ORGANIZER

The organizer of the event is Sport Evolution Group Sp. z o.o., located at 12/23 Jana Kochanowskiego Street, 01-864 Warsaw, registered in the National Court Register under the number 0000779253, with the registration court: District Court for the capital city of Warsaw, XIII Economic Department of the National Court Register, NIP (Tax Identification Number): 1231431002, REGON (National Business Registry Number): 382960037, correspondence address: Falencka 1B, 05-090 Raszyn (hereinafter referred to as the “organizer”).

I. CEL

1. Upowszechnianie biegania jako najprostszej formy ruchu.
2. Promocja Gdyni w Polsce i na świecie.
3. Promocja aktywności fizycznej wśród mieszkańców Gdyni i okolic.
4. Budowanie społeczeństwa obywatelskiego w oparciu o ideę wolontariatu

II. DATE AND PLACE

1. The event will take place on April 27, 2025, in Gdynia at 9:00.

III. TIME LIMIT AND COURSE

1. Course length: 5 km. The course will be certified by PZLA and marked every kilometer. The Organizer reserves the right to change the course or its length in justified circumstances. Such changes will not result in any additional claims or obligations.
2. The detailed course map will be available on the website gdyniapolmaraton.pl (hereinafter referred to as: “the event website”).
3. The time limit for completing the event is 45 minutes.
4. After the time limit has elapsed, participants must immediately leave the course.
5. Except for the Organizer, persons authorized by the Organizer, and public services, no one without a bib number is allowed on the course. Those violating this rule may be removed from the course by the appropriate services.
6. As runners progress, the course will gradually be closed to vehicular traffic. This also includes bicycles, rollerblades, skateboards, and other mechanical devices.
7. Electronic time checkpoints will be located along the course. Skipping a checkpoint, running on sidewalks, lawns, or any part of the road that is not part of the course may result in disqualification.
8. After the time limit has elapsed, participants must immediately leave the course. Anyone remaining on the course after the time limit does so at their own risk and may be penalized for violating traffic regulations and the Civil Code.

IV. SAFETY

1. In the interest of the safety of athletes, volunteers, and organizers during the event, all participants and spectators are required to follow the current epidemic guidelines available on the website www.gov.pl (if applicable).
2. Individuals who are in quarantine, under epidemiological supervision, or showing symptoms of infection (fever, cough, shortness of breath) are prohibited from attending the event.
3. The athlete declares that they are aware of the risks associated with being in a crowded area during the event, including the risks of virus transmission.
4. The athlete agrees not to hold the organizer liable for any infection contracted during the event.
5. By appearing at the start line, the athlete confirms that they participate entirely at their own risk, and in the case of minors, under the responsibility of parents or legal guardians. The athlete, or their parent or legal guardian in the case of minors, assumes this risk, acknowledging that participation in the event involves significant physical effort and carries natural risks and hazards, including accidents, the possibility of physical injuries (including death), and property damage or loss, and has voluntarily decided to take on this risk. The above does not exclude the liability of the organizer under mandatory legal regulations.
6. The Organizer provides accident insurance (NNW) to participants who have been properly verified at the Race Office. Each participant will be covered by insurance protection for accidents occurring during the insurer’s liability period within the territory of the Republic of Poland. This coverage includes bodily injury or health impairment resulting in permanent disability or the death of the insured. The insurance premium is paid by the Policyholder, i.e., the Organizer.
7. Atheltes are required to strictly follow the instructions of the Organizers, traffic management authorities, including Police, Municipal Guards, referees, and other personnel ensuring the security of the event route.
8. The decisions of medical staff regarding the continuation of the event are final and non-negotiable. Medical transport of an athlete will result in disqualification.
9. If an athlete decides to withdraw from the event at any point during the competition, they are required to report this fact to the referees or the organizer. Failure to do so may result in disqualification and suspension from participating in events organized by Sport Evolution Group Sp. z o.o. for two years.

V. PARTICIPATION

1. Atheltes must be at least 16 years old on the day of the event (born on or before April 27, 2009).
2. Every athlete must be verified at the race office. Details about verification at the race office can be found in Section XI.
3. For safety reasons, the following are prohibited:
   1. Bringing items onto the course that could pose a threat to other participants.
   2. Participating in the event wearing clothing that covers the face and prevents the identification of the participant.
4. The Organizer may prohibit participation with items not described in Section VI, Point 3, that could compromise the safety of participants, volunteers, or the Organizer.
5. Only athletes who have been properly verified at the Race Office and possess a race number are allowed on the course. Running with a companion is not permitted.
6. The cost of the entry fee, accommodation, travel, and personal meals are covered by the participant at their own expense.
7. For safety reasons, the Organizer recommends that participants starting with strollers or animals position themselves at the back of the starting line.
8. The Organizer allows participants to compete in direct-drive wheelchairs. Such participants, after completing the registration form and expressing their willingness to participate using a wheelchair, must send a scanned document confirming their disability to biuro@gdyniapolmaraton.pl. The Organizer does not allow the participation of athletes using indirect-drive wheelchairs (e.g., hand-bikes) or rim-push wheelchairs.

VI. REGISTRATION

1. Registration for the event will be conducted through the registration form available on SlotMarket.pl from January 2, 2025, to April 20, 2024, or until all spots are filled.
2. The athlete limit for the event is 2,000 people. In the event of reaching the limit, the Organizer reserves the right to close registrations earlier.
3. The Organizer reserves the right to invite individuals to participate in the Event after the participant limit is reached or after the deadline specified in point 1 of Chapter VI.
4. The Organizer reserves the right to change the participant limit; however, anyone who has registered for the event by the date of such a change will be guaranteed the right to participate.
5. Registration is considered complete upon submission of a correctly filled registration form and payment of the applicable entry fee available in the event registration profile on SlotMarket.pl.
6. Successful registration is confirmed by:
   1. A registration confirmation from SlotMarket.pl (confirmation originating from contact@slotmarket.pl).
   2. Payment confirmation from the Przelewy24 platform.
   3. Registration information in the Registration History on the user’s SlotMarket.pl account (status: “Registered”).

VII. ENTRY FEE

1. The entry fee for participating in the event, depending on the order of payment, is as follows:
   1. first 250 slots – 59.00 PLN
   2. next 500 slots – 69.00 PLN
   3. next 500 slots – 79.00 PLN
   4. last 250 slots – 89.00 PLN
   5. at the Race Office – 129.00 PLN (subject to availability)
2. The entry fee must be paid via the Przelewy24 transaction service. All payment data is entered on a secure encrypted page.
3. The fee must be paid during registration; otherwise, the application will be canceled.
4. The entry fee covers pre-event participant support (email communication and social media channels), server maintenance and website management, the purchase and rental of equipment for organizing the event, the race package, event organization, and promotion.
5. Atheltes who wish to receive an invoice for the entry fee should select the appropriate option in the registration form and provide the required data for issuing the document. The invoice will be automatically generated after the payment is processed and will be available for download from the participant’s profile on the SlotMarket.pl website.
6. The Organizer does not issue paper invoices.
7. To request an invoice after payment, please contact faktury@sportevolution.pl.
8. Invoices for individuals will be issued up to three months after payment.
9. Invoices for businesses will be issued by the 15th of the following month after payment.

VIII. ADDITIONAL SERVICES

1. During registration for the Event and after its completion, the Participant may purchase additional services.
2. The purchase of services is not mandatory and is not a prerequisite for completing the Event. Services can be purchased up to 7 days before the Event date.
3. The price for the service is provided in the Event registration form on the SlotMarket.pl portal.
4. Insurance policies are purchased through UNIQA via the SlotMarket.pl portal and UDAO. In this relationship, the Organizer acts as an intermediary, not an insurer.
5. The Organizer is not responsible for the quality and timeliness of the additional service. All complaints should be directed to the entity providing the purchased service.
6. Fees for additional services purchased through SlotMarket.pl are refundable until March 12, 2025.
7. Purchased additional insurance with UNIQA is non-refundable.

IX. RACE PACKAGE DELIVERY SERVICE

1. Athletes can take advantage of the race package delivery service.
2. The Race Package Delivery service involves sending a race package (race number, timing chip integrated with the race number, safety pins, participant declaration, and a commemorative T-shirt if purchased) via courier to the address specified by the Participant in the registration form.
3. The Race Package Delivery service is available only within the territory of Poland.
4. The Race Package Delivery service is an additional paid option. The fee for the delivery of the race package is 50 PLN (including VAT) per participant. Race packages are sent individually, and it is not possible to send more than one race package in a single shipment.
5. The Race Package Delivery service can be purchased until March 23, 2025.
6. To ensure the race package delivery, athletes must correctly register for the Event and purchase the Race Package Delivery service by March 23, 2025, at the latest.
7. The signed Athlete Declaration must be handed to the courier or sent as a scanned copy to biuro@gdyniapolmaraton.pl.
8. In the case of non-delivery or failure to collect the package from the courier, the race package can be collected at the Race Office during its opening hours. In such cases, the Race Package Delivery fee will not be refunded.
9. Deliveries will be made approximately two weeks before the Event. If the package has not been received by April 22, 2025, the Participant should notify the Organizer at biuro@gdyniapolmaraton.pl.
10. Athletes using the delivery option are not required to undergo verification at the Race Office.

X. RACE PACKAGE

1. Each athelte will receive the following as part of the event:
   1. BIB number;
   2. Timing chip;
   3. Deposit bag;
2. Atheles who complete the race and cross the finish line within the time limit are entitled to receive a medal.
3. An athlete who transfers their race package to another person without notifying the organizer and the person who acquires the race package may be disqualified and suspended from participating in events organized by Sport Evolution Group Sp. z o.o. for 2 years. Additionally, an athlete competing with another participant’s race package will not be covered by accident insurance.
4. Packages not collected during the Race Office’s operating hours can be sent to the athlete upon request sent to: biuro@gdyniapolmaraton.pl within 7 days after the event. The shipping cost is:
   1. 20 PLN – Poland;
   2. 10 EUR – European Union countries;
   3. 50 EUR – non-European Union countries;
5. The shipping cost must be covered by the participant before the shipment is processed.

XI. RACE OFFICE, START, FINISH, DEPOSIT

RACE OFFICE

1. The Race Office will be located at Skwer Kościuszki in Gdynia, on April 25–26, 2025.
2. The Race Office opening hours will be published on the event website.
3. The race kit must be collected during the Race Office opening hours.
4. Verification at the Race Office requires presenting the QR ticket confirmation and an ID document.
5. A race package can be collected by an authorized person (third party) upon presentation of the participant’s QR code, a copy of the participant’s ID (a photo on a mobile device is acceptable), and a written authorization. The authorization form will be available on the event website 30 days before the event.
6. Minors are required to present parental/legal guardian consent when collecting the race kit, or the parent/legal guardian can collect the kit with the participant’s QR code. The parental/legal guardian consent form will be available on the event website 30 days before the event.
7. The QR code required for verification will be sent to the participant no later than 3 days before the event to the email address provided during registration and will also be available on the participant’s Slotmarket.pl account.
8. The Race Office hours and location are subject to change. Such changes do not entitle participants to any additional claims or obligations. Exact hours and location will be published on the event website.

START

1. The race will start at Skwer Kościuszki in Gdynia at 9:00.
2. Atheltes must line up in the designated starting zones as assigned by the Organizer. Changing to an earlier zone than the one assigned will result in a time penalty of 3 minutes per zone. Moving to a later zone is allowed.
3. Assignments to specific zones are based on the declared finishing times in the registration form.
4. Athletes using wheelchairs will be assigned to the so-called Zero Zone, which will start before all other atheltes.
5. For athletes registering after March 24, 2025, the Organizer does not guarantee zone assignments based on declared times or personalized race numbers. These atheltes will be placed in the last starting zone.
6. The start time, nature, and location may be subject to change. Such changes do not entitle participants to additional claims or obligations. Detailed start information will be provided on the event website.

FINISH

1. Only participants who have crossed the finish line are allowed in the finish area. Upon crossing the finish line, participants will receive a commemorative medal.
2. Entering the finish area with a companion, pet, or items that may pose a safety risk to the participant or others is prohibited. Failure to comply may result in disqualification.

DEPOSIT

1. The location and operating hours of the deposit area will be published on the event website.
2. Items for the deposit must be placed in designated deposit bags, with the race number sticker affixed in the appropriate spot.
3. Items not placed in the deposit bag cannot be left in the deposit area.
4. The Organizer is not responsible for valuable items left in the deposit area.

XII. WITHDRAWALS AND TRANSFERS

In accordance with Article 38(1)(12) of the Consumer Rights Act, participants are not entitled to withdraw from the contract for participation in the event.

1. In the event of withdrawal from the race, the organizer will refund part of the entry fee according to the following schedule:
   1. 50% of the entry fee for withdrawals submitted by January 25, 2025.
   2. 25% of the entry fee for withdrawals submitted between January 27, 2024, and March 12, 2025.
   3. No refunds will be issued for withdrawals submitted on or after March 13, 2025.
2. It is not possible to transfer the entry fee to another year.
3. To withdraw from the race, participants must contact the organizer via email at biuro@gdyniapolmaraton.pl.

TRANSFER OF ENTRY FEE TO ANOTHER PERSON

1. The transfer of the entry fee to another person is permitted until April 12, 2025.
2. A handling fee of 15 PLN is required for the transfer. The handling fee must be paid by the participant registered for the event via the Przelewy24 platform.
3. To transfer the registration to another person, log in to your account on SlotMarket.pl (where the registration was completed), navigate to the “Registration History” section (accessible from the “Account” tab), and click the “TRANSFER” button. In the final step, enter the email address of the person to whom the registration is being transferred and pay the handling fee.
4. The recipient of the transfer will receive an email with a registration link. They must complete their registration for the event within two days of receiving the email. The recipient must log in or create a new account using the same email address provided during the transfer process.
5. Once transferred, the entry fee cannot be transferred again or refunded.

XIII. CLASSIFICATION AND RESULTS

1. The OPEN classifications will be based on real times (net time – measured from crossing the start line). An exception applies to the first 100 participants crossing the finish line, who will be classified based on official gross times – measured from the starter’s gun. If fewer than 8 men or 8 women are among the first 100 finishers, the number of participants classified based on gross time will be increased accordingly to include at least 8 men and 8 women.
   
2. The event will feature an overall classification for men and women in the running competition, as well as an overall classification for men and women in the Nordic Walking category.
3. Results will be published on the event website and shared with the media.
4. The top three finishers in the overall classifications for the running competition and Nordic Walking will receive commemorative trophies.
5. In the case of absence from the award ceremony, prizes can only be collected at the Organizer’s office within 30 days after the event.
6. The Organizer reserves the right to introduce additional prizes in categories of their choice.

XIV. PERSONAL DATA PROTECTION

1. The Data Controller of Participants’ personal data is Sport Evolution Group Sp. z o. o., Jana Kochanowskiego 12/23, 01-864 Warsaw, contact regarding personal data at: daneosobowe@sportevolution.pl.
2. Participants’ personal data will be processed for the purposes of organizing and conducting the event, determining the winner, awarding, issuing, receiving, and accounting for prizes, and other activities related to the business conducted.
3. To conduct time measurement, create results, send information about the starting number, and final results, participants’ data will be transferred to the company responsible for time measurement during the event.
4. Participants have the right to access and correct their data. Providing personal data and consenting to its processing is voluntary but necessary for the purposes mentioned above. Failure to provide data or refusal to consent to its processing makes participation in the event impossible. Please note that the consent can be withdrawn at any time; however, withdrawal does not affect the legality of data processing conducted before its withdrawal.
5. Processing of participants’ data related to their participation in the event also includes the publication of their name, surname, year of birth, club affiliation, and place of residence in any form in which the project is published.
6. All information about participants obtained by the organizer and included in the registration form will be stored electronically and used in compliance with applicable laws.
7. The organizer reserves the right to conduct interviews with participants, photograph them, and film them for promotional and advertising purposes, for use on the Internet or in radio and television broadcasts, as well as for other commercial needs.
8. The organizer reserves the right to use all photos, video materials, interviews, and audio recordings featuring participants of the event free of charge worldwide. They may be used by the organizer by placing them on media such as CD-ROMs, DVDs, portable devices like USB drives or external disks, internet clouds, catalogs, and media, on websites, newspapers, and exhibitions, as well as for promotional and advertising purposes related to the organizer’s activities.
9. The data retention period is as follows:
   1. For data processed for legal claims – until the claim becomes time-barred or until the conclusion of the related legal proceedings.
   2. For data processed to document and inform about activities – no more than 5 years from the date of the documented event, unless data is processed for archival purposes in the public interest.
   3. For data processed to ensure network and IT system security – no more than 5 years from the date of registration.
   4. For data processed based on the Participant’s consent – until the consent is withdrawn.
10. To withdraw consent for personal data processing, please complete the form available at https://slotmarket.pl/document/polityka-prywatnosci and send it to contact@slotmarket.pl.

XV. COMPLAINT PROCEDURE

1. Complaints regarding matters related to the event must be submitted in writing, along with a justification, to the organizer’s mailing address with the note “PKO Gdynia 5K – Complaint” within 7 days from the event date, either in person or via registered mail (postmark date will determine compliance) or via email to: biuro@gdyniapolmaraton.pl with the subject “PKO Gdynia 5K – Complaint”.
2. Complaints submitted after the deadline mentioned in point 1 of Chapter XIII will not be considered.
3. The organizer will review complaints regarding the event within 60 days of receiving them.
4. The organizer’s decision regarding complaints related to the event will be final.
5. The above does not limit the rights of consumers to pursue their claims under mandatory provisions of law before common courts.

XVI. FINAL PROVISIONS

1. All participants of the event are bound by these regulations.
2. The regulations take effect on January 2, 2025.
3. Each participant is obliged to familiarize themselves with the regulations.
4. Lack of knowledge of the regulations does not exempt the participant from adhering to the rules specified by the organizer in these regulations.
5. Failure to comply with any point of the regulations may result in the participant being disqualified from the event or disqualified during or after the event.
6. It is prohibited to bring intoxicants, illegal performance-enhancing substances, or alcohol to the event. Participants are also prohibited from consuming such substances before or during the event under the penalty of exclusion. If a participant is found to have violated this prohibition, the organizer reserves the right to disqualify them from the event.
7. The organizer provides on-site medical care along the course and at the finish line.
8. Each participant is required to display their race number at the front, at chest level, under the penalty of disqualification.
9. The reverse side of the race number will feature a table that each participant must fill out for easier identification in case of an accident. The table includes details of medications taken, possible allergies, and the contact number of a person to notify in case of an emergency.
10. The organizer is not responsible for lost items during the event.
11. The organizer reserves the right to change the name of the event.
12. The organizer has the sole and binding right to interpret these regulations. If any provision of the regulations is partially or fully amended, all other provisions remain valid.
13. In matters not covered by the regulations, the organizer will make decisions based on applicable law. This does not limit the right to seek judicial resolution in case of a dispute.

XV. REGULATIONS REGARDING FORCE MAJEURE

1. In the event of cancellation due to a pandemic or another state of threat or emergency, as well as due to circumstances beyond the organizer’s control (known as “force majeure”), the participant will receive a voucher equivalent to the paid entry fee, to be used for the event held the following year, or will have the option to request a refund of the entry fee within the period specified by the organizer.
2. If the event date is changed due to a pandemic or another state of threat or emergency, as well as due to circumstances beyond the organizer’s control (known as “force majeure”), the participant will be transferred to the new event date as per this agreement with the organizer. The participant will have the option to request a refund of the entry fee within the period specified by the organizer.
3. In the event of cancellation or a change of event date due to a pandemic or another state of threat or emergency, as well as due to circumstances beyond the organizer’s control (known as “force majeure”), funds for additional services purchased will be refunded to the participant within 180 days. Purchased insurance is non-refundable.
4. Force majeure as understood in these Regulations includes any unpredictable situations or events of exceptional nature beyond the control of the organizer, preventing fulfillment of any obligations set forth in these Regulations, not caused by error or negligence of the Organizer, and insurmountable despite exercising all due diligence, particularly: natural disasters such as floods, hurricanes, extraordinary storms, tornadoes, earthquakes, exceptionally intense and prolonged rainfall, or extraordinary external events beyond control (such as war, martial law restrictions, uprisings, revolutions, riots, terrorist attacks), epidemic threats, states of epidemic threat, epidemics, and new legal acts or administrative decisions preventing the Organizer from fulfilling its obligations. Neither the organizer nor the participants are liable for the non-fulfillment or improper fulfillment of the provisions of these Regulations due to force majeure.