Hellfire Events – Participant Terms & Conditions
Earned. Not Given.
These Terms & Conditions form a legally binding agreement between you (the participant) and Hellfire Events Ltd (Company No. 14852300).
By entering, attending, or participating in any Hellfire Events event, you confirm that you have read, understood, and agree to these Terms in full.
If you do not agree, do not enter.
1. Entry & Contract Formation
Your place is only confirmed once full payment has been received.
Where payment plans are offered:
Your place is not guaranteed until all payments are complete
Hellfire Events Ltd reserves the right to cancel your entry if payments are not completed
Upon full payment, a binding contract is formed.
The price displayed is the final price. Hellfire Events Ltd does not add a separate booking fee to the advertised entry price.
However, Hellfire Events Ltd is charged fees by booking platforms, payment providers and third-party sales platforms for processing each order. Hellfire Events Ltd absorbs these costs as part of the booking process.
The cost of processing an order varies depending on how and where the booking was made. For bookings made directly through Eventrac, this cost may be approximately 6%. Where a booking is made through a third-party sales platform, the cost may be as high as 30% of the total amount paid.
Where a participant cancels, withdraws or requests a cash refund, Hellfire Events Ltd will deduct only the actual cost incurred in processing that specific order.
The remaining refundable event value will then be calculated in accordance with the time-based refund policy in Section 2.
Multi-buy discounts may apply where stated.
Participants may manage bookings up to 30 days before the event via the booking platform.
Within 30 days, all changes must be requested via:
hello@hellfireevents.com
All booking changes are subject to a £10 admin fee.
Hellfire Events Ltd reserves the right to refuse or restrict changes.
2. Refunds, Transfers & Consumer Rights
For the purposes of this policy, the refundable event value is calculated by deducting the actual booking, platform and payment-processing costs incurred by Hellfire Events Ltd from the total amount paid.
The applicable refund percentage and administration fee are then applied to the remaining refundable event value.
A 14-day cooling-off period applies from the date of booking.
During this period, the participant may receive a refund of the refundable event value after the actual cost of processing the order has been deducted.
After 14 days:
More than 30 days before the event
Full refund or credit of the refundable event value minus the £10 admin fee.
Between 30 and 14 days before the event
50% refund or credit of the refundable event value minus the £10 admin fee.
Within 14 days of the event
No refunds or credits.
Payment plans follow the same structure.
Hellfire Events Ltd will only deduct the actual processing costs attached to the participant’s booking. Hellfire Events Ltd will not automatically deduct 30% unless that was the actual cost incurred in processing the order.
Booking platform fees, payment-processing fees and third-party sales fees already incurred by Hellfire Events Ltd are non-refundable where the participant cancels, withdraws or is unable to attend.
The cost of purchasing Refund Protection or third-party event insurance is separate from the event entry and will not be refunded by Hellfire Events Ltd.
Participants are strongly advised to purchase Refund Protection or suitable third-party event insurance at the time of booking.
If a participant becomes unable to attend, they should first consider:
Asking Hellfire Events Ltd whether their entry can be moved or deferred to another eligible event
Accepting a deferral code or race credit where offered
Submitting a claim through their Refund Protection or insurance provider where cover was purchased
Moving or deferring an entry will normally preserve more of the participant’s booking value than requesting a cash refund.
All moves, deferrals and credits are subject to availability, eligibility and approval by Hellfire Events Ltd.
Where Refund Protection or insurance has been purchased and the reason for being unable to attend may be covered, participants are advised to submit a claim directly to the protection or insurance provider before requesting a cash refund from Hellfire Events Ltd.
Refund Protection and insurance are provided by third parties.
Hellfire Events Ltd:
Does not assess or decide Refund Protection or insurance claims
Cannot guarantee that a claim will be accepted
Does not process claims on behalf of the protection or insurance provider
Does not refund the cost of purchasing Refund Protection or insurance
All refunds, credits, transfers, moves and deferrals are applied in line with this policy.
Hellfire Events Ltd will act reasonably and consistently when applying these terms.
3. Assumption of Risk & Responsibility
You acknowledge that participation involves inherent, foreseeable, and unforeseeable risks, including but not limited to:
Uneven terrain and environmental hazards
Extreme weather conditions
Physical exertion, fatigue, and impaired judgement
Interaction with other participants
You voluntarily accept all such risks.
You are solely responsible for:
Your health, fitness, and wellbeing
Your decisions to start, continue, or withdraw
Carrying and using required kit
Your actions before, during, and after the event
This responsibility extends to your crew, supporters, and any person attending on your behalf.
Hellfire Events Ltd does not assess or monitor your ability to continue.
You must not rely on event staff or medical teams to make decisions on your behalf.
You accept full responsibility for your safety before, during, and after the event, including travel to and from the event location.
This includes risks associated with fatigue, including driving while tired following participation.
4. Environmental & Extreme Conditions
Events may take place in extreme conditions, including:
Heat, dehydration, and risk of heat stroke
Cold exposure and hypothermia
Darkness and reduced visibility
Extended fatigue and sleep deprivation
These conditions significantly increase risk.
You accept full responsibility for managing these risks.
5. Medical Disclosure & Fitness
You confirm that:
You are fit to participate
You are not taking part against medical advice
Any medical information provided is accurate and up to date
Hellfire Events Ltd relies on this information and accepts no liability for inaccurate or incomplete disclosure.
Hellfire Events Ltd does not assess participant fitness.
Minimum Participant Age
Participants must be aged 18 or over on the date of the event. This applies to all Kent Backyard Ultra Series II events, including the full Backyard Ultra and the 7-Hour Challenge.
For Series Pass entries, participants must meet the minimum age requirement for each event included in their booking.
Under-18s cannot participate, including with parental or guardian permission.
6. Right to Remove / Participant Safety
Hellfire Events Ltd reserves the absolute right to remove any participant at any time if, in its sole opinion:
Continued participation presents a risk
The participant cannot continue safely
Rules or instructions are not followed
This decision is final and not subject to appeal.
Removal does not entitle the participant to any refund or credit.
7. Withdrawal, DNF & Missing Participants
Participants must report to event staff upon withdrawal.
Failure to report withdrawal may result in search procedures being initiated.
Hellfire Events Ltd reserves the right to:
Withdraw any participant who fails to report
Remove participants who cannot continue safely
Enforce event cut-offs and rules
8. Event Format (Backyard Ultra)
Events operate in line with the official Backyard Ultra format:
4.167 miles per yard
A new yard starts on the hour
Completion within 60 minutes is required
Failure to start or complete a yard results in elimination
Once eliminated, participants may not rejoin
Participants must follow the marked course at all times.
Failure to do so may result in disqualification.
The event continues until one participant remains (Last Person Standing).
All other results are recorded by yards completed.
Official rules:
https://bigsbackyardultra.com/rules/
Hellfire Events Ltd reserves the right to interpret and apply all rules.
All decisions are final.
9. 7 Hour Challenge
The 7 Hour Challenge operates within the Backyard Ultra format.
It is a limited format and may be modified or withdrawn at any time.
Participation does not guarantee continuation beyond the defined structure unless permitted by the organiser.
10. Event Changes & Cancellation
Hellfire Events Ltd reserves the right to:
Change event format, route, timings, or location
Delay, modify, or cancel the event
This may occur due to safety, environmental, operational, or external factors, including but not limited to weather, natural events, or circumstances beyond our control.
Where possible, alternatives will be offered.
Refunds are not guaranteed.
11. Kit Requirements
Mandatory kit may be required.
Hellfire Events Ltd reserves the right to:
Update kit requirements at any time
Remove participants who fail to comply
Hellfire Events Ltd accepts no responsibility for failure, inadequacy, or misuse of participant equipment.
12. Crew & Support
Crew are permitted only in designated areas.
Participants are responsible for their crew.
Hellfire Events Ltd reserves the right to:
Restrict or remove crew members
Enforce rules relating to crew conduct
13. Awards & Recognition
Awards, medals, and buckles are:
Earned based on performance and compliance
Non-transferable
Of no cash value
Hellfire Events Ltd reserves the right to amend or withdraw awards.
14. Media, Photography & Content Rights
By entering, you grant Hellfire Events Ltd:
Unrestricted
Worldwide
Perpetual
Royalty-free
Commercial rights
to use any images, video, or audio captured at the event.
You waive any right to inspect or approve the use of such media.
If you do not agree, do not enter.
Third-party filming may occur and is outside our control.
Anyone bringing additional filming personnel must obtain permission via:
hello@hellfireevents.com
Hellfire Events Ltd reserves the right to:
Request removal of content
Restrict or refuse use of event-related media
Unauthorised use of official Hellfire media is a breach of these terms and may result in removal requests or further action.
15. Code of Conduct
All participants, crew, and attendees must:
Behave responsibly
Follow instructions from event staff
Respect others and the environment
Failure to comply may result in removal without refund.
16. Liability
To the fullest extent permitted by law:
Hellfire Events Ltd, its directors, staff, volunteers, and partners shall not be liable for:
Injury
Illness
Loss
Damage
Death
arising from participation or associated travel.
Nothing in these Terms excludes liability where it cannot legally be excluded.
17. Data Protection
Personal data will be used for:
Event administration
Safety and emergency purposes
Event-related communication
Data may be shared with medical teams, emergency services, or event partners where necessary for safety and delivery.
Data will not be sold.
18. Final Authority
Hellfire Events Ltd retains full authority over all aspects of the event.
All decisions are final.
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