EVENT POLICY

We are committed to your having an empowering positive experience at our events. Please read below for more information.

Registration Policy

We love our community and know and understand that life happens, things come up and we want to be as accommodating as possible with our policies.

  • Registration dates are pre set at the start of each season. There are early bird, late bird and day of event prices.

  • During registration on race roster you have the opportunity to add on a cancelation protection plan. This is through Race Roster Enhanced Refund Protection Program.

  • Heads Or Trails is not responsible for managing your refund requests.

  • Refund requests can be submitted HERE via Regshield.

  • We do not offer refunds on registrations, we apologize for this but our event is a fundraiser.

  • If an event or distance is SOLD OUT then it is SOLD OUT. Our event permits are based on specific participant numbers and we cannot adjust these. Thank you for understanding.

  • Our events do not offer bib transfers.

  • If you can no longer make it due to personal reasons you have the opportunity to transfer your registration type to a virtual runner and your event package can be mailed to you, you are responsible for paying for the shipping.

  • If you are switching to a shorter distance we do not offer refunds on the price change. If you are moving up in distance then you are to pay for the difference.

Event Cancelation and Transfer Policy

  • In the situation that our event has to be cancelled due to reasons including, but not limited to, weather, forest fires, acts of nature, war, strikes or other extenuating circumstances, Heads Or Trails will provide the following:

  1. The option to convert registration status to a virtual runner, there are no extra costs associated with this. Your event package is mailed to you and you can run where you live, track your run and upload results online;

    AND

  2. Early access to registration for the same event for the following year only; a 25% discount on registration for any distance in the same event for the following year only;

    AND

  3.  A 25% discount in our online store along with early access for the same event registration for the following year only;

    In addition: the option for a full refund on any event merchandise that has been purchased; and the option to receive the event shirt, purchased event merchandise or any other produced event items, for the cost of shipping.

    ** Deferrals (with the 25% discount) are only applicable for one calendar year from the event you transfer out of (meaning the event entry can be deferred to any OTHER event, but not the same event one year later). Entries can only be deferred a single time, to a single event. - If you have extenuating personal circumstances please email info@headsortrails.ca

Our Gender Policy and Commitments

  • We are committed to welcoming and celebrating every human being at our events.

  • All paces included!

  • When you cross the finish line let's chat about your experience and not compare times to others.

  • We know that signing up for an event, daring to dream of a goal, getting out of the house and even believing in yourself can be hard and intimidating. Do not worry we are your community! We welcome you, we believe in you, you deserve to work hard for your goals and we are going to celebrate you for being you!

  • If you are nervous to sign up to participate in your first event... a great way to start is by volunteering first!

  • We have a kids zone table with kids activities at each of our events. (Babysitting or kid watching is not available at this time)

  • Our events are committed to providing nursing/change table areas for parents.

  • All of our aid stations and start/finish lines have female hygiene products available.

  • Our event and store merchandise includes Unisex sizes and womens sizing.

  • We do not take down our finish line and finish line food until the final runner has crossed the finish line. In the case that our permit time has reached our event we as a team are dedicated to your finish and will be there to welcome you and celebrate you in. The "stuff" around us may have had to be taken down but WE will be there for your finish!

Pregnancy & Postpartum Policy

  • Whether planned or unplanned, an expected or unexpected start or end to a pregnancy, healing and recovery time are required for a women’s overall health. We are committed to this please email us info@headsortrails.ca if pregnancy has become part of your journey. We are committed to offering you event deferrals.

Event Rules and Values

There are a few things that we must have at our events:

  • Kindness - to everyone and a magnitude of gratitude for our volunteers!

  • There is no reason... ever... to be leaving waste of any kind on the ground.

  • Sharing the trail with other users. All of the trails and paths we event on are public trails used by mountain bikers, walkers, hikers, horseback riders and runners.

  • We are courteous, respectful and share the space with everyone.

  • We do not take down our finish line and finish line food until the final runner has crossed the finish line. In the case that our permit time has reached our event we as a team are dedicated to your finish and will be there to welcome you and celebrate you in. The "stuff" around us may have had to be taken down but WE will be there for your finish!

  • Our core values:

    Community: We believe in community as it is the fellowship, we create with others who share similar attributes, interests and goals. This community is a safe and welcome place that empowers people.

    Passion & Perseverance: The strong emotion that drives you to do what you love. The endurance of never giving up, hard work and commitment.

    Compassion: The simple act of loving and of caring for others.

    Celebration: We celebrate and cheer for each other, our journeys, goals and accomplishments. It is the act of empowering and lifting each other up.

    Diversity: A community that supports equality, diversity, inclusivity and accessibility.

    Quality, Integrity & Trust: We believe that this is the quality of being honest, moral and of good character. We also believe that without truth, honesty, and reliability, we may fail. Our degree of excellence, the standard that we use to measure our objectives. It is part of what makes us who we are.

Environmental Commitment 

We strive to be as green as possible. This includes:

  • Being cupless events. Please bring something to drink out of at the aid stations.

  • All of our event course markings are REUSED! Many times, includes all arrows, wrong ways, pink stake flags, pink flagging tape, aid station and course marshal signs.

  • We DO NOT staple into any trees or live foliage.

  • You can bring a reusable cup, bowl, plate and cutlery to the start/finish line to help us decrease finish line food waste.

  • Serving snacks at our aid stations with tongs/grabbers. We don't want dirty hands in the bowels but our volunteers can help distribute snacks. This helps eliminate excessive paper cups or cupcake paper cups etc.

  • Offering shuttle services where we can and HIGHLY ENCOURAGING CARPOOLING!

  • Sourcing our event merchandise, supplies and food as local and as sustainable as possible.

Feedback

  • Our commitment is to you. Feedback is how we do better and be better. We open all feedback and ideas with open arms so please do not hesitate to reach out to us! Email us at info@headsortrails.ca