Event Terms and Participation Waiver

PART A: EVENT TERMS

Article 1 — Organiser and scope

Events are organised by the Non-governmental association “Santamore”, Teuta 113, Porto Montenegro, 85320 Tivat, registration number [[PLACEHOLDER: registration number]], PIB [[PLACEHOLDER: PIB]], email [[PLACEHOLDER: contact email]] (hereinafter: we, the association), directly or through its chapters and in cooperation with partner clubs.

These terms apply to all our events: runs, winter swims and open-water swims, regattas and sailing, rowing, hikes, charity walks and other public gatherings we organise. By registering for an event and signing the Participation Waiver you accept them. The details of a particular event (date, place, distances, entry fee, minimum age, programme, special rules) are published on that event's page and form part of these terms.

Where a partner (a club, a municipality, a sponsor) is a co-organiser, the event page states who is responsible for which part of the programme.

Article 2 — Registration

Registration is made exclusively through our online platform. A registration stands once you: complete the form with accurate details; sign the Participation Waiver (Part B) electronically, by confirmation on the platform; and receive the registration confirmation by email. No payment is a condition of registering or of taking part.

Registration is personal. The race number, the timing chip and everything else you receive with your registration may be used only by you. Taking part under someone else's number means disqualification of both participants and loss of the right to insurance and medical assistance under these terms.

The number of places is limited to the capacity stated on the event page. Registration closes when the capacity is full or when the deadline stated on the page expires, whichever comes first. Late registration on the day of the event is possible only if the event page provides for it.

Entry is by voluntary contribution. The event page states the amount we suggest; at registration you choose your own amount, which may also be zero, and your place is the same whatever you choose. A contribution is a donation to the association and goes to the Impact Fund, to that event's cause, unless the event's page says the Board has assigned it to the Operations Fund. Putting the event on is paid by sponsors. The Donation Policy applies to contributions in the part concerning payment methods, receipts and refunds.

Article 3 — Medical fitness

By registering you declare that you are medically fit for the effort that the chosen distance or activity involves, that in case of any doubt you have consulted a doctor, and that you know of no medical condition of yours that makes participation dangerous for you or for others.

For winter swims and open-water swimming you additionally declare that you understand the effect of cold water on the body (cold-water shock, loss of strength, hypothermia) and that you have no cardiac, vascular or respiratory condition that makes such exposure dangerous.

We may, but are not obliged to, require a medical certificate for particular events or distances; this is stated on the event page.

You may inform us on the registration form of allergies, chronic conditions and medication you take, if you want the medical service to know; only the event manager and the medical service see this information.

Article 4 — Minimum age and minor participants

Minimum age by activity and distance: [[PLACEHOLDER: table of minimum ages by distance and activity, e.g. children's run up to 1 km from 5 years with a parent, 5 km from 12, 10 km from 16, winter swim from 16 with a parent and from 18 alone, regatta according to the club's rules, pub crawl 18+]]. Age is counted on the day of the event. The event page may set a stricter age.

For a participant under 18, the registration is submitted and the Participation Waiver signed by a parent or guardian, who: is responsible for judging that the child is ready for the chosen distance; gives a telephone number on which they can be reached during the event; for a child under [[PLACEHOLDER: age, e.g. 12]] is present at the event in person or through an adult they designate in writing; and names the person authorised to collect the child after the activity.

Our Child Safeguarding Policy applies at every event: children are handed over only to the parent or the named person, activities with children are led by at least two adults, and we publish a photograph of a child only with the parent's consent.

Article 5 — What we provide

For every event we provide what is listed on the event page, and at least: permits from the competent authorities; a marked and, where necessary, secured course; marshals and instructions; first aid on site proportionate to the number of participants and the activity; for events in the water, qualified lifeguards, a safety boat and a safety briefing; a named safeguarding lead when children take part; organiser's liability insurance; refreshments, a race number, a shirt or costume and a medal when they are listed on the event page.

We do not provide personal accident insurance for participants unless the event page states otherwise. We recommend that you check your own health insurance and accident insurance, especially for activities in the water and at sea.

Article 6 — Risks and liability

Running, swimming in the sea in winter and in open water, sailing, rowing and outdoor gatherings carry real risks: falls, exhaustion, dehydration, cold water, currents and waves, collision with another participant, a vessel or an obstacle, sudden changes in the weather, injuries that can be serious. You take part of your own free will, at your own risk and on your own assessment of your abilities.

We must organise the event with the care of a prudent organiser: with permits, a marked course, marshals, a medical service and lifeguards as set out in Article 5 and on the event page. We cannot remove the risks that are part of the activity itself and we are not liable for harm arising from them.

We are not liable for harm you cause to yourself or to others by failing to comply with these terms or with the instructions of marshals, lifeguards and the medical service, or by taking part in a condition contrary to Article 3.

This provision neither excludes nor limits our liability for harm caused intentionally or by gross negligence, for death or bodily injury caused by our fault, or any liability that cannot be excluded or limited by law.

You are yourself liable for damage you cause to third parties or to property during the event.

Article 7 — Our right to stop you

The event manager, a marshal, a lifeguard or the medical service may order you to stop taking part, to leave the water or the course, or to accept help, when they judge that your health or safety, or the safety of others, is at risk. You must comply immediately. Refusal means exclusion from the event without a refund of the entry fee.

Cut-off times and cut-off points for each distance are published on the event page; a participant who does not reach them continues at their own responsibility outside the organised part of the event, without marshals, course security or the medical service, or withdraws as instructed by the marshals.

If you receive medical assistance at the event, you consent to being given first aid and, where necessary, to being transported to a healthcare facility. The costs of treatment beyond first aid on site are borne by you or your insurance.

Article 8 — Conduct at the event

You must: follow the instructions of the organiser, marshals, lifeguards and the medical service; stay on the marked course or in the designated zone; wear your race number visibly; not endanger, obstruct or insult other participants, volunteers, spectators or residents; obey traffic rules where the course is not closed to traffic; not drop litter outside the places provided; and comply with the association's Code of Conduct.

The following is prohibited: taking part under the influence of alcohol or drugs in runs, swims, regattas and other physical activities; carrying glass containers on the course and in the start and finish zone; using bicycles, scooters, roller skates and vehicles on the course other than the organiser's vehicles; escorting a participant by vehicle or vessel without the organiser's permission; headphones in both ears where the course is open to traffic or where the event page forbids them; bringing animals onto the course other than guide dogs; conduct and equipment that offend others.

Costumes and equipment, including Santa suits, must be safe for the activity: no parts that can snag, no open flame, suited to the weather and the water.

A participant who seriously breaches these rules or endangers safety may be removed from the event and disqualified and, in a repeated or grave case, excluded from future registrations. A contribution already made is not refunded.

Article 9 — Special rules by type of event

Runs and walks. You start in the wave and at the time assigned to you. You respect course closures and the instructions of the police and marshals at junctions. Prams, wheelchairs and support for participants with disabilities are allowed when the event page provides for it, with a dedicated start zone.

Winter swims and open-water swimming. You enter the water only on the lifeguards' signal, in the marked zone and in the group assigned to you. You wear a cap in the colour we set. You leave the water on the signal or as soon as you feel cold, shivering, weakness or dizziness. After leaving the water you change immediately into the dry clothes you are required to bring. For distance swims, additionally: a tow float or buoy if the event page requires it, no swimming outside the marked course, escort boats and the obligation to respond to their signal.

Regattas and sailing. The skipper of the vessel is responsible for the vessel, the crew, the rescue equipment and compliance with the rules of navigation and the racing rules of the organising club. The vessel must be registered and insured in accordance with the law. Every crew member signs the Participation Waiver; Article 4 applies to crew members who are minors. The organiser may cancel or abandon the regatta because of wind and sea conditions without liability for damage.

Events with alcohol (pub crawl and similar). Only for persons aged 18 or over, with an identity document check. No drinking contests. Venues serve in accordance with the law; the organiser may exclude a participant who is visibly under the influence of alcohol and call transport for them. We do not organise physical activity for the participants of such an event on the same day.

Article 10 — Photography and publication

At events we take photographs and film for the gallery, reports, posts and sponsor materials. At registration you choose whether you consent to being identifiable in published material. If you do not consent, we respect that when selecting and editing material; we may publish group and panoramic shots in which you are one of many participants, and we remove any published photograph in which you recognise yourself within three working days of a request sent to [[PLACEHOLDER: contact email]].

For children, the explicit consent of a parent or guardian is required and may be withdrawn at any time; we do not publish a child's name or any details by which the child could be found alongside the child's photograph.

We do not sell the material or license it for commercial use beyond promoting the association, its events and the event's sponsors.

Article 11 — Personal data

We process the registration data (name, date of birth, contact details, shirt size, emergency contact, health notes you have given yourself, payment data, the signed Participation Waiver with its date and version) for organising the event, safety, results, accounting and event communication, in accordance with our Privacy Policy.

We publish the name, race number, category and result in the results list, unless at registration you choose to have your name hidden in the results. We use the emergency contact only in an emergency.

Article 12 — Withdrawal and transfer of registration

If you withdraw, a contribution already made is not refunded: it is a donation, and the event is planned according to the number of registered participants. Until registration closes you may transfer your registration to another person free of charge: contact us with the new person's details; that person then signs their own Participation Waiver. No transfer is possible on the day of the event.

Exceptionally, in case of injury or illness proven by a medical report before registration closes, you may choose to carry your registration over to the next edition of the same event instead of a refund.

Article 13 — Weather, force majeure and cancellation

Safety comes before the programme. If weather conditions, the state of the sea, a decision of a competent authority, force majeure or any other reason beyond our control makes the event dangerous or impossible, we may shorten it, change the course or the programme, postpone it or cancel it, both before and during the event. We publish the decision on the website and send it to registered participants by email as soon as we take it, and on site by public address and through the marshals.

If we postpone the event, your registration stands for the new date, with the right to transfer it to another person until registration for the new date closes. If we cancel the event, you choose: a refund of the contribution you made, to the same payment method, within 30 days, or leaving it with the event's cause as a donation; we ask you by email, and if you do not answer within 30 days, we refund it. Shortening, rerouting or stopping an event already under way for safety reasons gives no right to a refund.

We are not liable for your travel costs, accommodation or other costs incurred because of a postponement or cancellation.

Article 14 — Results, prizes and protests

We publish the results on the website within the time stated on the event page. A protest against a result is submitted to the event manager within 30 minutes of publication on site, or within 48 hours of publication on the website; the event manager's decision is final. Prizes are listed on the event page and cannot be exchanged for money unless they are cash prizes. A prize winner agrees to the publication of their name and a photograph from the award ceremony.

Article 15 — Fundraising alongside participation

A participant may open a fundraiser page on our platform alongside their registration. Contributions collected through that page are donations to the association intended for beneficiaries, separate from the participant's own entry contribution; the Donation Policy applies to them. The participant neither receives nor passes on contributions personally; any cash they collect is handed over to the association under the cash-handling rules.

Article 16 — Personal belongings and bag drop

We provide a bag drop when it is listed on the event page. You leave belongings at your own responsibility; we are not liable for money, jewellery, devices or other valuables. We keep unclaimed items for 30 days.

Article 17 — Complaints and contact

A complaint about the organisation of an event, a charge or the conduct of our team is sent to [[PLACEHOLDER: contact email]] within 14 days of the event. We reply within 15 days. A complaint concerning a child or child safeguarding goes to the safeguarding lead under the Child Safeguarding Policy.

Article 18 — Changes to the terms

We may change the terms for future events. For an event you have registered for, the version you accepted at registration applies, except for changes required by law or by a competent authority, of which we notify you by email. Every version carries a version number and a date.

Article 19 — Governing law and jurisdiction

These terms are governed by the law of Montenegro. We seek to settle disputes by agreement; if that fails, jurisdiction lies with [[PLACEHOLDER: the court with subject-matter and territorial jurisdiction for Tivat, to be confirmed by the lawyer]]. If any provision is void, the others remain in force.

PART B: PARTICIPATION WAIVER

Version: [[PLACEHOLDER: version number, e.g. 1.0]] of [[PLACEHOLDER: date]]. The platform displays this text in full at registration and stores the version number and the date and time of confirmation with the registration.

B.1 — Declaration of an adult participant

I, [first name and surname], born [date of birth], register for the event [event name, date], distance/activity [choice], and declare:

1. I have read and accept the Event Terms of the association “Santamore” (version [number]) and the special rules published on this event's page.
2. I am medically fit for the effort that the chosen distance or activity involves. If I had any doubt, I have consulted a doctor. I know of no medical condition that makes my participation dangerous for me or for others. [For events in the water:] I understand the effect of cold water and have no cardiac, vascular or respiratory condition that makes such exposure dangerous.
3. I understand that running, swimming in the sea, sailing, rowing and outdoor gatherings carry real risks, including serious injury, and that the organiser cannot remove them. I take part of my own free will, at my own risk and on my own assessment of my abilities.
4. I will follow the instructions of the organiser, marshals, lifeguards and the medical service and I will stop taking part when they order me to or when I myself feel that it is not safe to continue.
5. I consent to being given first aid if needed and to being transported to a healthcare facility.
6. Photographs and footage: [ ] I consent to being identifiable in the published material of the association and the event's sponsors [ ] I do not consent. I know that I may withdraw my consent at any time.
7. Results: [ ] my name may be published in the results list [ ] hide my name in the results.
8. Emergency contact: [name, telephone]. Health notes for the medical service (optional): [text].
9. The details I have given are accurate. I know that they are processed in accordance with the association's Privacy Policy.

[ ] I confirm all of the above. The date and time of confirmation are recorded by the platform.

B.2 — Declaration of a parent or guardian for a minor participant

I, [first name and surname of the parent/guardian], born [date], as the parent / guardian [circle one] of the child [first name and surname of the child], born [date of birth], register the child for the event [name, date], distance/activity [choice], and declare:

1. I am authorised to make this declaration on the child's behalf. I have read and accept the Event Terms (version [number]), the special rules of this event and the association's Child Safeguarding Policy.
2. I have judged that the child is medically fit and ready for the chosen distance or activity, and I know of no medical condition that makes participation dangerous. [For events in the water:] The child can swim at the level the activity requires and understands the lifeguards' instructions.
3. I understand the risks of the activity described in the Event Terms and accept them on the child's behalf to the extent the law allows. I know that the organiser cannot remove the risks that are part of the activity itself.
4. During the event: [ ] I will be present in person [ ] the adult I designate will be present: [name, telephone]. I can be reached on [telephone] for the whole duration of the event.
5. After the activity the child may be collected only by: [first name and surname, relationship to the child, telephone].
6. I consent to the child being given first aid if needed and to being transported to a healthcare facility, with notice to me without delay.
7. Photographs and footage in which the child is identifiable: [ ] I consent to their publication without the child's name [ ] I do not consent. I know that I may withdraw my consent at any time and that the association removes the photograph without question.
8. Results: [ ] the child's name may appear in the results list [ ] hide the child's name.
9. Health notes for the medical service (allergies, medication, conditions): [text].
10. The details I have given are accurate and are processed in accordance with the association's Privacy Policy.

[ ] I confirm all of the above on the child's behalf. The date and time of confirmation are recorded by the platform.

B.3 — Declaration of a crew member (regatta)

In addition to declaration B.1 or B.2, a crew member confirms: the name and registration of the vessel, the skipper's name, that the skipper is familiar with the racing rules and responsible for the vessel and the crew, and that the vessel is insured in accordance with the law.