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Terms & Conditions

Wild Women On Top Coastrek - Terms & Conditions 2025

Terms & Conditions           

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

Yep, the details that matter - take note.

DEFINITIONS:

Coastrek = Wild Women On Top Pty Ltd (ACN 062 805 636) trading as Coastrek

Beyond Blue = Beyond Blue Limited (ABN 87 093 865 840)

Coastrekkers = registered participants in a Coastrek event including you and your team.

Luv Stop = a check point during an event where water, refreshments, toilets, health services are provided.

TERMS and CONDITIONS

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

FEES

Current Coastrek fees are published at https://www.coastrek.com.au/

Registration fees pay the cost of running the event as well as supporting you in completing the Coastrek challenge. These fees are in addition to your fundraising commitment. For more details on what your registration fee covers, see our FAQs. Registration fees are non-refundable, non-tax-deductible, and must be paid at the time of registration.

POSTPONEMENT OR CANCELLATION OF COASTREK

Wild Women On Top (WWOT) may, at its option, cancel your Coastrek participation if you:

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

With a view to balancing the challenging nature of Coastrek events while ensuring Coastrekker safety Coastrek reserves the right, in its absolute discretion, to vary the course of any event, or postpone such event, should Coastrek consider an act of God or circumstance outside the control of Coastrek adversely affects such event and/or the safety of Coastrekkers, Coastrek may elect from the following options:

 

INCLEMENT WEATHER OR OTHER CONDITIONS

Subject to safety considerations Coastrek will operate regardless of weather conditions. Where conditions are considered unsafe due to an act of God, for example a lightning storm, arrangements will be made such as delaying start times, extending time limits etc. Should a circumstance arise whereby Coastrek’s insurance may be void or voided should the event proceed Coastrek will use reasonable endeavours to procure a suitable alternate route or venue. This may require amendments to the timing, distance, and location of the event.

ACCEPTANCE OF RISK

Part of the appeal of Coastrek events is that they are conducted in unpredictable environments. It is by nature challenging and demanding. By participating in this event, you accept sole responsibility, for the inherent risks, dangers, and liabilities associated with a Coastrek event including the risk of property loss or damage, injury, or loss of life, and you release Coastrek, and Beyond Blue 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 the relevant event.

Coastrek strongly advises all Coastrekkers 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 for emergencies. Coastrek encourages all Coastrekkers to ensure that adequate training has been completed, an appropriate level of fitness obtained, and that anyone with underlying medical conditions obtain medical clearance prior to participating.

As a Coastrekker you indemnify Coastrek and Beyond Blue and hold Coastrek and Beyond Blue, their 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 (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 including themselves as Team Captain and nominates a minimum of 1 additional team member. The Team Captain must then pay a non-refundable, non-tax-deductible team registration fee for each team member. The registration fee does not apply toward your fundraising commitment.
  3. Team member changes: as Team Captain you can make changes to your team through your Coastrek dashboard which can be accessed via the Coastrek 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 the team captain and any agreed fees must be collected from the replacement participant 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 at least one other registered team member.
  4. Any team member who is under the age of 18, 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.
  5. If the parent or guardian participant withdraws prior to the event, another parent or guardian participant must be nominated and substituted. If the parent or guardian withdraws during the event, the underage participant must also withdraw.
  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 or guardian, you agree to waive, release and discharge (to the extent of the law) any 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 binds the team member/s heirs, executors, representatives and assigns and may be pleaded as a bar to any action, claim, demand, suit or legal proceedings.
  7. By signing the waiver Coastrekkers 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 an event day. By participating in the Coastrek program and event you agree to receive communications from Coastrek and Beyond Blue through any medium.

TRANSFER OF TEAM REGISTRATION

  1. Your Coastrek registration fee is non-refundable, however you can transfer your team registration to another team prior to the cut-off date and time specified on the relevant website under FAQs. Note: this is arranged by you and does not involve Coastrek 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 then notify Coastrek 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 Coastrek HQ to receive their new registration details. Please inform the new team captain that the new team is asked to fundraise a minimum of $500 per Coastrekker for Beyond Blue. 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

All Coastrek event distances have a time limit to keep participants on track and are outlined below:

  1. Teams must start together, and ideally walk together, and finish together. It's a safety thing, and it’s a lot more fun!

    However if you do separate during the event, you must be walking with at least one other trekker. If your team is reduced to one during the event, you must link up with another team and walk with at least one other registered Coastrekker, for safety purposes.

    No one should walk alone for safety reasons.
  2. All Coastrekkers must follow the Coastrek route as outlined on the digital map on the relevant Event website.
  3. If you DON'T follow the route as outlined on the course map, will do so at your own risk, Coastrek’s insurance doesn’t cover deviation from the designated route.
  4. Each Coastrekker will have a timing chip on the back of their bib linked to their designated start time. Each Coastrekker must cross the timing pads together, located at the start, Luv Stops and at the finish line. This information is important, allows Coastrek to track your progress.
  5. The Luv Stops and finish have a closing time. All teams/Coastrekkers 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 Event Day Pocket Guide & digital map), you will be contacted and required to withdraw from the event.
  6. 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.
  7. You must be whisper-quiet when passing through residential areas, particularly at nighttime or early morning, please.

SUPPORT CREW

  1. It is strongly recommended that all 50km teams 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. Please note that Coastrekkers must remain within 200m of the designated route to receive Support Crew assistance.
  3. Your Support Crew must NOT transport 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

35km Event

Fleurieu Peninsula & Margaret River Only 12 Hours

30km Event

 Sydney, Mornington Peninsula & Sunshine Coast Only 10 Hours

20km Event

All Locations 6 Hours

  1. Your Support Crew must comply with all instructions from Coastrek and event staff. Coastrek 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. Please make sure you pick a crew which understands and will abide by these instructions.
  2. Support Crews must obey all road rules and drive within the speed limits. Please advise your crew to get sufficient rest so they are not tired when driving.

THE ROUTE

  1. Route maps are available via the Coastrek website. A QR code is located next to the relevant route map to allow downloading to your device.
  2. Every effort will be made on Event Day to mark the route as clearly as possible. Training on the route in advance, particularly the sections you will be walking in the dark, is advisable. For your own safety take a compass and a phone for bush sections during training.

For your own safety follow the route markers and demonstrate self-navigation with the digital map provided and hard copy map guide. All Coastrekkers must have the online map downloaded to their phones as well as (at least) 1 hard copy of the map guide per team. Every event is unique, some trails of the route can be less urban than others. Please refer to our essential and recommended gear lists and be prepared.

  1. Event distances are approximate and may vary on event day due to unforeseen circumstances such as weather and safety considerations.

SAFETY

  1. 1. Reportable Illness, Coastrekkers are required to avoid the spread of infectious diseases. Should a Coastrekker contract or have reasonable grounds to believe they have contracted a reportable illness they must advise Coastrek HQ at the earliest opportunity and not attend a proposed event. Early written notice to Coastrek HQ will allow arrangements to be made to facilitate participation in a future event.
  2. For safety reasons, if a team member or the whole team is withdrawing from the event, you MUST contact Coastrek HQ (contact number will be on the back of your bib) immediately with the following details: withdrawing team name, withdrawing individual name(s) & bib number. Should you fail to do this Coastrek will assume you are still on the route and attempt to call you if you do not reach the Luv Stop or finish line within the designated timeframe.
  3. 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 provide assistance as soon as practicable. At least one person must stay with the injured person until help arrives.
  4. In case of an emergency (e.g., serious/ life-threatening injury, bush fire etc.) you must call 000 immediately.
  5. If your team is reduced to one during the event, you must link up with another team and walk with at least one other registered Coastrekker, for safety purposes.
  6. 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. Care must be taken near surf zones. Take extra care also when crossing and walking along roads and road reserves, particularly in the dark If however, you do not feel safe, please contact Coastrek HQ (see back of bib for contact details).
  7. All participants MUST wear the Coastrek event bibs, on the front of their torso over their clothing for the duration of the event.
  8. All participants must pack a head torch and use it before sunrise and after sunset. All participants must carry a mobile phone.
  9. 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 over the counter or prescription medication.
  10. Aim to be self-sufficient for the duration of the event by carrying a small day pack, topping up with food and water en route as required. Ensure you have plenty of water. You MUST carry a minimum of 2 litres, regardless of the event distance. Refreshments may also be purchased en route (during normal business hours). You may not detour from the route by more than 200m at any time.
  11. We recommend that all Coastrekkers have insurance cover which includes ambulance cover in case of emergency. Coastrek has public liability insurance cover for the event. This does not include Personal Accident Insurance for participants. Coastrek recommends that you arrange your own Personal Accident Insurance cover before participating in the Event to cover any unforeseen personal medical costs.
  12. As per your medical questionnaire the medical history and personal information collected as part of the registration process for each event will be stored securely, made available to the event medical and first aid staff. It will be used only in the case where you require medical attention. Some of this information may 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.
  13. If Coastrek, deem the course unsafe (for example by reason of an acts of God) we may, at our sole discretion, re-route the course, find an alternative shortened course or cancel the event. Coastrek reserves the right to cancel the event for any other reason.
  14. If the event is cancelled, rerouted, 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 Coastrekkers and volunteers, the Event cannot be re-scheduled.
  15. While every effort has been made to make each Coastrek event safe for trekkers on or near roads, all 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://www.transport.nsw.gov.au/roadsafety  

VIC - https://transport.vic.gov.au/ 

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

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

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

FUNDRAISING

  1. Each Coastrekker is asked to raise a minimum total of $500 for Beyond Blue. This money donated online by your sponsors and supporters is non-refundable in the case where a team member or the entire team withdraws from the event. All online donations will be issued with a tax-deductible receipt via email. Your fundraising commitment is separate to the event registration fee (see above for details).
  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 Coastrek and Beyond Blue to have your team's name displayed on the Coastrek Fundraising Results board.
  5. You consent 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 Beyond Blue
  7. All fundraising during the event 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. Beyond Blue may at any time and without the need to give reasons, withdraw your authority to fundraise by notification in writing. Should this occur, 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 receipt and no later than midnight on Tally Day, to be counted towards the team's final total for the fundraising awards prize.

10.Beyond Blue will not issue refunds to donors where the Coastrekker they have sponsored has withdrawn from the event for any reason. Any funds collected by a withdrawing Coastrekker will be allocated to the fundraising total of the team of the withdrawing participant. Coastrekkers who cancel from the event are obliged by law to forward any off-line funds raised to Beyond Blue 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 Coastrekker may be contacted by the charity partner 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 results, you may only do this in writing to Coastrek at hello@coastrek.com.au. 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 Coastrek and Beyond Blue 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: hello@coastrek.com.au.

COASTREK FUNDRAISING REWARDS

  1. 1. Donations must be received by Beyond Blue 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, Coastrek and Beyond Blue 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, Coastrek and Beyond Blue 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 Coastrek are not eligible to receive fundraising rewards.

PRIVACY STATEMENT

Your Personal Information is being or has been collected by Coastrek to facilitate services requested by you and /or to keep you informed about Coastrek-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 Coastrek activities. If you attend our events, you may be photographed or filmed and images &/or audio may be used in various mediums to promote Coastrek 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 Coastrek, in so doing your personal information may be disclosed to overseas recipients. Further information is available in Coastrek’s Privacy Policy or on request. Communications from Coastrek 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 Coastrek you agree that you have provided your indefinite consent to this contract. You may withdraw your consent at any time though in doing so we may not be able to provide you with the services requested. Coastrek will not disclose your information to any third party for their marketing purposes.

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

Your personal Information is also being collected by Beyond Blue. If you do not want to receive further communication from them or if you have any questions about privacy, please email privacy@beyondblue.org.au.