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Pre-entries

Organiser terms

Last updated 13 October 2026.

A club official agrees to these terms for their club when they create an event, by ticking: “I am authorised by my club to agree, and I agree to these organiser terms on its behalf.”

Summary

  1. Agent. Your club appoints Pre-entries as its agent only, to accept entries and payment for it. Payment to Pre-entries counts as payment to your club.
  2. Accuracy. You confirm that the event details, prices and rules you enter are accurate.
  3. Event and risks. Your club runs the event and is responsible for its safety and for managing the inherent risks of orienteering.
  4. Data. Entry data is used to run the event. British Orienteering membership is checked when a number is given, and results may be published.
  5. Fees, refunds and payouts. Your club sets prices, refund rules and the change fee. Entrants never pay card surcharges, and your club sets and shows its policy for cancelled events. Pre-entries deducts its service fee, card fees, refunds and chargebacks, and pays the balance to your club’s verified bank account within 14 days after the event.
  6. Liability. Pre-entries is not liable for the event itself.
  7. Acceptance. You accept the full organiser terms on behalf of your club.

Terms

  1. Who we are. Pre-entries is run by Ben Mitchell, a sole trader, of 21 Heol Wenallt, Cwmgwrach, Neath, SA11 5PT (ben@pre-entries.com). These terms are between Pre-entries and the club that accepts them (“the club”).
  2. Agent. The club appoints Pre-entries as its agent. Pre-entries acts for the club only, never for entrants, and may accept entries and take payment on the club’s behalf.
  3. Contract. Each entry is a contract between the entrant and the club. Pre-entries is not a party to it.
  4. Payment. When an entrant pays Pre-entries, that counts as payment to the club. The club will not ask the entrant to pay again.
  5. Prices and refunds. The club sets its prices, refund rules, change fee and change deadline on Pre-entries. The club may set an optional refund percentage, which must be fair and shown on the event page before entry. The club sets its policy for refunds if it cancels the event and shows it on the event page before entry. If it shows no policy, it refunds entrants in full.
  6. Changes. When an entrant changes an entry, they pay or get back the price difference, plus or less a flat change fee: 50p unless the club sets another amount for the event, up to £2.00. The fee is the same however the entrant pays, is shown before they confirm, and stays in the club’s money. There is no fee on changes the club makes, or on changes that do not alter the price.
  7. Cancellations. If the club allows self-service cancellation and an entrant cancels, their refund is reduced by a cancellation charge: 1.5% of what they paid plus 20p (shared between entries paid together), plus the Pre-entries service fee on that entry. The charge is the same however the entrant paid and is not refunded. The card and service fees on the entry are then deducted as usual under clause 8, so any difference between the charge and the actual card fee is the club’s. It is not a fee for paying by card.
  8. Fees. Pre-entries deducts from the club’s money (a) its service fee: 25p per entry for local and regional events and 50p for national and major events, unless we agree otherwise in writing; and (b) all card fees, including those on changes and refunds. Entrants never pay card surcharges.
  9. Holding money. Pre-entries holds entry money for the club, records it by event, and uses it for nothing else.
  10. Payout. Within 14 days after the event, Pre-entries sends the club a payout statement and pays the balance by bank transfer to the club’s verified bank account. Refunds, chargebacks and card-scheme dispute fees are deducted from the club’s money. If they are more than the money held, the club pays the difference within 30 days.
  11. Bank details. The club gives its bank details in writing. Any change must be confirmed by a second club officer before Pre-entries uses it. Pre-entries is not responsible for payments made to details confirmed this way.
  12. The event. The club runs the event and is responsible for its safety, permissions and insurance.
  13. Data. Pre-entries handles personal data under its Privacy Policy. The club uses entrants’ data only to run the event and keeps it secure. Pre-entries checks British Orienteering membership when a number is given, and results may be published.
  14. Liability. Pre-entries is not liable for the event itself or for indirect loss. Its total liability to the club is limited to the service fees the club paid in the previous 12 months. This does not limit Pre-entries’ duty to pay out money it holds for the club, or any liability the law does not allow to be limited.
  15. Ending. Either side may end these terms by email with 30 days’ notice. Money held for the club is still paid out.
  16. Updates. Pre-entries may update these terms with 30 days’ notice by email.
  17. Law. These terms are governed by the law of England and Wales.

Related: Entrant terms, Privacy policy and Pricing.