Terms and Conditions

This page was last updated on Oct. 5, 2021


"Membership Program" or "Program" means the members-only subscription program offered to eligible registered users of the RaceDirectorsHQ.com website;

"Membership Term" means the period from the date your membership purchase is completed until it renews, and any subsequent membership renewal periods until your membership is canceled or terminated;

"Membership Fee" means the fee paid at the start of each Membership Term for ongoing membership to the Program; 

"Member Benefits" means the benefits offered to members of the Program by us and partners of the Program;

"You" means the person who registers for membership to the Program under these terms & conditions;

"We" or "us" means Race Directors HQ, an online platform for endurance event organizers owned and operated by ECR Sport Ltd, a private limited company registered in the UK (Companies House reg. no. 09689917)

"Website" means RaceDirectorsHQ.com

"Partners" means vendors and other third parties working with us to deliver offers to members of the program;

1. Your account

1.1. By joining our Membership Program or creating a user account with us, you represent to us that the information you have provided to us when registering is true, accurate, current and complete. You agree to maintain and promptly update this using the functionality provided through our website to keep it true, accurate, current and complete.

1.2. Your membership is personal to you and you cannot transfer it to another person.

1.3. You must not lend your membership details (including membership identity, password or login details) or any discount code or other offer code provided by us or our partners to another person.

1.4. If another person uses your membership, you provide any discount code or other offer code provided by us to any third party, or we reasonably suspect you of having done so, we have the right to end your membership.

1.5. You are responsible for maintaining the confidentiality of your password and all discount and offer codes and you are not permitted to share or disclose your password or any discount or offer code to anyone else. You will be solely responsible for the activities of anyone accessing our website using any password assigned to you, even if the individual is not, in fact, authorized by you. If you have reason to believe that your password has been compromised or used without authorization, you must notify us and promptly change your password.

2. Membership Term, renewal & fees

2.1. Your membership will begin on the day when your annual membership purchase is completed for a minimum period of 12 months.
At the end of the initial 12-month membership period, your membership will renew and continue renewing indefinitely for further 12-month periods until you notify us of your intention to end your membership according with the clause "Ending your membership" or until we terminate your membership in accordance with the clause "Membership termination".

2.2. Your Membership Fee is due every year on the annual membership renewal date and covers the year to come. You must pay for your membership by making one payment each year.

2.3. If you do not pay your Membership Fee when it is due (for example your payment method expires or is cancelled), we will write to you to let you know (which may be by email).

2.4. Canceling your payment method (for example credit card or debit card) does not mean you have given us notice to end your membership. You must give us written notice in accordance with the clause "Ending your membership".

3. Ending your membership

3.1. You can end your membership at any time by contacting us to notify us of your intention to end your membership.

3.2. Once your notice is received, we will terminate your automatic renewal and your membership will expire at the end of your current Membership Term, provided your notice is received at least two business days before the annual membership renewal date.

3.3. If you decide to end your membership, your user account will be downgraded to the default user account.

3.4. At the end of your membership, you will no longer be able to, nor should you seek to, redeem any Member Benefits or use any member-only Program tools and services. member-only accessible data you may have created during your membership (e.g. listing reports produced by our Race Calendar Marketing and other tools), may become unavailable to you after the cancellation of your membership.

4. Membership Fee refunds

4.1 We are happy to issue a full refund of your Membership Fee (net of payment processing fees which are not refundable to us), so long as you have not used any of your Member Benefits during your current Membership Term.

4.2 If you have made use of Member Benefits from the Program during your current Membership Term, you will not be eligible for a refund of your Membership Fee (either in full or in part).

5. Changes to the Membership Fee

5.1 We may increase the Membership Fee automatically at any time in our sole discretion.

5.2. If we plan to increase the Membership Fee, we will give you at least one month's notice in writing by sending you an email to the email address provided by you on your website user profile.

6. Membership termination

6.1. We may terminate your membership in the following circumstances:

(a) if you break or repeatedly break this membership agreement or any terms and conditions, including privacy policies and our website terms of use;

(b) if, with your knowledge or permission, another person uses your membership to obtain any Member Benefits;

(c) if you abuse your membership rights (for more information on what constitutes reasonable use, please refer to the "Reasonable use" clause below)

6.2. If we terminate your membership for any of the reasons in this clause you shall not be entitled to a refund of your Membership Fee for the current membership period.

7. Availability of Program offers

7.1. Partner offers on race products and services are only available to members within their Membership Term.

7.2. All offers are available on new orders only, unless otherwise specified.

8. Reasonable use

8.1. To provide the best Member Benefits to all of our members we operate a reasonable usage policy.

8.2. Use of Member Benefits is reserved for you and for the benefit of events owned or managed by your organization.

8.3. We reserve the right to suspend some or all of your Member Benefits for fraud and/or if your usage of your benefits is excessive or abused, or if we reasonably suspect you of having abused your membership. Examples of membership abuse include:

(a) making purchases using Member Benefits on behalf of a third party who is not a member of the program;

(b) sharing any discount code or other offer code provided by us with any third party

9. Changes to Member Benefits

9.1. We are continually looking to give our members the best Member Benefits that we can for the benefit of our members as a whole.

9.2. Member Benefits may change from time to time, as may the terms, conditions, restrictions and exclusions regarding benefits provided by Partners of the Program.

9.3. Certain Member Benefits may have time or date restrictions available on their use, have restrictions and exclusions associated with their redemption or be limited in number. It is your responsibility to check the terms and conditions associated with each of the member benefits before attempting to redeem them.

9.4. As well as adding to Member Benefits, from time to time we may remove certain Member Benefits (for example where a Partner removes the benefit or where we feel an alternative Partner may be of greater benefit to our members generally but will only provide that benefit if we cease a partnership with one of its competitors) or change the terms, conditions, restrictions, and exclusions associated with their redemption. We may do this at our sole discretion and without notice.

9.5. While we will use reasonable endeavors to ensure that Member Benefits are available when advertised, we shall have no liability should any of the Member Benefits be unavailable at any time.

10. Race Calendar Marketing tool

10.1. As part of your membership, you may receive a number of free listing credits for each Membership Term that you can use throughout the Membership Term to submit  your race for listing through our Race Calendar Marketing tool ("RCM Tool").

10.2. Every time you submit a race for listing through the RCM Tool, we will make sure your race is only submitted to a suitable subgroup of race calendars that matches your event type and location. At the end of the submission process, you will be able to view all the listing submissions made on your behalf through a race calendar listing report available through your user dashboard.

10.3. We endeavor to have all your race listing submissions completed and a confirmation email sent to you within 2 business days. However, because both race listing sites and our team have limited capacity, we may have to delay your listing until submission queues clear. Regardless, you will be able to review the progress of the submissions process through your dashboard's listing reports page.

10.4. While we will use reasonable endeavors to ensure your race is listed correctly on the calendars we submit it to, we shall have no liability should your race not be accepted for listing by race calendar administrators or should details of your race appear incorrectly on calendar listings.

10.5. Once your race details have been submitted for listing, it will not be possible for us to edit those details. If you race details have changed significantly (race date, website/registration page links etc), you can choose to re-submit your race through the race calendar listing process, so the updated race details I re-submitted to eligible race calendars.

11. Sponsor Finder tool

11.1. As part of your membership, you may receive unrestricted access to our Sponsor Finder tool ("SF Tool") for the duration of your Membership Term.

11.2. Every time you use the SF Tool to research sponsors for your race, we will use the race details you provide to us to match your event with potential sponsors from our sponsor database.

11.3. While we endeavor to ensure the matches provided by the SF Tool will be suitable for your race and that the sponsor information provided to you will be accurate and up to date, we shall have no liability should the information provided be incorrect or should your sponsorship application not be accepted for whatever reason by the relevant sponsor.

12. Changing these terms and conditions

12.1. We may make reasonable changes to these terms and conditions at any time, as long as we give you notice before making the changes.

13. Liability

13.1. We do not accept liability should any of the Member Benefits be removed or be unavailable at any time.

13.2. In no event shall we be liable to you for an amount in excess of the total Membership Fee paid by you over the current Membership Term.

13.3. Nothing in these terms and conditions is meant to limit any rights you might have as a consumer.

14. Governing law and jurisdiction

14.1. These terms and conditions are subject to English Law, and the Courts of England and Wales shall have sole jurisdiction.