Hout Bay Trail Challenge Race Rules and Regulations
Introduction:
The rules at hand apply to The Hout Bay Trail Challenge which will be referred to as HBTC. By virtue of registering, paying and participating in the HBTC, competitors in the HBTC acknowledge that they have read, understand and accept the rules and regulations of participation.
The HBTC is a trail challenge event specifically for individual competitors or a relay team of three (3) competitors. Teams will run the race as a relay; that is each team member running only one leg of the race only.
The organisers and the Table Mountain National Park (TMNP) have limited the number of entries of competitors. This is for safety and environmental reasons and to keep with the ethos of trail running being out there without the crowds enjoying the awesome mountains we have in the Cape.
Note this race can take up to 9 hours to complete and is run during the winter months (rainy season in the Cape). All competitors will need to be prepared adequately – please ensure you are equipped appropriately.
Prerequisites for Competing in the HBTC:
To participate as an individual, competitors have to be at least 20 years of age on race day.
To participate in a team (3 members per relay team), competitors have to be at least 18 years of age on the day of the HBTC.
Each competitor is responsible for ensuring adequate physical fitness; this is paramount for competing in the event. If necessary, seek medical consultation to ascertain adequate preparedness. DO NOT ATTEMPT TO DO THIS RACE IF YOU HAVE BEEN SICK!
The race organisers reserve the right to reject the registration of a competitor. Please refer to the section on the Entry Process for the HBTC which governs withdrawal or cancellation by the competitor.
Entering Process:
Please review the entry information menu.WITHDRAWAL
If you are unable to race this year after you have received your race confirmation email for 2010, you may withdraw from the race by informing the race organiser. If you withdraw from the race and do not inform the race organiser your name will be removed from the past participants list for the next year.If you chose to withdraw you will be given a 40% refund, remain on the past participants list but unfortunately you will forfeit your t-shirt. If you would like a 40% refund of your entry fee please follow the following procedures:
1. Return your Race Confirmation Email to trailchallenge@sports4u.co.za with subject “withdrawal”.
2. Provide your banking details in the above email for your 40% refund which will be paid out a week after race day.
3. State if you wish to be invited for 2011 Hout Bay Trail Challenge.
Please note:
• Your race number will be destroyed
• Your place will be given to a person on the waiting list.
• You are only allowed to carry over your entry to the next year’s race once, therefore you cannot defer 2009 and 2010 and expect to race in 2011.
• You will forfeit your t-shirt (hence the refund).
SUBSTITUTION
You are allowed to do one substitution this year! If you chose to do a substitution then you will forfeit your place on the past participants list to the person you substitute with. There will be a substitution fee of R100.00 per substitution. Anyone wishing to withdraw from the race is to follow the procedures for withdrawal above. Trail Runner’s from the waiting list will fill the withdrawal positions.Team substitutions can be done online. If 1 or 2 members of a team are unable to run, then the team manager will need to make the necessary changes online and pay the substitution fees.
For an individual substitution, the substituting person needs to be registered on the waiting list. They can do this by registering online at www.sports4u.co.za/hbtc. Once the person substituting is registered please email trailchallenge@sports4u.co.za and the race organiser will approve the substitution and email both parties the necessary details.
Race Registration:
It is compulsory to attend Race Registration to receive your Race Passport, Race Map and related items. If you are from up country and are unable to make race registration you are required to email the race organiser (trailchallenge@sports4u.co.za) to make an alternative arrangement.Failure to attend Race Registration or notify the race organiser will result in disqualification from the race and competitors will not be allowed to start the race.
Competitors must show their Race Confirmation Email at registration.
Race Equipment:
Every competitor in the HBTC is expected to be self sufficient and equipped in accordance with the requirements of the race rules. It is compulsory for all competitors to carry the following equipment, themselves throughout the duration of the race.• First Aid kit (must include: wound dressing, bandages – triangular and safety pins.)
• Waterproof outer shell (NOT a wind proof jacket).
• Thermal base layer
• Space blanket
• Backpack / camel pack / bum bag
• Minimum of one litre (1L) of water
• Whistle
• Food for a minimum of 5 hours – note this race can take up to 8 hours.
• Cell phone – charged!
• Compass or GPS
• Race Passport (has all emergency numbers on)
There will be random equipment checks at any time and place during or immediately after the race. If competitors are found without the specified equipment they will be disqualified from the race and their race result will be displayed as “DSQ”.
Timing:
Timing is recorded individually for each participant and relies on a personalized barcode on each competitor’s Race Passport.It is imperative that the barcode is scanned at the following points in order for your time to be recorded:
• Start – Hout Bay Yacht Club
• Check Point One – Suikerbossie Restaurant
• Check Point Two – Constantia Nek
• Finish Line – Hout Bay Yacht Club
Failure to have your Race Passport scanned will result in no Race Result. In addition a search and rescue party will be launched with the appropriate emergency authorities – at the cost of the negligent competitor/s.
Each team will be given one Race Passport which must be pasted from one team member to the next. The team member doing leg one will scan their Race Passport at the start and when they finish Leg One (Suikerbossie Restaurant) then pass the Race Passport to team member 2. Team member 2 will run Leg Two with the team Race Passport and have it scanned at end of Leg Two, Constantia Nek, and then pass the Race Passport onto team member 3. Team member 3 will run Leg Three with the team Race Passport and have it scanned at the finish (Hout Bay Yacht Club).
If for some reason an individual or a team member decides not to run the second or third leg of the race he/she MUST inform the time keeper and hand in their Race Passport to the time keeper. Failure to hand in their race passport will result in a search and rescue party being launched with the appropriate emergency authorities – at the cost of the negligent competitor/s.
Remember NO RACE PASSPORT = NO RACE = NO RESULT!
Race Passport:
The Race Passport comprises of the personalized barcode, name, emergency numbers and Passport Control blocks.The Passport Control blocks need to be punched with the correct punch provided on route at the various Passport Control Points.
The Passport Control Points will be marked on your Race Map (which will be found in your race pack). The Passport Control Points are not disclosed until Race Registration.
To be classified as an official ‘finisher’ of the race, all Passport Control blocks need to be punched with the correct punch on route. Note each passport control point will have a different punch! If a trail runner fails to punch his /her Race Passport they will be given a time penalty of 15 minutes for each missed Control Point.
Parking:
You may park in the Hout Bay Harbour parking area, but please DO NOT park on the yellow or red lines. The red and yellow areas are reserved for buses and vendors.Parking is at your own risk. Please do not leave any valuables in your car.
Marshals:
There will be Marshals along the route please respect and adhere to marshals warnings and directions. Please be vigilant when crossing the roads.There will be marshals at dangerous sections of the route and at the check points with radios. If you or any other competitor has any problems please report to one of the marshals.
Seconding:
The NO MOBILE SECONDING rule will be strictly enforced. No seconds may cycle or run alongside any competitor on the route. The STAND AND HAND rule, whereby a competitor’s second may stand at the various check points and hand refreshments to their competitor while they remain stationary will apply.No seconds may travel on the route. The race officials will deal with any transgression of this rule and the penalty may include disqualification after a warning.
This applies to all teams. Each team member is only allowed to run one leg of the race. No team member may continue running the next leg of the race with or without their team member.
Medical Assistance:
There will be a paramedic at each check point (Suikerbossie and Constantia Nek) and at the finish line. If you require medical assistance please report to the paramedic on duty at these points.If you require medical assistance on the mountain, firstly phone the emergency number provided on your Race Passport. If you are unable to contact the race organiser then either send another competitor to the closest medic or report to the closest marshal who will be able to radio for medical assistance.
Any cost for medical or rescue services accrued during the race or after the race will be paid for by the competitor.
Start Procedures:
The start of the race will be in front of the Hout Bay Yacht club in the Hout Bay Harbour. All competitors must report to the official timekeeper to have their race passport swiped. Competitors can start checking in from 06h30.It is imperative to have your race passport scanned even if you are late for the start. If you are late please make sure you find the official Time Keeper after the start of the race and have your Race Passport scanned before you start the race. The official Time Keeper will leave the start 30 minutes after the event has started.
Failure to have your Race Passport scanned at the start will mean no results and more importantly we won’t go looking for you if you get lost! We will have no record of you being on the mountain!
The race will start at sunrise on the day of the race, approximately 07:00. But this will be light dependant on the day.
Check Points: – Suikerbossie Restaurant and Constantia Nek:
All competitors are to have their Race Passport scanned by the Timer Keeper at each Check Point.
Failure to do this will mean no results and a search and rescue party with the appropriate emergency authorities will be launched – at the cost of the negligent competitor.
Spectators and seconds are more than welcome at the check points, but are to please keep away from the time keeper's table and park in the designated parking areas.
Team members doing the next leg of the race are to wait away from the Time Keeper's table and to only start their leg of the race after their team member has had his/her Race Passport scanned.
Cut-Off Times:
All competitors will need to complete leg one within four hours after the start of the race – Hout Bay Yacht Club to Suikerbossie Restaurant.All competitors will need to complete leg two – Suikerbossie Restaurant to Constantia Nek by 14h00.
All competitors will need to complete leg three – Constantia Nek to the Finish Hout Bay Yacht Club by 16h30.
Competitors that fail to complete a leg within the given time will be asked to refrain from continuing the race.
If the competitor chooses to continue the race after the cut off time, they do so at their own risk and without the support of the race organisers.
Competitors that do not complete the race will be marked as ‘DNF’ (Did Not Finish) on the results board.
If a team member fails to complete a leg of the race by the cut-off time, the race official will let the next team member start their leg. However, the team will then be classified as “DNF” on the results board.
Finish:
The competitor to cross the finish line first after completing the course in the correct order, with the correct equipment and with a complete Race Passport will be classified as the winner of the HBTC.All competitors to cross the finish line having completed the course in the correct order, with the correct equipment and with a complete Race Passport will be considered official ‘finishers’ of the HBTC.
Withdrawing from / Dropping out of the HBTC
Competitors who – for whatever reason – can not or do not want to continue the HBTC are obliged to promptly give notice of their decision to the race official at the nearest check point or finish line, or they are to call the Race Organiser (cell number provided on their Race Passport) and inform them of your action.If a competitor does not give notification of their withdrawal, the race organiser reserves the right to launch a search and rescue party with the appropriate emergency services – at the cost of the negligent competitor/s.
If one team competitor decides to withdraw, the race organiser will allow the other member(s) of the team to complete their chosen leg of the race, but will not be considered an official ‘finisher’ of the HBTC. Their time will be recorded – if they have their barcode scanned and will be displayed for that leg of the race. The team's official time will display as ‘DNF.
Rules of the Mountain:
The HBTC is run through the Table Mountain National Park (TMNP) which is a world heritage site. Therefore all competitors of the race agree to minimize any negative effects to the environment (natural, cultural, historical and aesthetics).All competitors must only use existing paths. You are NOT allowed to create your own path. Competitors observed taking a short cut will be disqualified.
Trampling and removing indigenous vegetation is not permitted. Competitors observed doing so will be disqualified.
No foreign material of any kind is to be left behind. All rubbish can be disposed of at the check points where black plastic bags will be available.
Toilet facilities are available at the start Hout Bay Yacht Club, Suikerbossie Restaurant and Constantia Nek Restaurant and the finish, Hout Bay Yacht Club. If competitors find it necessary to defecate along the route then this should take place well away from the path and waterways (50 m is recommended) and must be buried.
No dogs or pets are allowed on the race due to safety reasons.
An emergency service will be on standby at the check points and at the finish, Mountain Rescue has been notified of the race and will be on standby.
Competitors are not permitted to smoke or light any fire on the route.
All competitors of the HBTC are expected to give way to all public hikers on the route.
The race is run through public walking areas and therefore competitors must slow down when approaching hikers on the route. If a competitor should come across an injured competitor (or hiker) they are expected to assist and notify the nearest race marshal before continuing on the race.
Race Officials, Protests and other sanctions:
It’s the responsibility of the race official and race organiser to pass decisions on the race event and any course of action.The Race Official’s decision is final.
All protests must be in writing and given to the race organiser within 30 minutes of your finishing time.
A competitor will automatically be disqualified for the following breaches of regulations:
1. Improper disposal of rubbish
2. Taking short cuts
3. Removal of flora or fauna
A competitor and or team will receive a time penalty (between 10 and 30 minutes or more) for the following breaches of regulations:
1. Incomplete passport.
2. Having another competitor carry your equipment
Prize Giving:
Prize giving will be at the Hout Bay Yacht Club and will commence at 16h00 unless advised otherwise via announcement at the finish.There will be lucky draw prizes, but you have to be present at the prize giving to receive your prize.
There will be prizes for the following categories:
1. Senior Men (20 – 39 years old on the day of the race) – 1st, 2nd and 3rd
2. Vet men (40 – 49 years old on the day of the race) - 1st, 2nd and 3rd
3. Master men (50 + years old on the day of the race) - 1st, 2nd and 3rd
4. Senior Lady (20 – 39 years old on the day of the race) - 1st, 2nd and 3rd
5. Vet Lady (40 – 49 years old on the day of the race) - 1st, 2nd and 3rd
6. Master Lady (50 + years old on the day of the race) – only the first and second unless there are more than 6 athletes within this category)
7. Men's Team
8. Women Team
9. Mixed Team
Enjoy the race and have fun.
Remember to “Leave only footprints!”
