General Terms & Conditions of Participation

Adventure Race Luxembourg (ARL)

Version: 1.0
Last updated: 01/08/2026

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1. Scope

These General Terms & Conditions of Participation ("Terms") apply to all events, races, training sessions, workshops, social runs, and other activities organized by Adventure Race Luxembourg ("ARL", "Organizer", "we", "our").

By registering for an event, every participant confirms that they have read, understood, and accepted these Terms.

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2. Registration

Registration is only valid after:

• completion of the official registration process;

• acceptance of these Terms;

• payment of the applicable registration fee (if applicable);

• confirmation by the Organizer.

The Organizer reserves the right to refuse any registration without providing justification.

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3. Minimum Age

Minimum age requirements are specified in each event's regulations.

Participants under the age of 18 require written consent from a parent or legal guardian.

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4. Physical Fitness

Participation requires an appropriate level of physical fitness.

Each participant declares that:

• they are medically fit to participate;

• they are capable of completing the event;

• participation is at their own risk.

The Organizer recommends a medical examination before participating in endurance events.

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5. Personal Responsibility

Participants are entirely responsible for:

• their own health;

• their own safety;

• their equipment;

• their navigation decisions where applicable;

• ensuring that their equipment is suitable and in safe working condition.​

 

6. Nature of Adventure Racing

Adventure racing and outdoor sports involve inherent risks, including but not limited to:

• falls;

• collisions;

• mountain biking accidents;

• water-related accidents;

• slips on uneven terrain;

• navigation errors;

• changing weather;

• wildlife;

• remote locations;

• physical exhaustion;

• dehydration;

• hypothermia or heat-related illnesses;

• equipment failure.

Participants voluntarily accept these risks.

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7. Mandatory Equipment

Participants must carry all mandatory equipment listed in the event rules.

Mandatory equipment may be inspected before, during, or after the event.

Failure to carry mandatory equipment may result in:

• time penalties;

• refusal to start;

• disqualification.​

 

8. Compliance with Rules

Participants agree to:

• follow all race regulations;

• comply with instructions given by officials and volunteers;

• obey traffic laws;

• respect landowners;

• respect local residents;

• respect other participants.

The Race Director's decisions are final.

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9. Team Events

Where events are organized in teams:

• teammates must remain together as specified in the event rules;

• assistance between teammates is permitted;

• assistance from outside parties is prohibited unless specifically authorized.

 

10. Navigation

Participants are responsible for their own navigation unless otherwise specified.

Incorrect route choices are part of the nature of adventure racing.

The Organizer is not responsible for navigation errors.

 

11. Safety

Participants must immediately notify race officials if:

• they withdraw from the race;

• they witness another participant in distress;

• they encounter a dangerous situation.

Every participant has a duty to assist another participant in serious danger whenever reasonably possible.

 

12. Environmental Protection

Participants agree to:

• leave no litter;

• remain on authorized routes where required;

• respect nature reserves;

• avoid disturbing wildlife;

• respect private property.

Intentional environmental damage or littering may result in immediate disqualification.

 

13. Insurance

Unless expressly stated otherwise, participants are responsible for obtaining adequate:

• accident insurance;

• personal liability insurance;

• travel insurance;

• equipment insurance.

The Organizer does not provide insurance unless explicitly stated in the event information.

 

14. Liability

Participation is entirely at the participant's own risk.

To the fullest extent permitted by applicable law, Adventure Race Luxembourg, its directors, volunteers, race officials, sponsors, partners and landowners shall not be liable for:

• personal injury;

• illness;

• death;

• property damage;

• theft;

• loss of equipment;

• financial losses;

• indirect or consequential damages.

This limitation does not apply where liability cannot legally be excluded, including liability for intentional misconduct or gross negligence where required by law.

 

15. Medical Assistance

Participants authorize medical personnel appointed by the Organizer to provide emergency medical treatment if necessary.

Any medical costs remain the participant's responsibility unless covered by insurance.

 

16. Withdrawal During the Event

Participants may withdraw at any time.

Participants who withdraw must:

• inform race headquarters or the nearest official immediately;

• follow the Organizer's instructions.

Failure to report a withdrawal may result in search operations, for which the participant may be held responsible where permitted by law.

 

17. Event Modifications

The Organizer reserves the right to modify:

• routes;

• checkpoints;

• transition areas;

• distances;

• elevation;

• time limits;

• mandatory equipment;

• schedules;

• race format.

Such changes may be made at any time for safety or organizational reasons.

 

18. Cancellation or Postponement

The Organizer may cancel, postpone, shorten, delay, or stop an event due to circumstances including, but not limited to:

• severe weather;

• flooding;

• storms;

• excessive heat;

• fire;

• pandemics;

• government restrictions;

• security concerns;

• force majeure;

• landowner restrictions.

The Organizer shall not be liable for any travel, accommodation, or other expenses incurred by participants.

 

19. Refund Policy

Unless otherwise stated in the event regulations:

• registrations are non-refundable;

• registrations are non-transferable;

• starting places may not be sold or exchanged without written permission from the Organizer.

Where an event is cancelled before it starts due to force majeure, the Organizer may, at its sole discretion:

• retain all or part of the registration fee to cover unavoidable organizational costs;

• offer a partial refund;

• offer credit towards a future event.

Participants acknowledge that no specific refund or credit is guaranteed.

 

20. Disqualification

Participants may be disqualified for reasons including:

• dangerous behaviour;

• unsportsmanlike conduct;

• cheating;

• receiving unauthorized assistance;

• failure to carry mandatory equipment;

• missing mandatory checkpoints;

• littering;

• abuse of officials or volunteers;

• use of prohibited performance-enhancing substances;

• violation of race rules.

Disqualification decisions are final.

 

21. Photography and Media

During events, photographs and videos may be taken.

By participating, participants grant the Organizer a worldwide, royalty-free, perpetual right to use photographs, video recordings and audio recordings showing them for purposes including:

• event promotion;

• social media;

• website;

• newsletters;

• printed publications;

• sponsor communication.

Participants waive any claim for compensation relating to such use.

 

22. Personal Data

Personal data is processed solely for purposes related to event organization and in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

Further information is available in the Organizer's Privacy Policy.

 

23. Results

Official results are determined by the Organizer.

Participants agree that:

• official timing is final;

• results may be published online;

• names, nationality, club affiliation and finishing times may be publicly displayed.

 

24. Force Majeure

The Organizer shall not be liable for failure to perform obligations resulting from circumstances beyond its reasonable control.

 

25. Governing Law

These Terms are governed by the laws of the Grand Duchy of Luxembourg.

 

26. Jurisdiction

Any dispute arising from participation in an ARL event shall be subject to the exclusive jurisdiction of the competent courts of Luxembourg, unless mandatory legal provisions require otherwise.

 

27. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

 

28. Acceptance

By registering for an Adventure Race Luxembourg event, participants confirm that they:

• have read these Terms in full;

• understand the risks associated with adventure sports;

• voluntarily accept those risks;

• agree to comply with all event rules and Organizer instructions;

• participate entirely at their own risk.

 

Additional recommendations for ARL

For maximum legal protection and clarity, I recommend keeping these General Terms concise and supplementing them with separate documents:

• Race Rules (event-specific regulations, checkpoints, penalties, mandatory gear)

• Mandatory Equipment List

• Privacy Policy (GDPR)

• Photo & Media Consent Notice

• Website Terms of Use

• Cookie Policy

• Emergency & Safety Procedures

• Volunteer Terms (if applicable)

This modular approach makes updates easier and avoids having to revise the entire Terms & Conditions whenever event-specific rules change.