We sadly cannot support requests to DEFER places or offer REFUNDS:
Why?
Several years ago we stopped allowing deferrals and refunds. We are a small club and with a race team that are entirely staffed by volunteers, we quickly became overwhelmed with requests so had to introduce a blanket ban. We make it a condition of entry, that we CANNOT support requests to defer/ refund race places.
We can however enable a runner swap process.
If you know someone that wants your place, we can arrange to swap your place to them (and you sort the reimbursement out, with the new runner). Even if you do not have someone to swap with, we MAY have a someone looking for a race place.
Harvel 5 Runner ‘Swap’ policy & process
What is a runner swap?
In the event that you can no longer run with us on race day (Saturday June 7th, 2pm) and if you advise us of the new runners details ahead of the deadline, we will update our database to remove you & add the details of the swapped runner.
We will not take any action regarding the entry cost you paid. There will be no refund organised through us. If you choose to use this process, YOU alone are responsible for what happens to the payment. We are simply taking the details that your new runner supplies, and alongside your permission, we are amending our database to afford that runner, your original place. The data required is important and mirrors the same data you supplied us, when you originally entered, back during the week of March 1st. It contains important information on the new runner, which we will need, in plenty of time for race day.
Steps to follow:
Your substitute runner will need to complete the electronic form: https://forms.gle/8ZNwKNJF8BvqaqaF6
We will need one email from you that informs us that the form has been completed, YOUR NAME plus the NAME OF YOUR SWAP and that you expressly give us your permission to process the swap (and therefore you no longer have a race place)
Your email should be addressed to:
- H5.race.committee@gmail.com
- Be clearly marked as a request to “SWAP a 2025 H5 race place”
- The swap will be fully processed (by us) only when we get the email from you stating that a fully completed form (with the appropriate data) has been submitted & that the original entrant is happy for the swap to be processed by us.
Once the swap has been actioned by us, we will inform both you and your substitute runner. Your substitute runner will collect a race envelope IN THEIR NAME on race day. Requests that are either incomplete, or that do not follow the above process are likely to get overlooked and cannot be actioned, by us or England Athletics
If you have any questions about the process, plse email us via H5.race.committee@gmail.com