24 Rivers Backyard Ultra 2027 — Terms & Conditions

Event: 24 Rivers Backyard Ultra · 24 Rivers Farm, near Vaalwater, Limpopo
Dates: Camping Friday 12 – Monday 15 March 2027 · Run starts Saturday 13 March 2027, 07:00
Organiser: James Gaylard · james@24rivers.com · WhatsApp +27 73 891 1634

By entering, you accept these terms on behalf of yourself and anyone included in your entry (e.g. non-running campers).

IMPORTANT — PLEASE READ SECTION 7 CAREFULLY. It contains a waiver of liability and an indemnity. It limits your rights and places risk on you. Ask us before entering if anything is unclear.

1. Entries and places

1.1 Entries are capped at 100 runners. Each runner enters individually. Non-running campers don't enter; they come as part of a runner's entry, and the runner tells us how many adults and children are coming.

1.2 Places, including cottage upgrades, are held in order of entry-form completion.

1.3 After you enter, we'll contact you to agree your options, then email you payment details.

1.4 Your place is confirmed only when payment is received within 7 days of the payment email. If we don't receive payment in that time, your place is released to the waiting list.

1.5 Once the cap is reached, new entries join a waiting list and are offered released places in order of entry.

1.6 Runners must be at least 18 years old on race day.

2. Fees and payment

2.1 Fees:

• Run entry: R1,500, which includes 3 nights' camping and an event T-shirt
• Non-running campers (part of a runner's entry): R600 per person, adults and children alike, Fri–Mon
• Cottage upgrade: +R1,500 per person sharing, bedding included (5 cottages, subject to availability)

2.2 Pay by EFT using the reference 24Rivers + your name (e.g. 24Rivers Jane Smith). Bank details are sent in your payment email.

2.3 Optional extras are booked and invoiced separately: catered meals (farm breakfasts, spit braai), game drives, horse riding and star shows. Ticking them on the entry form shows interest only and commits you to nothing.

2.4 Game drives, horse riding and star shows are run by a neighbouring farm. Their own terms and indemnities apply.

2.5 Transport: you're responsible for getting to and from the event. A shuttle from Johannesburg/Pretoria may be offered if there's enough interest; ticking it on the entry form shows interest only. Details and prices will follow.

3. Transfers and refunds

3.1 You may transfer your entry to another person until Friday 26 February 2027 (2 weeks before the event). Contact us with the new entrant's details. They must complete the entry form and accept these terms.

3.2 No transfers after 26 February 2027.

3.3 Entry fees are non-refundable. If you can't attend, use the transfer option.

4. Event changes and cancellation

4.1 We may change the course, timings or format for safety reasons, including weather, fire risk or access.

4.2 Loops are suspended when there is lightning within 10 km. The clock stops for everyone and the race resumes when it is safe.

4.3 If the event is cancelled, we will contact all confirmed entrants by email.

5. Race rules

5.1 Every loop starts on the hour. You must be in the start corral at the bell; late starts are not permitted.

5.2 Loops alternate: odd loops are Gum Forest & Dam, even loops are Church Camp. The last runner to complete a loop alone wins.

5.3 Mandatory gear: headlamp with spare batteries, whistle, emergency space blanket, rain shell, and a charged mobile phone.

5.4 The medical team and Race Director may withdraw any runner on medical or safety grounds. Their decision is final.

6. Camp rules

6.1 Fires: the communal campfire burns 24/7. You may make your own fire only in the stone fire rings at the campsites, using the firewood provided. Never leave a fire unattended, and put it out completely before you leave it or go to sleep. No fires anywhere else on the property. The Race Director may ban personal fires at any time, for example in high wind.

6.2 Quiet hours: Friday from 21:00; none on Saturday (race night); Sunday from 21:00.

6.3 The farmhouse may be visited in daylight hours, escorted only.

6.4 Swimming in the dam is at your own risk. Never swim alone, at night or under the influence of alcohol, and supervise children at all times.

6.5 Leave no trace. Use the bins provided and take your rubbish home where possible.

6.6 No pets are allowed on the property.

7. Safety, risk and liability waiver

Our safety commitment

7.1 Your safety is our first priority. We will take all reasonable precautions, including:

• Medical staff on site for the full event, with a medical station at base camp
• A dedicated safety officer on site, and all required event applications (including police) in place
• Loop marshals, increased at night, and a sweep runner
• A clearly marked route with reflective markers and glow sticks for night loops, recced in daylight and darkness beforehand
• A lightning protocol: loops are suspended when there is lightning within 10 km
• A fire policy: fires only in the communal campfire and designated fire rings, with extinguishing equipment on hand
• An emergency plan: emergency vehicle access to the route and a pre-planned evacuation route to hospital
• A pre-race safety briefing for all runners

Risks you accept

7.2 Even with these precautions, a backyard ultra in the bushveld carries risks that cannot be removed entirely. They include:

• injury, exhaustion, dehydration, heat illness and hypothermia
• falls on uneven, rocky, wet or slippery ground, especially at night
• wildlife, snakes, ticks and insects
• extreme weather, including heat, storms and lightning
• swimming in the dam
• the remote location: hospitals are 60–90 km away, so medical evacuation takes time
• in rare cases, serious injury or death

7.3 You confirm that:

• you have read and understood these risks
• you take part voluntarily and at your own risk
• you are medically fit and have trained adequately for the event
• you will tell the medical team about any medical condition that may affect your safety
• you will follow the instructions of the Race Director, safety officer, medical staff and marshals

Waiver and indemnity

7.4 To the fullest extent permitted by South African law, you waive any claim against the following people:

• the organiser
• the landowner and 24 Rivers Farm
• staff and volunteers
• the medical and safety providers
• the neighbouring farm and other service providers

This applies to any injury, illness, death, loss or damage to property arising from your participation in the event, camping, or any activity on the property.

7.5 You indemnify those same people against any claim made by you, your dependants, your estate or anyone included in your entry, arising from your participation.

7.6 This waiver does not apply to loss or harm caused by gross negligence or wilful misconduct. It also does not take away any right you have that cannot lawfully be excluded, including under the Consumer Protection Act.

7.7 Property: you are responsible for your own property. We are not liable for loss, theft or damage to tents, vehicles or belongings.

7.8 Children and non-runners: you are responsible for any children and non-runners in your entry. A parent or guardian must accept these terms on behalf of anyone under 18.

Medical treatment

7.9 You consent to emergency medical treatment, including transport to hospital, if the medical team considers it necessary.

7.10 Costs not covered by the event medical provider, including hospital and ambulance transfer costs, are your own responsibility. We strongly recommend medical aid or personal accident cover.

7.11 You agree to sign the event indemnity (Annex A) at check-in. You cannot run without it. Every adult non-running camper also signs it at check-in, and a parent or guardian signs for anyone under 18.

8. T-shirts

8.1 Every runner receives an event T-shirt. Sizes are guaranteed for entries paid by 31 January 2027; after that, sizes are subject to availability.

9. Photos and media

9.1 Photos and video may be taken at the event and used to promote 24 Rivers events. If you'd prefer not to appear, tell us at check-in.

10. Privacy (POPIA)

10.1 We collect your details only to manage your entry, your safety and communication about this event.

10.2 Medical and emergency-contact details are shared only with the event medical team, and only where needed.

10.3 We don't sell or share your information with anyone else.

10.4 Your information is stored securely and deleted within 12 months after the event, unless you ask us to keep you informed about future events.

10.5 To see, correct or delete your information, email james@24rivers.com or WhatsApp James on +27 73 891 1634.

11. General

11.1 These terms are governed by the laws of the Republic of South Africa.

11.2 If any part of these terms is found to be unenforceable, the rest still applies.

11.3 We may update these terms before the event. If we change anything material, we'll tell confirmed entrants by email.

Annex A — Event indemnity (signed at check-in)

24 Rivers Backyard Ultra · 12–15 March 2027

I, ______________________________ (full name), ID/passport no. ______________________, confirm that:

1. I have read and accept the 24 Rivers Backyard Ultra 2027 Terms & Conditions, including Section 7: Safety, risk and liability waiver.
2. I understand that taking part involves risks, including serious injury or death. I take part voluntarily and at my own risk.
3. I am medically fit to take part. I have told the medical team about any condition that may affect my safety: ___________________________________________
4. I waive all claims against, and indemnify, the organiser, the landowner, staff, volunteers, and the medical, safety and other service providers. This covers any injury, illness, death, loss or damage arising from my participation, except where caused by gross negligence or wilful misconduct.
5. I consent to emergency medical treatment and transport to hospital if needed. I accept responsibility for any costs not covered by the event medical provider.

Medical aid / insurer: ______________________ Membership no.: ______________________

Emergency contact (name and number): ___________________________________________

Signature: ______________________ Date: ____ / 03 / 2027

If under 18: Parent/guardian name: ______________________ Signature: ______________________