Information & Rules - Marshals' Event

1 The Event

1. The aim is to complete, on foot, a defined route of at least 100 miles within a maximum elapsed time of 48 hours.

1.1 Entrants should start at 10am. A later start may be available on request. Anyone arriving at a checkpoint before it is open will have to wait. All entrants must finish by 10am on Monday 1st May 2023.

1.2 The Event is restricted to LDWA Members ONLY who are providing substantial support for the Main Event.

2 Start and Finish

2.1 Start and Finish are at Moseley Rugby Club, Billesley Common, Yardley Wood Road, Birmingham, B13 0PT

2.2 There is ample space for parking cars at the Rugby Club and they may be left there over the weekend. Further details will be given on the event website nearer the time.

3 How to enter

3.1 Entries for the Marshals’ EBB 100 opens week beginning Monday 24 October 2022 and closes on Monday 5th December 2022.

3.2 The only method of entry is via postal application. Send to Shirley Hume, 40 Abbey Road, Bristol, BS9 3QW.

3.3 Entries will be acknowledged via email.

4 Conditions of Entry

All entrants must:

4.1 Be aged 18 years or over on the 29th April 2023.

4.2 Provide evidence of having completed an event from the list of qualifiers of at least 50 miles, or completion of 50 miles of an event of longer than 50 miles on the list of qualifiers, after 1st January 2022. No other qualifying events will be accepted. Entries will only be accepted when evidence is produced that a qualifying event has already been completed. Conditional entry on the basis that a qualifying event will be completed in the future will not suffice.

4.3 Have paid the required entry fee in full and be a current member on the date of application and on the date of the event.

4.4 Agree to comply with ALL of the event rules and with following disclaimer - “I agree to the Rules of the Event and participate in the EBB 100 event at my own risk. I understand that I am responsible for ensuring that I have undertaken the necessary preparation and training to participate in the event, that I am sufficiently fit and healthy to participate and that I will comply with all relevant UK Government and local COVID laws and guidelines should any exist. I understand that if I have a medical condition that would cause me to doubt whether I can participate in the event, then I will not do so unless I have sought reassurance from the medical profession. I will abide by the Countryside Code and understand that the Long Distance Walkers Association will not be held responsible or liable for any loss, damage, action, cost, expense, claim, injury, illness and in worst case scenario, death suffered as a result of my participation. On entering the event, I assume full and complete responsibility for any injury, accident, costs, expenses, damages, losses and any other liabilities which may occur while I am travelling to and from the event and during the event.”

5 Cost

5.1 The entry fee is £115 for LDWA Individual and Family Members (membership must be current at the time of entry and also on the date of the event). The reduced entry fee for LDWA volunteers helping on the Main Event is £65 provided that their specific roles in the Main Event are pre-approved by the event organisers.

5.2 Payment will be made via BACS, details on the entry form.

5.3 The entry fee includes all refreshments provided during the event including a meal at the breakfast checkpoint, baggage transport to/from the breakfast checkpoint, transport for retirees, a meal at the finish, a certificate for all starters and a badge for all finishers. Transport of entrant’s own food to checkpoints for those with special dietary requirements is included in the cost provided the food is supplied and labelled with their name, walk number and checkpoint number to be delivered to, and the organisers are notified in advance. The event report and results will be published on this website soon after the event.

6 Ballot

There will be no ballot in relation to Marshals’ Event entries.

7 Cancellation and Withdrawal

7.1 If the event is cancelled (at any point in the planning and delivery period) for any reason the organisers will do their best to contact entrants using the details provided on the entry form. The Organisers will put a notice on this website and the main LDWA website as a NEWSFLASH and entrants are strongly recommended to check this before departure. Cancellation of the event will be at the discretion of the organisers and entry fees will be refunded less a proportional amount for unavoidable costs incurred.

7.2 If an entrant withdraws his/her entry on or before 31 March 2023 the Organisers will refund the fee, less £20 for administration. There will be no refund if an entrant withdraws after 31 March 2023.

8 Kit Required

The items listed below are the minimum required irrespective of the weather. Each participant must carry ALL items for the duration of the event unless otherwise mentioned below. Sharing of items is not permitted. There will be a kit check at some point during the event, and any participant not carrying required item(s) of kit will be immediately disqualified and transported to the finish by official transport. The organisers also reserve the right to carry out subsequent kit check(s) at any time if they so wish and likewise failure to provide item(s) requested will result in immediate disqualification and transport to finish - see Section 12.

8.1 The mandatory kit that is required for your safety is:

  • Route Description for the entire route from the start*
    This must be the official route description of the event and can be in:
    Paper form and kept waterproof OR
    Can include an electronic version provided durability and adequate power supply for 48 hours can be demonstrated if requested by a marshal.
  • Maps for the entire route from the start* as specified in 9 below.
  • Tracker as supplied at registration on the day which should be kept switched on until you return to HQ.
  • Waterproof Jacket and either Waterproof trousers or Waterproof over-trousers. The jacket must have taped seams and an integral hood.
  • An additional upper body layer to be worn or carried e.g. Long-sleeved Base Layer or Fleece.
  • Additional substantial full leg cover if you have Waterproof over-trousers.
  • Hat (and not a Buff/Bandana/Hoodie Sweat shirt or similar) and Gloves.
  • Compass graduated with degrees on the dial. This can include an electronic device provided adequate power for 48 hours can be demonstrated if requested by a marshal.
  • A working whistle.
  • A working torch with spare batteries sufficient for 2 nights and spare bulb if not an LED device.
  • A survival bag (not a space blanket).
  • First Aid kit, which at a minimum must include plasters, adhesive dressing, antiseptic wipes, fixation tape and low adherent dressing. (please see note in 8.2 below).
  • Emergency food.
  • A resealable drinks container, minimum size 0.5 litre.
  • Reflective clothing or reflective markers on backpacks. These must be visible when walking at night.

Note that for the above items marked * (RD and Mapping), it is acceptable for items to be discarded at checkpoints or in breakfast bag relating to the part of the route which has already been completed.

8.2 Other kit that we recommend you carry, but for which you will not be disqualified if you are not carrying it is as follows:

  • A cup or mug (none will be provided on route).
  • Money/Debit/Credit card and/or fully charged (and switched on) mobile phone for emergency use.
  • Any personal medication which you may need during the event (any prescription medicines for the duration of the event, and items such as pain killers, anti-histamine, anti-motility and anti-emetic). Marshals and first aid team will not be able to provide these for you.

9 Maps Required

9.1 OS 1:25,000 Explorer 205, 219, 220 and 221 (or the equivalent printed out versions from your mapping software provided that there is at least 1 k border around the route) or,

9.2 Maps in downloaded electronic format will also be allowed provided durability and adequate power supply for 48 hours can be demonstrated if requested by a marshal.

10 Baggage

10.1 A single small bag containing non-essential items, marked with the entrant’s walk number should be deposited in the area provided at the start, and will be transported to the breakfast stop. It will then be taken back to HQ for collection at the finish.

10.2 A numbered tag will be supplied which should be secured to the breakfast stop baggage.

10.3 Entrants undertake not to leave cash or valuables (e.g., mobiles/GPS) in it. The organisers will accept no responsibility for any losses or damage.

10.4 Entrants MUST keep the size and weight of the small breakfast bag within a maximum permitted size of 50 cm x 30 cm x 30 cm and maximum weight 6 kg (13lb).

10.5 Bags may be weighed and measured and bags exceeding the size or weight specified above will NOT be transported. No plastic sacks or bin liners will be accepted, nor items other than those wholly contained within the bag. This includes walking poles.

10.6 One additional Bag of reasonable weight and size may also be left at the HQ for the duration of the event. A label with the entrant’s number will be provided. This bag should only contain those items deemed necessary after completion of event such as towel, toiletries, change of clothing and footwear, sleeping bag, mat. Any excessively large and or heavy bag will not be handled.

10.7 All bags must be collected by 11.00am on Monday 1st May 2023.

11 Conduct of the Event

The LDWA recognises that it has a duty of care towards those participating in the 100 mile event and this is outlined in Section A below. However, participants must appreciate they have also have a duty to conduct themselves in a reasonable fashion and to obey the Rules of the Event. These duties are outlined in Section B below. Ultimately individuals must take responsibility for their own actions.

Section A - Organisers’ Duty Of Care

A1 The Event Organisers will undertake a suitable and sufficient risk assessment for the Event and keep it updated. They will also liaise with all relevant statutory authorities including the local Safety Advisory Groups, landowners and obtain all relevant permissions. The arrangements provided by the organisers in furtherance of its duty of care will include:

A2 The organisers will ensure the distance is as close to 100 miles as practicable and physically possible and the route description is as accurate as possible.

A3 The organisers will marshal any potential points on the route where the organiser and the local Safety Advisory Groups consider there to be risks. They will sign those risks as well as other places of potential risk that the organiser identifies. Furthermore, the organiser, having identified possible risks, will seek to mitigate them in a way that is appropriate, proportionate and reasonable, whilst recognising that not all risks can be totally mitigated.

A4 The organisers will have checkpoints under cover and inside halls as much as is reasonably practicable.

A5 The organisers will ensure there is sufficient quantity of high-quality nutritious food.

A6 The organisers will implement a robust communications system consistent with the terrain and known difficulties of communication.

A7 The organisers will provide transport for entrants who retire in order to return them to Event HQ.

A8 The organisers will provide First Aid at Event HQ and at Breakfast.

A9 The organisers will provide provision for entrants to sleep at Event HQ at the end of the event. However, entrants expecting to finish close to the 48 hours completion time should consider making alternative post event arrangements as event HQ may need to be vacated soon after official finish.

A10 The organisers will provide entrants with an emergency telephone number.

A11 The organisers will identify which checkpoints entrants’ supporters are welcome to visit and which they are not. The organisers will identify the reasons why supporters are not welcome at certain checkpoints. This information will be provided on the event website.

Section B - Entrants’ Duty of Care

B1 Entrants have a personal responsibility for their own fitness and well-being and undertake to enter the event based on the fact that they have prepared appropriately. Additionally, all participants must carry the appropriate equipment for their own safety and protection.

B2 Two or more checkpoint marshals will have the authority to retire entrants who in their opinion are behind schedule or appear to be showing signs of distress going beyond normal fatigue. Entrants must obey directions given to them by marshals, and hand in their tally card and retire from the event if so directed by a marshal.

B3 Retiring entrants should hand in their tally card at a checkpoint and wait for transport to be arranged to HQ. In an emergency, if retiring entrants cannot reach a checkpoint, they should pass their tally to another person to hand in, or call the emergency telephone number. Under no circumstances should anyone retire from the event without ensuring the organisers are informed. The tracker should be left switched on until entrants are back at HQ.

B4 Entrants must not be threatening, abusive or insulting to a marshal, other entrants and members of the public and understand that if reported, their behaviour might be subject to formal review from the ‘LDWA 100 Review Group’.

B5 Entrants must follow the route description provided including any late changes notified at the start or on route by marshals, and get their time recorded at each checkpoint, including any self-clips.

B6 Entrants must pass through checkpoints in order. In the event that they deviate from the route they must get back on route by the shortest practical means without trespassing on private property. (Deliberate deviation from the route to gain advantage will result in disqualification.)

B7 Entrants must understand that they shall not be allowed in a checkpoint other than during the official opening times of the checkpoint. These times will be displayed on the event web site and in the route description. Entrants understand that checkpoint opening and closing times will be strictly enforced. Entrants will be aware of the times when choosing a starting time.

B8 Entrants must understand that if they arrive at a checkpoint after that checkpoint has closed then they will be retired. Under exceptional circumstances this may be waived at the discretion of the organisers.

B9 Entrants must understand that checkpoint marshals will retire any entrant remaining at a checkpoint for more than 2 hours.

B10 Entrants must complete the event exclusively on foot unless directed by a marshal to do otherwise.

B11 Entrants must comply with the Countryside Code at all times and do nothing to bring the LDWA into disrepute.

B12 Entrants must be quiet at night, particularly near residential properties where noise could disturb.

B13 Entrants understand that the organisers reserve the right to vary the route for any reason such as adverse conditions or road closures, in which case entrants will be informed of the variations by marshals.

B14 Entrants understand that marshals shall be entitled to group entrants for reasons of safety, for example during adverse conditions.

B15 Entrants will be held accountable for the behaviour of their supporters in connection with the event, particularly at checkpoints and at Event HQ. Entrants should therefore ensure that their supporters do not visit checkpoints that the organisers have identified are to be kept supporter free. Given the potential seriousness of any incident, those individuals behaving irresponsibly or even without due care and attention of their surroundings will be brought to the attention of the checkpoint manager who if involved will expect immediate cooperation and compliance with any reasonable request. If in the very unlikely case of anything not being resolved at once the incident will be reported to the ‘LDWA 100 Review Group’ with the possibility of subsequent sanctions for any LDWA member involved.

B16 No dogs are permitted on the event.

12 Disqualification

12.1 Entrants in breach of any of the rules of the event will be disqualified. They will be asked to surrender their tallies, and they will be transported back to the finish by official transport.

12.2 In all matters connected with the event the decision of the organisers is final. At checkpoints the decision of the marshals is final.

13 Reconnoitring the Event

13.1 Accepted entrants who wish to reconnoitre the event should please note that the route may be subject to alteration which may include sections of private land or land that has restrictions on access.

13.2 Any person who is identified as trespassing on land where access has been negotiated for the duration of the event only may be subject to disqualification.

13.3 Any person who is identified as marking the route will be disqualified.

14 Privacy, Data Protection and Personal Information

14.1 Entrants understand and agree that their personal information submitted as part of their entry will be held by the event organisers for a period of up to seven years after the event and is held for the purposes of managing this event only. Entrants further understand that photographs are likely to be taken during the event, which may be featured in Strider magazine, group newsletters, on LDWA websites and on LDWA social media. Additionally, entrants understand that Summary Information* may be published immediately and may be held in perpetuity for the purposes of providing a record of the event. Entrants have the right to contact the organisers and request that all of their personal Summary Information* is anonymised. Any medical information will be held for duration of event only, including notification to the company providing medical cover, and will be erased after the event.

* Summary information is limited to the entrant’s name, age, gender, postal town, LDWA membership number, event name and date, distance covered, time recorded as well as any other linked walking achievement.

14.2 Entrants can choose to remain anonymous during any of the event live progress reporting. However, for operational and safety reasons the organisers will need to store entrants’ personal information on a computer. This is a pre-condition of entry and by entering the participant agrees to this temporary storage. This information will be held by the teams helping to plan and marshals’ managing the event, on a strictly need-to-know basis and will be erased after any report and results have been published.

14.3 Entrants should be aware that the LDWA maintains a Hundred Register (formerly the Hundred Database) held on the Association’s secure server. The Hundred Register contains membership number, full name, gender, local group, year of birth (where declared on entry forms), number of Official LDWA Hundreds started and finished, and years and times. It does NOT include addresses (postal or e-mail), telephone numbers, any declared medical conditions or any emergency contact names, addresses or telephone numbers. Entrants who do not want their details to be stored on the Hundred Register should be aware that this will result in their name and records being completely deleted. The onus will then be on these individuals to prove they are eligible, if applicable, for the 10/20/30/40 awards.

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