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Policies

Transfers:

Transferring your race entry to a different person (transfer) or to a future event (deferral) are intended to help runners who have an unforeseen life event that prevents them from participating.   We want to make these processes as easy as possible, while also ensuring that there is no incentive for anyone to sell their race entry at a profit.  If transferring to another person, we also expect and appreciate you choosing someone who wasn't already planning to register for that event.

Details:

Transfers to another person will allow you to designate who you want to transfer your race entry to. 

Process:

The person transferring the entry (Transferor) sends an email to nick@bearinmindrunning.com authorising the transfer and must also include the reason for the transfer. In that email, please include the name and Cc the email address of the person receiving the transfer (Transferee).

Conditions:

Transfers to another person will only be allowed if your request was submitted one (1) week or more from the start of the event.


Race Cancellation:

This is the worst-case scenario and it’s bad for all of us. 

Bear In Mind Running policy is to hold our events no matter what the weather conditions unless they become life-threatening or the course is unapproachable. 

Examples: lightning, flash flooding, hurricane conditions, tornados, etc. 

We won’t cancel an event until the last minute, as Northern, Ontario forecasts aren’t always accurate. You will receive an email and we will post on the Ultra Trail Stokely Creek FB and Instagram pages if this happens. If you don’t hear anything, assume the race is on like always.

In addition, please know a Stokely Creek Lodge or Algoma Highlands Conservancy Official may override our decision at any moment. He or she may cancel an event at any time. We have no control over this scenario. No matter how much we will want to, we won't be able to refund any money for a race cancellation since the vast majority our work and expenses are completed and your entry fees have already been expended. 


Refunds

Refunds are not permitted under any circumstances.  Please do not ask us to break our policy.


Your Size Shirt Cut-Off Registration Date - September 20/19


Why is their a shirt cut-off?

It's literally when we send the shirt count in.  If we didn't send the shirt order in the day after the shirt cut-off, no one would have a shirt on raceday.

Does anyone who registers after the shirt cut-off get anything?

You bet!  Everybody gets a shirt but it just may not be in your specific size. Always best to register NOW to avoid this.


...On Race Issues:


DNF


What is a DNF?

DNF stands for Did Not Finish.  Simply stated, it just notes that the runner did not complete the course in the time provided for the race.  The time for the race is always counted from when the race officially started, not necessarily the time runner actually started.

What happens when a runner crosses the finish line after cutoff?

The runner is listed in the results as a DNF and the last lap time is not listed.

Even if it’s only one second over cutoff?  That sounds cruel!

While it may sound like it’s a heartless policy, this is actually done with the utmost respect for the runner as well as the volunteers and workers at the race.  At the end of the day, the time limit is what makes the performance either valid or invalid. All runners will be provided the rules in advance, and they are the same for everyone.  Allowing a result outside of the given time limit, even if only by .1 second, would invalidate those who have completed within the time limit.  In this way, it gives the completion as well as any subsequent award or honour validity across the years.


Serious? No budging on this policy?

It breaks our hearts too to see someone invest many hours in a run and fall short of completion by a relatively small amount of time. We keep the finish line up and the clock on for everyone who makes it through the last aid station before it’s cutoff and they will certainly receive a hero’s welcome when they cross the finish line. Furthermore, we’re sincerely thrilled and encouraged that they stuck it out and completed the distance, but as stated above, will show in the results as a DNF.


Cut-Offs

We mathematically set up cut-offs for when a runner is allowed to continue from each aid station along the route. We cannot allow anyone to continue on if those cutoffs are missed.  Even if you know your way around the Trail System. Ultimately we are responsible for every registrant during the race weekend.  We are also doing a rolling teardown, which means we may be strategically tearing down a section of the course in a manner that may not make sense to anyone else but us.  Therefore, if someone sneaks out after a cutoff, they may all of a sudden find him or herself lost in the woods.  If you drop out properly with an aid station volunteer, we will provide transport back to the Start/Finish area and be sure you're taken care of. Keep in mind we do need you to cooperate if you miss a cut-off.  Also, this is "quitting time" for our volunteers and they are just that, volunteers.  We promised them a time when they will not be needed any longer, so please don't set them up to have to take part in a search party.


Questions? Concerns? 


Please feel free to email info@utstokelycreek.com