Terms and Conditions
These Terms and Conditions (“Terms”) govern the administration of the Race Entry Fee Reimbursement Fund (“the Fund”) and apply to all applications for financial support made by or on behalf of any applicant.
By submitting an application, the applicant, and where applicable their parent, guardian, club representative, or coach, confirm that they have read, understood, and accepted these Terms in full.
For the avoidance of doubt, the Fund is a discretionary financial assistance scheme and does not create any entitlement, contractual right, or expectation of payment.
1. Purpose of the Fund
The purpose of the Fund is to provide discretionary financial support toward approved race entry fees for cyclists aged 17 to 18 participating in genuine competitive cycling events.
The Fund is intended to support rider development, progression, and access to competitive opportunities where financial barriers may otherwise limit participation.
The Fund does not constitute sponsorship, employment, scholarship, or ongoing financial support and shall not be interpreted as such.
2. Eligibility
To be eligible for consideration, applicants must:
- born in 2008/2009
- be actively engaged in competitive cycling;
- be a current member of a recognised cycling club, team, school cycling programme, or coached development pathway;
- where under the age of 18, have the knowledge and involvement of a parent or legal guardian;
- submit an application in accordance with these Terms and any procedures required by the Fund.
Satisfaction of eligibility criteria shall not create any right to funding.
The Fund shall retain absolute discretion in determining eligibility and suitability for support.
3. Eligible Events
The Fund may, at its sole discretion, provide reimbursement for approved entry fees relating to events including, but not limited to:
- road racing;
- circuit racing and criteriums;
- cyclocross;
- track racing;
- time trial events where deemed appropriate;
- national, regional, or championship qualifying events.
The Fund shall not ordinarily support:
- sportives or non-competitive participation events;
- training camps;
- coaching, nutrition, equipment, travel, accommodation, or other associated expenses;
- retrospective claims for events not approved in advance;
- events considered outside the developmental purpose of the Fund.
The determination of whether an event qualifies for support shall rest solely with the Fund.
4. Funding Limits
The Fund may impose:
- a maximum annual reimbursement limit per rider;
- a maximum number of funded events per calendar year;
- a maximum reimbursement amount of £50 per individual event;
- event-specific limitations depending on discipline, level, or available funding.
All support is strictly subject to available funds and administrative approval.
No applicant shall have any entitlement to reimbursement by reason of previous support, expectation, or otherwise.
5. Pre-Approval Requirement
No reimbursement shall be made unless prior written approval has been granted by the Fund before the relevant event takes place.
Applications must include such information as the Fund may reasonably require, including but not limited to:
- event details;
- organiser information;
- entry fee amount;
- supporting confirmation from a club, team, school, or coach;
- a rider statement explaining the relevance of the event to their progression.
Retrospective applications shall not be considered unless expressly agreed by the Fund in exceptional circumstances.
The Fund reserves the right to decline incomplete or insufficient applications without further correspondence.
6. Verification Following Participation
Reimbursement shall only be made following satisfactory verification of genuine participation.
Applicants may be required to provide:
- an official results link;
- organiser confirmation;
- proof of entry fee payment;
- confirmation from a club representative or coach;
- such further evidence as the Fund may reasonably request.
Completion of the event shall not be mandatory where non-completion results from legitimate racing circumstances including, without limitation, crash, puncture, mechanical failure, illness, or DNF arising from genuine race conditions.
The Fund shall determine, in its sole discretion, whether participation has been sufficiently evidenced.
7. Payment Method
The Fund may determine the method of payment at its sole discretion.
Preference shall ordinarily be given in the following order:
- reimbursement to the rider’s club or team;
- reimbursement to a parent or legal guardian;
- direct reimbursement to the rider.
No cash payments shall be made.
The timing of reimbursement shall depend upon administrative verification and available funding and no guarantee of immediate payment is given.
8. Fraud Prevention and Misrepresentation
The Fund reserves the right to request additional documentation, verification, or clarification at any stage.
Where the Fund reasonably believes that:
- false, misleading, or incomplete information has been provided;
- duplicate claims have been made;
- the application is not genuine;
- the event does not represent a legitimate competitive opportunity;
- the Fund is otherwise being misused,
the Fund may, without limitation:
- refuse the application;
- withdraw prior approval;
iii. refuse reimbursement;
- recover sums already paid where appropriate;
- permanently exclude the applicant from future consideration.
The Fund’s decision in such matters shall be final.
9. Safeguarding
Where the applicant is under the age of 18, the Fund may require communication to include a parent, guardian, coach, or club representative.
The Fund reserves the right to require suitable adult oversight in all cases involving applicants under 18.
Safeguarding obligations shall take priority over administrative convenience.
10. Discretion of Award
For the avoidance of doubt, all awards are entirely discretionary.
The Fund shall have absolute and unfettered discretion to approve, decline, reduce, defer, withdraw, or otherwise vary any application or award.
The Fund shall not be required to provide reasons for any decision and no appeal shall arise unless expressly permitted by the Fund.
No statement, communication, prior approval, or previous award shall create any legal expectation or binding obligation upon the Fund.
11. Availability of Funding
All awards are subject to the continuing availability of funds.
The Fund reserves the right at any time and without prior notice to:
- pause applications;
- suspend operation of the scheme;
- reduce available support;
- close the Fund entirely.
No liability shall arise from the reduction, suspension, or withdrawal of funding.
12. Amendment of Terms
The Fund reserves the right to amend these Terms, funding criteria, eligibility requirements, application procedures, and reimbursement limits at any time.
The version of the Terms in force at the date of application shall apply unless otherwise determined by the Fund.
No waiver of any provision shall be effective unless made expressly in writing.
Failure by the Fund to enforce any provision shall not constitute a waiver of future enforcement.
13. Limitation of Liability
To the fullest extent permitted by law, the Fund accepts no liability whatsoever for:
- race cancellations;
- organiser disputes;
- injury, illness, accident, or loss arising from participation;
- travel, accommodation, equipment, coaching, or other associated costs;
- taxation or financial consequences arising from reimbursement;
- personal decisions made by applicants in reliance upon expected funding.
The maximum liability of the Fund shall in all circumstances be limited to the amount of any approved reimbursement and no indirect or consequential loss shall be recoverable.
14. Privacy and Record Keeping
Personal information provided in connection with an application may be retained and processed for the purposes of:
- administration of the Fund;
- safeguarding;
- identity verification;
- fraud prevention;
- audit and responsible record keeping;
- compliance with applicable legal obligations.
Information shall not be disclosed outside the proper administration of the Fund except where reasonably necessary for safeguarding, fraud prevention, legal compliance, or professional advice.
Submission of an application shall constitute consent to such reasonable processing and retention.
15. Tax Position
The Fund does not provide tax, accounting, financial, legal, or financial planning advice.
Applicants are solely responsible for determining whether any reimbursement, grant, or financial support received from the Fund may have implications for:
- personal taxation;
- benefits entitlement;
- bursaries, grants, or scholarships;
- student finance;
- sponsorship arrangements;
- any other financial or reporting obligations.
The Fund accepts no responsibility or liability for any tax consequences, reporting requirements, loss of benefits, or financial impact arising from support provided under these Terms.
Applicants are strongly advised to seek independent professional advice where appropriate.
16. Publicity and Use of Information
Where appropriate, the Fund may wish to refer to successful applicants, supported events, and rider progression for reporting, accountability, sponsor relations, and promotional purposes.
By accepting support from the Fund, applicants consent to the reasonable use of:
- their name;
- club or team affiliation;
- event participation details;
- race results or progression updates;
- non-sensitive summary information relating to support received.
The Fund shall not publish sensitive personal information without additional consent and shall act reasonably and responsibly in all such use.
Applicants may raise reasonable concerns regarding publicity, which the Fund may consider at its discretion.
17. Final Decision and No Appeal
All decisions of the Fund shall be final.
There shall be no formal appeal process unless expressly offered by the Fund in exceptional circumstances.
The Fund reserves the right to limit or decline correspondence relating to unsuccessful applications.
Repeated or unreasonable challenges to decisions may result in exclusion from future applications.
18. Governing Law and Jurisdiction
These Terms and any dispute or claim arising from them, whether contractual or non-contractual, shall be governed by and construed in accordance with the laws of England and Wales.
The courts of England and Wales shall have exclusive jurisdiction to determine any dispute arising in connection with these Terms or the operation of the Fund.