Race Terms & Conditions

Last updated: September 2026

 

The SheRACES Trail Series is a women's trail running and hiking event, designed to get more women on a start line and give them access to the trails in a safe, secure and empowering way.

​

The race is licensed Trail Running Association and run under UK Athletics rules.
Licence reference number: 8845

 

By entering and taking part in the SheRACES Trail Series 2027, you agree to the following terms and conditions.

1. General Event Terms & Conditions

Race instructions: You agree to follow all race instructions provided to you before the event. You will be sent detailed race instructions with everything you need to know for the event, including what to do in emergency situations, what to expect on the day and important safety information. These instructions will also have the most up-to-date information on routes, timings and any particular hazards to be aware of.

Event location and timings: You are responsible for getting to the event on time. Please make sure you are aware of your travel options and the location of the event before entering. We are not able to issue refunds if you find you are unable to get to the event for the start times listed. See our travel and accommodation information. SheRACES is not responsible for participants' travel, parking, accommodation or other costs incurred in connection with the event, including where the event is postponed or cancelled.

Emergency contacts: All participants must provide an up-to-date emergency contact when registering and notify us if this information changes before the event. We may contact your emergency contact where reasonably necessary for your health or safety.

RaceNation: Registration and payment may be processed through RaceNation and will also be subject to RaceNation's applicable terms and privacy policy.

Cut-offs: There are no formal time cut-offs. We welcome participants of all paces and will support you to complete your chosen distance provided it remains safe and practicable to do so. Participants should maintain meaningful, reasonable progress and should not take prolonged breaks on the course. Should we deem it unsafe for you to continue for any reason, we may need to make the decision to end your race, however this would be a “worst case scenario” rare event.

Personal liability: Participation in trail running and hiking involves inherent risks, including uneven or slippery terrain, falls, weather conditions, roads, other trail users, livestock and natural obstacles. Participants accept these inherent risks. Nothing in these terms limits or excludes liability which cannot lawfully be limited or excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Route changes: We reserve the right to shorten or otherwise adjust the published route at any time. We also reserve the right to amend the event start time in order to ensure the safe running of the event. No refund will normally be available solely because the route has been shortened or adjusted, or the start time has been amended for safety or operational reasons.

Unexpected, uncontrollable and unavoidable events: We reserve the right to delay, postpone, cancel or amend the event or the course in the case of adverse weather conditions (including heatwave warnings), or due to other events outside our control. If the event is cancelled due to extreme weather conditions or other events out of our control, we will communicate your options available to you. Where possible, we will transfer your entry to a rescheduled date. If you’re unable to make the rescheduled date, you will be able to defer your entry to the 2028 event (date TBC) or transfer your entry to another participant.

Abandonment: For safety reasons, we may shorten, reroute, suspend or stop the event at any point. This decision may be made before or during the event and may be based on weather, course conditions, incidents on the course, landowner requirements or other safety considerations. Where an event is suspended or stopped after it has started, we will communicate the options available to participants at the time. No refund will normally be available where the event has already commenced.

Headphones: Under our event licence and UKA regulations, most headphones and earbuds are not permitted on the course. The only exception is open-ear, bone conduction headphones (for example, Shokz). We do allow medically prescribed hearing devices – please inform us in advance.

Age limits: Under our race licence conditions, the following age restrictions apply. 50km ultramarathon – 20 years old; 25km half ultra – 17 years old; 10km – 16 years old

2. Participant Responsibilities

Mandatory kit: You agree to carry the mandatory kit, and any extreme weather additional kit, with you for the duration of the event. Spot checks may be carried out. The Kit List is available on the SheRACES Trail Series website and is subject to updates.

Illness and injury: If you feel unwell or are injured in the lead up to the race, you should not take part, or seek advice from a doctor before participating. You are responsible for attending the event fit and well to undertake the endurance challenge. If you are ill or injured on the day, you must respect the advice of the marshals and medical team, who are there for your health and safety.

Relevant medical information: Participants are responsible for informing us of relevant medical conditions, allergies or medications that may be important in an emergency.

Behaviour: We are very lucky to have permission to hold this event in such a beautiful location. Please be respectful of other trail users and give way – we do not have exclusive use of the trails. Follow the Countryside Code, close gates behind you, be mindful of horses and livestock, and do not drop any litter on the course. We also expect all participants to be respectful of each other and of our marshals and medical teams. We do not tolerate any negative, harassing or discriminatory behaviour. Follow the marked route and instructions from marshals and the event team at all times.

Withdrawal/DNF procedure: If you decide not to complete the event on the day, you must notify a member of the SheRACES event team as soon as reasonably possible. If possible, only withdraw at designated aid stations on route, or return to the event HQ. Please do not leave the course or event location without notifying us, as this may result in unnecessary searches or emergency responses being initiated. The event team and medical team have the authority to remove participants from the event if they have concerns regarding their health, safety on course or ability to comply with safety requirements. (This is separate from the issue of a medical or emergency withdrawal – in this case, please follow the emergency procedures and use the contact details provided ahead of the event.)

3. Deferrals / Refunds / Transfers

Pregnancy & New Parent policy: If you enter the event and are unable to take part due to pregnancy, please contact us for a deferral to a future event or a full refund of your entry fee (this does not include a refund of any optional insurance product you purchase, as this isn’t administered by us, or any booking fees levied by third-party systems) – this applies right up to the date of the race. This policy also applies to other related situations around pregnancy, fertility treatment and becoming a parent. Any other related circumstances, email us for more information on hello@sheracestrailseries.com

Transfer/Deferral policy: If you are unable to attend the event for any other reason other than pregnancy/new parent (see policy above), you are able to transfer your place to another participant before the deadline. You can also defer your entry to the 2028 event subject to this event going forward – the date for this is TBC. The deadline for all transfers/deferrals is midnight on Saturday 19th June. This is a strict cut-off date and we can’t accept late requests unless it falls within our pregnancy and new parent policy. You should be able to do this via your RaceNation account – there is a guide on how to do this here: https://support.race-nation.com/article/203-transfering-to-new-entrant. Please contact us on hello@sheracestrailseries.com if you have any problems.

Transfer eligibility: Transfers must be completed through the official RaceNation transfer process. Private or unofficial transfers are not permitted. Any replacement participant must meet the eligibility and age requirements for the relevant distance.

Refunds: Race places are non-refundable as standard, other than the exceptions laid out in our pregnancy and new parent policy. If you have any other exceptional circumstances, please get in touch to discuss: hello@sheracestrailseries.com. If you find you cannot attend the event, you can transfer your space to another participant or defer to a future event before midnight on Saturday 19th June.

RaceNation insurance: RaceNation also offers optional participant  insurance at the point of registration if you wish to protect your entry against unforeseen circumstances or injury. This is not administered or organised by SheRACES or our partners. If you later cancel your place or transfer it, the insurance fee is non-refundable. 

4. Image Use / Data Collection

On-site photography: We will have photographers and videographers capturing the event to provide you with some great pictures, as well as give us promotional material to publicise the event. By entering, you acknowledge that photography and filming will take place during the event and that you may appear in this material. We may use this material to document and promote SheRACES and future SheRACES events. If you do not wish to be photographed or filmed, or you wish for any photos to be exempted from promotional use, please let us know before the event: hello@sheracestrailseries.com

Your personal information: You also grant us permission to publish certain personal information as part of the results of the event, which may include your name, age category, race times and club affiliation. This information may be passed to the governing body or affiliated organisation for the purpose of insurance or licenses. Your entry information will be shared with our logistical parties for the sole purpose of running the event, and to our event timing partner to be able to track you on the day. Relevant medical information provided during registration may be made available to the event medical team where reasonably necessary for your health and safety. Personal data will be processed in accordance with our Privacy Policy

Right to anonymity: You may request that your name is not publicly displayed in event results. Please contact us as soon as possible to arrange on hello@sheracestrailseries.com