Participation Rules

Participation Rules 2017

A relaxed atmosphere, solidarity, fair play, and respect for the landscape and its monuments are key to this event. To guarantee these principles and above all the safety of all participants we ask you to respect the following rules.  

Oxfam Trailwalker is a team challenge. A challenge which takes place in a region that is not always accessible by vehicles. The organiser, in collaboration with police and emergency personnel, has taken the necessary precautions to ensure the safety of all participants. The organiser does not accept liability of participants who do not abide by these rules.            
In addition, the organisers can refuse or suspend the right to participate, when a team does not meet the required conditions. 

Before the challenge starts

  1. The registration of a team is official once the registration fee of 55 euros per person is paid. This amount covers partial costs of the organisation, logistics and medical services as well as full insurance for participants against bodily injury during the walk. The organisation ensures free access to the barbecue for each participant on Friday evening, as well as some food, snacks and beverages along the trail.
  2. Each team member must be 18 years or older at the start of Oxfam Trailwalker (August 26, 2017).
  3. All team members must register at the designated area before the challenge starts. The place and time of registration will be published in a monthly newsletter sent to all teams.
  4. Last minute changes within the team need to be communicated to the Oxfam Trailwalker administration no later than during onsite registration. Once the challenge has started, changes will no longer be accepted.
  5. At the time of registration, only teams that have raised 1.500 euros or more to support Oxfam Solidarity projects worldwide will be authorised to take part in Oxfam Trailwalker. This amount does not include the registration fee.
  6. When a team decides to unsubscribe, the registration fee (55 euros per person) will not be refunded. A team can make a motivated request to postpone their participation to the next edition of Oxfam Trailwalker; when granted permission, the team can then also transfer the funds they have already raised to the next edition of Oxfam Trailwalker. In case of medical reasons (supported by a medical certificate), we can postpone the participation to next edition without having to pay for the registration fees of 220 euros per team again. Donations will then also be transferred to next edition. This measure is only allowed for 3 consecutive years.
  7. Each team must be accompanied by a team of supporters (recommendation: at least 4 people).
  8. All fundraising activities must abide by the ethical standards of Oxfam Solidarity. Funds should be transferred to the Oxfam Solidarity account (BE37 0000 0000 2828 - BPOTBEB1). A tax exemption can only be provided when a donor transfers its donation (of a minimum of 40 euros per year, as dictated by the Belgian state) directly to the Oxfam-Solidarity account.
  9. It is forbidden to use one’s participation in Oxfam Trailwalker for promotional or commercial purposes.
  10. All teams must respect the conditions and rules applied to the online team page. Misconduct can result in taking the team page offline.

During the walk

  1. At the start of Oxfam Trailwalker, each team must consist of 4 team members. All 4 should walk together at all times throughout the challenge and register as a team at each checkpoint (at times both at the entrance and exit of the checkpoint).
  2. When a team member is injured or wants to give up, the other members are obliged to accompany this person to the next checkpoint. In case of serious injury, you should contact the security coordinator immediately. You can reach him at the emergency number which you find on each participant’s bracelet and on the roadmap.
  3. The organiser’s insurance against bodily injury is liable only when an accident is declared immediately after it took place. “Bodily injury” is defined as follows: a sudden event causing a bodily injury due to one or several causes that are external to the victim’s body. In case an accident occurs with or without bodily injury, it is recommended that you fill out a declaration form within the following 48 hours (this is a precaution). Declaration forms are available at the secretariat during the event and at the headquarters in Brussels.
  4. Under no circumstances can a team member remain alone. If a participant can no longer continue due to an injury, a member of the team must remain with him/her while the others go look for assistance.
  5. Abandoning the challenge is only possible at a checkpoint. If a participant wants to quit, for whatever reason, it is mandatory to inform the person in charge of that particular checkpoint.
  6. Do not put your health or your life at risk at any time. Give up in time. In mutual agreement with the organisation, the medical staff can hand out a “red card” to any participant that they estimate unfit to continue. In this case, the participant can no longer resume the hike and must hand in his/her team number bib.
  7. When a team member abandons the hike (voluntary or mandatory), he must hand in his/her team number bib.
  8. Once the abandonment of a team member is registered, the 3 remaining participants can continue the challenge. When 2 participants give up, the 2 remaining members of the team must join another team; this needs to be registered at a checkpoint. Even when teams continue together, both team names and team numbers will remain the same.
  9. Whatever happens, participants must always walk in groups of at least 3 people.
  10. Leaving the track, without a valid reason or without having informed the organisation (represented by the person in charge of the checkpoint), may result in a useless rescue search for a lost team (of which the costs will be charged to the team involved) and exclusion of the team.
  11. Passing by the checkout of a checkpoint equals leaving the checkpoint to continue your hike. When a team decides to return to that same checkpoint afterwards, they should once again pass by the checkout.  
  12. The closing times of the checkpoints are calculated based on the time needed to finish the challenge in less than 30 hours. Teams that arrive late, will be asked to abandon. If a team decides to continue anyway, they will do this at their own risk and the organisation can no longer be held accountable for the safety of the team members. In the High Fens area it is not allowed to hike after sundown. The closing time of the checkpoint at Botrange is calculated with this in mind. Leaving after closing time of this checkpoint will not be allowed.
  13. The arrival time of a team is determined by the check-in of its last member at the finish. Oxfam Trailwalker is a team challenge.
  14. The team number bib and registration bracelet must be worn by all participants throughout the entire challenge.
  15. Local traffic laws and Forest Codes are to be respected. Cars are not always allowed. The organisation can limit the number of priority parking places in the vicinity of certain checkpoints. Please respect the rules and the instructions provided by the organisation on the route.
  16. Along the entire trail, checkpoints included, it is forbidden to start a fire or to smoke. Dogs  are not allowed either.
  17. Take care of our beautiful environment! Do not throw anything on the road or in the surrounding area; take all your trash with you and drop it in the waste bins provided at each checkpoint.
  18. It is forbidden for supporters to meet their team outside of checkpoints or to accompany them along the way. Violation of this rule can result in exclusion of the team.
  19. In the weeks leading up to the event, participants as well as supporters will be informed about mandatory and recommended items, needed during the challenge (for example: first aid, clothing, communications...). During registration, participants will be asked to present these mandatory items.
  20. Please respect other participants and teams. Slower teams should let faster teams pass, notably at the starting point when several hundreds of people leave at the same time.
  21. Participants and supporters can be photographed or filmed during the event. By participating in this challenge you give Oxfam the permission to use these photos and films, taken during the event, for internal and external communication purposes.

Thank you for respecting these rules.

Good luck finishing Oxfam Trailwalker!