Ocean Walker Academy – NIGHT SWIM Open Water Swimming Session
Terms and Conditions
NIGHT SWIMS ARE FOR COMPETENT OPEN WATER SWIMMERS ONLY.
YOU MUST HAVE SWAM IN OPEN WATER BEFORE.
Please ensure you read through the information below prior to booking so you are completely aware of how the session will run and useful information about your booking and the event. By entering any events as made available on the www.oceanwalkeracademy.com website, applicants are agreeing to abide by the following Terms & Conditions' as outlined below.
HALLOWEEN SWIM/EVENT TIMES
6pm GATES TO OCEAN WALKER ACADEMY CAR PARK WILL OPEN
BRING YOUR SWIM GEAR WITH YOU AND SIGN IN AT RECEPTION
COLLECT YOUR SWIM CAP AND GLOW FLOAT
6:45pm SIGN IN CLOSES (if you arrive late and miss signing in you will be marked down as a ‘No Show’).
6:45pm BRIEFING LAKESIDE - you must be present for the briefing to be able to enter the water.
7pm SWIM STARTS
This is not a race event, so once briefing has finished you can ensure you are ready to enter the water and then take your time getting in.
You can swim for the full duration or a shorter time - it is up to you.
Ocean Walker Academy team members will advise you when the swim finishes.
8:45pm SWIM FINISH Exit the water, dry off, dress and collect your hot drink
Drop off your float at the designated station and sign out with a member of the OWA team.
9:30pm VENUE CLOSES
SIGNING IN AT RECEPTION
To participate in this swim you must book online prior to the event.
You cannot pay on the door or over the phone.
If you have brought a spectator with you, they will also be required to sign in at reception and pay an entrance fee of £3 in cash on the door.
Please be on time for signing in - we cannot accept late arrivals for this session.
Right of refusal for entry: The organisers maintain the right to refuse or revoke entry to any event applicants, where they believe that accepting the entry could prejudice the event. This right of refusal extends to include applications where acceptance is considered by the promoters to be likely to infringe upon the enjoyment of any persons connected with the event, including staff, marshals, volunteers & other participants.
£3 entry fee payable in cash on the door per person (please bring correct change where possible).
You can have up to 2 spectators, based on those spectators arriving with you in the same vehicle. (Spectators arriving separately will not be permitted entrance).
A spectator under the age of 18 years old must be accompanied by an adult.
You cannot leave under 18’s unattended out of the water at any time.
There are no exceptions to the number of spectators for this type of event.
Spectators can watch from the banks, but are not permitted at any point to enter the water.
Spectators will need to remain on site for the duration of your swim, we cannot be opening and closing gates for spectators who wish to ‘nip to the car’.
No dogs allowed on this type of swim session.
No-one can be left waiting in the car park during this session.
ENTERING AND EXITING THE WATER
You will only be able to enter the water at your exact start time as instructed by a member of the Ocean Walker Academy team.
You can complete your session and exit the water anytime within your 1hr45min swim slot.
Our OWA team will let you know when the session is over.
You may be asked to swim a shorter route back to the exit point should it be deemed you will not make it back before your time is up.
AGE & ABILITY FOR NIGHT SWIM SESSIONS
You must be a competent open water swimmer.
You can swim a minimum of 1000m (course route is 750m).
Swimmers under the age of 18 must be accompanied by a participating adult in the water.
Swimmers must be 14 years and over for this type of swim session.
Please note that at this time changing rooms and showers are not available for use.
Toilets are available for use.
Please do not use toilet cubicles to change.
Free onsite car parking for those who have booked - please note that your cars and any valuables are left at your own risk.
Please arrive swim ready (swimming costume/trunks on under clothes, any additional wear can be put on lakeside).
Please ensure you have suitable equipment to allow you to change following your swim.
SWIM KIT - THE FOLLOWING MUST BE WORN
Provided by Ocean Walker Academy:
Brightly Coloured Silicone Swim Cap (FREE - yours to keep)
Glow Float (on loan for the swim only, must be returned before you leave)
You must bring your own:
Swimwear (swimsuit/swim trunks/etc)
Waterproof swim kit bag or swim kit tub (or bring a bin bag to put around your kit bag – just in case it rains!)
Warm clothing for after the swim
The above swimwear is compulsory - you will be refused entry into the water without wearing the correct swimwear. This is for your safety.
Rash Vest (optional)
Changing Robe (robie/dry robe) – highly recommended for changing lakeside.
To ensure we don't end up with a lake full of strange things - fancy dress is not permitted in the water.
If you wish to arrive in fancy dress that is absolutely fine, and if your swim costume/trunks are 'themed' that is also fine. Any non-standard swimwear items will not be allowed in the water.
The same applies to face paints/glitters etc - which may contaminate the lake or cause oily residues.
Please note: your bag will be left on the lakeside and completely at your own risk, so please do not bring any non-essential items with you to this event.
There will be a gazebo set up for bags should it rain you can put your bag undercover here.
You will be loaned a Glow Float from reception to wear for the event. This makes you visible to both our safety team and other swimmers. It can also be used to hold onto should you require aid during the swim while you await assistance.
You will be given a FREE brightly coloured swim cap for the event, which must be worn for your safety. If you are allergic to silicone, please make us aware of this before you book.
The Ocean Walker Academy team will have lifeguards and spotters both on water and on the banks keeping a close eye out during the swim session.
If you require assistance please shout HELP if you can.
Any swimmers who look like they may be in trouble or are not moving will be asked if they require assistance.
If you are assisted out of the water at any point during your swim, please note that you will not be permitted to re-enter the water during that session.
A full safety brief along with course route will be given by a member of the Ocean Walker Academy team before you enter the water.
The course buoys will be illuminated to help guide you around the lake in the dark.
If you are not feeling well prior to the swim, please do not enter the water.
If you are showing any signs of Covid-19 in the run up to or on the day of the event, please do not come and risk spreading to other swimmers and OWA team members. Follow the usual government guidelines and have yourself tested.
HOT DRINKS - ONE FREE FOR EVERY PARTICIPATING SWIMMER
Hot drinks will be available for you to collect after your swim by presenting a drinks voucher (which you are given upon signing in at reception)
Hot drinks are available to spectators payable in cash only
Freshly baked cakes are available to swimmers and spectators payable in cash only
(so please bring some change)
STRICTLY NO LITTERING
Use the bins provided. If we see you dropping litter you will be asked to leave the premises immediately.
STRICTLY NO SMOKING
We are a no smoking/vaping venue, this includes the car park.
Anyone found smoking will be removed and banned from the venue.
All bookings to be made online.
Bookings will close 24hrs in advance of the event.
Bookings on first come first served basis.
CANCELLATION POLICY FOR THIS EVENT
This policy is final there are no exceptions on the below for any individual circumstance:
5 months notice prior to event date – 50% refund on entry fee
3 months notice prior to event date – 25% refund on entry fee
Within 3 months notice prior to event date – No refunds given
Cancellation after the deadline for a refund has passed:
Should you wish to cancel, but you have missed the cancellation deadline for notification then you may send us an email to advise you are no longer able to make the event, so we know not to expect you.
Transfer of entry:
If you are no longer able to make the event, but know someone who would like to take your place, then you can email us directly to advise. You must give at least 2 weeks notice of the event date for transferal of entry. Monetary value must be arranged between yourself and the person who is taking you place. The person taking your place will be required to fill out and sign up for the event separately, so we will require their details. Failure to provide us with the required information before 2 weeks prior to the event will result in no transfer and you will be marked as a ‘No Show’. Please note that the transferal of entries between participants without notifying the organiser is strictly forbidden.
If you don’t show up to sign in on the event date within the allotted timeframe detailed above, we will take it you have decided not to come, you will be marked as a ‘No Show’ and no refund will be due.
There are no refund exceptions for cancellations made due to Covid-19.
Where a refund is due, this will be made at the end of the month which the event took place. Refunds are made back to your original payment method only and at the percentage as detailed in the above policy.
Please allow additional time from processing of a refund for your payent processor to return the funds back to your account. Should you need to check up on a refund, following confirmation from us that the refund has been made, we would advise you to contact your bank/card provider directly.
A credit is not a refund.
Where a credit is offered, you will have upto 6 months to agree to an alternative event to use your credit.
Where no alternative option is available it is at the discretion of the organisers to agree with you directly what options are available to you.
EVENT CANCELLATION BY THE ORGANISERS
If for reasons beyond the control of the organisers, including an 'act of God' due to unforeseen, naturally occurring events that were unavoidable, the event, which event applicants have entered is cancelled or postponed, the applicants have the option to transfer onto an agreed alternative date or in the case of the second date being cancelled the organisers will issue a credit to the value of the original entry fee or transfer the applicants entry to another events where requested. We reserve the right to remove the option of a “back up date” should one not be available.
In the interest of safety, the organisers reserve the right to cancel without notice or consent.
Where possible we will give as much notice as possible with regards to cancellation or changes to an event, where you will be contacted by means of the details you provide upon booking.
Please note: we will not cancel an event early based on weather predictions. Should the weather be deemed unfit at the time of the event, it is then and only then that the organisers will confirm cancellation and move the event to an alternative date.
Please do not call us all day in the run up to the event when particularly bad weather has been predicted. Our phone lines are not manned 24/7.
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