Terms and Conditions for Fundraising Events and Challenges

Thank you for raising funds for NHS Lothian Charity (SC007342).

Please ensure you have read and understood the terms and conditions below before signing up for our events.

These Event Terms and Conditions outline the rules and requirements for participating in an NHS Lothian Charity event. By signing up, you agree to comply with these terms. If you do not agree with these terms and conditions, you must refrain from participating in our events.

If you are registering a participant under the age of 18, you confirm that you are their parent or legal guardian and have the legal authority to accept these Event Terms and Conditions on their behalf. You acknowledge that all rules, requirements, and responsibilities outlined in these Event Terms and Conditions apply equally to all participants, and appropriate parental or guardian consent may be required for participation.

These Event Terms and Conditions also apply to your participation in events organised by third-party organisers working in partnership with NHS Lothian Charity. By participating in such events, you acknowledge that you are bound by these terms in the same manner as events directly organised by NHS Lothian Charity. It is your responsibility to read and comply with all terms and conditions and instructions issued by the event organiser.

NHS Lothian Charity reserves the right to withdraw your place, without notice and at our discretion, if you fail to comply with these Event Terms and Conditions.

Health and Safety and Eligibility

By signing up for any event, you confirm that you meet all eligibility requirements as stated by NHS Lothian Charity and, where applicable, those set out by third-party event organisers. You are responsible for ensuring that you are medically fit and prepared to participate.

NHS Lothian Charity reserves the right to withdraw your place if it is discovered that you do not meet the relevant eligibility criteria.
Participation is at your own risk, and NHS Lothian Charity accepts no liability for any injury, illness, or other issues arising from your involvement in the event.

Cancellation and Changes

All registration fees and donations are non-refundable. If you choose to withdraw from the event, you must notify NHS Lothian Charity at [email protected], but no refunds will be issued in such cases.

Refunds may only be provided at the discretion of NHS Lothian Charity. NHS Lothian Charity is not liable for any costs, expenses, or other losses incurred by participants due to the cancellation, postponement, or modification of an event.

NHS Lothian Charity accepts no liability for any disruption, cancellation, or changes to the event caused by circumstances beyond our reasonable control, including, but not limited to, adverse weather conditions, natural disasters, acts of terrorism, pandemics, governmental restrictions, or other force majeure events. In such cases, we will make reasonable efforts to inform participants of any changes, but we are under no obligation to provide refunds or compensation.

Personal Data and Consent

By providing your information when you sign up to an event, you agree to being contacted by NHS Lothian Charity to receive ongoing support from us for the event.

All use of your personal data will be in accordance with applicable privacy laws and our Privacy Policy.

By participating in this event, you acknowledge that any photographs, video recordings, audio, or quotes taken on the event day or in connection with your participation may be used by NHS Lothian Charity for future publicity, advertising, fundraising materials, and other promotional purposes. If you do not wish for your images, video, audio, or quotes to be used in this way, please contact [email protected] before the event.

You must ensure that you will not publish or post on any website or other media operated by NHS Lothian Charity, or related to the event, any text, statement, photograph, image, or other material that is obscene, blasphemous, defamatory, infringes the intellectual property or other legal rights of any third party, or is otherwise unlawful, offensive, or inappropriate. NHS Lothian Charity reserves the right to remove any such content and take further action if necessary.

Entry Fee and Sponsorship Commitment

By registering for an event, you agree to pay the non-refundable entry fee as specified on NHS Lothian Charity’s website.

Additionally, you pledge to raise the suggested minimum sponsorship amount for your chosen event and achieve key milestones as specified on the relevant page of our website.

You also commit to raising at least 50% of your fundraising target one month before the event and 85% by the date of the event, with the remaining amount to be raised thereafter. If you fail to meet this target NHS Lothian Charity reserves the right to withdraw your place at our sole discretion.

Supporters and Spectators

Participants may invite friends and family to attend events as supporters or spectators. NHS Lothian Charity may also invite supporters, spectators or volunteers to help on the day. NHS Lothian Charity may at our discretion provide cheering materials, such as t-shirts and banners, to those who wish to support participants.

All supporters, volunteers and spectators attend entirely at their own risk, and NHS Lothian Charity accepts no liability for any injury, loss or damage that may occur as a result of their involvement at the event.

All travel to and from the event venue is the responsibility of the participant and their supporters, and any associated costs must be covered by them.

Contact and Participant Updates

Participants must ensure that their contact details remain up to date. If you change your address, phone number, email, or any other relevant information, you agree to notify us as soon as possible to ensure accurate communication and event arrangements.

For any questions or concerns regarding event participation, sponsorship, or these Event Terms and Conditions, please contact us at: [email protected] / 0131 465 5850.

Updated July 2025