Great Swim event withdrawal and refund policy 2019

Should a customer wish to withdraw from an event having already entered and paid there are several options;

1. Medical Withdrawal

This applies for all Great Swim events

We offer a refund in the case of a medical issue preventing the customer from taking part in the event. This is only applicable up to 6 weeks before the event and on production of a medical certificate. If a discount is used at time of purchase, the entry fee paid will be subject to refund and not the standard advertised fee (if different). All refunds incur an admin charge of £5. (refund is issued minus £5 admin charge) If the refund applies to a group entry the admin charge is £5 per person

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2. Immediate entry cancellation

This applies for all Great Swim events

If the customer decides that they no longer want to take part within 3 days of entering, regardless of reason, we will refund the entry fee. All refunds incur an admin charge of £5 (refund is issued minus £5 admin charge) If the refund applies to a group entry the admin charge is £5 per person.

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3. Wave Transfer

This applies for all Great Swim events

Swimmers will be allocated a wave time for their entered event approximately XYZ weeks pre event, whereupon a 2 week window will be available for swimmers to transfer online to a different time should the allocated wave not suit (subject to availability). After this transfer window, changes are not permitted until event day, where the swimmer should visit the event site customer information point at least 1 hour prior to desired swim wave start, where staff will transfer to the required wave (subject to availability). No admin fee is charged, and no entry fee is refunded.

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4. Distance Transfer

This applies for all Great Swim events

Swimmers can transfer to a shorter distance wave (subject to there being capacity within the desired wave). Transfer up to a longer distance is not permitted.

  1. Pre wave allocation – up until the point whereby entrants are allocated their wave and fulfilment takes place, all distance transfer requests should come via email at info@greatswim.org where the entrant will be issued an online entry token for the shorter distance event, and they are removed from the longer distance event. No admin fee is charged, and no entry fee is refunded.
  2. Post wave allocation – Once waves have been allocated and swim packs have been sent out, (individual dates to apply for each event and will be published online), distance transfer requests will be managed at the event site customer info. Swimmers wishing to change distance must present their race pack to be replaced for the shorter distance equivalent (subject to there being capacity within the event). Swimmers must do this at least 1 hour prior to desired swim wave start. No admin fee is charged, and no entry fee is refunded.

Swim Runners can also transfer to the shorter distance SwimRun but this must be requested via email via info@greatswim.org and the swap will occur at the pre event briefing.

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5. Entry Exchange

This applies for all Great Swim events

A swimmer, who is no longer able to take part, is entitled to reallocate their place in an event to another participant for a fee of £10. This option is only available prior to wave allocation and swimmer pack fulfilment (individual dates to apply for each event).

The existing swimmer applies online to exchange their place and supplies new swimmer email address. The new swimmer is then sent an entry token and pays the £10 fee whereupon the existing swimmer is replaced in the system with the new swimmer. Unfortunately, if a discount code is used at time of purchase, no retrospective discounts can be applied.

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6. Entry Deferral

Great Swim event entries are non-transferable into subsequent years events and we do not offer a deferment policy

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