DENS Woodland Trail (5-mile and 10-mile Walk and Run 2025) – Saturday 21st June 2025
By registering and ticking the box on the booking form, you are agreeing and will abide by the terms and conditions as stated below, including any further instructions or regulations displayed or given on the day of the event by staff or officials.
GENERAL
- The Woodland Trail is a non-competitive charity walk or run along self-guided routes with the aim to raise funds to support local vulnerable people.
- Participants can choose to walk or run the 5-mile or 10-mile self-guided routes.
- Infants and children under 5 are not permitted to take part in the event.
- The routes will be signed at regular intervals and a few marshals will be positioned at key points.
- Participants must bring their own water and are responsible for their own hydration, and the hydration of any participants they may be responsible for. Additional water will be available (subject to the number of participants) in the Event Village.
- On the 10-mile route, water will be available at the half-way point.
- The event is not a race, nor is it chip timed.
ACCESS
- Due to the terrain and potential hazards along the trails, the event is not suitable for baby wearing, wheelchairs, prams, buggies or mobility scooters.
- Infants and children under 5 are not permitted to take part in the event.
- Dogs are permitted to take part in the ‘walk’ element of the Woodland Trail on either the 5-mile or 10-mile route, on a short lead alongside an adult participant.
- Dogs are not permitted to take part in the ‘run’ element of the Woodland Trail, neither on the 5-mile or 10-mile route.
- Individuals and/or the lead participant must be able to independently read instructions, follow the self-guided route map and follow the direction signs. If the participant is unable to do this, they may appoint a carer, who agrees to sign up free of charge, to be responsible for them at the event. To do this, please contact fundraising@dens.org.uk or 01442 800268.
- Roller skates/blades, skateboards and/or scooters or any other item that we deem unsuitable, or which could potentially inhibit or affect the safety of other participants are not permitted.
TERRAIN
- The lead participant must read and acknowledge the potential hazards along the route and is responsible for sharing the information with others they are registering.
- The terrain of both the 5- and 10-mile routes is a combination of woodland and countryside, through fields and pathways, with some challenging and undulating areas.
- Hazards may include uneven surfaces including steep inclines, down-hills, grass, mud, twigs/branches from tree fall, loose stones, flint, gullies and protruding tree roots – all of which may be hidden under a blanket of leaves.
- Due to the terrain and steep inclines, young children who are not used to walking or running long-distances are advised against taking part in the 10-mile route.
- Weather dependent, the routes may be wet, muddy and slippery and unstable in parts.
- Suitable attire for all weathers and the terrain involved, including sturdy footwear which provides cushioning and support must be worn to safeguard from injury and help reduce any strain and stress of high-impact activity on joints.
- For those walking, we strongly advise the wearing of robust, supportive walking/hiking boots with a strong grip, designed to provide ankle support and protection and comfortable for long walks.
- For those running, we strongly advise the wearing of proper running shoes, particularly ‘trail’ running shoes.
- DENS cannot be held liable for cancellation or any changes made to the event for safety reasons, or as otherwise planned, through circumstances beyond their control. This includes force majeure, indirect, punitive, special, incidental or consequential losses connected with any aspect of this event.
HEALTH & SAFETY
- All participants enter the Woodland Trail entirely at their own risk.
- All participants (and any family/group the lead participants have registered) must be physically fit and in good health to safely walk or run the 10-mile or the 5-mile.
- If they are in any doubt of the participants own or family/group’s physical ability to take part, medical advice from a General Practitioner prior to the event is strongly advised.
- Participants with asthma, epilepsy, diabetes, a heart condition, or any other medical condition which may affect their ability to participate in this event should consult their General Practitioner prior to signing up for the walk or run.
- Participants are strongly advised not to participate if they are or have recently been suffering from a cold, flu or covid symptoms.
- Each participant is advised to build up to their nominated distance over several weeks/months prior to the event.
- DENS reserve the right to refuse entry to the Event in our absolute discretion, with no refund provided, if for whatever reason we consider a person unfit to take part.
- DENS, the sponsors, volunteers or supporters of the event shall not be liable for any injury, death, damage, or loss howsoever suffered by participants or spectators, other than in respect of any injury, death, damage, or loss arising as a result of negligence.
PARTICIPANT ENTRY
- All participants enter the Woodland Trail entirely at their own risk.
- By registering a team/family, the registering participant (lead participant) agrees to the terms and conditions on behalf of everybody they register and is responsible for ensuring their party read, acknowledge, agree and adhere to the Woodland Trail Terms and Conditions.
- Entries are processed on a first come first served basis and are subject to availability.
- DENS reserves the right to change the registration closing date, or close registration, at any time.
- Due to the terrain, under 5’s are not permitted to take part in this event. All participants between 5-15 years old must be accompanied by a registered participating over 18-year-old who will take full responsibility for them throughout the event and must read and agree to the terms and conditions on their behalf.
- There must be one responsible adult (aged over 18) per three children (15 and under) e.g. a group with four children would require two responsible adults.
- By entering the event online, agreeing to the parental consent at point of entry and paying in advance, parental/guardian permission is assumed.
- Young people aged 16-17 years old are assumed to have autonomy over their decision making and do not require parental permission to enter the event. However, by entering this event the young participant must have consulted with their parent/carer/guardian and made them aware of their entry and participation into this event.
- Carers can be allocated a free place. They must take full responsibility for the person they are caring for throughout the event. To book a carer place, please contact fundraising@dens.org.uk or 01442 800268.
- All participants are advised that their entry fee is non-refundable and non-transferable, and registration closes at 9am on Thursday 19th June 2025.
- Event entry may close early if maximum participant capacity is reached.
- We will only accept entries on the day where we are satisfied that it is safe to do so.
AT THE EVENT
- Neither the 5- or 10- mile routes are suitable for wheelchairs, prams, buggies or mobility scooters.
- All participants are responsible for their own hydration, and the hydration of any participants they may be responsible for, throughout the event and should carry their own water with them. Additional bottles of water will be available at the Event Village.
- On the 10-mile route only, participants are able to top up their bottles at the halfway point in Aldbury.
- The Woodland Trail is a charity event and the course distances advertised may not always be exact. We will endeavour to ensure the routes are as close to the distances advertised as possible.
- For safety reasons, participants arriving late may not be able to participate and must abide by the instructions and decisions of the Event Manager, or their representative, at the Control Centre in the Event Village.
- The Woodland Trail route is a public right of way, and as such, we will be sharing it with members of the general public. Please be courteous to other users.
- For the safety of yourself and those around you, the use of headphones is discouraged.
- DENS asks that all participants do not use or display aggressive or abusive language or behaviour towards other participants, volunteers, DENS staff, dogs, or spectators.
- Participants are not permitted to take part under the influence of alcohol or drugs.
- DENS reserves the right to remove any person or person with a dog from the course or Event should they breach our Terms and Conditions or be considered a danger to other participants, volunteers, DENS staff, dogs, or spectators.
ENTRY RULES FOR DOGS
- Dogs are permitted to take part in the ‘walk’ element of the Woodland Trail on either the 5-mile or 10-mile route, on a short lead alongside an adult participant.
- Dogs are not permitted to take part in the ‘run’ element of the Woodland Trail, neither on the 5-mile or 10-mile route.
- No more than two dogs per adult handler are permitted on the course and at the event. The dog(s) must always be handled by an adult for the entirety of the event.
- Dogs must be kept on a short lead at all times. A harness rather than collar is preferable. Slip Leads, flexi-leads, Canicross leads are not permitted, and you will not be allowed to take part if you attend the event with any of these.
- All participants wishing to register their dog should consider the dog’s age, ability and breed before registering. On the day of the event all dogs must be at least one years old, fit and healthy, sociable with other dogs and humans, willing and able to complete the walking course, not in season, wearing a collar with a clearly identifiable tag, and fully vaccinated to reduce risk of spreading infection.
- Signing up is not recommended if the dog has any medical condition where over exertion is not advised. If in doubt, vets’ advice is required.
- Participants must pick up after their dog and bring poo bags with them on the day.
- Participants are responsible for the hydration of their dog and must bring with them adequate water for the entirety of the event.
- Participants must always be in control of their dog. The most important thing is that dogs and humans enjoy the event. If a dog becomes anxious or stressed in any way, we reserve the right to remove any dog from the course/event village.
- We advise participants to build their dog’s distance up over several weeks/months.
- Participants are advised that in hot weather (over 16°c) some breeds may have difficulty cooling themselves. If a dog is overweight, unfit, not used to exercise, recovering from illness, of advancing years, or there is any doubt about the dog’s ability, vets’ advice is required.
FUNDRAISING, SPONSORSHIP & DONATIONS
- The DENS Woodland Trail is a fundraising event, and we ask that every participant raises as much money as possible in sponsorship for DENS, to enable us to continue to support local people facing homelessness, poverty and social exclusion.
- If a participant doesn’t feel they raise funds through their family, friends and connection, DENS asks that the participant considers making a small personal donation to the charity.
- All participants have a legal responsibility to ensure that all sponsorship monies/donations received in connection with the Event are paid to DENS. We ask that participants do this as soon as possible after the Event.
- Please ensure that all donations and/or sponsorship forms are returned to DENS to enable us to claim Gift Aid where possible. To arrange this, please contact fundraising@dens.org.uk or 01442 800268.
- In the event participants are unable to participate, or the Event is postponed or cancelled, then sponsorship monies will still be payable to DENS unless the sponsor has specifically requested that funds be returned in these circumstances.
PHOTOGRAPHY
- The registering participant agrees to give their permission for themselves (and any person they have signed up to their party) for their image(s) to be captured via camera and film by DENS outside sources. The lead participant understands that these images may be used indefinitely to promote the work of DENS and its fundraising activities via DENS website, advertising, print and digital publications, marketing material, social media, and other media that may be available to the public, and that it is the participant’s responsibility to inform the Event Organisers at the time of registration should they wish such images of themself, or of the people in their care or who they have registered, not to be used.
USE OF YOUR INFORMATION
- Participants are advised that DENS will process their personal data for the purpose of the event application, and that they will never sell or swap participant’s details with anyone.
- Confidential information (including medical details that a participant has disclosed) will be retained on the DENS database for safety reasons. This information will not be shared with anyone other than the medical provider at the event. Any medical information that is provided is deleted from DENS records post-event.
- By signing up to the DENS Woodland Trail, the bill payer may receive SMS/WhatsApp messages in relation to the event. They can opt-out at any time by contacting fundraising@dens.org.uk.
- DENS may keep participants informed via email about future editions of this event, or similar upcoming events. If participants would prefer not to receive these communications, they should email fundraising@dens.org.uk.
- For more information on DENS data processes, please see the privacy policy at dens.org.uk.
Registered Charity No. 1097185