The Entry Process for the Otter African Trail Run will be changing for the 2016 event.
The change in the entry process is driven by feedback from participants as well as persons who were unable to secure an entry for either of the events. To date the process by which new entrants enter by the Priority List has favoured the tech savvy: fast on the keyboard and with access to high speed internet connectivity.
This process will change — the new Ticket Draw system (Lottery) will see aspirant participants purchase Draw Tickets and as in the past, the money raised through this process will be donated to the event’s nominated charities. The Draw Tickets will then get placed in a pool and drawn in a series of draws dependent on the number of entries available. This will provide a more equitable platform to enter the race affording anyone who has purchased a Pool Draw Ticket an equal chance of being drawn. Tickets drawn in these lotteries will be publicly announced and the athletes will be given a leisurely 72 hours to follow the process and secure their entry.
With this new entry process athletes that wish to share the experience racing the OTTER with a friend or family member now have the chance to purchase a Double Draw Tickets which will secure two tickets if drawn in the lottery.
ENTRY PROCESS 2016
Race Date 2016
| OTTER RETTO CHALLENGE: |
Prologue: |
Race: |
| OTTER RETTO RUN: |
Prologue: |
Race: |
The OTTER 2016 is a RETTO year and will be run WEST to EAST from Nature’s Valley t0 Stormsriver Mouth.
ENTRY FEES
The entry fees include:
- Otter Prologue
- Shuttle from the Race Village (Storms River Mouth Rest Camp) to the Start of the race (Natures Valley)
- The Race
- Prize Giving Ceremony & Dinner
- Otter Event Garment
- Otter Goodie Bag
- Otter BUFF
- GU gels & chomps
- Halfway Munchie Station
- Lunch at the finish line
- Otter Medal ( if you finish the race within the cut off time )
- SANParks daily conservation fee
OTTER Run: R 4200.00
OTTER Challenge: R 3900.00
Entry Procedure and Online Entry Schedule
| Thursday Oct 8 |
POOL DRAW TICKETS on sale
|
| o R 110 for a Single Draw ticket | |
| o R 160 for a Double Draw ticket | |
| Athletes have to specify whether they want to enter: o Single Draw ticket: Challenge or Run o Double Draw ticket: 2x Challenge/ 2 x Run /1x Challenge & 1 x Run |
Please note: Purchasing a Pool Draw Ticket is not a guarantee to be drawn for the RETTO 2016.
| Tuesday Oct 27 |
First POOL DRAW 100 entries (50 RUN & 50 Challenge) will be drawn using the Pool Draw Lottery. |
| Single Draw Ticket: If drawn the holder is entitled to secure a single entry to the OTTER African Trail Run within a 72 hour period. | |
| Double Draw Ticket: If drawn the holder is entitled to secure two entries to the OTTER African Trail Run within a 72 hour period. |
Please note: Drawn tickets cannot be transferred to other athletes. Only the IDs – as captured in the Pool Draw Ticket – will be allowed to complete the entry process.
| Tuesday Nov 3 | 2015 EVENT PARTICIPANT ENTRIES |
| These entries are only available to participants from the 2015 Otter African Trail Run on a first come first serve basis from midday on the 3rd November until midday on 9th of November. | |
| Tuesday Nov 10 | Second POOL DRAW Remaining entries will be drawn using the Pool Draw Lottery. |
Persons registered for the Pool Draw that are not successful in obtaining an online entry WILL be automatically transferred onto the Waiting list.
WAITING LIST DRAWS
Registration on the Waiting List costs R110 which will be donated to the event nominated charities (Landmark Foundation, Nature’s Valley Trust and MCSA). 8 x monthly Draws for Entries that become available through cancellation done on the last working day of each month starting from March 2016. Winners of the draw will be contacted and be given 72 hours to enter. Failure to enter within 72 hours will lead to removal from the list.
The 2016 OTTER event does not permit athletes to substitute an entry on their own. Entries will have to be returned to the organisers and refunded according to the refund policy below. Returned entries will only be made available to athletes on the waiting list.
A survey will be sent to the waiting list ahead of each waiting list draw to establish whether a candidate wants to be included in the following draw.
The Waiting List will be closed on the 31st of August – no new entries will be accepted after this date.
REFUND POLICY
The event has a cancellation policy pertaining to refunds. As most of the expenses incurred in staging this event are committed to in advance refunds are only possible well in advance or when a replacement can be found.
- Full payment is required on entry.
- 85% of entry fee paid will be refunded if an entry is cancelled in writing on or before the 1 May 2016
- 65% of entry fee paid will be refunded if an entry is cancelled in writing on or before the 1 August 2016
- After the 1 August 2016 refunds will only apply if these entries can be substituted from the Waiting List. Please note that these possible refunds will only be made after completion of the event. Direct substitutions will only be considered in the month of August if there are no candidates on the waiting list that would like to enter the OTTER – Waiting List candidates alway receive priority over direct substitution considerations.
- No refunds, substitutions or new entries after the 1st of September 2016.
- The above also applies to all accommodation bookings.
- You may sell your accommodation booking directly to another athlete. Please inform Matty if you do sell your accommodation booking.
- No refunds on Salomon Race Shirts. If you have cancelled your entry & do not want your shirt, we will do our best to try help find a buyer from the new waiting list entrants.
- All Shirts to be collected from Race Registration. If for some reason you cannot collect your shirt from Race Registration, please arrange collection from our offices: Magnetic South, TH30 Harbour House, Thesen Island, Knysna, 6570.
- All shirts will be kept for up to 1 month after the event.
CANCELLATION OF THE EVENT
In the event of inclement weather organisers may decide to change the course to safer alternative course or cancel the event entirely. Such a decision will only be made in the interest of participant safety. In the event of event cancellation no refunds will be possible.