrek Awards

45. Donations must be received by The Fred Hollows Foundation by 12 noon 19 March 2013 to be counted towards your team's final total for the fundraising awards. Winners will be notified by phone or e-mail.
46. All prizes awarded to top fundraising teams are not transferable, exchangeable or redeemable for cash.  In the event that any prize item is unavailable; Wild Women On Top and The Fred Hollows Foundation reserve the right to substitute a prize item of equal value. Any taxes (other than GST, if any) which may be payable as a consequence of a winner receiving the prize are the sole responsibility of the winners.
47. In the event that a top fundraising team is ineligible to receive a prize, the next eligible team will be awarded.
48. Travel dates for any travel and trek prizes are contingent on the availability stipulated by the third party provider. If the prize is not able to be redeemed within this time, Wild Women On Top and The Fred Hollows Foundation must be contacted as soon as practically possible. In the event of a no-show, the ticket/s may not be changed or reissued. Ticket/s cannot be used in conjunction with any other discounts or special offers.
49. Employees and the immediate families of Wild Women On Top and The Fred Hollows Foundation are not eligible to receive fundraising prizes.