I've signed up. What happens now?

Once registered, each entrant will receive an email confirmation with more information, which will be followed by regular fundraising and event information emails including details on how you will receive your event t-shirt and walker number and important information about the day of the event. Information will be sent to the email address you provided when you registered for the event.  If this has changed please contact us on the details below.

What are the timings for the event*?

• 5.15pm – Parking opens 
• 5.30pm – Registration open / Sign-in for online entries open/Entertainment commences 
• 7.00pm – Walk starts.  

*Note these timings are subject to change

What facilities are available and is there parking?

Yes, parking will be available on a first come first served basis. Full details and maps of parking locations will be made available in advance and included in your electronic event pack. Toilets are available at the start/finish area.

Is this walk suitable for pushchairs, wheelchairs and other mobility vehicles?

Yes, the walk route is suitable and accessible for all. Please email wheatfields.fundraising@sueryder.org or call 0113 203 3317 if you require further information.

What emergency contact information do I need to provide?

In order to take part in the event, you are required to provide (at the time of booking) an emergency contact name and number. This MUST be someone who is NOT attending the event with you and CANNOT be yourself. Please make sure you input this information correctly when entering online as this information will be used in the event of an accident or emergency on the night.

This also MUST be someone over the age of 18 years, in the UK on the day of the event and contactable.

Where does the event start from?

The walk will start from Prince Henry’s Grammar School, Farnley Ln, Otley, LS21 2BB.

There will be pre-walk entertainment and music to enjoy.

Where does the route go and what is the distance?

Our route offers a 5k or 10k option and will take in some of the beautiful riverside in Otley. 

How long will the walk take? 

The walk is 5k or 10k and on average will take approximately two to two and half hours from the time you depart the start line. Please note that this is only an average time and many walkers have taken longer depending on their mobility around the course and the length of their stop at the hospice halfway point. Our back markers will follow up behind the last walker and normally finish in under 3 hours. Please also factor in your arrival time to check in as well as time to soak up the entertainment before you depart. This is not included in the average walk time. 

Are children allowed to enter the walk?

Yes, children are permitted to walk but must be accompanied by a legal parent or guardian at all times. Everyone taking part in the walk must complete the registration process, be that online or on the day. Please note: as the route is on public footpaths, bikes and scooters are not permitted. Children’s buggies are, however, permitted.

Are dogs allowed at the event?

Yes, we allow dogs to join in the fun and encourage you to involve them in the event with flashing accessories so other walkers and road users can see them in the dark. However, we ask that dogs are kept on the lead at ALL times without exception and are NOT left tied up anywhere unattended. Dogs will not be allowed within the school building and must stay off any grassed areas. We also ask (as I'm sure you would anyway) that you carry bags and pick up anything after your dog.

What do I need to do on arrival?

Follow directions and signs taking you into the Main Hall. It is very important you do sign in so we know you are taking part and have arrived, especially so we have a record in the unlikely event of an emergency.

You will need to sign in at the relevant desk and collect your t-shirt if you don’t already have this. When you have signed in, please head toward where the stage and entertainment will be located. Refreshments and merchandise will also be available to purchase.

How will this event be Covid-19 safe? 

All participants of our event will agree to take part in line with government guidelines designed to prevent the spread of Covid-19, as they stand on the day of the event.

We may ask you to follow additional precautions prior to and at the event in order to help safeguard everyone including our team who come into contact with patients and hospice staff. We will of course communicate these to you in advance if applicable and also at the event through our volunteers.

Your support and understanding is very much appreciated. 

What do I need to bring with me?

Detailed information about what to bring with you will be sent to you in advance. Please, however, do make sure you remember to bring your walker number with you to registration. Please also come dressed appropriately for the weather, especially as it will be October, and wear good walking shoes/footwear. Although most of the route will be lit with street lighting, it is also advisable to bring a torch with you.

What about merchandise - will there be any available to purchase?

Yes, there will be a selection of flashing items you can purchase on the evening.

Will any food and drink be provided or available to purchase?

Yes refreshments will be available to purchase on the night, before and after the walk. We do advise, however, that you bring some additional water with you as well as any other supplies you may require if you have allergies or special dietary requirements. 

Do I need to raise any sponsorship to take part?

Our suggested sponsorship target is £100 per adult, but we encourage you to raise as much as you can to support our specialist teams so they can provide expert care which means the end of people’s lives can be filled with friendship, family and love in their final moments together.

You’ll be able to set up an online JustGiving fundraising page after you’ve completed the online registration. We can also help with providing collection tins and any other fundraising items. If you would like any help with your fundraising, just get in touch with the fundraising team on the details below.

Do I need to bring any proof of entry with me or show an email on my phone?

No – all entries made online will be entered onto sign-in sheets and you will need to sign in on your arrival so we are aware you have arrived.

Can I sign up on the day?

Yes, on-the-day registration is permitted (subject to availability), but we encourage you to enter online so we can provide you with all the relevant information and support in advance and also send out your walker number.

If you are planning on registering on the night please note that on -the-day registration incurs an additional charge, and we recommend you arrive early to avoid any queues and make the most of the pre-event entertainment.

Will there be photos available from the event?

Photos will be taken at the event and we will share a link to an online Facebook album post event. We also encourage people to take their own photos and selfies using the hashtag #StarlightHike.

Please note: we will endeavour not to share any images of children aged 16 and under without the express permission of a parent or guardian. 

What is the refund policy?

Participants must pay a non-refundable, non-transferable entry fee at the time of registering. The amount of the entry fee will be confirmed on the Sue Ryder's webpage for the event. Where the event is postponed or cancelled, participants shall be entitled to defer their entry to when the event next takes place or (subject to availability) transfer to an alternative Sue Ryder fundraising event. If there is no deferred or suitable alternative event you will be entitled to a refund of any entry fee you have paid.

How are donations spent? 

When you make a donation to Sue Ryder, your money will be spent wherever the need is greatest, giving us the flexibility to provide our services across the UK. If you specifically want your donation to be spent on a particular service, please provide clear instructions in writing with your donation or contact our Supporter Care team to let them know. Call 020 7554 5985 or email supportercare@sueryder.org

What are the full event terms and conditions?

These are available online and on request, and must be read before entering so you are fully aware of the event terms and conditions prior to registering.

How can I contact the organiser with any questions?

Please email wheatfields.fundraising@sueryder.org or call 0113 203 3317 if you have any further questions about this event. A member of the fundraising team will be more than happy to speak to you about any queries.

Terms & Conditions

Sue Ryder Starlight Hike Leeds 2023

Sue Ryder Starlight Hike Otley is a 5k and 10k sponsored walk taking place at Prince Henry’s Grammar School, Farnley Ln, Otley, LS21 2BB on Saturday 14 October 2023. 

These terms and conditions set out the basis for your participation in the event and by applying to enter you are deemed to have read and accepted them.

Registration

1. Online registration to take part in Sue Ryder Starlight Hike must be received by the closing date as stipulated.
2. All entry fees are payable to Sue Ryder.
3. All participants must supply emergency contact details.
4. A parent or guardian must countersign or complete the application of any participant under the age of 18 on date of application. Participants aged under 16 must be accompanied by a responsible adult and there must be at least one adult for every five walkers aged 16 or under. Accompanying adults must ensure that their child/children is/are supervised throughout the event and has/have a good level of road safety awareness.
5. Participants must pay a non-refundable, non-transferable entry fee at the time of registering. The amount of the entry fee will be confirmed on Sue Ryder’s website.
6. Sue Ryder reserves the right to refuse any registration. Sue Ryder’s decision shall be final.
7. After registration participants will receive an email confirmation. Further detailed information about the event will be emailed to you prior to the event. This will be sent to the email you submit at the time of entering online. 
8. Your Starlight Hike walker number and remembrance message to wear in celebration of a loved one will be posted to you in advance. T-shirts will be made available to collect from a designated location prior to the event or on the day and relevant details communicated to you.
9. All participants must notify Sue Ryder prior to the event of any medical conditions which our first aiders should be aware of.
10. If any of your contact or other details should change after you have entered the event, you should notify Sue Ryder as soon as possible by email. 

Alteration or postponement of the event

1. Sue Ryder reserves the right to alter, postpone or cancel the event where this becomes necessary as a result of circumstances beyond Sue Ryder’s reasonable control (for example flooding or Covid-19 resurgence).
2. Where the event is postponed or cancelled, participants shall be entitled to defer their entry to when the event next takes place or (subject to availability) transfer to an alternative Sue Ryder fundraising event. If there is no deferred or suitable alternative event you will be entitled to a refund of any entry fee you have paid.
3. Sue Ryder retains the right to make a change to the advertised start times, as well as operating a staggered start throughout the day/evening by allocating arrival times.  This is for the safety of all participants, suppliers, staff and volunteers, and to help control the number of participants at the start/finish at the venue at any given time.

Publicity

1. By participating, participants agree to take part in post-event publicity which may include interviews, photography and/or filming for Sue Ryder internal communications, local and/or national media and online media. We will also take photographs and/or videos during the event. Sue Ryder reserves the right to use any such photographs or videos in future promotional materials, which may include leaflets and posters, on our website, emails/mailings and on our social channels..
2. By taking part in the event or attending the event you are deemed to have given your consent, unless you notify Sue Ryder of any express objections. In the event that you raise any objections to the use of any image in which you are featured after the event, Sue Ryder will remove that image from its website and refrain from any future use of it, but cannot undertake to remove from circulation any printed materials already in use.
3. Sue Ryder will endeavour not to use any photographs, images or likenesses of children aged 16 or under.

Health, Safety & Fitness

1. Sue Ryder has a comprehensive risk assessment procedure for each event and will use all reasonable endeavours to ensure that the event is safe for participants and the public. However, by taking part participants agree to take reasonable care of their own health, safety and welfare and that of other participants and members of the public. Participants acknowledge that the event will take place on public rights of way and roads, and that as such, risks may arise which are beyond Sue Ryder’s reasonable control.
2. This event has been designed as a low risk event for a person of average fitness. All participants should satisfy themselves that they are in good health and physically able to participate in the event. If in doubt, participants should consult a GP, hospital doctor or other suitable healthcare professional prior to the event.
3. If you have any medical conditions or if you wish to take part in a wheelchair, please contact us before completing this form for information about how you can be supported at this event. 
4. All participants must protect themselves by wearing suitable clothing and footwear. High visibility apparel and torches/lights are recommended. 
5. All participants must follow the rules of the Highway Code as they apply to pedestrians, as well as the instructions of the event organisers and marshals on the route.
6. Sue Ryder asks that participants and supporters do not smoke during the event. 
7. Participants are responsible for arranging their own transport to and from the event. 
8. It is recommended that all participants should bring a drink to the event.
9. This event is a walking event which means running is not permitted and we cannot allow any other means of transport such as scooters, roller blades or bicycles.
10. There is open water on the route of the event and all participants are asked to stay on the footpaths and follow guidance and instructions from the event marshals in these areas.
11. Participants agree to take part in line with all social distancing rules and government guidelines designed to prevent the spread of Covid-19 as they stand on the day of the event.

Dogs

1. Participants are able to bring dogs, however are fully responsible for them and dogs must be kept on a lead at all times.  If your dog fouls in a public place, you must then clean up the mess by law. Those responsible for dogs must be prepared to remove any dog waste and place dog waste in special dog waste bins and not in general rubbish bins. If there is no dog waste bin, take it home and dispose of it there. 
2. All dog foul must be removed from the start/finish venue and not placed in bins on site.  

Withdrawing from Starlight Hike

1. Any participant who finds themselves unable to take part in the event for any reason should notify Sue Ryder as soon as possible. The registration fee is non-refundable.
2. Any participant who starts the event but then finds themselves unable to complete it for any reason should notify a Sue Ryder representative as soon as possible to prevent any unnecessary search being started.

Liability

1. Starlight Hike is operated by Sue Ryder, and all participants take part at their own risk. Sue Ryder accepts no responsibility for any loss, injury or damage suffered by any participant personally as a result of taking part in Starlight Hike in the absence of negligence or breach of statutory duty on the part of Sue Ryder. Sue Ryder accepts no liability whatsoever for any damage to any participant’s property.
2. Cars left at the event are at participants' own risk. Please do not leave any valuables in your vehicle.
3. Participants should conduct themselves appropriately during the event and refrain from doing anything which might pose a risk or cause a nuisance to other participants, or which might reasonably be expected to adversely affect Sue Ryder’s reputation or bring the charity into disrepute.
4. Sue Ryder reserves the right to eject any participant who does not comply with these terms and conditions.

Financial

1. All participants registering in advance of the event must pay a non-refundable, non- transferable registration fee at the time of entering the event. 
2. All participants are encouraged to setup an online fundraising page, details of which will be sent to you via email.
3. The Sue Ryder Starlight Hike Leeds is an exclusive Sue Ryder fundraising event. All participants must pledge to raise as much sponsorship as possible for Sue Ryder. Sponsorship monies may not be given to or shared with any other organisation. Sue Ryder suggests that each participant should seek to raise at least £100 in sponsorship.
4. Participants are reminded that they have a legal responsibility to ensure that all sponsorship monies and donations received for Starlight Hike are paid directly to Sue Ryder within six weeks of the date of the event. Cheques are made payable to Sue Ryder and should be sent directly to Sue Ryder, Wheatfields Hospice, Grove Rd, Headingley, Leeds LS6 2AE and not any of our charity shops.

Data Protection

1. Please be aware that by registering you authorise Sue Ryder to process your personal and sensitive personal data in accordance with the Data Protection Act  2018 for the purposes of this event only. By signing the registration form or completing the online entry, you agree to Sue Ryder using your personal and sensitive personal data for the purposes outlined above. In the event of an accident or emergency we may need to share your personal data (including health information) with our first aid providers and/or the emergency services, in order that they can give you appropriate treatment. For further details about how we use and protect your information, please view our privacy policy. You can change your contact preferences, request a copy of our privacy policy or ask any questions by contacting supportercare@sueryder.org or 0808 164 4572.
2. In future, we may wish to send or contact you with information about our charitable activities and events. Please tick the appropriate boxes during the online registration process to opt in/out of future communications accordingly.

If at any time in the future you decide that you no longer wish to receive mailing,/texts, or information, please contact Sue Ryder at supportercare@sueryder.org or 0808 164 4572 to be removed from the relevant mailing list.