Skip to content
Knaresborough Bed Race Logo

Terms and Conditions

Cancellation terms and conditions for our Supporters [Teams. Advertisers and Sponsors]

Cancellation – means that the event is not going ahead at all this same year - regardless of circumstance. The likely circumstances would be public health, the weather, terrorism, lack of support services, local authority or Highways issues or some new, unforeseen event cost that would render the event financially unviable. 

Supporters – in the context of cancellation refers to Team Entries, Sponsors and Advertisers.

Fees – covers Sponsorship payments, Team Entry fees and Advertising fees

Event cancellation before March 13 2024 [Club costs limited to Licence fees / Programme outline] N.B. See Notes 1 – 6 below

  1. All Supporters are welcome to leave their fee(s) with the Club and carry over their entry / sponsorship / advert to the following year. Alternatively, they may instruct their fee(s) be refunded in full. 
  2. If fees are left with the Club then no price increase will be applied for the next year. 

Event cancellation between March 13 and 30 April 2024   - N.B. See Notes 1 – 6 below

  1. All Supporters are welcome to leave their fee(s) with the Club and carry over to the following year. Alternatively, they may instruct their fee(s) be refunded subject to a £10 admin fee [per payment]. 
  2. If fees are left with the Club then no price increase will be applied to those teams for the next year. 
  3. If a lottery was required, teams who have made it through the draw, including those with a bye [e.g. previous year category winners] - can roll-over that success so long as they leave their team’s fee with the club. 
  4. In the event of a lottery, teams that were unsuccessful in the draw will already have had their fees refunded in full [within 7 days of Draw Night]. These teams will be given an additional advantage over brand new Team entries in the following year’s Draw.

Event cancellation between 1 May 2024 and Bed Race Eve (Friday June 7)

- N.B. See Notes 1 – 6 below

  1. A percentage of all Team Entry fees and Sponsorships will be forfeited to cover event cancellation costs incurred. This percentage is likely to between 50% - 95%. 

Event cancellation on Bed Race Day (Saturday June 8) - N.B. See Notes 1 – 6 below

  1. All fees are forfeited and so no refunds should be expected
  2. In the unlikely event a profit is achieved despite cancellation, then the Lions Club will vote as to how best to give this back i.e. how to share out between Supporters. Consideration would include factors such as whether teams had managed to complete the race, number of programmes sold, whether sponsors had been able to enjoy the hospitality & catering etc.

Note 1 – Any funds agreed to be ‘rolled-over’ will be ring-fenced and can therefore be refunded [subject to £10 admin fee] any time up to 31 December that year. Refunds will mean possible price increases and, for teams, may mean facing the Draw again.

Note 2 – Refunds relating to event cancellation after 1 May can only come from profit of the current year’s Bed Race accounts. 

Note 3 – All dates referred to above are reviewed annually based on Bed Race date and latest supplier cancellation terms. 

Note 4 – For cancellation on or after 1 May those teams whose fees are helping mitigate event losses will be given automatic entry for the following year’s race (on receipt of completed entry form and payment) should they choose to re-enter.

Note 5 – *When Team entries are rolled over ‘ownership’ of that team belongs to whoever paid the entry fee. This becomes relevant should the team split into a second or third team.

Note 6 – Partial refunds – if due - will be made as quickly as practically possible i.e. once final costs are determined, which could be several weeks. A £10 admin fee will be applied – alternatively the refund amount can be rolled over to the following year as described in Note 1 above, effectively becoming a deposit against next year’s Team Entry. 

Supporter pulls out 

1. If a Team pulls out after the final line up of 90 beds is confirmed (by draw if required) then any refund will be voted on by the Lions Club. N.B. It is a condition of entry that each Team must have a bed so we would appreciate if any team pulling out would offer their bed to a replacement team [if needed].

The above terms apply to Bed Race 2024. These will be reviewed annually and revised when necessary, in order to ensure the Bed Race continues to be protected for the enjoyment of participants and of the town as a whole. Knaresborough Lions thanks you, on behalf of the town, for your understanding, co-operation, and support.