Your source for all of your answers to the most commonly asked questions about HER Running Series. Whether it is pre-race or race day, we have you covered to ensure your experience is positive.
WHAT IS YOUR REFUND POLICY?
Due to the upfront nature of event costs, all entry fees are non-refundable and non-transferable to other event locations. This policy stays in effect whether you are injured, have an unexpected business trip, family emergency, illness, etc. All participants acknowledge and accept this policy during the registration process.
IS IT POSSIBLE TO DEFER MY REGISTRATION?
While refunds are not possible, you can defer your race registration for one (1) calendar year. In order to defer your race registration, you must complete an Event Deferral Form and pay the deferral fee ($25 CAD). Once registration opens for the following year, you will be sent a code via email to register online free of charge. Please note, it will be your responsibility to register for the next year’s event. If for some reason the event is not continued at the original location, you will not receive a refund. Deferral deadline: Forms must be received at least one (1) month prior to the original event date. If your deferral form is received less than a month before the event, we will not be able to process it.
WHAT IS YOUR CANCELATION POLICY?
If you cannot participate and do not want to defer to the following year, you can complete a CANCELLATION FORM. By canceling your registration you will not receive a refund, but we will send your participant shirt to you after the race. No other participant materials (bibs, medals, etc.) will be sent. Cancellation deadline: Forms must be received at least two weeks prior to the event date. If your cancellation form is received less than two weeks before the event, we will not be able to process it.
HOW DO I TRANSFER MY REGISTRATION TO ANOTHER RUNNER?
A transfer is to be used if you can no longer run and you wish to transfer your entry to someone you have found who wants to take your entry. The cost to transfer your registration is $15. The deadline to transfer a registration to another person is two (2) days prior to the event date. Please note all transfers done with three (3) the participant will receive the original bib with the original participants name printed on it.
A transfer can be completed by signing into your Participant Dashboard onto Race Roster and completing the following steps:
1) Select “MY TRANSACTION HISTORY” on the left hand side of the page. Under description, click on the Event Name that you wish to edit.
2) Scroll down, and select “TRANSFER” button on the right hand side below the REGISTER button.
3)Click the “TO A NEW PARTICIPANT” button. Select yourself from the participant drop down menu. Enter the email address of the person you would like to transfer registration to. Click Start Transfer.
4) The new participant will receive an email with a link to complete the transfer.
Please be advised that the transfer is pending until new registrant opens the link and completes the registration form, including the checkout page where they must hit ‘SUBMIT ORDER’. The person who is accepting the transfer must press accept and pay a transfer fee ($15 CAD).
HOW CAN I MAKE A CHANGE TO MY REGISTRATION?
Bib names and category changes (i.e. 5K to 15K) can be made online via logging into your Race Roster account before the deadlines below:
Shirt size change – three (3) weeks prior to race day
Category changes – two (2) days prior to race day
Participant names are unable to be changed. If you are interested in transferring your registration to another person, please refer to our TRANSFER POLICY above.
Please note, there will be no refunds given for changing from one race to another and there may be additional fees charged based on the difference in cost.
HOW LONG DO I HAVE TO COMPLETE THE COURSE?
Due to mandated road closures and re-openings, we have a 1 hour and 15 minute time limit for the 5K and 2 hours and 30 minutes for the 15K. For the safety of our participants, there is an official race vehicle that travels at the slowest allowable pace and will pick up participants that are unable to maintain the required pace. Race results/times will not be posted for participants who do not complete the entire course in the allotted time.
AM I ABLE TO RUN WITH A JOGGING STROLLER?
Jogging strollers are allowed in the 5K but they MUST start at the back for the safety of the child as well as the other participants.
DO YOU OFFER GROUP DISCOUNTS?
For groups with a minimum of 10 members, each person can receive a 10% discount. Please contact us before registering at firstname.lastname@example.org. We will create a custom coupon code for your team members to register online with. Each group member will need to register online separately since there is a waiver that must be signed by each individual. Discounts cannot be applied to existing registrations and refunds will not be given to members who may have already registered prior to the creation of the group discount code. We do not hold spots for group members, so members will be not able to register after an event has sold out.
Please allow a minimum of two (2) business days for group discount codes to be created.
WHAT ARE THE AGE REQUIREMENTS FOR RUNNERS?
We ask that participants be at least 8 years old for the 5K, and 13 or older for the 15K. These are the minimum age limits to register online. However, we do allow those younger than these ages to participate as long as they have a parent/guardian with them AT ALL TIMES. Also, the parent/guardian must be registered for the race. To register someone under 8 for the 5K, please email us at email@example.com for a mail-in registration form.
CAN SOMEONE ELSE PICK UP THE PACKET FOR ME?
- Packets MUST be picked up at Pre-Race Packet Pick-up. With the exception of VIP Packet Pick-Up (See below). All participants acknowledge and accept this policy during the registration process. We request that all our participants pick up their own race packets for security purposes. However, we do understand that certain circumstances may arise where you cannot come in person. If you cannot pick up your race packet yourself, someone else can pick it up for you. In order for them to do so, they MUST have the following items with them:
- A Packet Pick Up Authorization Form (completed and signed by you)
Remember – there is NO race day pickup*.
We are unable to mail packets ahead of time since all packet materials (race bibs, shirts, etc.) are shipped directly to the packet pick up site the day before.
*With the exception of paid VIP Packet Pick-Up (see question below).
WHAT IS THE VIP PACKET PICK-UP?
We offer VIP Packet Pick-Up on race day at all of our events! You can add VIP Packet Pick-up to your registration when you sign up.
- VIP Packet Pick- Up is an optional service that is now available for $20.
- Spaces are very limited for this VIP service!
- VIP Packet Pick-Up must be purchased online prior to race day.
- Already registered? VIP Packet Pick-Up can be added to existing registrations!
- VIP Packet Pick-Up is an optional paid service that does not include race entry.
- VIP Packet Pick-Up is NON-REFUNDABLE and NON-TRANSFERABLE. It cannot be transferred to another person, year, or event.
Please reference your confirmation email for the times of VIP Packet Pick-Up on race day. If you did not receive your confirmation email, please contact our customer service team at firstname.lastname@example.org.
If you would like to add VIP Packet Pick-Up to your registration, please contact email@example.com.
I FORGOT TO APPLY A DISCOUNT CODE TO MY REGISTRATION. AM I ABLE TO GET A REFUND?
Sorry! Discounts will not be applied to current registrations. NO EXCEPTIONS.
HOW DO I FIND MY REGISTRATION CONFIRMATION?
Please click one of the following locations to confirm your registration for the HER Running Series at Fort Calgary and on Toronto Island.
AM I ABLE TO WEAR HEADPHONES DURING THE RACE?
We do allow the use of headphones during our races however we ask that you either:
1. Run with one earpiece in and one out or;
2. Listen at a low volume so you can hear any directions given to you along the course
AM I ABLE TO GET AN EXTRA MEDAL FOR MY RUNNING BUDDY/FRIEND/ETC.?
We receive many requests to donate or sell additional medals for various purposes. While we certainly admire those who run for those who cannot, our medals are only awarded to people who complete the race. It is up to the runner whether or not they would like to gift their own medal to their running buddy/friend/etc.