RULES & REGULATIONS

General information

1. This event adopts a predominantly virtual format where athletes are entered by their various clubs to compete either alone, or within small groups as a club.
2. This event is presented by the Athletics Free State Road Running Commission under the auspices of Athletics Free State.
3. This event is presented in accordance with the rules and regulations of WA, ASA, and AFS.
4. This is a 3-part series event that spans over a period of three months.
5. The event starts on Wednesday 01 September 2021 and concludes on Tuesday 30 November 2021.
   • Series 1: 01 September 2021 - 30 September 2021.
   • Series 2: 01 October - 31 October 2021.
   • Series 3: 01 November 2021 - 30 November 2021.
6. This event is subjected to the imposed COVID health and safety regulations that may apply at the time of the event.
7. Sponsors listed for this event will by no means be interpreted as an entitlement or right of any athlete or participant to insist on free, discounted, or preferential treatment pertaining to the products and services offered by the sponsors in their private capacity.
8. Clubs and athletes may submit general enquiries to info@afsrrseries.co.za or WhatsApp on 064-083 0149.
9. The event administration office will be open Mondays to Fridays between 09h00am and 04h00pm.

Race distances & restrictions

1. There are four race distances to choose from in this series event:
   • 1.6km (mile): Men and women 10 years and older.
   • 5km: Men and women 12 years and older.
   • 10km: Men and women 17 years and older.
   • 21.1km: Men and women 19 years and older.
2. COVID health and safety rules and regulations apply.
3. Wear masks at all times when you are in public. Masks may be removed while you are walking / running your race. Maintain social distance, and sanitise.
4. Avoid mass participation and running in large groups while competing in this event. Entering for this event does not exempt any athlete or club from the law.

Entries

1. Only affiliated club entries will be accepted.
2. No individual entries will be accepted. An athlete can only be entered by an affiliated club that is entered for the event.
3. Once-off club entry fee. Unlimited amount of athletes per club can enter:
   • R300 per club for application with proof of payment received on or before 15 September.
   • R500 per club for application with proof of payment received after 15 September.
4. Payment instruction is provided on the club entry form.
5. Clubs must provide the following information on the club entry form:
   • Name of club
   • Club chairperson or person deligated by the club who will be responsible for the club entry and results submissions.
   • Contact number and e-mail address.
   • Free State region:
     • Mangaung
     • Xhariep
     • Lejweleputswa
     • Thabo Mafutsanyane
     • Fezile Dabi
   • Participating athletes will be captured once the results are received. The following information for each athlete will be required to submit results:
     • Name & Surname
     • ASA license number (optional)
     • Age category
       • Primary Sub-youth (7-12 years)
       • Sub-youth (13-15 years)
       • Youth (16-17 years)
       • Junior (18-19 years)
       • Senior (20-34 years)
       • Master (35-39 years)
       • 40-44 years
       • 45-49 years
       • 50-54 years
       • 55-59 years
       • 60-64 years
       • 65-69 years
       • 70+ years
     • Gender
     • Race distance
     • Time / Result
6. The club entry form can be downloaded from www.afsrrseries.co.za
   
7. The entry form must be completed by an affiliated club and submitted, together with proof of payment, to entries@afsrrseries.co.za
8. Entries open on Wednesday 01 September 2021.
9. Entries close on Tuesday 30 November 2021.
10. Strictly no discounts or refunds.
11. Entries are not transferrable and will not be deferred unless otherwise announced by the organiser.
12. Athletes may participate and compete in any one or more race distances presented in this series event.
    
13. Club entries will be rejected if the application form is not completed correctly, and / or the payment was not processed and received successfully. Always keep a copy of your proof of payment.
    
14. It is for each club to decide whether to charge an entry fee to their athletes or not. Clubs who charge an entry fee to their athletes do so at their own undertaking and recognizance.

Timing & Results

1. Athletes must submit their results to their respective clubs and NOT directly to the event organiser.
2. Result sheets must be complete by the entered club and submitted to results@afsrrseries.co.za
3. Individual results received from participants will not be processed. Only results received from an entered club will be processed.
4. Clubs can download the result sheet from ww.afsrrseries.co.za 
5. The following results will be accepted:
   • Self-obtained results on a measured route using a stop watch, smart watch, or cell phone application.
   • Results obtained from club time trials on a measured course using a stopwatch or electronic timing system.
   • Official road race results obtained from meets during the period of this series.
   • Official track results obtained from meets during the period of this series.
   • Official Cross Country  results obtained from meets during the period of this series.
6. Due to the format of this event it would be expected that participants will show integrity in an attempt to keep the results fair and true.
7. It would  be expected from participants to complete their intended running distances in a single session without pausing and resuming their devices for rest breaks.
8. Clubs and participants may be requested to provide a screen-capture, photograph, or device report as proof of achievement. Please keep records of your times and distances as proof of your achievements.
9. Cut-off dates and times to submit results will be as follows:
   • Series 1: Sunday 03 October 2021 @ 12h00pm for results obtained between 01 September and 30 September 2021.
   • Series 2: Wednesday 03 November 2021 @ 12h00pm for results obtained between 01 October and 31 October 2021.
   • Series 3: Friday 03 December 2021 @ 12h00pm for results obtained between 01 November and 30 November 2021.

Race / Bib numbers

1. No race numbers are required for this event.

Licenses & Dress code

1. No licenses will be for sale when entering for this event.
2. ASA licenses are not specifically required.
3. Athletes are encouraged to join their local athletics club and wear their respective club colours.

Prizes & awards

1. All participants will have the option to download a printable digital certificate of participation.
2. Recognition will be given for the following:
   • AFS Club with highest number of participants.
   • Overall AFS champion (man & woman) in each race distance.
   • Overall AFS regional champion (man & woman) for each of the five Free State regions.
   • Overall AFS champion (man & woman) for athletes who competed in all four race distances.
   • First man & woman per age category in each of the four race distances.
   • Top-10 men & women per age category in each of the four race distances.
3. Results will not be considered for seeding and records, but may be considered as part of the provincial road running selection statistics.

Consent, indemnity & waiver

By entering for this event whether an adult or a minor entered with the consent of a parent / legal guardian, you are agreeing to the following consent, indemnity and waiver. You also agree to adhere and comply with prescribed COVID health and safety protocols.

You may appear in photographs and video recordings that are shared on various news, social media platforms and in media releases. 

You confirm, adhere, and abide by the rules and regulations as set out. You warrant that you are in good health, physically fit and have sufficiently trained to participate in this event and aware of the risks and dangers of the physical nature of the Virtual run and do not claim ignorance of these risk and dangers.

You hereby accept that you participate in the event entirely at your own risk and you release and discharge, to the fullest extent allowed by law, the organiser of the event, provincial and national athletic bodies and all local authorities from the responsibility, liability or costs relating to any injury, loss or damage of whatever nature, including pre-and post-race activities. You further agree and warrant that if at any time you believe conditions to be unsafe, that you will immediately discontinue further participation in the event and activity.