The Big Walk 2025 - terms and conditions

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Event details

• The Big Walk 2025 has an option of two routes - a 20-mile route, or a 31-mile route
• The event is being organised by the Campaigns and Alumni Relations office (CAR) in conjunction with Will Legon of Will4Adventure.
• Invitations to enter the walk will be sent to staff, students and alumni.
• Both route options take in the Peak District, which involves walking up and down hills, but nothing has been deemed too steep. The routes follow footpaths, bridleways, byways, and some pavements. It is easily navigated and pleasant to follow.
• Regular updates will be shared with all participants to their provided email address. A final update with full instructions and health and safety procedures will be sent out in the week leading up to the walk.
• At least 2 weeks before the event, participants will be given a final set of written instructions to help with navigation. Additionally, marshals will be located along the routes to help show the way at key locations.
• If you're an experienced runner, you'll be very welcome to participate on either route. However, please note that this is predominantly a walking event, and there will be limited resources available to support those who choose to run their route.

Registration

• All participants must register prior to the event via our Google form.
• If you're signing up as a team to The Big Walk, each team member must sign up separately. See Fundraising for information about fundraising as a team.
• The University has agreed to give staff participants who are offered a place the opportunity to take part without using annual leave. Before you apply, the terms of your leave must be agreed with your line manager and, if need be, in consultation with your departmental HR adviser.

Entry fees, cancellation and changes

• The early bird entry fee for The Big Walk 2025 is £25. The price will go up to £30 on Monday 17th February. A coach place can be purchased for an additional fee of £3. 
• To take part in either route for The Big Walk 2025, participants must fill out the Online Entry Form found on The Big Walk website.
• Additionally, participants for both routes must pay a non-refundable entry fee via the online store.
• It has been agreed to give staff participants offered a place the opportunity to take part without using annual leave. Before you apply, the terms of your leave must be agreed with your line manager and if need be, in consultation with your departmental HR adviser. 
• It is possible to purchase multiple entry fees for other participants, however this must be communicated to the Big Walk team at giving@sheffield.ac.uk.
• Should you be unsuccessful in receiving a place, we'll notify you and you'll be asked to join a reserve list. You may only be contacted to fill a spare place once your place on the reserve list is confirmed.
• If you're no longer able to take part, you're able to pass on your place to another entrant with no additional charge. This must be done by Friday 30 May by emailing giving@sheffield.ac.uk.
• If you're unable to pass on your place, or if the event has to be cancelled, we cannot refund sponsorship or entry fees. In this instance, and if there are any funds left from entry fees by 29 August, this will all be donated to Neurological Disease research at the University of Sheffield.
• In the event of cancellation - for example, due to changes in government guidance or bad weather - we will try our best to rearrange the event for a later date. These situations may be due to factors outside of our control, and all decisions will need to be made based on participant safety.
• Entry to The Big Walk will be closed on Friday 30 May, to ensure all participants have been fully briefed and given enough time to train safely. If you'd like to join after this time, please email giving@sheffield.ac.uk to discuss this.

Participation 

• Your event place will only be confirmed upon receiving your payment through the University’s online store and your registration through our Google form.
• Places will be allocated on a first come, first served basis.
• We aim to confirm your place on the walk within 5 working days.
• You won't be allowed to participate in The Big Walk if you haven't registered or paid your entry fee. You must pay your entry fee before completing the Google Form registration. 
• You'll be reminded beforehand if you have not done either of these, but it's your responsibility to ensure you've paid and registered in good time.
• The route is unsuitable for wheelchairs, prams or pushchairs due to the uneven terrain in the Peak District.
• Dogs are not permitted on either route. Should you bring a dog to the event, you won't be allowed to take part. 
• Participants under 18 are permitted, but must be entered under the care of another participant over 18. They must also have permission from their parent or legal guardian.
• You're able to swap from the 32-mile route to the 21-mile route, however this must be requested by Friday 13 June by emailing giving@sheffield.ac.uk.
  • Under exceptional circumstances, this may be possible on the morning of the walk. However, we reserve the right to refuse this if we have filled places to capacity on either route.
• Due to the additional training required, you're only able to swap from the 20-mile route to the 31-mile route before Friday 30 May, four weeks prior to the event.
• Although The Big Walk is primarily a walking challenge, experienced runners are welcome onto either route. Please note that there will be very limited resources available to support participants who choose to run their route - this will also be made clear in the lead-up to the event.

Fundraising

• By registering onto the event you pledge to raise a minimum of £200 for Neurological Disease research at the University of Sheffield. There is no option to register onto the event without a fundraising pledge.
• Online fundraising must be done through JustGiving, connected to our The Big Walk 2025 in support of Neurological Disease research event page.
• Please return donations to us by 29 August, either in cash, by cheque, via donations to your JustGiving page, or through our online donations page. If you'll be returning money raised to us after this date, you must let us know by emailing giving@sheffield.ac.uk. 
• If you're signing up as a team, you'll be required to nominate a team captain/lead. This person will be responsible for either carrying out or delegating various tasks -including setting up a JustGiving page, ensuring all members have officially registered, ensuring all members are fundraising, providing us with an accurate number of team members, and returning any cash raised to the Big Walk team.
• The University of Sheffield is an exempt charity (X1089); Gift Aid can be collected on all eligible donations.

Health and Safety

• Participation in The Big Walk is at your own risk. We have completed risk assessments, however you are responsible for acting sensibly and taking care to protect your own health and safety, including looking after your belongings.
• The event is insured under the University’s current insurance provider.
• We will ensure there are sufficient numbers of first aid trained marshals, particularly at the halfway and end points.
• You are responsible for ensuring you are sufficiently fit and healthy to take part. If you are unsure about your physical ability or if you are new to walking, contact your GP prior to any training. 
• It is your responsibility to inform us of any changes to your health in the lead up to the walk.
• It is your responsibility to ensure you are confident and physically able to walk the required distance, e.g. by having completed sufficient training.
• It is your responsibility to provide us with appropriate emergency contact details - this must not be another participant on the route.
• All routes are taking place in the Peak District, and involve walking up and down hills, but nothing has been deemed too steep. The route follows footpaths, bridleways, byways and pavements.
• We reserve the right to prevent participants from walking on the day, in case of risk to themselves or other participants. If you are suffering from contagious illness - including Covid-19, diarrhoea and/or vomiting - you must report your illness to the Big Walk team (giving@sheffield.ac.uk) and not take part in the walk.
• If you drop out on the day, you must let us know immediately by calling the phone number on your wristband (to be provided on the day). 
• We rely on you to carry a fully charged phone during the event. This is to ensure we can manage risk in an emergency. 
• You may be required to download software to your phone, such as OS Locate, which gives you a six-figure grid reference even without mobile signal. This will be relayed in sufficient time prior to the event.
• Note for 31-mile route: We encourage participants to challenge themselves by signing up for this route, but we emphasise that we want our walkers to be confident that they could complete a 50km walk before selecting this option. The 31-mile route will naturally take a longer time to complete, and is physically very challenging.

Data and Communications

• We will hold your contact details, including third party information in the lead up to the walk, and we may use them in case of emergency during the walk.
• We will share regular updates with you using these details. It is your responsibility to ensure you have provided the correct details and that you are receiving our updates.
• We will provide you with a final update and a briefing session in the weeks leading up to the walk.
• We will use your contact details in the lead up to the event; you can specify on the Google form for registration how you would like us to use these after the walk.
• Our photography on the day of the walk will involve walkers and volunteers across all walks. We may use these photographs to celebrate the walk and to publicise future walks, if you don’t wish to be photographed, please let one of the team know. 

The Routes

• We will provide time ranges and cut-offs times for starting, reaching the designated half-way point and finishing. These are in place to ensure your health and safety, and we reserve the right to withdraw you from the walk if you cannot meet these times.
• By choosing a route, you are agreeing to walk the full distance. However, under certain circumstances transport will be provided back to Sheffield for those unable to complete the distance.
• Whilst the route lengths are confirmed, we may need to adjust the routes in unforeseen circumstances in order for the event to go ahead.
• We will provide you with a map as well as a route card with written instructions at least one month prior to the event. Our marshals will provide appropriate directions on the day, but ultimately you are responsible for navigating yourself.
• You must adhere to the countryside code, and leave no litter along the route.
• Dogs are not permitted at this event. 

Further Information and Support 

Further information about The Big Walk 2025 can be found at the main hub page: The Big Walk 2025.

If you have any questions or would like to get in touch about any aspect of the walk, please contact the Big Walk team at giving@sheffield.ac.uk or contact Emily Dutoy, Fundraising Officer on 0114 222 5597.