TERMS AND CONDITIONS
Promoters: Southern Lakes Ultra Limited are the organizers and promoters of the Southern Lakes Ultra.
The Event is a 6-Staged, 7-day, self-supported foot race held in New Zealand. Southern Lakes Ultra covers an approx. distance of 250km and around 6,000m elevation.
The race is open to Runners and Fast Walkers.
Unsupported Competitors will carry their own race pack containing food, sleeping bag, mat and other mandatory equipment specified by the Southern Lakes Ultra Team.
Supported Competitors will carry a day pack with all Mandatory equipment specified (excluding Sleeping Bag and Mat) and daily food.
There is to be no outside help to any athlete, unless at the discretion of the Race Director or Medical Team.
CATEGORIES OF COMPETITORS
Competitors must indicate on entry, the category they wish to race in. Supported or Unsupported. The following Individual Categories will be used for placing Competitors and awarding prizes
Male Overall – 1st, 2nd and 3rd (Supported and Unsupported)
Female Overall – 1st, 2nd and 3rd (Supported and Unsupported)Self Sufficient. Whilst, competitors can select to compete as Supported or Unsupported, ALL competitors are considered Self Supported, meaning, every competitor is responsible for carrying, utilizing and having full knowledge, of all equipment, clothing and nutrition required for the full event. Cold Water is provided at check points, Hot and Cold Water is provided in camp. Limited Electrolyte Capsuals and Sun Block will be provided at Check Points. Tents will be provided for all competitors and crew. All athletes must provide all medical supplies required for the week, with full knowledge of how to use.
Southern Lakes Ultra, will provide updated information (via email, website, and / or zoom, or similiar), have a private athlete facebook page, a Frequently Asked Question page on this website, and be available on email (info@southernlakesultra.com) to answer any questions you have in the lead up to Southern Lakes Ultra.
CONDITIONS OF ENTRY
All Competitors that take part in this event are to understand that this event is an outdoor event in sometimes very remote parts of New Zealand. Competitors are expected to have a good understanding of outdoor survival skills and have a good knowledge of their gear and how to use it.
Southern Lakes Ultra Course is on formed tracks, trails, farm and public roads. You do not
need to navigate with a Compass. Each Competitor will have a Race App (such as CAPRA –
which must be downloaded, offline, onto a mobile device, with course details, including
visual and written descriptions. The course will be marked at key locations where there are
turns, multiple options or extra special car required. Southern Lakes Ultra will not be course
marking every 500m if not necessary, i.e. following the one trail. All Competitors will be
provided with a mandatory CAPRA App Maps and must carry a PLB at all times.
Southern Lakes Ultra is an Outdoor Event Activity. Whilst all care is taken, athletes are aware
and agree on entering, that partaking in Southern Lakes Ultra, exposes them to the Outdoor
Environment, including, but not limited to, weather, terrain, trail conditions.
Competitors all agree on entering Southern Lakes Ultra, to Personal Responsibility – see
further note below.
Competitors must be 21 years of age or older at the start date of the Event. Special
permission may be granted if you are under 21 at the race organisers discretion.
By completing the online entry form, you are agreeing to the Terms and Conditions as per
this website and acknowledge no conversation will be engaged further once the terms and
conditions are accepted.
Southern Lakes Ultra, reserve the right, if necessary, to consider taking deformation action
against any person or organisation, who acts against the terms and conditions as outlined in
this website. (www.southernlakesultra.com)
All Competitors taking part in Southern Lakes Ultra, acknowledge that the event will be
physically demanding, with medical, physical and emotional risks involved. There is a very
real risk of serious injury or even death from participation in events such as Southern Lakes
Ultra, including, but not limited to, fatigue, exhaustion, injury, heat stroke, hypothermia,
equipment failure, spectators, vehicles.
Competitors are solely responsible for your own individual training and preparation.
Competitors must make sure they have a thorough understanding of the course and
requirements to complete and ensure they turn up to Southern Lakes Ultra fully prepared
for the adventure to be undertaken.
By submitting your entry form, you agree, that you are physically, mentally and emotionally
capable of completing the event and agree that Southern Lakes Ultra Events Limited, the
crew, volunteers, staff, agents, sponsors, suppliers, affiliates, contractors, medical advisors
are not responsible or liable in the event of your death, or for any injury or illness that you
may suffer as a result or in connection with your participation in Southern Lakes Ultra.
COMPETITOR WITHDRAWALS AND CANCELLATIONS
Competitors wishing to withdraw and cancel their entry will be subject to the terms and
conditions for cancellation, as noted on this website. (www.southernlakesultra.com). By
completing your online entry form, you are accepting of these Terms and Conditions.
All competitors will receive a refund of the total fees paid to date, less non-refundable, non-
transferable Deposit Payment of NZD $1,000.00, less any applicable bank charges and
exchange rates, if a cancellation notice has been received in writing by Southern Lakes Ultra
(info@southernlakesultra.com), before 11.59pm NZD Time 31st August 2024. No entry fees
will be refunded if any cancellation notice is received after 11.59pm NZD Time 31st August 2024.
Please note the rules around payment instalment dates being met to ensure if needed you
are eligible for withdrawal refund. Details under Entry Information on this website.
(www.southernlakesultra.com).
On Selling / Transferring your entry is at the sole discretion of the Race Director. See further
details under “On Selling / Transferring your Entry”.
Please note, any other purchases through Southern Lakes Ultra, such as, but not limited to,
additional awards tickets, merchandise, are non-refundable.
Any purchases, such as, but not limited to, merchandise, must be collect at Race
Registration. Items may be posted out to athletes, if requested in writing to Southern Lakes
Ultra (info@southernlakesultra.com). Full payment, including postage must be received
prior and Southern Lakes Ultra accepts no responsibility for damage or loss during post.
Southern Lakes Ultra also accept no responsibility for any sizing issues, all measurements will
be provided, and it is individuals responsibility to ensure the correct sizing is ordered.
MEDICAL DEFERRAL FEE
Southern Lakes Ultra 2025, offer a Medical Deferral, should you be medically unable to
compete in Southern Lakes Ultra 2025.
Competitors, must provide a valid Medical Certificate, received by Southern Lakes Ultra
(info@southernlakesultra.com) by 11.59pm NZ Time 1st November 2024. The Medical
Certificate and email will be reviewed by Southern Lakes Ultra and accepted / declined at their discretion.
A fee of NZD $500.00 plus any applicable bank and international charges, will be invoiced
and on payment, your entry is transferred to Southern Lakes Ultra 2026.
Your deferred entry into Southern Lakes Ultra 2026, is non-refundable, non-transferable,
one time only transfer to Southern Lakes Ultra 2026.
ONSELLING / TRANSFERING YOUR ENTRY
Southern Lakes Ultra may allow athletes to transfer their entry to another athlete, at
Southern Lakes Ultra discretion.
The entry fee must be paid in full at the time of transfer and be paid by the athlete currently
entered, prior to transferring.
Southern Lakes Ultra will charge a NZD $100.00 fee to the original entered athlete, such fee
must be payable in full before a transfer is accepted.
The transferred entry will be a non-transferrable / non-refundable entry to the athlete the
entry is being transferred to, for entry into Southern Lakes Ultra 2026 only.
The transferred entry will only be applicable for Southern Lakes Ultra 2026 Event.
An online entry form must be completed by the new athlete and accepted by the race
director, prior to any transfer taking place.
Prior to any on selling / transferring of entry, written confirmation must be received and
accepted (at Race Directors discretion) (info@southernlakesultra.com), between the athlete
transferring the entry and the athlete receiving the entry.
No athlete is permitted to advertise an entry for Sale on any existing Southern Lakes Ultra
Social Media pages, including, but not limited to, Facebook, You Tube, Instagram.
On selling / Transferring your entry, may mean the athlete you are transferring your entry
to, is unable to receive any additional, but not limited to, orders, such as event tee shirts,
merchandise, additional awards dinner tickets.
The entry fee and exchange of money, between the athlete on selling / transferring the
entry and the athlete purchasing the entry, is a transaction that takes place outside of
Southern Lakes Ultra and for which Southern Lakes Ultra have no responsibility over.
PERSONAL RESPONSIBILITY
All competitors and crew will complete a medical declaration. You confirm the information
you provide about your medical history is accurate to the best of your knowledge. You
acknowledge that the purpose of collecting this information is to ensure that all existing
and/or past health conditions are declared prior to competition to allow risks to be assessed.
You agree to accept responsibility for any failure to disclose, or properly describe any
existing or past health conditions. You undertake not to hold the race organizers and/or
medical team liable for any claims and/or damages arising from, or relating to, my
disclosure.
Southern Lakes Ultra is a self-supported event. Irrespective of which category you are
entered into (supported / unsupported), athletes must be responsible for their own Medical
Supplies, Care and Safety during the event. You should train, race and prepare as if there is
no medical support. This means you must carry ALL medical and safety, first aid supplies and
equipment, with full knowledge of how to use. Southern Lakes Ultra will have medical
personal as crew; however they will be acting as Support. For any further Medical Care,
athletes will be removed from Southern Lakes Ultra, at their own expense, and seek further
Medical Care , from local hospital , or equivalent.
All athletes must be aware that Southern Lakes Ultra, is an outdoor event, run in parts in
remote, high country, mountainous terrain, with often multiple river crossings. A full
knowledge of Medical and Safety Equipment and how to use, including but not limited to,
GPX Files, PLBs, Safety Bags / Bivy Bags and have an understanding of potential hazards in
such terrain and conditions, including but not limited to, Blisters, Sprains, Strains, Broken
Bones, Heat Stroke, Hypothermia etc.
RACE RESULTS
As soon as possible, after the final finisher for each stage has finished, we will notify of
results, via the Facebook event page (Southern Lakes Ultra). Please note, that we will be
spending some time in remote locations with limited / no internet service. In these cases,
we will be posting results, as soon as we have internet service available. It is our intention to
notify via Facebook of any athletes withdrawing, as and when, from the event. Our priority
is on the Health and Safety of our athletes; however, we will be doing our best to
communicate as fast and efficient as we can.
COVID 19 (PANDEMICS)
If Southern Lakes Ultra is unable to commence, due to a government directive, or we believe
we will be putting athletes, organizers, volunteers, supporters at undue risk, which we
cannot control, then we reserve the right to cancel Southern Lakes Ultra for 2025 and roll
the event to 2026. (see details above).
Southern Lakes Ultra, will at all times, follow the NZ Government and Ministry of Health
Guidelines.
Southern Lakes Ultra promoters have the right to change or even cancel the event due to circumstances beyond their control. (this could include a host of reasons, weather, natural disasters, flooding, wars, an act of God, land access, pandemic etc.). In such an event, Southern Lakes Ultra promoters will adhere to the following.
If Southern Lakes Ultra need to cancel prior to 11.59pm 31st December 2024 NZ Time, a refund minus admin fee and bank charges, will be offered to all athletes, or the option to roll (non- refundable) to the following years event. An email will be sent to all athletes outlining details.
If Southern Lakes Ultra need to cancel post 11.59pm 31st December 2024 NZ Time, all athletes will be rolled (non refundable) to our Southern Lakes Ultra 2026 event.
All athletes are to ensure they have their own insurance in place to cover any cancellations and additional costs.
NZ GOVERNMENT / MINISTRY OF HEALTH AND SOUTHERN LAKES ULTRA
Southern Lakes Ultra will at all times follow the NZ Government and NZ Ministry of Health
Guidelines. Your entry into Southern Lakes Ultra, confirms you agree to follow all rules as set
out and updates as and when required by both the NZ Government and the NZ Ministry of
Health.
TRAVEL TO SOUTHERN LAKES ULTRA
Your Southern Lakes Ultra entry fee does not cover travel to NZ / Queenstown. How you get
to the race start and any requirements is outside of Southern Lakes Ultra’s control or refund
/ roll over policy. You are responsible for all travel requirements and should have
appropriate insurance cover in place, should any situations, including by not limited to,
disruptions, occur.
DIGITAL DEVICES
Athletes may use Ear Pods / iPods or the likes to listen to music. There will be sections of the
course such use is prohibited, and athletes will be notified at the daily briefings.
Athletes must bring a Mobile phone, with the CAPRA App downloaded as an offline version,
and a Battery Pack sufficient to keep the mobile charged for use.
Mobiles may be used for photography, music, videos, CAPRA App.
GPX Files must be downloaded onto a Smart Phone / Watch for use during the event.
Any competitor found in breach of the above Digital Detox rules, will immediately be
removed from the course and withdrawn from Southern Lakes Ultra.
DISCLAIMER OF WARRANTIES / LIMITATION OF LIABILITY
Southern Lakes Ultra will not be liable to you for
a) Any loss of or damage to your equipment or personal effects
b) Any indirect or consequential loss
c) Any damage or loss suffered or incurred by you in connection with participating in
Southern Lakes Ultra (including, but not limited to, travelling to Southern Lakes Ultra
Event).
Except, as otherwise provided by any applicable laws, Southern Lakes Ultra Events Limited
maximum liability to you for any claim in contract, tort, or in any other cause of action
arising out of or in connection with Southern Lakes Ultra Event, will no exceed the entry fee
for the Event.
We do not guarantee, represent or warrant that your use of our service will be
uninterrupted, timely, secure or error-free.
We do not warrant that the results that may be obtained from the use of the service will be
accurate or reliable.
You agree that from time to time we may remove the service for indefinite periods of time
or cancel the service at any time, without notice to you.
You expressly agree that your use of, or inability to use, the service is at your sole risk. The
service and all products and services delivered to you through the service are (except as
expressly stated by us) provided “as is” and “as available” for your use, without any
representation, warranties or conditions of any kind, either express or implied, including all
implied warranties or conditions of merchantability, merchantable quality, fitness for a
particular purpose, durability, title, and non-infringement.
In no case shall Southern Lakes Ultra, our directors, officers, employees, affiliates, agents,
contractors, interns, suppliers, service providers or licensors be liable for any injury, loss,
claim, or any direct, indirect, incidental, punitive, special, or consequential damages of any
kind, including, without limitation lost profits, lost revenue, lost savings, loss of data,
replacement costs, or any similar damages, whether based in contract, tort (including
negligence), strict liability or otherwise, arising from your use of any of the service or any
products procured using the service, or for any other claim related in any way to your use of
the service or any product, including, but not limited to, any errors or omissions in any
content, or any loss or damage of any kind incurred as a result of the use of the service or
any content (or product) posted, transmitted, or otherwise made available via the service,
even if advised of their possibility. Because some countries or jurisdictions do not allow the
exclusion or the limitation of liability for consequential or incidental damages, in such
countries or jurisdictions, our liability shall be limited to the maximum extent permitted by
law.
ALCOHOLE, SMOKING, VAPING
It prohibited while partaking in Southern Lakes ultra event, at any Southern Lakes Ultra
Campsite, or in any transport provided by Southern Lakes Ultra.
INSURANCE
Competitors taking part in Southern Lakes Ultra, understand that there is a risk involved. Competitors take part at their own free will, Southern Lakes Ultra is not responsible for any incident or accident.
All competitors must take out and maintain their own personal travel insurance, which covers you for the duration of your time in New Zealand, for trip cancellation, travel to and from Southern Lakes Ultra, accident, death, pandemic, etc. This should cover you fully against the costs of hospitalization, medical care and repatriation if you become too ill to continue the run and must cover you against the cost of air or other forms of evacuation and / or repatriation should sickness or injury necessitate such a course of action. A copy of your insurance will need to be presented at Race Registration to enable you to partake.
Southern Lakes Ultra has no control over, and accepts no responsibility for, the availability or standard of medical and / or repatriation services and facilities in the area in which the events take place and such services and facilities do not form any part of the contract between you and Southern Lakes Ultra.
You are solely responsible for your own equipment and belongings during the event and bear the sole responsibility for incidental or accidental damage (including wear and tear) to, or loss of, your own equipment and belongings.
You are solely responsible for your own medical care throughout Southern Lakes Ultra. Southern Lakes Ultra will provide Medical Support, however you must bring all medication and first aid equipment with you and have a sound and capable knowledge of how to use.
You must take out adequate insurance to cover your equipment, belongings and medical care. A copy of your insurance will need to be presented at Race Registration to enable you to partake.
At all times Southern Lakes Ultra will endeavour to hold our full course, however as we are operating in remote locations, safety may involve us making last minute course changes, reducing or removing a stage or worst case, cancelling the event part way through. You will need to ensure you have adequate insurance cover for any eventuality.
You will also sign a Waiver at Race Registration confirming you have the appropriate insurances in place.
You must ensure your Insurance covers you for any travel disruptions.
MEDICAL AND SAFETY
All competitors and crew, will complete a medical declaration. You confirm the information you provide about your medical history is accurate to the best of your knowledge. You acknowledge that the purpose of collecting this information is to ensure that all existing and/or past health conditions are declared prior to competition to allow risks to be assessed. You agree to accept responsibility for any failure to disclose, or properly describe, any existing or past health conditions. You undertake not to hold the race organizers and/or medical team liable for any claims and/or damages arising from, or relating to, my disclosure.
Southern Lakes Ultra, is a self-supported event. Irrespective of which category you are entered into (Supported / Unsupported), athletes must be responsible for their own Medical Supplies, Care and Safety during the event. You should train, race and prepare as if there is no medical support. This means you must carry ALL medical and safety, first aid supplies and equipment, with full knowledge of how to use. Southern Lakes Ultra, will have medical personal as crew, however they will be acting as Support. For any further Medical Care, athletes will be removed from Southern Lakes Ultra, at their own expense, and seek further Medical Care, from local hospital, or equivalent.
All athletes must be aware that Southern Lakes Ultra, is an outdoor event, run in parts in remote, high country, mountainous terrain, with often multiple river crossings. A full knowledge of Medical and Safety Equipment and how to use, including but not limited to, GPX Files, PLBs, Safety Bags / Bivy Bags and have an understanding of potential hazards in such terrain and conditions, including but not limited to, Blisters, Sprains, Strains, Broken Bones, Heat Stroke, Hypothermia etc.
