Half Marathon charity place terms and conditions

Terms and Conditions relating to fundraising for The Royal Parks charity at the 2025 Royal Parks Half Marathon   

Sunday 12 October

Defined terms used in this document having the following meanings:

• ‘The Event’ means the 2025 Royal Parks Half Marathon taking place on 12 October 2025
• ‘The Charity’ or ‘The Royal Parks charity’ means The Royal Parks Limited, a charity with charity registration number 1172042
• ‘Team Royal Parks’ means all runners who are running in The Event to fundraise for The Charity
• ‘The Challenge Events Team’ means The Charity’s team who manage Team Royal Parks for The Charity only
• ‘The Event Owner’ means The Royal Parks Limited, managed through its Half Marathon Team
• ‘The Event Delivery Partner’ means London Marathon Events Ltd
• ‘Sponsorship’ is the amount of donation or fundraising the runner is giving to The Royal Parks charity
• ‘Donation’ is a direct donation from the runner (or the runner’s friends and family) to The Royal Parks charity via a direct donation link, or via Bank Transfer or Cheque (all payment details will be provided to the runner by the Charity)
• ‘Fundraising’ is the sponsorship raised by the runner through the online JustGiving platform for The Royal Parks charity.

Important Notice

The Royal Parks charity’s Challenge Events Team (challenges@royalparks.org.uk) manage all runners who support and fundraise for the Charity by participating in the Royal Parks Half Marathon event, taking place on 12 October 2025 (the ‘Event’). Your £350 minimum sponsorship target will go to The Charity to manage and protect London’s eight beautiful Royal Parks. You agree to transfer the proceeds raised for your fundraising to the Royal Parks Limited and not to any other charity.

Please note that The Royal Parks charity’s Challenge Events Team are a separate team within The Royal Parks charity to those that work on the management, organisation and delivery of the Event within the Event Organiser and Event Service Provider teams. The Challenge Events Team do not manage the organisation and delivery of the Event and do not have access to the Event Owner or Event Delivery Partner’s emails, databases or systems. They do not organise or manage the Event or public ballot either.

However, the Challenge Event’s Team do manage all runners who have been allocated a race place through the Royal Parks Half Marathon ballot and have chosen to use their race place to run and fundraise for The Royal Parks charity.

The Event Owner and Event Delivery Partner oversee the organisation and delivery of race day. Please email the Event Owner via info@royalparkshalf.com if you have any queries regarding your race bib, race number, race route, your chip time, baggage drop, road closure or media queries. Please note the Event Owner does not have a phone number.

Please also email the Event Owner via info@royalparkshalf.com if you are a charity looking to buy charity places in the race, a fundraiser who is running for a different charity (or wanting to run for a different charity), or if you’re ballot place runner (who isn’t using their place to run and fundraise for any charity at all).

Please note this document is not the Royal Parks Half Marathon Event Owner’s T&Cs; it is The Royal Parks charity’s Challenge Events Team’s T&Cs for all participants in the race who are running and fundraising for The Royal Parks charity through the 2025 Royal Parks Half Marathon event. If you would like to access the Event Owner’s registration T&Cs, please email info@royalparkshalf.com.

Agreement

If you are accepted for a charity place in the 2025 Royal Parks Half Marathon, which is provided to you by The Royal Parks charity, you agree to the following:

Safe email list & important phone number

1. You will ensure challenges@royalparks.org.uk and info@royalparkshalf.com are on your safe email list so you don’t miss any important sponsorship and race information from The Royal Parks charity and the Event Delivery Partner, respectively. Failure to do so may result in important information going straight into your spam/junk folder.

2. You understand The Royal Parks charity may contact you about your sponsorship and race day via email from challenges@royalparks.co.uk, or we may call you on the number you’ve provided on your application from, leave you a voicemail or text you from 0300 061 2377 / 07977635833. You will respond to The Royal Parks charity as soon as you can. If The Royal Parks charity do not hear back from you for a significant period of time after trying to contact you several times, you acknowledge this can result in The Royal Parks charity withdrawing your charity place from the event.

3. You understand you will receive Team Newsletters and Team Emails with fundraising tips and information about the Event from The Royal Parks charity. You also understand these are not marketing communications and they are sent to all runners to support the runner in their Event race journey.

Updates to this Terms & Conditions document

4. You agree to any updates made to this Terms & Conditions document after you submit your application form and you understand The Royal Parks charity will inform you of any updates.

Registration and participation

5. You will email challenges@royalparks.org.uk or call 0300 061 2377 for clarity before submitting your 2025 Royal Parks Half Marathon application form if any information in this T&Cs document is not clear and / or if any information regarding The Event or your sponsorship is not clear.

6. You understand the minimum sponsorship target of £350 (excluding Gift Aid & Registration Fee) will go to The Royal Parks charity – it will not go to a different charity. If you accidentally send the funds to a different charity, you will request for the minimum sponsorship target amount (from the total funds raised) to be returned to you or sent to The Royal Parks charity, as you have registered and obtained the race place through The Royal Parks charity, not the other charity.

7. You will be aged 17 years or over on the date of the Event.

8. You will pay a non-refundable registration fee of £30 to reserve your charity race place (‘Registration Fee’). If all charity places have been filled by the time you pay the registration fee, your payment will be refunded or you will be invited to join the waiting list for a charity place.

9. To participate in the Event, you understand you must complete all registration instructions set out by The Royal Parks charity, including the Event Owner’s short online registration which will be sent to you by an automated web link. Failure to complete all Event registration instructions by any applicable deadline may mean you are unable to participate in the Event.

10. You understand The Royal Parks charity has the right to refuse registration or application for a charity place in the Event without providing reasons for doing so and at any time.

11. You acknowledge you cannot swap, sell or transfer your charity place in the Event or allow anyone else to participate on your behalf or under your name.

12. Once you’ve chosen a running vest size and/or a personalised name for the vest, you understand if The Royal Parks charity has already placed an order to their supplier, you cannot request for another running vest in a different size, or a different name personalised on it.

13. You understand that a personalised and branded running vest with the name you have provided on your application form will be ordered from the Charity’s supplier in June 2025. If you submit your application form after May 2025, or have not completed all registration instructions set out by the Challenge Events team by the beginning of June 2025, you will still be eligible to receive a branded running vest when you complete your registration, but it will not be personalised with your name on it.

14. You understand that The Challenge Events Team will post your running vest to the address supplied on your application form and it is your responsibility to inform us of any changes to your postal address. If your vest is sent to the wrong address, The Challenge Events Team are unable to send you another vest unless you are happy to pay for it.

15. If you are an international runner, we will contact you in advance to make arrangements for you to collect your running vest once you arrive in the UK.

16. You will keep The Royal Parks charity informed of any changes to your contact details by emailing challenges@royalparks.org.uk or calling 0300 061 2377. This will allow The Charity to:

• Contact you about your charity race place and sponsorship;
• Post your running vest and other fundraising material to the correct address;
• Pass on your contact details to the Event Owner to ensure you are registered on their online registration platform.

17. You understand you will receive your running vest and information about race day from The Royal Parks charity by 1st week of October 2025.

18. You understand the Event Delivery Partner wilI send you information about the Event and your race time, race bib & race pack by 30 September 2025. If you don’t receive it by this date, you should email info@royalparkshalf.com.

Registration Fee, Minimum Sponsorship Target, Fundraising Page

Event Date: Sunday 12 October 2025
Minimum Sponsorship Target: £350 (excl. Gift Aid & Registration Fee)
Registration Fee: £30 (Non-Refundable)
Registration Deadline: Thursday 14 August 2025 at 4pm
Sponsorship Deadline: Wednesday 12 November 2025 (1 month after race day)

Within 3 working days of being offered a charity place in the Event, you will:

a) pay your £30 registration fee (non-refundable) via the web link sent by The Royal Parks charity;
b) set up your fundraising page via the web link sent to you by The Royal Parks charity. You will choose ‘The Royal Parks’ charity as your chosen charity for your fundraising page. You will then email your fundraising page web link to The Royal Parks charity to challenges@royalparks.org.uk;
c) If you are donating your sponsorship (instead of fundraising), you will inform The Royal Parks charity by emailing challenges@royalparks.org.uk;
d) and complete your short online registration via the web link sent to you by the Event Delivery Partner (and check your junk/spam folder for this email).

20. You understand the £30 registration fee is non-refundable, even if you:

• Pay the registration fee and later decide to drop out of the race;
• Pay the registration fee then change your mind and choose to run and fundraise for a different charity instead;
• Pay the registration fee then decide not to run and fundraise for The Royal Parks charity as you have obtained a race place through the RPHM ballot and will be running using your ballot place without fundraising for the Charity.

21. You pledge to fundraise/donate a minimum sponsorship target of £350 for The Royal Parks charity (excluding gift aid and registration fee) through your participation in the Event and understand it is the aim of this Event to raise as much above this amount as possible.

22. You understand a Matched Gift from (e.g. from your employer) can be included in your sponsorship amount to help you reach your minimum sponsorship target. You agree to notify The Challenge Events Team at challenges@royalparks.org.uk if you would like a matched gift to count towards your sponsorship target. The Challenge Events team will provide instructions on how to send a matched gift to The Royal Park charity. If your matched gift is paid in a foreign currency, the amount the charity receives in GB pounds after the currency exchange will be added to your fundraising total.

23. You pledge to fundraise/donate £100 (excluding Gift Aid & Registration Fee) of my minimum sponsorship target total to The Royal Parks charity by 31 July 2025 to show your commitment to the charity place.

24. If you join the Team Royal Parks on or after 5 July 2025, you pledge to fundraise/donate £100 (excluding Gift Aid & Registration Fee) of your minimum sponsorship target total to The Royal Parks within 4 weeks of paying your registration fee to show your commitment to the charity place.

25. You pledge to fundraise/donate at least 80% of your minimum sponsorship target by race day (Sunday 12 October 2025) and pledge to fundraise/donate 100% of my minimum sponsorship target by the sponsorship deadline date one month after race day (Wednesday 12 November 2025). If you are donating your sponsorship, you understand you can donate the entire sponsorship together or in instalments by 12 November 2025.

26. If you or your friends/family decide to donate part of your minimum sponsorship target or your entire minimum sponsorship target (instead of fundraising), you will email challenges@royalparks.org.uk for further information on how to send the sponsorship / donation(s) to The Royal Parks charity.

27. If you have any cash fundraising, donations or matched gifts (e.g. from your employer), you will email challenges@royalparks.org.uk for further information on how to send this to The Royal Parks charity.

28. The Royal Parks charity may ask for a fundraising plan at any point after registration in the Event and you will provide a detailed plan.

29. If at any point you feel you are not on track to raise the minimum sponsorship target of £350 (excluding Gift Aid & Registration Fee), you will call 0300 061 2377 or email challenges@royalparks.org.uk for support with your fundraising plans.

30. If you are fundraising your minimum sponsorship target (instead of donating it), you understand the purpose of JustGiving (and any donation platform) is to facilitate raising your sponsorship by acting as a payment platform. You understand JustGiving do not manage the race places on behalf of the Event Delivery Partner or Event Owner in the Event, and JustGiving do not have access to the Event Organiser’s or The Event Owners’ system, databases or emails. You understand it is your responsibility to set up your fundraising page so all funds raised go to The Royal Parks charity (as you have registered in the Event to run for them). You understand it is your responsibility to promote the page to reach your £350 minimum sponsorship target, and in the event you are having difficulties setting up your fundraising page or raising the funds, to seek support from The Royal Parks charity by emailing challenges@royalparks.org.uk.

Not reaching your £350 minimum sponsorship target

31. You understand The Royal Parks charity is a charity and the main purpose for the charity offering this running event to supporters, like yourself, is so you can use it to run, fundraise for and raise awareness of The Royal Parks charity and the work we do to protect and manage London’s eight Royal Parks for visitors and future generations.

32. You understand that if the minimum sponsorship target of £350 (excl. Gift Aid and Registration Fee) has not been raised by the sponsorship deadline date (Wednesday 12 November 2025), you will consider if you are able to:

a) Pay the balance from your own personal funds by this date, or in instalments by a mutually agreed date with The Royal Parks charity
b) Fundraise the balance by a mutually agreed date with The Royal Parks charity (and acknowledge The Royal Parks charity will be more than happy to provide help with your fundraising plans).

33. You understand The Royal Parks charity’s Challenge Events Team obtains race places from the Event Owner and offers them to fundraisers such as yourself. You understand if you run in the race and do not fundraise, it will cost The Royal Parks charity.

34. You understand The Royal Parks charity can track your participation in the race via the event race app. If you run in the race and do not fundraise for The Royal Parks charity at all by the sponsorship deadline or by a mutually agreed date with The Royal Parks charity, this will reduce your likelihood of being eligible to participate in all future challenge events offered by The Royal Parks charity’s Challenge Events Team.

Terms of withdrawal

35. You will inform The Royal Parks charity immediately if you are unable to take part in the Event by emailing challenges@royalparks.org.uk.

36. You understand if you contact the Event Delivery Partner via info@royalparkshalf.com about your withdrawal and don’t inform The Royal Parks charity’s Challenge Events Team via challenges@royalparks.org.uk, The Royal Parks charity’s Challenge Events Team will not be aware your withdrawal.

37. If you withdraw for any reason prior to race day or on race day, any monies raised before, on or after race day will be non-refundable and will be treated as a donation to The Royal Parks charity.

38. If you withdraw from the race, you cannot transfer your place to another individual. All participants must submit a formal application form themselves for The Royal Parks charity’s Challenge Events Team to review before a decision is made on the outcome of their 2025 Royal Parks Half Marathon application form.

Terms of deferral

39. Under exceptional circumstances and subject to any additional registration fee that may be payable in respect of the future event, The Royal Parks charity may permit a deferral of your charity place to a future event at its absolute discretion. Please contact the Challenge Events team (challenges@royalparks.org.uk) to discuss if you are eligible for a deferral. If your charity place is deferred to a future event:

a) You agree to donate the registration fee paid for this year’s Event to The Royal Parks Limited (registered charity number: 1172042)
b) Your deferred place will be subject to you completing the instructions set out in the Terms of Deferral agreement sent to you by The Royal Parks charity.

Donations and payment terms

40. You agree not to post any cash to The Royal Parks charity.

41. Once a donation has been made on a platform other than an online giving page (e.g. Bank Transfer, Direct Donation Link, Cheques etc), you will email challenges@royalparks.org.uk with your payment date and payment method (and payment reference, if applicable) so The Royal Parks charity can confirm receipt with you. You understand if you don’t inform The Royal Parks charity, they will not be aware of this donation and it will not be accounted for (this includes matched gifts from your employer).

42. You will regularly pay all money collected on behalf of The Royal Parks charity by the following means:

• Via an online giving platform link sent to you by The Royal Parks charity.
• Via the direct donation web link sent to you by The Royal Parks charity.
• To the Royal Parks charity’s bank account using the bank details sent to you by The Royal Parks charity. The Royal Park charity is a registered charity (No. 1172042) and a company limited by guarantee registered in England & Wales no. 10016100 (VAT No. 261 4640 19).
• Via cheque, CAF vouchers and Charities trust vouchers made payable to ‘The Royal Parks’ and posted addressed to:

Ummi Kamal
The Royal Parks
Old Police House,
Hyde Park,
London
W2 2UH

•  By credit or debit card donations made by contacting The Royal Parks charity. Please email challenges@royalparks.org.uk for further instructions.

43. If you require a sponsorship form, you will email challenges@royalparks.org.uk and request for a sponsorship form. You will return the completed sponsorship form by the sponsorship deadline date on Wednesday 12 November 2025 (1 month after race day).

44. If you would like The Royal Parks to claim Gift Aid on your offline fundraising (i.e. all funds which are not raised on an online giving platform like JustGiving), you can email challenges@royalparks.org.uk to receive a Gift Aid form.

45. You understand that Gift Aid payments will not count towards your minimum fundraising/sponsorship target, and instead, will be considered as over and above the pledged fundraising total.

46. You agree all sponsorship, including matched gifts and donations made by friends and family, will not be returned to them if the Event is cancelled or you do not complete the Event, and instead will be treated as a donation to The Royal Parks charity.

Fundraising terms

47. You will collect money only on behalf of The Royal Parks charity in connection with the Event.

48. You will use only lawful means to fundraise for The Royal Parks charity and will not do anything that harms or is likely to harm The Royal Parks charity’s reputation.

49. You will not use The Royal Parks charity’s logo without permission, and you will obtain all permissions and branded fundraising materials from The Royal Parks charity.

50. Your fundraising will not include:

a) Raising funds by carrying out door-to-door, unsolicited or street collections;
b) Conducting any raffle or lottery or putting on any public Event without first contacting The Royal Parks charity and taking any steps, which The Royal Parks charity require;
c) Collecting in private places without first obtaining the permission of the owner; or
d) Collecting in public places without first obtaining the appropriate collector’s license from the local authority.

Personal data and images

51. You agree that The Charity may use without payment, notice or further consent any photographs, videos and other images in which you may appear which are taken at an Event or Event-related occasion by the Event Owner’s employees or suppliers or any participant (or other person attending), in connection with the production, advertisement, marketing or promotion of The Royal Parks, the Event and any subsequent Royal Parks Half Marathon events, subject always to the Charity’s obligation to comply with data protection laws. The Charity will not, however, identify anyone by name without their agreement. Should you prefer that the Charity does not use any such images in which you may appear which are taken at the Event or any Event-related occasion in any promotional materials or if you do not wish to be the subject of any photography, you should notify The Charity by emailing challenges@royalparks.org.uk.

52. You give permission for your images to be stored and used by The Royal Parks charity in connection with the organisation, promotion and administration of this Event, and any other Events or promotions offered by The Royal Parks charity.

53. You give permission for your personal information to be passed on to the Event Delivery Partner and Event Owner by The Royal Parks charity for the purposes of the organisation, promotion and administration of this Event.

54. Further information on how The Royal Parks charity use and store your data is available to view on The Royal Parks charity’s website within their Privacy Policy.

Company Teams

55. If you are running in Team Royal Parks as part of a company team, you must follow all instructions in this document, as well as any bespoke instructions The Challenge Events Team will set out for you – this will be communicated to you via challenges@royalparks.org.uk and via the leader of your company team.

Health, safety and fitness

56. Please refer to ‘EVENT PARTICIPATION – PARTICIPANT’S DECLARATION’ and ‘LIABILITY’ section in the Event Organisers T&Cs you will have agreed to when registering for the 2025 Royal Parks Half Marathon.

Prizes

57. You understand any prize offered to The Royal Parks charity’s team of Royal Parks Half Marathon runners is subject to these T&Cs, which you agree to.