XTERRA 2017 Kraków – Poland (13 August 2017)
RULES OF COMPETITION
Short and Long Distances
- To promote the city of Kraków
- To promote cross triathlon as a multi-discipline sport for active and healthy lifestyle
- XTERRA Poland 2017 is organised by Stowarzyszenie Sport Bez Barier, ul. Promowa 10, 30-398 Kraków, Poland and Poland Sport Promotion (private limited company) ul. Czarnowiejska 6, 31-126 Kraków.
- Stowarzyszenie Sport Bez Barier, ul. Promowa 10, 30-398 Kraków, Poland, is the data controller in relation to the data processed in connection with XTERRA Poland 2017 within the meaning of the Personal Data Protection Act of 29 August 1997 (Journal of Laws 2016, item 922).
- The provision of personal data is voluntary but necessary to participate in the Competition. Persons who provided their personal data have the right to access and correct their data and to revoke their consent to data processing at any time. The Organiser may process personal data in connection with the organisation of XTERRA Poland 2017 also in collaboration with other parties to the extent necessary to organise XTERRA Poland 2017.
- The competitor’s personal data may be transferred to parties cooperating with the Data Controller in connection with XTERRA Poland 2017 and related campaigns under entrustment contracts in accordance with Article 31 of the Personal Data Processing Act of 29 August 1997 (Journal of Laws 2016, item 922).
III. HONORARY PATRONAGE
- Polish Triathlon Union
- President of the City of Kraków
- Ministry of Sports and Tourism
- Wojciech Mazurkiewicz
- Marcin Błaszczyk
V. INDICATIVE SCHEDULE
The schedule provided below is indicative and may be subject to change. Changes, if any, will be communicated on the official website (www.xterrapoland.pl) and in the news section of the XTERRA Poland fanpage.
4PM-7PM – Registration office opening hours (start packages pickup)
4PM-6PM – Bike route check
7:30AM -7PM – Registration office opening hours (start packages pickup)
7PM – technical briefing, pasta party
7:00AM-8:00AM – Registration office opening hours for SHORT distance (start packages pickup for SHORT distance only!)
7:00AM-8:15AM – storing bikes in transition zone for SHORT distance
8:15AM – briefing for SHORT distance contestants
8:30AM – start of SHORT distance race
11:30AM – closing of SHORT distance race course
11:30AM-12:00PM – claiming bikes back from transition zone
3:00PM – decoration of SHORT distance contestants
8:00AM-11:30AM – Registration office opening hours for FULL distance (start packages pickup for FULL distance only!)
12:00PM-1:15PM – storing bikes in transition zone
1:15PM – briefing for FULL distance contestants
1:30PM – start of FULL distance race
6:30PM – closing of FULL distance race course
6:40PM – decoration of FULL distance contestants
VI. DISTANCE, COURSE
START, FINISH, the Race Office and the Expo zone will be located at Wyłom Street, Kraków. The exact location (with an indication on the map) of START, FINISH, the Race Office and the Expo zone, as well as swim, bike and run routes will be presented on the XTERRA Poland website and fanpage.
I part: swim
Swim course distance:
- long distance – approx. 1,500 m (two loops)
- short distance – approx. 750 m (one loop)
The swim will be in the Zakrzówek Quarry (deep water start).
The start will be in waves: PRO athletes —> long-distance athletes —> short-distance athletes.
The direction is counter-clockwise (with buoys on left-hand side). The expected water temperature is 18–22oC.
II part: off-road biking
- long distance – approx. 38 km (two loops)
- short distance – approx. 19 m (one loop)
The route is on forest paths, meadows and gravel roads; 90% of the route is closed to traffic. GPS measured course.
Drafting is allowed.
III part: run
- long distance – approx. 10 km (two loops)
- short distance – approx. 5 m (one loop)
Paved roads and hard-surfaced forest roads.
GPS measured course.
VII. REGISTRATION AND FEES
- You may register online at http://xterrapoland.pl/.
- Online registrations will close on 10 August 2017. On 11–13 August 2017, you may only register at the Race Office within its opening hours.
- A total limit of 400 race kits applies to short and long distances. Competitors will be accepted in the order in which they register and pay the fee. The day of payment is the date the money is credited to the Organiser’s account or paid at the Race Office. The race kit is guaranteed to those who register and pay the fee before the limit of 400 race kits is reached. No registration will be possible after the limit is reached. Competitors who register at the Race Office are not guaranteed to receive the complete race kit (this does not apply to items necessary to participate in the Competition, such as a swimming cap, a set of race numbers, a timing chip).
- No registration fees apply to disabled persons (a certificate of disability is required) and to persons exempted from the fee by the Organiser.
- The Organiser will verify eligibility for exemption from the registration free at the time of collection of a race kit at the Race Office
- Entry fees are not refundable unless the race is cancelled through the fault of the Organiser or payment is made after the time limit or the limit referred to above is reached.
- The amount of the fee depends on when the payment is made, as specified below.
- Long Distance Fee:
261 PLN – by 30 April 2017
326 PLN – from 1 May 2017 to 30 June 2017
415 PLN – from 1 July 2017 till Start Day
For PRO athletes entry fee with 50 % discount according to the regulation below p. 18.
9. Relays (applicable to Long Distance only);
261 PLN – by 30 April 2017
415 PLN – from 1 May 2017 to 30 June 2017
479 PLN – from 1 July 2017 till Start Day
10. Short Distance Fee:
- 152 PLN – by 30 April 2017
- 196 PLN – from 1 May 2017 to 30 June 2017
- 240 PLN – from 1 July 2017 till Start Day
11. The entry fee is payable upon registration. Payments are made via the automatic system available on our website.
12. In the case of registration at the Race Office, the fee will be payable in cash in PLN or EUR (please bring the exact sum, otherwise you risk that your payment will not be accepted).
13. Cancellations should be submitted in writing to firstname.lastname@example.org.
14. The operator of the registration panel, i.e. STS-2 s.c. T.Kurkowski i M. Kwiatkowski, is responsible for refunds and complaints, if any, related to online and credit card payments.
15. The refund of the registration fee will depend on when the cancellation is submitted:
- 50% refund applies to cancellations submitted up to 4 months before the Competition (i.e. by 13 May 2017, inclusively),
- 25% refund applies to cancellations submitted up to 1 month before the Competition (i.e. by 13 July 2017, inclusively),
- no refund applies if the cancellation is submitted within a month before the Competition (i.e. after 13 July 2017).
16. The registration fee comprises:
- a race kit (a swimming cap, a set of race numbers for bike and helmet, run and a deposit bag, a returnable timing chip, a deposit bag, a finisher’s T-shirt),
- a finisher’s medal,
- a post-race meal.
17. A cancellation insurance policy can be purchased at the time of registration. This is a cover against loss of registration fees in specific circumstances.
18. If you register also for the competition which is due to take place on 12 August 2017 (Saturday) as part of XTERRA Poland 2017, you will be eligible to a 30% discount on the registration fee for the Saturday competition (the applicable fees are specified in the rules of that competition).
19. On long distance individual competition every athlete can register and be classified as a PRO athlete. For such purpose prior to the registration it is obligatory to raport such fact to the Organiser via email, address: email@example.com. Organiser will verify whether the mentioned athlete is on PRO athlete list send through by XTERRA. After the positive verification every athlete will receive, via email, code which allows to complete the registration form as PRO athlete. At the same time this code authorizes the PRO athletes to make the entry fee with 50 % discount.
VIII. CONDITIONS OF PARTICIPATION, REGISTRATION
- The event is open to everybody.
- To compete in XTERRA Poland 2017, competitors must be 15 years of age by 13 August 2017 and fulfil the criteria listed below.
- A person who is not 18 years of age may participate if he/she is registered by his/her parent/legal guardian via the website or at the Race Office and subject to a written consent of his/her parent/legal guardian to his/her participation in the competition. The consent must be shown at the Race Office at the time of collection of the race kit. A race kit for an underage competitor may only be collected by his/her parent/legal guardian upon presentation of an identity document. The parent/guardian consent form is enclosed as Annex 3 to the Rules of Competition and can be downloaded from the website. You are advised to download and fill out the form and submit it at the Race Office. Underage competitors are not allowed to register or collect a race kit on their own. Parents or legal guardians who register an underage person take over responsibility for his/her participation in the race.
- Only the competitors registered in accordance with the Rules of Competition will be allowed to participate in XTERRA Poland 2017 long and short distance races.
- To participate in the race, you have to:
- fill out the registration form in order to register in accordance with the Rules of Competition;
- pay the registration fee in the amount and at the date stipulated in the Rules of Competition;
- give your consent to:
- the processing of your personal data for the purposes of the Competition;
- free use of your image on photographs and video recordings in printed and electronic materials related to XTERRA Poland 2017, including but not limited to websites and photo galleries.
The consent form can be viewed in Annex 1 to the Rules of Competition and will be available for your signature when you come to the Race Office to collect your race kit.
- You will be asked to show an identity document at the Race Office in order to collect your race kit and race numbers.
- Another person may collect your race kit and race numbers on your behalf if he/she shows an identity document (with a photo) at the Race Office, as well as your written authorisation to collect your race kit and his/her consent to the processing of his/her personal data for the purposes of the Competition. The statement form containing your authorisation and the person’s consent is enclosed as Annex No 2 to the Rules of Competition and can be downloaded from the website.
- Competitors are required to comply with the rules of XTERRA World Tour, the regulations of the Polish Triathlon Union (available on www.triathlon.pl) and the present Rules of Competition. By registering, you agree to participate in the Competition in accordance with the present Rules of Competition, the rules of XTERRA World Tour and the regulations of the Polish Triathlon Union (available on, respectively, www.xterraplanet.com and www.triathlon.pl).
- By registering, you acknowledge that you participate in the Competition at your own risk and responsibility, taking into accounts risks associated with the nature and distance of the race, which may involve risks to your health or life. To participate in XTERRA Poland 2017, you should be in good health and free from any conditions which make it inadvisable for you to participate in a sports competition.
- Competitors are required to follow the rules of public order and stewards’ instructions and to show respect to other competitors. Persons who violate the rules of public order, interfere with the course of the competition or breach the Rules of Competition, the regulations of the Polish Triathlon Union or the rules of XTERRA World Tour may be removed by the Organiser from the venue of the event. Competitors acknowledge and agree that the Organiser has the right to exclude any competitor from the race if he/she does not comply with the present Rules of Competition, the regulations of the Polish Triathlon Union, the rules of XTERRA World Tour or instructions of the Organiser’s staff during the Competition.
- Competitors may deposit their personal belongings bags, which they must label with the race number received with their race kit. The deposit is not intended for storage of valuables or items that may be damaged unless handled with extra care. Items left in the deposit will be kept in plastic bags within the START–FINISH zone and may be collected on presentation of the competitor’s race number. If you lose your race number, the Organiser will not be liable if your belongings are collected by another person.
- The Organiser is not liable for damage, if any, caused by competitors as a result of their participation in the Competition.
- Relays are allowed for the long distance competition:
a.male relay (a team of 3 men, each of whom competes, respectively, in swimming, biking or running), or
b. mixed relay (a team of at least one woman and two other competitors, either men or women, each of whom competes, respectively, in swimming, biking or running).
2. The same race number is assigned to all members of a relay team.
3. A relay team must be registered by one of its members (captain). To do so, the team captain must tick the “relay” checkbox and select “male relay” or “mixed relay” on the registration form. The team captain will also collect race kits for the whole team on the condition that he/she submits consents of all members of the team to the processing of their personal data and the use of their image on the form enclosed as Annex 1 to the Rules of Competition.
4. The registration fee should be paid for the whole relay team (a single payment per team instead of 3 payments from each member).
5. The relay exchange will take place at the T1 (swim-bike) and T2 (bike-run) transition zones, with the in-coming competitor transferring the timing chip to the out-going competitor before he/she exits the transition zone.
6. Notwithstanding the above provisions, all members of relay teams are bound to observe the same rules and conditions of participation in the Competition as those applicable to individual competitors.
- Long distance:
a. PRO athletes:
b. Open Women
c. Open Men
d. Age categories:
W – 15-19
W – 20-24
W – 25-29
W – 30-34
W – 35-39
W – 40-44
W – 45-49
W – 50-54
W – 55-59
W – 60-64
W – 65-69
W – 70-74
M – 15-19
M – 20-24
M – 25-29
M – 30-34
M – 35-39
M – 40-44
M – 45-49
M – 50-54
M – 55-59
M – 60-64
M – 65-69
M – 70-74
M – 75+
e. Male relays
f. Mixed relays
- Short distance:
- Open Women
- Open Men
- Age categories:
W/M – 15-18
W/M – 19-29
W/M – 30-39
W/M – 40-49
W/M – 50-59
W/M – 60+
- Age categories may be merged when there are less than three entries in any category so that there are a minimum of three competitors per category.
- A total of $ 7,500 will be distributed in cash prizes to the best men and women OPEN in the Long Distance Competition:
- place – $1,200
- place – $900
- place – $700
- place – $550
- place – $400
- 25 slots for the XTERRA World Championship, which will be held in Maui, Hawaii, in 2017, will be awarded to the winners of age categories in the Long Distance Competition.
- The first three men and women OPEN in the Short Distance Competition will receive the following cash prizes:
- place – PLN 500
- place – PLN 400
- place – PLN 300
- The first three athletes in each of the age category in the Long Distance Competition will receive commemorative cups and those in the Short Distance Competition will receive non-cash prizes.
- The first three teams in the male relay category and the mixed relay category will receive non-cash prizes or commemorative cups.
- Every athlete who finishes the race within the time limit will receive a medal.
- Prizes may be collected only during the presentation ceremony.
XII. RULES OF BEHAVIOUR IMPORTANT FOR ROAD SAFETY
- Before the start of the swim, the Race Referee will read out the name of each competitor on the start list and will note down the number of competitors on the start list, or will count the competitors starting the swim leg.
- The Race Referee will note down each competitor exiting water.
- The Race Referee will give the starting signal after receiving confirmation from the stewards positioned on the bank of the waterbody that the swim course is clear of any obstacles that could affect the safety of swimmers.
- Rescue services are allowed to retreat from their positions only after the Race Referee has been satisfied that the lists of competitors starting and fishing the swim leg tally with each other.
- If any competitor leaves the swim course and exits water away from the finish line, this must be reported to the Race Referee and stewards.
- Only the competitors who have their race number written by the Organiser on one arm and leg with waterproof marker will be allowed to enter the race.
- Each competitor is required to:
- wear the swimming cap (supplied by the Organiser);
- wear a wetsuit (unless the Organisers permits racing without wetsuits or prohibits racing in wetsuits due to water temperature, of which competitors will be informed prior to the start of the race).
- Competitors are required to strictly obey orders of stewards and rescue services.
- Competitors may use any stroke to propel themselves through the water.
- Competitors may walk on the bottom in the start and finish zone of the swim leg, as well as may stand on the bottom. For safety reasons, competitors may briefly hold a kayak/line, buoy/boat to rest.
- Race officials (referees, lifeguards) may withdraw a competitor from the race for health reasons, visible signs of hypothermia, use of prohibited devices, security reasons or if he/she does not complete the swim by the designated cut-off time.
- Race officials may help competitors to come out of the water at the finish of the swim.
- For safety reasons, the swim may be shortened if water temperature is lower than 16 degrees Celsius.
- If there are obstacles floating in the water which significantly affect the safety of competitors or if the temperature of the air, wind or other weather conditions are unfavourable, the Organiser may shorten, delay or cancel the swim leg. If the start is delayed, this will be clearly communicated to competitors.
- Competitors are allowed to use swimming goggles. The use of equipment such as paddles, fins, socks, webbed gloves and snorkels is prohibited.
- For the reasons of safety of competitors in the swim leg, the Organiser will ensure the presence of lifeguards on paddle boats, divers on a motorboat and stewards positioned along the shore of the waterbody to report any obstacles floating in the water that may affect the safety of swimmers.
- The swim part will proceed as follows: competitors will enter the water, take a position at the start line (marked by flags on the shore of the waterbody) and stay on the surface of the water for about 1 minute. At a signal from the Race Referee, they begin to swim along the course marked on the map, which will be available on the website of the Competition. The course of the swim will also be discussed at the race briefing.
- The bike course runs on public roads and internal roads under the management of the Infrastructure, Communication and Transport Authority (ZIKiT), but mostly on plots of land which are not roads within the meaning of the Act on public roads; these sections are off-road and there are technically demanding stretches that require special caution on the part of competitors. Competitors should choose the type of bike that will be suitable for off-road racing.
- Competitors are advised to familiarise themselves with the bike course, including difficult or dangerous stretches. They can do it either on their own, using the map provided on the website, or by joining the official course familiarisation ride.
- Competitors are responsible for making sure that their bikes are in race-ready condition. The Race Referee may inspect bikes as they are checked into the transition zone.
- The bike should meet the following technical conditions:
- Have a maximum length of 2 m and a maximum width of 50 cm,
- Both wheels must be spoked and have the same size,
- Handle bar ends must be plugged, tyres well glued and handle bars, wheels and seat posts tight,
- Each wheel must have a working brake;
- The number supplied by the Organiser must be displayed on the frame of the bike;
- Helmets are mandatory and must be approved as safe by the Referee. Helmets must be worn and securely fastened at all times during the bike section from the moment the bike is picked up at the transition zone until it is dropped off at the finish of the bike section. Liquid and food containers used by competitors must be made of unbreakable material. Any other containers (glass or porcelain) are prohibited.
- The places where the race crosses or runs on public and internal roads will be secured by the Police and by persons authorised to control traffic.
- As the bike route will be open to pedestrians, bikers, roller skaters, etc., competitors must exercise caution throughout the bike section and bear in mind that the markings and safeguards used by the Organisers (e.g. bands) do not guarantee that there will be no passersby on the bike course.
- Competitors must follow traffic rules when moving on internal and public roads.
- When moving on, crossing or entering public roads from a forest track, competitors must exercise particular caution regardless of the presence of the Police and other persons authorised to control traffic, as there is a risk that persons moving on the road will not comply with their orders.
- Stewards will be positioned at critical places along the bike course to guide competitors.
- For safety reasons, particularly dangerous places will be marked with warning signs.
- The course of the Competition, including places that are particularly vulnerable to road safety hazards, will be discussed in detail at the race briefing.
- The race number sticker must be affixed to the front of the helmet. The race number must also be displayed on the front of the handle bar.
- The bike section is an individual race. Competitors are allowed to carry the equipment necessary to make repairs or replacements.
- Third party support is allowed at the refreshment station only and may consist solely of technical support (including supplying spare parts and helping with bike repairs) and supplying nutrition, gels, water bottles, etc. Third party support is prohibited outside the refreshment station and may result in disqualification of the competitor.
- Bikes must be dismounted and walked in the transition zone.
- Competitors are allowed to walk or run with their bike while on the race course.
- Competitors who do not complete the bike stage before the designated cut-off time will not be allowed to continue the race. Competitors who are excluded from the race may continue riding along the bike course to the finish line but they must keep in mind that, after the cut-off time, they are no longer participants of the Competition and that the course markings and safeguards might have been already removed by the Organiser.
- The run will be immediately after the bike.
- The run course will be on plots of land which are not roads within the meaning of the Act on public roads. The course is off-road and comprises difficult technical stretches.
- Race times will be recorded at check-points (if any).
- Competitors may walk and stop while running.
- The following is prohibited:
- running bare-chested;
- running barefoot on any section of the run;
- wear a helmet while running;
- use of fixed structures to change direction;
- have a pacer;
- use of aids (e.g. Nordic walking poles);
- use of water bottles made of fragile material.
- Competitors are required to wear the race number provided by the Organiser on their front or race belt.
- The course of the Competition, including places that are particularly vulnerable to road safety hazards, will be discussed in detail at the race briefing.
- For safety reasons, a refreshment point with sponges and water will be provided.
- Stewards will be stationed at critical points to guide runners.
XIII. TIME LIMITS AND CHECKPOINTS
- The following cut-off times apply to short and long distances of XTERRA Poland: swim – 40 minutes, swim + bike – 3.5 hours, swim + bike + run – 5 hours.
- A checkpoint will be located at the swim-to-bike (T1) and bike-to-run (T2) transition zone. There will be a clock showing the official time. Referees and stewards will be writing down the race numbers of competitors who take shortcuts. Anyone found to be taking shortcuts will be disqualified.
- Competitors who do not reach the transition zone within 40 minutes during the swim part will not be allowed to continue the race. Such persons will not be classified. The same applies to competitors who exceed the cut-off time of 3.5 hours during the bike section and the cut-off time of 5 hours during the run section. Such persons will be asked to discontinue the race.
XIV. WATER AND FIRST AID STATIONS
- A water station will be located at the transition zone and at the START-FINISH zone during the bike section and during the run section. Information on the exact location will be provided at the race briefing.
- No private nutrition will be accepted at water stations.
- A refreshment station with beverages, fruit and snacks will be located at the FINISH zone.
- First aid stations will be located at the START-FINISH zone and will be staffed by paramedics.
- The Organiser will provide a first medical aid service along the course of the race and at the finish, during and immediately after the race.
XV. FINAL PROVISIONS
- The right to participate in the race is not transferrable to other persons and may not be sold for money.
- Results will be published on the event’s website (http://xterrapoland.pl) and will be communicated immediately after the race.
- Written protests concerning the organisation or results of the race must be addressed to the XTERRA Poland Organisational Office at firstname.lastname@example.org within a maximum of 24 hours after the end of the race. Protests will be decided on by the Commission appointed by the Organisational Committee. Decisions of the Commission will be final. Protests will be decided on within 3 days. Afterwards, the results will become official.
- It is prohibited to offer race kits for the purposes of any competitions unless the Organiser gives its written consent.
- All necessary information is available under the relevant tabs on http://xterrapoland.pl.
- The Organiser may change the time and/or venue of the Competition. This information will be communicated to competitors on the event’s website and by e-mail not later than 24 hours before the start of the race. Such changes do not create any additional obligations of the Organiser towards competitors nor give rise to any claims of competitors against the Organiser.
- These Rules of Competition may be amended by the Organiser. Amendments to these Rules, if any, will take effect as soon as they are published on the website.
- Consent form for the processing of personal data and use of image;
- Consent form for race kit collection by third party
- Consent form for participation of an underage competitor