25-27 October 2019

Terms & Conditions

A PREAMBLE & INTRODUCTION TO THE RULES

  1. The Terms and Conditions detailed below apply to all entrants participating in Hawkes Bay Traverse Mountain bike Event organised by GSG Events. Completion of an entry form or purchase of an entry by every participant acknowledges acceptance of these Terms and Conditions by the participant.
  2. The participant accepts that the event they are entering is a 5/3 stage race in a 2 man team format. Team times will be published daily showing stage time, overall time and position.
  3. The participant is fully responsible for their actions whilst attending the event. This includes all aspects during the event. Hawkes Bay Traverse and GSG Events does not accept responsibility for the actions of the participant nor the consequences of such actions.
  4. Each participant, upon signing the registration form, agrees that they are physically and mentally capable of riding Hawkes Bay Traverse or Experience. If, during the event, the medical team decides to pull the rider from the race this decision must be accepted without repercussion
  5. The event registration form must be completed by a person aged 18 years or over. Evidence of age may be requested. Participants under the age of 18 years will not be allowed to participate in the event.
  6. Each participant accepts full responsibility for any fees or costs incurred or arising from the need of any services not provided by Hawkes Bay Traverse or Experience.
  7. It is mandatory that all Participants wear a safety approved cycling helmet complying with latest ANSI Z90/4 or SNELL standards. Any rider not wearing a helmet will not be covered by the event insurance and will be disqualified from the event and could be liable for damages if involved in an accident on that basis. The rider must accept this as a condition of entry. Hawkes Bay Traverse reserves the right to refuse entry to the event to anyone with inappropriate equipment. The participant confirms that the cycle they are riding for the event and all of their equipment is suitable and in good condition to complete the event. In particular, the ability to complete longest distances, over rough terrain.
  8. The participant confirms that the cycle/bike they are riding for the event and all of their equipment is of a suitable standard and condition. In particular, the ability to complete the long distances and rough terrain of Hawkes Bay Traverse’s chosen routes.
  9. During the event there will be warning signs at appropriate points on the trails or roads. Absence of these signs does not signal there are no dangers approaching and it is the individual rider’s responsibility to make a decision regarding whether to ride a section or not. The marking of the route does not necessarily indicate that the trail or road is ride able and the participant is deemed to make their own decision about whether to proceed on bike, or foot.
  10. The Participant agrees to receive Pre Event and promotional communications from the event sponsors via email and pamphlets in goodie bags.
  11. The route is a marked route. It is the responsibility of each participant/team to ensure they follow each days route markers
  12. You must obey all race rules. You are requested to ride in single file where appropriate. Please be aware of your fellow cyclists and any other traffic on the route, we will be using private farm lands, walking trails and DOC lands. All cyclists must adhere to and obey the mountain biking code, be courteous to your fellow Participants and let faster Participants pass.
  13. Hawkes Bay Traverse reserves the right to shorten or alter the published route at anytime due to unforeseen circumstances. Participants do not have the right to claim a refund if the route is shortened.
  14. Each participant will be fully responsible for any fees or costs incurred or arising from an accident either involving or caused by the rider. This includes, but is not exclusive to, fees from Police, Air Ambulance, Fire and Rescue and the Ambulance service. If the situation arises that you are not capable of making the decision to call the emergency services, the rider agrees that a member of Hawkes Bay Traverse or a member of the public may call for them. In this situation, the rider still accepts the costs and consequences of such actions. For all international competitors it is vital that you have travel insurance.
  15. Each participant agrees to assign and grant the right and permission for Hawkes Bay Traverse to use and publish any photographs/film/video/electronic representations and/or sound recordings of the participant during the event. The participant hereby releases Hawkes Bay Traverse from any and all liability from such use and promotion. The participant hereby authorises the reproduction, sale, copyright, exhibit, broadcast, electronic storage and/or distribution of said photographs/film/video tapes/electronic representations and/or sound recordings without limitation at the discretion of Hawkes Bay Traverse. The participant specifically waives any right to any compensation they may have for appearing in any of the photographs/film/video/electronic representations and/or sound recordings of the participant at Hawkes Bay Traverse.
  16. The participants agree to inform the race organisers should they withdraw from the race. Not doing so will mean that a search may be organised and the subsequent cost will be billed to the rider.
  17. Hawkes Bay Traverse reserves the right to cancel the event, due to extreme weather conditions. In such a event, each participant will be refunded a % of their entry fee to be determined by the race organisers.
  18. Event entry fees are fully transferable up to 1 January 2019, and will incur an admin fee of NZ$200 per rider transferred.
  19. Refunds will be carried out through our payment gateway provider Pay Pal. Up to 30 December 2018 you will be refunded 65% of the total team entry fee. Refunds up to the 31 January 2019 will be refunded at 50% of total team entry fee. Refunds after 31 January 2018 are at the discretion of race management.
  20. The physical address registered for Hawkes Bay Traverse Ltd is:
  1. Preamble
    1. Hawkes Bay Traverse (“the race”) is a 2-person team mountain bike stage race. Teams have to race together for the entire distance of the race, looking after each other and their equipment.

  2. Structure and applicability of the Rules
    1. The rules of the race (“the rules”) are those which are applicable to all Participants (set out in section B below).
    2. The rules set out below are intended to be definitive and complete. Unless the rules specifically incorporate rules or regulations of any governing body of cycling (e.g. the UCI anti-doping regulations), such rules and regulations will not be applicable to the race.
    3. A failure to comply with any of the rules will result in a penalty, which could include a rider’s disqualification in certain circumstances. The various categories of penalties are set out in section D below.
    4. The interpretation of any rule by the President of the Commissaires Panel and the race organisers (acting jointly) will be final and binding on all race participants.
    5. The rules may be updated and amended from time to time. The version of the rules which are in force on the start date of the race in any year shall remain applicable to that staging of the race.

  3. Definitions
    1. For purposes of the rules, the following terms shall have the meanings set out below:
    2. “yellow board rider” means members of a team who have failed to complete any stage within the maximum stage time, but are allowed to continue the race in terms of the rules.
    3. “commissaire” means the official race commissaire appointed by the race organiser;
    4. “maximum stage time” means the maximum number of hours allowed to officially complete any stage as determined by the race organisers from time to time;
    5. “crusader” means a rider whose original team is no longer officially competing in the race, but who continues to participate in the race, as set out in rule 31.5. For the avoidance of doubt, a rider will achieve the status of “escapee”:
    6. should his/her original team member fail to start a stage, with effect from the commencement of that stage; or
    7. should his/her original team member withdraw from the race during a stage, with effect from the commencement of the next stage;
    8. “podium contender” means a rider in a team which, at the beginning of any stage, is in the top 5 positions in the relevant category or whose total time is not more than one hour off the total time of the 3rd placed team in the relevant category at the beginning of such stage;
    9. “rider separation” means the maximum allowable time separation between team members at any time during the race, namely 2 minutes

  4. GENERAL RULES (APPLICABLE TO ALL Participants
    1. The minimum age of participation is 18 years on 31 December of the year in which the race takes place.
    2. There are 4 riding categories for teams, namely men, women, mixed and masters.
    3. To start in (i) the masters category, both Participants must be 40 years or older on 31 December of the year in which the race takes place.

  5. Medical
    1. Participants must ensure that they are in good health and well trained.
    2. The race organisers reserve the right to prevent a rider from continuing the race on receipt of medical advice from an official race medic or any other medical doctor recognised by the race organisers – the decision of the race organisers in this regard shall be final.

  6. Race Numbers
    1. the front number is securely fitted and visible from the front;
    2.  the frame marking is displayed as per instructions received at registration;
    3. Both Participants in a team must display their race numbers at all times
    4. Race numbers may not be modified or mutilated in any way, including cutting, adding stickers, removing existing stickers or trimming.
    5. No official Hawkes Bay Traverse / Hawkes Bay Traverse sponsor logos may be removed from race numbers and/or be obscured in any way.
    6. Race and category leaders are obliged to wear the leader jerseys supplied by the race organisers.
    7. Podium finishers and overall category leaders must be present at the finish line awards ceremony (if applicable) and the daily awards ceremony at 18h30 in the rider dining marquee, including the final ceremony.

  1. Time Trial/Prologue
    1. The 1st stage of the race may take the form of a prologue and/or a team time trial. Should the race include a prologue and/or time trial in any year, the provisions of this rule 10 will apply.
    2. Participation in the time trial/prologue is compulsory for all teams.
    3. A team’s time in the time trial/prologue counts towards the team’s overall time and overall ranking.
    4. Each team will receive a pre-allocated start time for the time trial/prologue. It is the rider’s responsibility to know his/her start time. In case of a prologue, the start times will be advertised via the race website. In case of a team time trial after stage 1, the start times will be published at the race office together with the posting of the previous stage’s final results.
    5. Participants must report at the entrance to the start chute at least 15 minutes before the allocated start time.
    6. If a team misses their start time, they will be allowed to start at the discretion of the start/chief commissaire but their time for the time trial/prologue will be measured from their originally allocated start time.
    7. The maximum stage time for the time trial/prologue will be measured individually for each team, commencing at their actual start time. Should any team or rider fail to finish the time trial/prologue within the maximum stage time, such team and/or rider will be classified as a blue board rider.
    8. The organisers may make provision for a course practice. No Participants are allowed on the course outside the official practice times (if applicable) or on race day before their allocated start time. All of the remaining race rules are equally applicable to a time trial/prologue.

  2. Stage Starts
    1. The start chute opens 30 minutes before the start of each stage, unless communicated otherwise.
    2. Differential start zones will be allocated according to overall ranking in the race, and the organisers may allocate different (i.e. “staggered”) start times for each starting zone. Should staggered start times be allocated, any reference to start times in these rules will be to the start time applicable to the particular rider’s start zone.
    3. The leading 5 teams in the men’s category and the leading 3 teams in the women’s category, as well as the overall leaders in each of the other categories (category leader jerseys), will be called up. Teams are obliged to assemble in the start paddock immediately next to the start line no later than 10 minutes before the start.
    4. The seeded starting zones will close strictly 10 minutes before their start time. Teams arriving late must start at the back of the field.

  3. Route and Stages
    1. Participants must complete the full designated route and distance of all stages, including the time trial and/or prologue.
    2. Only Participants who complete each of the stages within the maximum stage time will qualify as official race finishers.
    3. The actual race distance or route may vary from the published or briefed distance.
    4. A rider must at all times follow the official route, obey the directions of the course marshals, and may not take any shortcuts or take any other advantage of a similar nature against competitors. The responsibility for following the official route lies with each rider.
    5. Participants who exit the route for any reason must return to the course at the same point from which they exited.
    6. Any walking, running or riding by a rider, which is carried out without the intention of directly re-joining the route, or any other activity in breach of the rules, which takes place outside of the marked course area, is not permitted.
    7. No rider shall trespass at any time of the year on land which is not open to the public for mountain biking and which forms part of the race route of any edition of the race, nor will any rider distribute any GPS co-ordinates in respect of the route at any time.

  4. Prohibited Equipment
    1. The race organisers may at any time prohibit any other item of equipment (other than essential cycling equipment) in their discretion and Participants shall at all times comply with any such prohibition.

  5. Race Timing
    1. Only team times will be advertised, but individual rider times will be recorded for purposes of measuring rider separation.
    2. The team time is determined as the time at which the second team member passes the stage finish line.
    3. No rider may carry more than 1 transponder at any time, and no rider may pass his/her transponder on to anyone else at any time.
    4. Timing will start with the start time each morning (see rule 11.2).
    5. The start line will remain open for 15 minutes after the start time.
    6. Any rider who cannot make his/her start time must report to the commissaire within 15 minutes of the start time to request approval for a late start.
    7. No rider is allowed to start late without approval. If no approval for a late start has been given, the rider will be considered a DNS (did not start), hence receive no stage result and will automatically be classified as a yellow board rider.
    8. Any rider who does not start a stage at all will automatically be qualified as a yellow board rider.
    9. The maximum stage time will not be adjusted for any rider who is permitted a late start and/or who started in a start zone with a later start time than his / her own.

  6. Maximum Stage Times
    1. The maximum stage times are determined according to the length of each stage and the terrain to be covered. Maximum stage times will be included in the race registration pack, but may be varied by the race organisers at their discretion, subject to Rule 15.2. Any variations will be communicated to Participants at the stage briefing on the night before the relevant stage.
    2. The maximum stage time allowed for each stage of the race will be the greater of the maximum stage time advertised and 2x the winning time (i.e. if the winning time is more than half of the maximum stage time communicated at the race briefing, the maximum stage time allowed will automatically be adjusted to 2x the winning time). If applicable, the adjusted maximum stage time will be signposted at the final water point on the stage once the winners have crossed the finish line.
    3. Participants may cross the finish line on foot provided that they have their bikes with them.
    4. The race organisers may designate intermediate cut-off points which must be reached within specific times on each stage. Any teams which fail, or will in the sole opinion of the race organisers and commissaires be unable, to reach intermediate cut-off points will be prevented from continuing to ride, be swept from the course and be classified as DNF (did not finish) for that stage.
    5. The race organisers may at any time impose additional cut-off points due to safety reasons. The provisions of rule 16.4will apply to Participants who have not yet reached the designated cut-off point within the allocated time or, in the sole opinion of the race organisers and commissaires, will not reasonably be able to do so. Any rider not able to complete a stage will be transported to the stage finish.
    6. If a rider cannot continue the race for whatever reason, all effort will be made to transport such Participants and their bikes to the race finish at their own cost.
    7. Any rider who does not complete a stage within the maximum stage time for the first time will be classified as a non finisher.
    8. These Participants will be entitled to continue the race (i.e. they may start the following stage), but will not be classified as official race finishers.
    9. Should any non finisher again fail to finish a stage within the maximum stage time or fail to start a stage in compliance with rule 15, he or she will not be allowed to continue the race (i.e. he/she will not be allowed to start the next stage).

  7. Abandoning of a Stage
    1. The race organisers may abandon any stage at any time, in their sole discretion, due to safety concerns or any other reason which they consider appropriate. Should any stage be abandoned, the remaining provisions of this rule 16 shall apply.
    2. Should the first 3 teams in each category have completed the stage prior to the time at which it is abandoned, the stage will be classified as an official stage of the race and count towards the overall results. Should less than 3 teams have finished in any category at the time of abandonment, the stage will not constitute an official stage and will be disregarded for purposes of the overall results.
    3. Where an abandoned stage will count towards the overall results, Participants who are on the course at the time of abandoning the stage will be allocated a stage time based on a percentage of the category winner’s time.
    4. Any rider who withdraws from a stage before it is officially abandoned or who does not reach the designated cut-off point for abandoning the stage will be classified as a DNF in accordance with rule 16.3.

  8. Traffic Regulations
    1. The race does not always have exclusive use of any public or private roads during the race.
    2. All regular traffic regulations must be observed at all times during the race. (In New Zealand we drive/ride on the LEFT HAND SIDE of the road!)
    3. Instructions of marshals must be strictly adhered to.

  9. Checkpoints
    1. There will be checkpoints on each stage, during which rider separation rules will be enforced.
    2. Teams that are not detected when passing the checkpoints may be disqualified.
    3. The location of the checkpoints will not be published, and hidden checkpoints are not excluded.

  10. Registration and Briefing
    1. Race registration takes place at the venue and at the time and place indicated on the race website.
    2. Participants must report to registration as a team and bring any form of ID with a photograph on it .
    3. All Participants must have registered by the cut-off time indicated on the race website on the day preceding the first stage of the race (or prologue, if applicable). No category changes will be permitted after race registration closes.
    4. A pre-race briefing will take place at the time and place indicated on the race website.

  11. Nutrition and Hydration
    1. Hawkes Bay Traverse / Hawkes Bay Traverse passes through very dry and very hot areas of New Zealand’s North Island. Participants retain the ultimate responsibility to carry enough water and nutrition with them between water points.
    2. Hawkes Bay Traverse / Hawkes Bay Traverse organisers will provide water at official water points on the route, which is intended for drinking purposes only. No excessive use of water for any other purpose will be permitted at official water points.
    3. The race organisers will provide race nutrition to all Participants on the basis set out in the rider race booklet.
    4. The race nutrition table is a self-service station and it is the rider’s responsibility to refill his/her own bottles.
    5. Discretion of the Commissaire and Race Organisers
    6. Where any additional rule interpretation is required, or where specific provision for any incident has not been made in these rules, the decision of the panel consisting of the commissar and race organisers will be final.

  12. Seconding and Outside Support
    1. No seconding or outside assistance is permitted under any circumstances. For purposes hereof, “outside assistance” includes physical assistance (as defined in rule 8.4) by any person other than a fellow competitor or accredited water point staff at official water points on the route.
    2. Drafting is allowed between Participants, their team partners and fellow competitors, but no rider may draft behind an outcast rider or any person who is not a participant in the race.
    3. No other form of drafting is permitted whatsoever, including but not limited to drafting behind private vehicles, motor cycles, trucks and official race vehicles.
    4. Specific escort or seconding vehicles not provided by the race organisers are not permitted to follow the race route. However, supporters may drive their own vehicles along public roads to reach vantage points to vocally support Participants.
    5. Some sections of the course will be closed to all non-event traffic – including some public roads. Their closure must be respected by all.
    6. No rider and/or team supporter may access any restricted and/or prohibited area in the race village.

  13. Medical and Technical Assistance
    1. Medical assistance will be supplied by the race organisers at all official water points.
    2. Technical assistance may be provided for Participants at neutral tech support zones along the route, and Participants will be informed on the race website should this be available during any edition of the race. Participants will be required to carry credit cards with them in order to pay for any spare parts received.

  14. Withdrawals
    1. Teams or Participants that cannot continue the race for whatever reason must immediately inform the race office. This can be done at the race start, the finish or water points.
    2. Should any rider or team fail to inform the race office of his/her/its withdrawal, and should a search and rescue operation be initiated for such rider or team, the cost of the search and rescue will be for the account of that rider or team.
    3. Should any member of a team be incapable of finishing the race, his or her team partner will be entitled to continue riding in the race and may qualify as a finisher, but will not qualify for any rankings. Individual Participants will be seeded according to their overall race time.

  15. Environmental and Ethical
    1. Participants must respect the environment at all times, and no littering or damage to the environment will be tolerated. In particular, but without limiting the generality of this rule, the following actions are specifically prohibited:
    2. throwing away of water bottles, packaging or bike spares;
    3. deviating from the route;
    4. smoking at any point on the route is not permitted.

  16. Protests
    1. Any protests must be submitted in writing, on the official protest sheets provided in the race office, to the commissaire after the rider has crossed the finish line, within the allocated time period set out below.
    2. A deposit of $50 must accompany any protest, before the protest will be considered.
    3.  If the protest is upheld, the deposit will be refunded. If the protest is not upheld, the deposit will be forfeited and donated for trail development.
    4. Race protests must be submitted within 2 hours of the rider crossing the finish line.
    5. Result protests must be submitted within 2 hours of posting of preliminary results for the relevant stage.

  17. Doping
    1. The race organisers reserve the right to test all Participants for doping and/or the use of any illegal substances.
    2. All test results will be forwarded to national cycling federations, and positive results will lead to penalties.
    3. Any person who is under provisional or final sanction by an Anti-Doping Organisation with jurisdiction under the WADA Code (a “person under sanction”) is prohibited from participating or being involved in the race, whether as a rider, team manager or official or in any other capacity whatsoever. Where any such sanction has been made final for an offence committed after 31 December 2012, such prohibition shall apply for the life of the person under sanction (irrespective of the duration of the sanction imposed by the relevant Anti-Doping Organisation).
    4. Should the race organisers only become aware that any rider, team manager or official is a person under sanction after having accepted such rider’s entry and/or team manager or official’s participation in the race, such entry or right of participation shall immediately be cancelled.
    5. Whilst Hawkes Bay Traverse / Hawkes Bay Traverse will endeavour to take all reasonable steps to recover any prize money paid to a party who has been disqualified from the official results due to a doping violation, the organisers cannot be held liable by any party for damages suffered as a result of the loss of any such prize money. Any prize money (or any portion thereof) which is recovered from the guilty party shall be paid to Mountain Bike NZ, which can allocate the funds as it, in its sole discretion, deems fit.

  18. Code of Conduct
    1. All Participants are expected to display good sportsmanship at all times, and must not use offensive or abusive language for the duration of the Hawkes Bay Traverse / Hawkes Bay Traverse.
    2. All Participants, Supporters or volunteers will refrain from any bath mouthing with regartds tot he race, organisers, or event. Any information that is shared on social media that is damaging or scathing to the organisers in any way what so ever, will be liable for prosecution.
    3. All grievances are to be taken up with the organisers in writing and a response will be issued

About the event

This is an event the likes of which have never been seen before in NZ, you don’t want to miss out on the running nor the goodie bags, but wait, that’s not all, we even include a 20min daily massage  at the end of each day.

 

Lace up your trail running shoes, pack extra socks, grab your best mate and come experience Hawke’s Bays plethora of trails . Be part of the only trail running stage race in New Zealand.

Website signed by: www.smishyfish.co.za © Hawkes Bay Traverse 2019

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