Terms & Conditions

Terms & Conditions 

Wild Women on Top Pty Ltd (ACN 062 805 636).  

Yep, the details that matter - take note 

Definitions: 

WWOT = Wild Women On Top Pty Ltd (ACN 062 805 636)  

Charity = National Heart Foundation of Australia (ABN 98 008 419 761) 

Coastrek = the Coastrek event itself. 

Coastrekkers = You and your team, (registered participants in a Coastrek event)  

On registering to participate in Coastrek you agree to abide by these Coastrek Terms and Conditions and accept the Risk Waiver before participating. 

FEES 

Current Coastrek fees are published at www.coastrek.com.au 

Registration fees for Coastrek are non-refundable, non-tax-deductible, and must be paid at 

the time of registering to participate in Coastrek. 

POSTPONEMENT OR CANCELLATION OF COASTREK 

WWOT may, at its option, cancel your Coastrek participation if you: 

• Breach these Terms and Conditions.
• Behave in a way WWOT considers is a risk to you or others.
• Behave in a way that is inappropriate, offensive or in breach of the law.
• Use of illegal or performance-enhancing drugs when undertaking any activity with WWOT.
• Fail to accept the terms of the Risk Waiver before participating.

Force Majeure due to a decision or advice by any government agency to impose lockdowns, restrictions, or border closures, as well as anything outside the reasonable control of WWOT, regardless of whether it is reasonably contemplated by WWOT at the time of participant registration. 

If WWOT is prevented (directly or indirectly) from performing any of its obligations under this agreement by reason of a government agency declaring restrictions on a region where Coastrek is to operate, preventing participation in the event or preventing teams from interstate to travel to the Coastrek location, or any other associated reason, beyond the reasonable control of WWOT, you may opt for one of the following remedies: 

• Pivot your team to an independent team Coastrek event, which will occur on the same date (or on the weekend following the original event date) with the team completing Coastrek on a safe route of your choosing, together with a virtual community and supported online by the Coastrek team.

OR 

• Where stay-at-home orders are imposed, complete your event in increments throughout the following week #TogetherApart

OR 

• Credit Option. If there are changes to our ability to hold an actual event on the dates listed on the Coastrek calendar due to government restrictions and you choose not to undertake the event virtually, we will also be offering the option of credit for a future Coastrek event valid for 24 months from the original event date. This doesn’t void other terms and conditions and will be only available if we are unable to hold an in-person Coastrek Event Day.

FIND OUT MORE HERE 

All other terms and conditions of your registration will remain on foot in the case of a Force Majeure event. 

INCLEMENT WEATHER OR OTHER CONDITIONS 

Coastrek will operate regardless of weather conditions, except in the case of lightning or electrical storms making the event unsafe, or where there is weather considered to be unsafe by WWOT, or if for any reason conditions are such that WWOT's insurance would be void or voided should the event proceed. WWOT may choose a suitable alternate venue or route. The route or venue may not be the same as proposed if it is deemed unsafe, but WWOT and its staff will use reasonable endeavours to find a suitable alternative. This may include changes to the timing, distance, and location of the event. 

ACCEPTANCE OF RISK 

Part of the appeal of Coastrek is that it operates in unpredictable environments. It is by nature challenging and demanding. As part of your participation in this event, you agree, in your sole responsibility, to accept the inherent risks, dangers, and liabilities associated with Coastrek including the risk of property loss or damage, injury, or loss of life, and you release Coastrek, WWOT and the Heart Foundation from claims, liability, demands and proceedings arising from or in relation to any loss, damage, expense or personal injury which may be sustained by you as a result or in connection with your participation in Coastrek. 

WWOT strongly advises all trekkers to ensure that they have appropriate insurance and ambulance cover for any loss, damage, or injury that may arise out of or in connection with participating in Coastrek and, in particular, for emergencies. WWOT encourages all participants to ensure that adequate training has been completed, an appropriate level of fitness obtained, and that anyone with underlying medical conditions should obtain medical clearance prior to participating. 

You must always indemnify WWOT and the Heart Foundation, and hold WWOT and the Heart Foundation, its officers, employees, and agents harmless from and against all actions, claims, charges, costs, expenses, losses, damages, and other liability incurred, howsoever caused, arising out of or otherwise in connection with your participation in Coastrek. 

CONSERVATION 

Coastrek supports the conservation of our coastline. Please DO NOT walk on sand dunes or vegetation. We recommend Coastrekkers use rubber stoppers on their Trekking Poles. Coastrek takes conservation very seriously, so please, leave nothing behind and take nothing but memories and photos. 

REGISTRATION (CANBERRA, SYDNEY, MORNINGTON PENINSULA, SUNSHINE COAST, FLEURIEU PENINSULA, MARGARET RIVER) 

1. Register online until the close of registration. All participants must be 16 years old or over on event day.
2. The Team Captain registers the team and nominates 3 other team members. The Team Captain and each team member must then pay a non-refundable, non-tax deductible individual registration fee each. The registration fee does not apply toward your fundraising commitment. The Team Captain commits to paying the FULL team entry fee (4 members) if any of the team members fail to complete their registration and make payment by a specified date. This is 2 weeks from the date that the initial registration is logged by the Team Captain. An email reminder will be sent to the Team Captain prior to this fee being charged to the Team Captain’s credit card. Your registration fee is non-refundable, regardless of circumstance. No partial refunds will be issued.
3. Team member changes: You can change your team members via the website Login feature, please see relevant Coastrek location details on our website. Team changes can be made online by the Team Captain up until 7 days prior to event day. For any changes/ withdrawals after this date, please see the staff at the "Team Changes Desk" at the start line. Team changes are managed by you; and you must collect any agreed fees from the person directly, not via the event organiser. No team member substitutions will be allowed during the event. ALL team members MUST have accepted the Risk Waiver prior to taking part in the event. Each team MUST start with four registered team members.
4. As the Coastrek event organisers, WWOT continue to monitor both the State and Federal Government advice regarding the link between event participation and vaccination status. This may include any vaccine passport requirements. WWOT will update any new requirements that the government may introduce and keep our community informed. Note that this may change without notice.
5. Any team member who is under the age of 18 (ACT, NSW, VIC, QLD, SA, WA), must be always accompanied by their parent or guardian. If a participant under 18 years of age is not accompanied by a guardian, WWOT reserves the right to refuse entry or ask them to leave the course and withdraw from the event.
6. The parent or guardian of a team member under the age of 18 must sign and accept these terms and conditions and agree to them on behalf of the child. As the parent of the guardian, you agree to waive, release and discharge (to the extent of the law) each and every claim for which the underage team member may have as a result of death, injury, damage, or loss of any description which is sustained as a result of his/her participation in the event. This release continues forever and binds the team member/s heirs, executors, representatives and assigns and may be pleaded as a bar to any action, claim, demand, or suit or legal proceedings.
7. By signing the waiver team participants and their parent or guardian acknowledge that the event may involve underage participants and warrant they are not a person recorded on the Australian Child Offender Register. 
8. Coastrek is a training and fundraising program culminating in event day. By participating in the Coastrek program and event you agree to receive communications from Wild Women on Top and the Heart Foundation through any medium.

TRANSFER OF TEAM REGISTRATION 

1. Your Coastrek registration fee is non-refundable, but you can transfer your team registration to another team prior to the cut-off date and time specified on the relevant website under General FAQs. Note: this is arranged by you and does not involve WWOT or the event waitlist (i.e., you must find and be in contact with the new team captain yourself and complete the transfer between yourselves and then notify WWOT of any team changes).
2. You must inform the new team captain that the team transfer is not completed until they have registered the new team by contacting WWOT HQ to receive their new registration details. Please inform the new team captain that the new team is is asked to fundraise a minimum $2,000 for the Heart Foundation. Your fundraising cannot be refunded nor transferred to the new team. No team transfers are allowed after the cut-off date specified on the relevant website, under FAQs.

THE EVENT 

1. All Coastrek event distances have a time limit to keep participants on track and are outlined below:
2. You must start and finish with the same team members you registered with and stay together as a team for the duration of the event. No one should walk alone for safety purposes.
3. All Coastrekkers must follow the Coastrek route as outlined on the digital map available on the relevant Event website.
4. If you DON'T follow the route as outlined on the course map, you will do so at your own risk.
5. Each participant will have a timing chip on the back of their bib linked to their designated start time. Each team member must cross the timing pads together, located at the start, Luv Stops (check point with water, refreshments, toilets, health services etc) & at the finish line. This information is important as it allows WWOT to track your progress.
6. The Luv Stops and finish have a closing time. All teams/ participants must track their progress to ensure they reach the Luv Stops and finish within the designated time frame. If you do not reach a Luv Stop or the finish before closing time (specified on the relevant Event Day Pocket Guide), you will be contacted and required to withdraw from the event.
7. You must agree to the "Leave NO Trace" principles of bushwalking, carrying all rubbish out with you - or depositing it at the recycling and rubbish bins at the Luv Stops.
8. You must be whisper quiet when passing through residential areas, particularly at night time or early morning, please.

SUPPORT CREW 

1. It is strongly recommended that all 50km teams to have a friendly loving Support Crew on call for the entire event to be able to call on this crew if/when you need them. A Support crew is also recommended for both the 35km and 30km teams.
2. Invite your Support Crew to meet you along the route, if it is safe. (Certain checkpoints may not be open to Support crew due to restricted access). Your Support Crew can provide shelter, food, water, basic First Aid, or any other assistance you require, but please note, that you (Coastrekkers) must remain within 200m of the designated route to receive Support Crew assistance.
3. Your Support Crew must NOT transport you (Coastrekkers) during the event, except in a medical emergency. Failure to abide by this rule will result in immediate disqualification of the entire team.

Event Location Time Limit 

50km Event 

Sydney, Mornington Peninsula & Sunshine Coast Only 15 Hours 

30km Event 

Canberra, Sydney, Mornington Peninsula & Sunshine Coast Only 10 Hours 

35km Event 

Fleurieu Peninsula & Margaret River Only 12 Hours 

20km Event  

All Locations 6 Hours 

4. Your Support Crew must comply with all instructions from WWOT and event staff. However, WWOT is not responsible for the safety or whereabouts of the Support Crew. If your Support Crew breaches these terms, you may be penalised or disqualified, so please make sure you pick a good crew who understands these instructions.
5. Support Crews must obey all road rules and drive within the speed limits. Please advise them to get sufficient rest so they are not tired when driving.

THE ROUTE 

1. Route maps are available online for downloading to smartphones via the relevant Coastrek website.
2. The route will be marked on Event Day as best as possible. Training on the route in advance, particularly the sections you will be walking in the dark, is advisable. For your own safety, you should take a compass and a phone for bush sections during training.

For your own safety, it is important to follow the route markers and demonstrate self-navigation with the provided online map and hard copy map. All trekkers must have the online map downloaded on their phones as well as (at least) 2 hard copies of the map book per team. Every event is unique, and some trails of the route can be less urbanised than other parts. Please refer to our essential and recommended gear lists and be prepared. 

3. Event distances are approximate and may vary, detour, or change on event day due to unforeseen circumstances such as weather and safety considerations.

SAFETY 

1. For safety reasons, if a team member or the whole team is withdrawing from the event, you MUST contact Coastrek Headquarters (contact number will be on your bib) immediately with the following details: withdrawing team name, withdrawing individual name(s) & bib number. Failure to do so means WWOT will assume you are still on the route and will attempt to call you if you do not reach the Luv Stop or finish line within the designated time frame.
2. If a participant suffers a non-life-threatening injury, they must call the Coastrek Emergency phone (the contact number will be on the back of your bib). Event first aid will act and provide assistance as soon as practicable. At least one person must stay with the injured person until help arrives.
3. In case of an emergency (e.g., serious/ life-threatening injury, bush fire etc) you must call 000 immediately.
4. If your team is reduced to one during the course of the event, you must link up with another team and walk with at least one other registered Coastrekker, for safety purposes. If your team is reduced to two or less at night you must link up with another team and walk with at least two other registered participants (3 in the dark!).
5. You should not cross any water crossings if the water is more than knee-deep. Coastrek will re-route the course if the tide makes crossings dangerous, but if you don't feel safe, please contact Coastrek Headquarters. You must take particular care near any surf zones.
6. All teams MUST wear the Coastrek event bibs, on their front, and over their clothes for the duration of the event and take extra care when crossing and walking along roads and road reserves, particularly in the dark.
7. All participants must pack a head torch and use it before sunrise and after sunset. All participants must also carry a mobile phone.
8. Your team should carry its own First Aid Kit including, but not limited to: a triangular bandage, a pressure bandage, and a space blanket. You should also carry a personal first aid kit including Band-Aids, blister tape, and any personal medication required such as Panadol and any prescription medication you require
9. You 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. Make sure you have plenty of water. You MUST carry a minimum of 2 litres, regardless of the event distance. You may also purchase refreshments en-route (during normal business hours) but may not detour from the route by more than 200m at any time.

10.We recommend that all Coastrekkers have an ambulance cover in case of emergency. WWOT Coastrek has public liability insurance cover for the event. This does not include Personal Accident Insurance for participants. WWOT recommends that you arrange your own Personal Accident Insurance cover before participating in the Event to cover any unforeseen personal medical costs you may incur. 

11.You understand and accept that the medical history and personal information collected as part of the registration process for this event will be collected, stored securely, and will be made available to the event medical and first aid staff. It will only be used to help staff look after you if you need help and care. Some of this information might be passed to event organisers to assist with your care and evacuation. If you are evacuated from the event by Emergency Services a copy of your background information plus any new data entered by event staff will be supplied to the Emergency Services staff to enable your continued care. 

12.If WWOT, deem the course unsafe (for example by reason of heavy rain, high winds, bushfires, 'acts of god') we may, at our sole discretion, re-route the course, find an alternative shortened course or cancel the event. WWOT also reserve the right to cancel the event for any other reason. 

13.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, the bureaucratic complications, travel and commitment involved by participants and volunteers, the event will not be re-scheduled. 

14.While every effort has been made to make Coastrek safe for trekkers on or near roads, all normal pedestrian road rules apply. Please use your common sense, and always use a footpath if one is available. Refer to the local roads or traffic authority for their guidelines – 

NSW - https://roadsafety.transport.nsw.gov.au/stayingsafe/ 

VIC - https://www.vicroads.vic.gov.au/safety-and-road-rules/ 

QLD – https://www.tmr.qld.gov.au/Safety 

SA – https://www.sa.gov.au/topics/driving-and-transport/roads-and-traffic 

ACT - https://www.accesscanberra.act.gov.au/s/ 

WA - https://www.mainroads.wa.gov.au/travel-information/driving-in-wa/safety/ 

FUNDRAISING 

1. Each team is asked to raise a minimum total of $2,000 for the Heart Foundation. This money is donated online by your sponsors and supporters and is non-refundable in case a team member or whole team withdraws from the event. All online donations will be issued with a tax-deductible receipt by email.
2. The team captain is responsible for encouraging all team members to assist in raising the minimum fundraising amount
3. Fundraising Rewards may be awarded to the top fundraising teams. All donations must be received by midnight on Tally Day as advertised on the website, to be counted towards the team's final total.
4. You give permission to both Wild Women On Top and the Heart Foundation to have your team name displayed on the Coastrek Fundraising Leader board in the Top fundraising teams.
5. You give permission to have the public easily search for and sponsor you and/or your team.
6. You agree to have your personal details passed on to the charity during the registration process, for the purpose of fundraising. You can choose to unsubscribe from being contacted by the Heart Foundation.
7. All fundraising for Coastrek is conducted on the basis of the charity’s authority to fundraise. You agree to be bound by the relevant state fundraising legislation and to abide by the charity fundraising guidelines.
8. The Heart Foundation may at any time and without the 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 charity within seven days.
9. All cash donations received in person must be 'paid in' through the individual or team on-line fundraising account within two weeks of having received them and no later than midnight on Tally Day, to be counted towards the team's final total for the fundraising awards prize.

10.The Heart Foundation will not issue refunds to donors where the participant they have sponsored has withdrawn from the event for any reason. Any funds collected by a withdrawing participant will be allocated to the fundraising total of the team of the withdrawing participant. Participants who cancel from the event are obliged by law to forward any off-line funds raised to the Heart Foundation within 7 days of withdrawing from the event. 

11.Parents of underage participants accept and acknowledge that each team member will fundraise and that each participant may be contacted by the charity partner in order to provide fundraising support. 

POST-EVENT 

1. Coastrek is not a race it’s a challenge. Official results will be published after the event. If you want to challenge the final event results for any reason, you may only do this in writing to WWOT at coastrek@wildwomenontop.com. This is a charity event and we rely on the integrity of each team to complete the route as marked.
2. You agree to allow your photograph, video, multimedia, or film likeness and or name to be used for any legitimate purpose by Wild Women On Top and the Heart Foundation without payment, or compensation including on social media, for marketing, website, and PR to inspire others. If you disagree, please advise Coastrek in writing at: coastrek@wildwomenontop.com.

COASTREK FUNDRAISING REWARDS 

1. Donations must be received by the Heart Foundation by midnight on Tally Day, to be counted towards your team's final total for the fundraising.
2. Top Fundraisers may be acknowledged with a reward. Any reward is not transferable, exchangeable, or redeemable for cash. If your reward item is unavailable, Wild Women On Top and the Heart Foundation reserve the right to substitute a reward item of similar value. Any taxes (other than GST, if any) which may be payable as a consequence of a winning team receiving a reward are the sole responsibility of the winners.
3. If a top fundraising team is ineligible to receive a reward for any reason, the next eligible team will be awarded.
4. Travel dates for any prizes are contingent on the availability stipulated by the third-party provider. If the reward is not able to be redeemed within this time, WWOT and the Heart 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.
5. Employees and the immediate families of WWOT are not eligible to receive fundraising rewards.

PRIVACY STATEMENT 

Your Personal Information is being or has been collected by WWOT to facilitate services requested by you and /or to keep you informed about WWOT-related activities. We respect your privacy and embrace the principles contained in the Privacy Act. We may contact you in the future for the promotion of WWOT activities. If you attend our events, you may be photographed or filmed and images &/or audio may be used in various mediums to promote WWOT events. Please tell event staff if you do not wish to be photographed or filmed. Personal details may be provided to third parties where required by law or for the purpose of facilitating services contracted by WWOT, in so doing your personal information may be disclosed to overseas recipients. Further information is available in WWOT’s Privacy Policy or on request. Communications from us may include mail, email, social media, SMS, or telephone contact and may also include messages on behalf of event sponsors and other third parties. By providing your information to us you agree that you have provided your indefinite consent to this contact. You may withdraw consent at any time though in doing so we may not be able to provide you with the services requested. WWOT will not disclose your information to any third party for their marketing purposes. 

If you do not want to receive further communication from WWOT, the WWOTs Privacy Policy includes information about how you may complain about privacy issues and how we would deal with that complaint. It also explains how you can access, correct, or update information we hold about you. A copy of WWOTs Privacy Policy is available at www.coastrek.com.au or on request. 

Your personal Information is also being collected by the National Heart Foundation of Australia ABN 98 008 519 761. If you do not want to receive further communication from them or if you have any questions about privacy please contact coastrek@heartfoundation.org.au