High Five Race – regulations - Półmaraton Warszawski

Regulations of New Balance High Five Race 2023

The organizer
1. The organizer of New Balance High Five Race is Warsaw Marathon Foundation. 15 Brylantowa str., 05-077 Warsaw, registered under Taxpayer Identification Number (NIP) 9521913280 and Business Identification Number (REGON) 015438288.
2. Contact with the organizer is available via phone: (+48) 503-860-516 and (+48 22) 266 21 00, by email: info@warsawmarathon.com or by ordinary mail to the mailing address: Fundacja Maraton Warszawski, ul. Grochowska 8c, 04-217 Warszawa, Poland.
Date and venue
1. The race will take place on 26th of March 2023 in the streets of Warsaw.
2. The race will start at ~~11:30 am~~ 10:00 am*. The starting line will be closed after around 5 minutes from the start signal.
3. The distance of the course is 5 km. The course is approved and certified by Polish Athletic Association (PZLA) and World Athletics.
  The route does not meet the World Athletics criterion regarding the difference in elevation between start and finish line, which is necessary in registering significant sport achievements.
4. The exact course of the race will be announced on the website polmaratonwarszawski.com. Organizer has the right to change the course and in such an event will inform the participants by posting a new course on www.polmaratonwarszawski.com. Such a change shall not create any additional claims and/or liabilities.
5. Every kilometer of the course will be marked with vertical and horizontal signs.
6. The Organizer has the right to change the start time, about which he will inform the Participants by posting relevant information on the polmaratonwarszawski.com website. Such a change does not result in any additional claims and liabilities.
Time limit
1. Time limit of the race is 45 minutes counted from the start signal for specified wave.
2. The participants who will fail to complete the race within the time limit or will not cross the lines mentioned in the previous point in the time limit stipulated above are obliged to give it up and leave the course.
3. Participants remaining on the route after the specified time limit do so at their own risk and responsibility pursuant to Polish traffic regulations and Polish Civil Law Code.
Participation
1. Only individuals who are at least 15 years old or who will turn 15 at least on the day of the race, i.e. on 26th of March 2023, are allowed to participate in the race.
2. In order to participate in the race each participant is to undergo an identity check in the race office. The identity check in race office can be made:
  1. in person – on the basis of identity document with picture
  2. by an authorized person – on the basis of a signed by the participant race card (available to print out form the event website around two weeks before the race) and photocopy of the identity document of the participant.
  The address of the race office: Palace of Culture and Science (entrance by Marszałkowska st.), Defilad square 1, 00-901 Warszawa
  Race office opening hours:
  24th of March 2023 (Friday) – 2 pm. – 8:00 pm.
  25th of March 2023 (Saturday) – 10 am. – 8:00 pm.
  Attention! The race office will be closed on the day of the race.
3. Each underage participant of the run, at the time of collecting the starting package, must present the “Statement of a Parent on the child’s ability to participate in recreational and sports activities” signed by a parent (or legal guardian). Above the document is part of the Starting Card. No above mentioned document prevents correct verification in the Race Office, and thus also prevents participation in the race.
4. In the race office every participant will receive an individual race kit with, among others, starting number, time measuring chip, safety pins and keepsake T-shirt (according to the selected option of race kit). T-shirts in the race office will be distributed pursuant to previous declaration of participants. T-shirt size shall be chosen in the application form. Change in the size will be possible in the application form but not later than on 12th of March 2023. The number of T-shirts in each size is limited and the availability of each size is not guaranteed at all times.
5. Race kits not collected in the race office will not be neither sent nor distributed in any other way at a later date.
6. During the race all participants shall have their starting numbers horizontally attached to the front of their race tops (alternatively sweatshirt or jacket). Starting number shall be visible during the whole race. Covering (in part or in whole during the whole race or its part) or modification of starting number is forbidden under the penalty of disqualification. Participants are also obliged to properly install the time measuring chip (as stated in its instruction).
7. The organizer allows the start of participants on wheelchairs with direct manual drive. After filling in the application form where he/she declares the will to start on a wheelchair, the participant shall send an email to info@warsawmarathon.com with a document proving his/her disability attached – it is obligatory for exemption from fees. It is not allowed to start on vehicles: with indirect drive (e.g. handbike) or rim-push type.
8. Participants of the race are obliged to follow the Regulations of the race, and rules of PZLA and World Athletics.
9. According to the PZLA guidelines, participants representing Russia and Belarus are excluded from participating in the Race. The exception are Participants of Belarusian nationality who permanently reside in Poland and will send a scan of the DECLARATION to info@maratonwarszawski.com. These competitors start without representing any country.
10. The organizer provides medical care on the starting line, along the race course and on the finish line.
Registration
1. In order to register for the Race one shall fill in the registration form available at polmaratonwarszawski.com and https://rejestracja.maratonwarszawski.com/en/.
2. Registration is considered to be complete when following conditions are met: application form is filled in and the entry fee payment is credited to the organizer’s account.
3. It is possible to register for New Balance High Five Race by choosing one of two paths:
  1. ordinary path – filling in registration form available on event’s website and settling the entry fee.
  2. charity path – taking part in the charity action #BiegamDobrze (regulated in separate regulations).
4. Online registration will be closed on 25th of March 2023. Signing up for the race will be also possible personally at the Race Office of New Balance High Five Race, provided that the total pool of starting numbers for those who register after 23rd of March 2023 and available at the Race Office is limited to 200.
5. The limit of New Balance High Five Race participants is ~~3,000~~ 4,000** people. The organizer reserves the right to change the limit.
6. The Organizer reserves the right to close the registration before the above mentioned date if the limit of participants indicated in section 5.5. is reached prior to it.
The shipping service
1. Participants of New Balance High Five Race may choose to ship the Race Kit.
2. The race Kit will be shipped via DHL Parcel Polska Sp. z o.o. http://www.dhl.com/pl-pl to the address indicated by the Participant, on the terms set out in the Regulations for the provision of domestic shipping and postal services of DHL Parcel Polska Sp. z o.o.
3. The shipping service is provided only on the territory of Poland.
4. Shipping of the Starter Package is an additional paid option. The fee for Shipping a Race Kit is PLN 35 per Participant.
5. Ordering and paying for the starter pack shipping option is possible until 7th of March 2023.
6. The condition for sending the Race Kit is to have the starting number (issued after the entry fee has been credited) no later than 10th of March 2023 and to send a clear scan or photo of the signed Starter Card to the address: wysylka@maratonwarszawski.com. Deadline for sending the above-mentioned documents expires on 10th of March 2023. In the event of failure to provide the required documents, the Race Kit can be collected at the Race Office on standard terms, and the shipping fee is not refunded.
7. Shipments will be made about two weeks before the Race. If the parcel is not received by 21st of March 2023, the Participant should report this fact to the Organizer at e-mail address: wysylka@maratonwarszawski.com.
8. The participant using the shipping option is not required to be verified at the Race Office.

Entry fees

To participate in the Race it is necessary to pay the entry fee. The entry fee rates will be published before the registration for the race is opened.
The rates are as follows:

	Entry fee
first 500 registered persons or until 31st of January 2023 (if the limit of 500 persons has not been reached earlier)	€20
after exhausting the limit of 500 people or from 1st of February 2023	€23
from 1st to 23rd of March 2023	€25
from 24th of March 2023 (and in the Race Office)	€30

	Rates for t-shirts:
New Balance technical t-shirt	€20

Polish citizens and residents pay discounted Entry Fee:

	Entry fee
first 500 registered persons or until 31st of January 2023 (if the limit of 500 persons has not been reached earlier)	65 zł
after exhausting the limit of 500 people or from 1st of February 2023	75 zł
from 1st to 23rd of March 2023	85 zł
from 24th of March 2023 (and in the Race Office)	95 zł

	Rates for t-shirts:
New Balance technical t-shirt	79 zł

The number of New Balance technical t-shirts is limited. If a participant has chosen, in the application form, technical shirt New Balance, did not pay a fee within 7 days of sending the application and the status of available t-shirts is low, the Organizer reserves the right to delete selected (unpaid) shirt from the registration form, inform the participant by e-mail. People who will settle the entry fee after 19th of March 2023 and will not receive the confirmation with the starting number will have to present the confirmation of the payment in the race office in order to receive their starting number
If the payment is made in an insufficient amount (e.g. as a result of exceeding the deadlines listed in the Regulations) the remaining difference to the amount that should be transferred according to the date of the first transfer must be paid by the participant.
Participants starting on wheelchairs are entitled to participate in the race with a 20% discount (kit without T-shirt), the obligatory condition is email to info@warsawmarathon.com with document proving disability attached
Entry fee may be settled by online payment (from the aplication profile) via https://www.payu.pl/For settlement and safety of transactions is responsible PayU S.A. with the registered office in Poznań, 60-166 Poznań, at ul. Grunwaldzka 182, having tax identification number NIP: 7792308495, REGON 300523444, a domestic payment institution supervised by the Polish Financial Supervision Authority, entered into the Payment Services Register under number IP1/2012.
As soon as the entry fee is credited to the bank account of the organizer a race number will appear on the start list at polmaratonwarszawski.com next to the participant’s name. If the starting number will not appear within 7 days from the day of money transfer, the participant is obliged to contact with the organizer via (+48) 503-860-516 or info@warsawmarathon.com
The organizer is not liable for the loss of registration form, money order or bank transfer by the fault of the post office or a bank.
Based on Art. 38 point 12 of the Act on consumer rights Participants who are consumers within the meaning of art. 221 of the Civil Code, there is no right to withdraw from the contract.
Entry Fee once paid is not refundable. The exception is the situation when the Participant selects and pays the “Resignation Fee” option during registration. The cost of the service is PLN 25 and is non-refundable.
If the Service is purchased, the Participant has the option to resign from taking part in the Race without giving a reason and receive a 100% refund of the paid Entry Fee (and paid additional options), provided that the participant wishes to resign from the start by 10th March 2023 to 23:59.
The resignation referred to in section 7.10 should be made by log-in into the competitor’s account on the registration.maratonwarszawski.com website and selecting the “Resign from Race” button in the YOUR RACES tab.
The competitor who resigns from the Race will receive a 100% refund of the Entry Fee and the purchased additional services (except for the Resignation Fee) within 21 days, using the same method of payment as the fee was paid.
The reimbursement referred to in point 12 shall not apply to Entry Fees paid using the “promotional code”.
Participants who want to receive an invoice for the paid starting fee should select the appropriate option in the registration form and enter the required data needed to issue the document. The invoice will be generated automatically after the payment has been credited and will be made available for downloading from the participant’s profile by the 15th day of the month following the month in which the payment took place.
In accordance with tax regulations, due for payment before the service, an advance payment invoice will be issued covering the full amount of the entry fee. Advance payment invoice is then the final invoice.
Stating the will of getting an invoice participant agrees to transfer/share of invoices without the recipient’s signature in electronic form. This consent does not exclude the right of the organizer to issue and send invoices in paper form.
In order to receive a pro forma invoice, please send: the invoice data, the number and the list of participants (with the registration numbers) together with the information about the chosen option of the race kit to the address ksiegowosc@maratonwarszawski.com. Pro forma invoices are issued for the participation of at least two participants (there is no possibility of receiving a pro forma invoice for the participation of a single person).

Deposits, refreshment
1. Participants will receive a special deposit bag in the race kit which will allow them to leave their deposit in a special deposit area. The deposits will be given back only on the basis of the starting number. In case of lost starting number the organizer is discharged from any liability for giving the deposit to someone else. Attention! It is forbidden to leave valuable objects and documents in the deposit.
2. Participants have the possibility to use the changing room before the race. After the race there is the possibility to use a changing room and shower.
3. Participants will get water after the finish line.
Time splits
1. There are time splits on the course.
2. The stuff working at time splits notes down starting numbers of participants taking shortcuts. Participants who take shortcuts or change the course are disqualified.
Classifications and results
1. The following classifications will be held during New Balance High Five Race:
  1. General
  2. General for men and general for women
  3. Classification of participants on wheelchair (participants on wheelchairs are excluded from other classifications)
2. Electronic time measurment is the basis of classification. Special measuring mats, which will indicate the presence of the runner in the place, will be placed along the course. In the event where participant is not indicated by given time measuring mat, he/she may be disqualified.
3. The general classification is based on real time (net – measured from crossing the starting line). The exception is the first 50 participants crossing the finish line – they are classified on the basis of official times (gross – gun), provided that if within the first 50 people at the finish line there are at least 3 men and 3 women, if not the number of 50 people will be enlarged to meet this requirement.
4. Every participant will receive information about both gross and net times in final results.
5. Unofficial results will be posted on polmaratonwarszawski.com just after the race.
6. Written complaints about the results can be sent to info@warsawmarathon.com untill 28th of March 2023, 6.00 pm. The complaints will be considered within 96 hours and final and official results will be announced on 10th of April 2023.
7. The certificate of completion of 9th New Balance High Five Race will be available to print out in 14 days after the race at polmaratonwarszawski.com.
8. The organizer reserves the right to introduce additional categories.
Prizes
1. Every finisher of New Balance High Five Race will receive a finisher’s keepsake medal at the finish line.
2. The finishers of places 1-3 in general categories for men and for women as well as the finishers of places 1-3 in age categories will receive keepsake trophies.
3. The organizer may offer other trophies and prizes in categories of their choice.
Personal data protection
1. Personal data of participants will be processed in accordance with the applicable provisions, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).
2. Processing of data mentioned in point XI.1. also includes the publication of: name, surname, date of birth, city and name of the club.
3. Detailed information about processing of personal data is included to Annex 1 to this Regulations.
Final provisions
1. Staying on the route of 9th New Balance High Five Race without a valid start number is prohibited. People without valid start numbers will be removed from the route by the service crew of the run. No inline skates, bikes, nordic walking sticks or other devices are allowed without the organizer’s permission. Running with dogs is also prohibited. Only vehicles of the organizer with valid pass issued by the organizer have access on the route (bicycles, motorcycles, cars).
2. In order to obtain an individual consent for the start with a pram, the Participant shall send a scan of his/her STATEMENT to info@warsawmarathon.com and deliver the original to the Race Office by the race kit collection.
3. During the race participants shall obey orders given by services responsible for safety, emergency services and other staff members appointed by the organizer.
4. The organizer assures personal accident insurance during the race.
5. Every participant is obliged to sign the declaration of acquaintance with rules and regulations of the race. By signing the declaration participant agrees for giving to him/her first aid by medical and paramedical services and for medical treatment and the transportation of the participant to safe place in case of emergency by services approved by the organizer.
6. The participant declares that he/she is able to take part in the race and that he/she has no knowledge of any reasons connected with his/her state of health that could exclude him/her from participation in the race and that he/she takes part in the race on his/her own responsibility. The participant notes that participating in the run is connected with physical effort, natural risk of accident, body injury and physical trauma (including death) and material loss. Additionally, other risks which are unforeseeable now can occur. Signing this document means that the participant considered all the risks connected with the run and will start the run on his own responsibility. All the decisions made by medical service during the race about the continuation of the race by the participant are final and binding.
7. A random obligatory doping control will be carried out after the race.
8. By signing up to participate in the race the Participant accepts these Regulations and agrees for the free use of his image in the form of photographs or video recordings, and grants the Organizer free of charge license to use it in all fields of use, including printing/saving and spreading in any form and keeping in computer memory; to use it for promotion of the events organized by Warsaw Marathon Foundation; to share it with sponsors and partners of the Race for their promotion in the context of participation in the event; to post and publish it in the publications of “Warsaw Marathon” Foundation and on promotional printed materials of the Organizer, in press, on websites and in television and radio programs.
9. The organizer reserves the right to cancel or postpone the race without justification.
10. Placement of advertisement materials on the elements of event infrastructure (i.e. fences, gates etc.) constitutes an exclusive right of the Organiser and is reserved especially for the official sponsors/partners of the race. It is not allowed to place any advertising medium along the course of the race and in the areas used for the organisation of the event (e.g. starting line zone, runner’s village) without prior consent of the Organiser.
11. Only the organizer of New Balance High Five Race has the right for binding and final interpretation of these regulations. The organizer makes final decisions in matters not stipulated in these regulations. If any of these regulations are considered fully or in part as invalid or impossible to execute the rest of the regulations will stay (fully or in part) valid.
12. Participants and people staying in the event area are prohibited from behaving calling for violence, as well as wearing and presenting symbols inciting aggression or supporting military actions. Persons breaking the ban will be removed from the route and the event area.
Special regulations related to the current epidemic situation (SARS-CoV-2)
1. The organizer has the right to:
  1. change the date of the race
  2. changing the time of start
  3. introducing the division or resigning from the division* of the race into rounds and / or starting waves
  4. changing the route of the run (including organization the race at loop)
  5. introducing a limit of participants
  6. introducing additional restrictions and sanitary requirements (e.g. the need to undergo a body temperature measurement when entering the marathon village, the need to complete a declaration regarding the absence of infection, no symptoms of infection and not subject to compulsory quarantine, the need to cover the mouth and nose in a marathon village, etc. )
  7. changes in the number and supply of refresh / nutrition points
  and take other necessary actions to ensure the possibility of organize the run according to applicable regulations and to ensure the safety of its participants and staff.
2. The organizer will inform about the changes (including changes to the regulations) on the website polmaratonwarszawski.com. The organizer will inform individual participants via e-mail and / or SMS about key changes regarding the possibility of participating in the race.
3. If it is necessary to limit the number of participants in the race below the number of people already registered, the organizer will announce the rules for allocating slots in the race. When determining the rules, the organizer may use the following factors: selected registration path, confirmation of willingness to participate (within a specified period), SARS-CoV-2 vaccination status and the order of applications. The organizer may also decide to conduct a draw.
4. In the event of a change in the date of the race (point XIV. 1. i.) or limitation of the number of participants resulting in the inability to participate in the race (point XIV. 3.), the participant may apply for a refund of the fee paid. The reimbursement is made in the same way as the fee was paid (in the case of transferring the fee from another race or another participant – the funds remain to be used to another race in the future). A change of the date is not considered to be if the race is played in several turns – provided that some of them are carried out on the originally planned day. Other organizational changes are not the basis for applying for a refund of the starting fee.

* changed at 2023/02/06
** changed at 2023/03/21
Annex 1 to
Regulations of 9th New Balance High Five Race
GDPR INFORMATION CLAUSE

Who is the administrator of your personal data?

The administrator of your personal data is the “Warsaw Marathon” Foundation with its registered office in Warsaw at 15 Brylantowa str., 05-077 Warsaw (registered under Taxpayer Identification Number (NIP) 9521913280, Business Identification Number (REGON) 015438288, National Court Register (KRS): 0000152754). Contact with the personal data administrator is possible at info@maratonwarszawski.com.

For what purpose and on what basis are your personal data processed?

provision of electronic services:
- performance of the agreement – that is, your participation in the race
performance of the agreement – that is, your participation in the race:
- participation in the races you apply for via the registration website rejestracja.maratonwarszawski.com (preparation of the race kit, insurance, results summarizing, awarding, etc.)
- publishing publicly available starting lists and results
- providing payment services
- sending organizational information (e-mail / SMS) about the races you register for via the registration page rejestracja.maratonwarszawski.com
- handling requests and correspondence that you direct to us
- making contact with you
- allowing a charity organization supported by you (in the case of charity registration path #BiegamDobrze) to contact you
fulfillment of legal obligations of the “Warsaw Marathon” Foundation:
- for tax and accounting purposes
for purposes resulting from the legitimate interests of the “Warsaw Marathon” Foundation:
- conducting direct marketing of products and services
- handling requests and correspondence that you direct to us
- making contact with you
- counteracting fraud and abuse
based on your consent:
- sending marketing information (email / SMS)

Do you have to provide your personal data?

Providing personal data is necessary for both your participation in a race and keeping your account on the registration website rejestracja.maratonwarszawski.com.

Failure to provide your personal data makes it impossible to conclude the agreement and participate in the race.

How long will your personal data be processed?

Your data will be processed during the period of using the rejestracja.martonwarszawski.com website and participation in races for which you register via the Website.

At the end of this period, your data will continue to be stored for purposes arising from law (especially tax and accounting), as well as counteracting fraud and abuse and seeking possible claims under the agreement.

Part of your data (especially those that are included in the results of the race) can also be processed after this term for statistical and archival purposes.

Who will be the recipient of your personal data?

Your personal data will be disclosed to employees, associates and subcontractors of the Administrator to the extent necessary for the implementation of the aforementioned purposes of processing personal data.

Starting lists and results containing basic personal data will be publicly available, including the publication on the website of the race.

What rights do you have for the processing of your personal data?

You have the right to request: access to your personal data, correction, removal and restriction of their processing. In addition, you have the right to object to the processing and transfer of them.

In addition, with respect to processing that takes place on the basis of your consent – you have the right to revoke it at any time.

Who can you complain to about how your personal data is processed?

You can submit a complaint to the supervisory body: President of the Office for Personal Data Protection, 2 Stawki str., 00-193 Warsaw.

Regulations of ”Biegam Dobrze” charity program

“standard path” – by paying the entry fee and just getting ready for the race.
“charity path” (#BiegamDobrze)- get involved in collecting funds

To apply for participation in the #BiegamDobrze action, you must:

– in the application form for the Race, select the “charity path”

choose a charity for which the collected money will be spent. The target can be selected from the available charities foundations
complete the required data on the collection profile (a page that will be visible to all users of the website and through which it is possible to support a given collection). With the use of this profile your friends, family, neighbours and other runners will be able to donate money and support your participation in the Race.
complete the standard application form for the Race (declared time, additional classifications, etc.)
After submitting a complete application, the Participant receives an e-mail with a link to their individual page – collection profile.
Participants who collect at least PLN 200.00 on their collection account by 28th of February 2023, will be given New Balance High Five Race starting number. The Participant’s starting cost is covered by the supported charity.
The starting number obtained in this way together with the starting charity package for New Balance High Five Race is not returnable or transferable to another competitor or another run.
Fundraisers of people who have not collected the amount indicated in point 4 end on 28th February 2023 and the funds collected in this way are transferred in accordance with point 8 of these regulations.
Collections of people who collected the amount indicated in point 4 of the regulations (or exceeded it) last until 5th of April 2023.
The collected funds, after deducting the costs of fees and commissions (related to online payments), are divided:
90% of the collected amount goes to the account of the selected charity,
10% of the collected amount is allocated to the maintenance and development of #BiegamDobrze campaign and the statutory goals of the “Warsaw Marathon” Foundation.
This division takes place regardless of the amount collected and the achievement of the goal indicated in point 4.
At any time, the Participant may resign from further fundraising and transfer his application for the Race from the “charity path” to the “traditional path” by selecting the appropriate option in his profile at https://rejestracja.maratonwarszawski.com/.

Previously collected funds go to the indicated organisation, in accordance with point 8.

A competitor participating in “Biegam Dobrze” action who received the starting number referred to in point 4 may order, in accordance with the New Balance High Five Race regulations, a technical T-shirt, which must be paid for by 7th of March 2023 at the latest.
Participants of “Biegam Dobrze” action are bound by “New Balance High Five Race 2023 Regulations”