Entry info overview

Please note that the options described below may only be requested once an entry has been accepted and paid for by the Rider to whom the invitation was sent. 

“Event” means the mountain bike stage race for which the Rider has paid the entry. 

“Organiser” means the company that is organising and providing the services for the Event and is your contractual partner as outlined in your invoice and contract details. “Rider” means the registered participant for the Event that is going to ride the racecourse.

Rider Change 

If a registered team member can no longer participate due to illness or injury, a Rider change may be requested, subject to the Rider change processing fees set out below. 
The Rider who is withdrawing from the entry must submit the online Rider change request form. In the request, the withdrawing Rider must inform the Organiser whether any optional extras purchased as part of their registration should be transferred to the replacement Rider or refunded in accordance with the refund conditions set out below. Once the form has been submitted, the Rider change will be processed within seven (7) working days, after which the remaining Rider may invite a replacement Rider. 

The following fees apply to the change of riders: 
    •    Before 20 January: R500 per Rider change 
    •    Between 20 January and 28 February: R1000 per Rider change 
    •    Between 1 March and Event: R2500 per Rider change 

If a Rider change is made after 20 January, the Organiser will use reasonable efforts to adjust all items to the replacement Rider’s requirements; however, this cannot be guaranteed. 

Full Team Change 

A Rider may transfer their entry to another individual, provided the replacement meets all Event eligibility requirements and agrees to be bound by these Withdrawal Conditions. 

If a team is unable to participate, a full team transfer may be requested. Riders on the waiting list will be given priority to take over the entry. If the waiting list has been exhausted, another unregistered team may be proposed to assume the entry. 
 

Requests for a full team transfer must be submitted via the official form available on the Event website. All applicable fees and deadlines outlined above will apply.  
 

Cancellations and refunds will only be considered where the Riders are able to replace their entry with a new team from the waiting list or personal contacts (for example, by arranging a full team change). If the Riders are unable to arrange a replacement, the cancellation terms set out below will apply. 
 

Each full team transfer is subject to the processing fees set out below. A full team transfer (including personalised services) may be requested until 1 March 2027 prior to the start of the Event, subject to the applicable processing fee. Where a transfer is requested between three (3) months and one (1) month before the Event, an additional processing fee (as outlined below) may apply to compensate for costs associated with changes to personalized services for the new Riders. To process a full team transfer, the Team Captain must submit the online full team transfer request form. For your rights and options regarding any optional extras purchased as part of the Rider’s entry, please see below the section “Optional Extras". 

Once the form has been submitted, the full team change will be processed within seven (7) working days, and a registration link will be sent to the new Team Captain. 
 

If a cancellation is approved by the Organiser, the following terms, conditions, and charges will apply: 

• Before 20 January, a cancellation fee of R 2500 on ZAR entries and $250 on USD entries will apply.
• Between 20 January and 1 March, a cancellation fee of R5000 on ZAR entries and $500 on USD entries will apply. Please note, the team will only be refunded after the Event.
• After 1 March no cancellations will be accepted unless agreed to by the Organiser. The Organisers will try their best to assist with the resale of your entry but it cannot be guaranteed. 

We highly recommend that Riders take out private insurance to cover any losses arising from their voluntary withdrawal from the contract.  
 
Process for rider or full team change 

1.  The Team Captain must complete and submit the online Rider/team change request form.
2. After submitting the request form, the Team Captain will receive an automated email confirming receipt. If you do not receive this email, please contact [email protected] (please also check your junk folder).

3. The Organiser will process the requested change within seven (7) working days. Where applicable, optional extras will be refunded (if eligible), and an invitation/registration link will be issued to the new Rider/team. 

    

Withdrawal 

A Rider may withdraw from an entry at any time prior to the start of the race. Notice of withdrawal must be submitted in writing using the Organiser’s withdrawal form available on the official Event website. A withdrawal is binding once confirmed in writing by the Organiser. Entry fees are not refundable in the event of withdrawal. Refunds for optional extras are subject to the conditions set out below. These Withdrawal Conditions do not compromise any of your rights arising from applicable law.  

No refund will be paid if a Rider’s entry is cancelled by the race Organiser due to Rider’s ineligibility under the race rules (e.g. being found guilty of a doping offence). 

If you wish to cancel your entry, please fill in the withdrawal form on the Event website. 

Optional Extras 

If a team withdraws from the Event, optional extras will only be refunded where there is a replacement Rider/team that takes over the optional extra (for example, a confirmed hotel room). The Organiser will use reasonable efforts to assist with the resale of an available optional extra; however, this cannot be guaranteed. Optional extras cannot be transferred to a future Event.  
A 15% admin/cancellation fee applies to all optional extra refunds which will be deducted from the optional extra value prior to the refund. 

Event Changes & Cancellations 

These Withdrawal Conditions only apply to voluntary withdrawals by Riders, for which no further options or rights are available to the Rider according to the applicable law. Any other cases of withdrawal, Event cancellation or contract termination are subject to the General Terms and Conditions for participation in the Event.