General Terms and Conditions

General terms and conditions for all participants in Ylläs-Levi.

The following event rules and guidelines are intended to help produce and direct a large-scale event, to ensure the safety of all participants, to meet the requirements of local government permits and to be compliant with the Finnish cross-country skiing federation and the International Ski Federation (FIS) rules. All entry fees are non-refundable and the organisation retains the right to refuse entry to anyone declaring false information on their entry form, not making the required payment, or otherwise failing to meet the stated entry requirements. When registering to the event, you agree to these General Terms and Conditions and to our Privacy Policy. Please read them carefully.

All entry fees are non-refundable, and the organizer retains the right to refuse entry to anyone declaring false information on their entry form, not making the required payment or otherwise failing to meet the stated entry requirements. When registering to the event, you agree to these General Terms and Conditions and to our Privacy Policy. Please read them carefully.

REGISTRATION
After submitting your data at the online registration, the registration is conclusive.

Online registration
The online registration is open until Tuesday before the event.

Late registrations
Late registrations can be made at the race office the day before the event and in the morning on event day. Please check times at the event’s website.

Maximum amount of participants
There might be a maximum number of participants at the event. If the maximum number of participants is reached, the online registration might close early and late registrations are not possible anymore.

Minimum age
To enter an event, you must be 18 years of age or older on the event day. At some events it is possible to participate under the age of 18 if special requirements are fulfilled. For more information, please send an email to the event’s email address stated at the end of this page.

Start groups
An option to choose a start group may be available during the online registration. It is up to the participant to evaluate their own performance level and choose the respective start group. On top of that, the organizer may choose to administer the Ski Classics Ranking for 2 long-distance skiing and may move participants accordingly to a different start group. In this case, the participant will be informed via email at least two days before the event date.

Elite start group
At some events it might be possible to apply for a start in the elite start group. The elite start group is dedicated for Ski Classics Pro Team skiers and Elite skiers. If you are a Ski Classics Pro Team skier or consider yourself an Elite skier, you can request to start in the elite group by stating your FIS-code during the online registration process. The Organizing Committee will consider all Elite group requests and grant access to skiers who qualify for the elite start group.

Non-participation
Paid fees will not be reimbursed if the participant is unable to start. The registration is binding and cannot be transferred to another year. The registration fee as well as additional services which have been booked during the online registration process are non-refundable. If the participant is unable to start, the registration can be transferred to a different person by doing a name change.

Name change
The changing of the name on the registration is possible at a fee of 30,00 EUR. It is not allowed to let someone else participate in your name. Start groups can be changed with the name change if there is still availability. Name change must be done at online registration system. It is not possible to make a name change on the same day as the event takes place.

Race distance change
Change of race distance may be possible at a fee, please consult the local race organization.

Physical fitness to participate
The athlete notices that all events require significant physical and technical efforts. For this reason, every competitor, when entering the race, must be personally responsible for declaring to be properly trained and to compete on their own risk. Hereby, the participant releases the organizer from every liability regarding accidents before, during or after the event causing damage on third persons and/or their property. Furthermore, it is the athlete’s responsibility to be properly insured when competing in the race.

Race adjustments
The organizer retains the right to make adjustments to the contents and design of the races and surrounding activities including but not limited to start times, distances, track setting and dates.

Race cancellation
If the event has to be cancelled more than 24 hours before start, participants will receive a refund of 50% of the registration fee (less occurring bank fees). Extra services booked during the registration process are non-refundable. If a cancellation is made less than 24 hours before the start, the organizer will have the right to keep paid fees.

PARTICIPATION
Responsibility
All participation in the event is at the participant’s own risk and the race organization cannot be held responsible for any accidents during the race.

Start bib
Every participant shall be provided with a start bib which shall be worn by the participant throughout the whole race.

Time keeping chip / Transponder
Time-keeping is done electronically with a microchip. Participants do not have to pay a deposit for the chip, but it needs to be returned to the organizer in the finish area (also in case of an early race stop). A fee of 100,00 EUR will be charged for microchips that are not returned. Each participant authorizes the organizer at the moment of online registration to debit the indicated payment card with the fee of the lost chip.

Bib pick-up
All participants have to show a copy of the registration confirmation when they pick up their bibs. Showing an identification is not sufficient. The registration confirmation needs to be shown in paper or digital. Bibs can be picked up on behalf of other participants if the respective registration confirmation is shown.

Cut off points
The events may have cut off points along the racecourse where the participants need to pass by in a certain time to be able to continue the race. Information about the cut off times will be given at latest the day before the start. Participants that pass these checkpoints after the specified time are disqualified. They will be notified by being overtaken by the patrols closing the track. After that, participants can finish the race on their own responsibility and without timing results. The Organizing Committee may, in accordance with the race director and the jury, change the timing gates and maximum time to finish the race.

Checkpoints and race assistance
Along the track, several checkpoints are positioned. Participants that do not pass all checkpoints will be disqualified. The jury and delegates along the track have the right to 4 disqualify or sanction competitors if their behaviour is not correct or they may cause damage to others.

Authorities
Participants must follow instructions given from all event officials including race staff, volunteers, medical personnel, security officers and city officials throughout the duration of the event. The medical and first aid team has the right, if reason, to stop participants from continuing the race.

Race technique
The race follows the rules as determined in the FIS ICR.

Disqualification
Participants which have been disqualified or are outside the time limits, have to take off their bib and deliver the chip for time keeping in the finish area.

Complaints
The race follows the rules as determined in the FIS ICR.

Personal belongings
The organizer holds no responsibility for the participant’s personal belongings.

Natural environment
The event may take place in environmentally sensitive areas. Participants must not litter or damage the environment in which the event takes place in any way. Participants shall dispose their waste in the containers provided at the start and finish area and feeding stations. If convicted of littering the athlete can be fined and disqualified.

PRIVACY POLICY

Use of personal data
Upon entry, the participant consents to the disclosure of personal information to third parties for processing in accordance with the national law regarding the Protection of Personal data. Subscriber authorize the organizer to use their personal information in order to send subscribers promotional material about the race, rankings, photos and anything else related to the event itself. Please check the privacy policy on the event website for further details.

Collected information
The organizer collects information about participants and the computers or devices they use in various ways when they use our site. The organizer collects personal information participants provide to us or our Registration Partner. For instance, if you register for an event, the organizer and/or an applicable registration partner will collect the participant’s username, password, name, email address, phone number, home address, birth date, gender, and other information provided during registration. The organizer also collects the 5 participant’s credit card number, billing address, and other payment information if participants purchase products or services on the organizer’s site. Furthermore, information provided in newsletter sign-ups, feedback forms, emails, contests and surveys is collected.

Use of information
The organizer uses personal information and other information collected through the site and/or provided by the registration partner for the purposes described in this policy and disclosed to the participant on the organizer’s site or in connection with services. The organizer may use the information the participant has provided to:
– Create and manage the online registration account.
– Operate and improve the organizer’s sites, products and services.
– Customize the content and/or layout of the organizer’s page for each individual visitor.
– Send information about the event and other news about products and services offered by the local race organisation and its partners.
– Understand preferences to enhance the experience and enjoyment using the organizer’s site, products and services.
– Deliver targeted advertising messages to participants on the site and elsewhere on the internet.
– Respond to comments and questions and provide customer service.
– Provide and deliver products and services upon request.
– Process and manage the event registration and participation, as well as provide the participant with timing and results from the event.
– Process the payment.
– Send administrative information, including registration and event information, confirmations, invoices, technical notices, updates and support.

Official Start list and Results
With concluding the registration, the participant allows the local organization and timing company to publish the participant’s personal information in the start list as well as in the result list without any limitations on where the lists are published.

Images
The participant acknowledges that the events may be televised, filmed and/or otherwise recorded and photographs and/or footage may be taken, all of which may capture the competitor’s participation in the event. By entering the event the participant grants the organizer and those authorized by the organizer the free and unrestricted right to use such photographs, filming and recording for any purposes it deems reasonable including, but not limited to, publication, display, sale and distribution by means of film, television, radio, print media, internet, publicity material or any other new media now or in the future.

Official photography supplier
Furthermore, the participant accepts and acknowledges that our official photography supplier may take photographs of the participant during the participation in an event. This means:
– The organizer and the official photography supplier may identify the participant in an image with reference to the bib number;
– The organizer and the official photography supplier may advertise and sell photographs of the participant competing at the event on the organizer’s website and the official photography supplier’s website; and
– Whilst such photographs are intended for purchase by the participant, friends and family (to commemorate the competitor’s participation in an event) as well as third 6 parties may also purchase such photographs by entering a name or bib number in the search facility on the official photography supplier’s website.

With the registration and payment of the corresponding fee, the participant agrees without exception to the above General Terms and Conditions and Privacy Policies. For matters not covered by these rules, the rules contained in the FIS chart for promotional competitions „Popular races“ and the rules set up by „Ski Classics“ will apply. The organizer may change the rules on its own behalf. If you have any questions regarding these general terms and conditions and the privacy policy, please contact the event directly under the following email addresses:

Ylläs-Levi: info@yllaslevi.com