Terms & Conditions
It is a condition of entry into Vineyards Twilight, an event operated by Fit City Events, that participants accept and agree to the following terms:
1. Registration, Acceptance & Refunds
1.1 The lead registrant accepts these terms on behalf of all participants in the order.
1.2 Each participant must complete the registration form and payment in full to confirm their spot in the event.
1.3 All information provided must be true and accurate; false information may result in a cancelled registration.
1.4 All payments must be made in Australian dollars.
1.5 Registrations are non-transferable.
1.6 Refunds are only available to participants who purchased the Refund Protection add-on at the time of registration and in accordance with the conditions of that product. No other refunds will be offered.
1.7 Deferrals are not available for this event.
1.8 If an event is cancelled due to unforeseeable and uncontrollable circumstances (such as natural disasters), registration fees are non-refundable.

2. Fitness to Participate, Responsibility & Conduct
2.1 Participants confirm they are physically fit and adequately prepared for the event.
2.2 Participants are responsible for their health and safety during the event.
2.3 Participants consent to medical treatment if needed, including hospital transfers, with the cost being their responsibility. Fit City Events strongly recommends ambulance coverage.
2.4 Participants agree to follow all event rules and staff instructions.
2.5 Personal belongings are the sole responsibility of the participant.
2.6 Participants must conduct themselves respectfully and safely. Disruptive or disrespectful behaviour will result in removal from the event, with no future participation allowed.

3. Event Changes & Modifications
3.1 Event Format Changes: Fit City Events reserves the right to modify the event format, including the route, schedule, or venue, to ensure the safety of participants and compliance with local regulations.
3.2 Rescheduling: In the event of a rescheduling due to unforeseen circumstances, participants will have their registration transferred to the new date. Refunds remain subject to Clause 1.6 and 1.7.
3.3 Transferring to a Longer Race Distance: If you choose to transfer to a race with a greater distance than your originally registered race, you will be required to pay the price difference between the two races, plus a $4 transfer fee.
3.4 Transferring to a Shorter Race Distance: If you choose to transfer to a race with a shorter distance than your originally registered race, a $4 transfer fee applies. No refunds will be provided for the price difference when moving to a shorter race distance.
3.5 Transfer Cut-Off Date: All transfer requests must be completed no later than 21 February 2026 at 12:00PM. Transfers will not be permitted after this time.
3.6 Transfers into Sold-Out Events: Transfers into events that are sold out are not permitted under any circumstances.

4. Waiver & Releases
4.1 Participants waive and release Fit City Events and associated parties from all claims arising from event participation.
4.2 Fit City Events is not liable for injuries or death incurred during the event.
4.3 Photos and videos taken during the event may be used by Fit City Events for promotional purposes, with participants granting royalty-free use of this material.
4.4 Participant emails may be shared with event sponsors if consented to.
4.5 Personal data will be stored securely in Fit City Events accounts on Mailerlite, Race Roster, Jotform, and RaceResult and used only for communication regarding this and future events.
4.6 Photos from the event will be available for purchase via ExperiencePix.

5. Limitation of Liability
5.1 Assumption of Risk: By registering, participants understand and accept that participating in the event involves certain inherent risks, including physical injury, illness, and accidents. Participants voluntarily assume all risks associated with the event.
5.2 Equipment Liability: Participants are responsible for any equipment they bring and accept that Fit City Events is not liable for lost, stolen, or damaged items.

6. Privacy & Data Use
6.1 Data Protection: Fit City Events is committed to safeguarding personal data under applicable privacy laws. Personal data collected will be used only for event management, communication, and customer support purposes.
6.2 Third-Party Sharing: With participant consent, Fit City Events may share data (such as email addresses) with event sponsors and partners for marketing purposes.
6.3 Data Retention: Participant data will be retained for a period necessary for event management and future communication, after which it will be securely deleted.

7. Code of Conduct
7.1 Safety Standards: Participants must adhere to safety standards, including wearing appropriate gear (e.g., visibility vests in low-light conditions) as mandated by the event organisers.
7.2 Environmental Responsibility: Participants are encouraged to respect the environment by disposing of waste in designated areas and minimising environmental impact.