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. OBJECTIVES

1. Promoting running as the simplest form of physical activity.
2. Promoting Gdynia in Poland and worldwide.
3. Promoting physical activity among residents of Gdynia and the surrounding areas.
4. Building a civic society based on the idea of volunteering.

II. DATE AND PLACE

1. The event will take place on April 26, 2025, in Gdynia at 20:30.

III. TIME LIMIT AND COURSE

1. Course length: 21.0975 km. The route will have the approval of the Polish Athletics Association (PZLA) and will be marked every 1 km. The Organizer reserves the right to change the route and its length in justified circumstances. Such a change does not result in any additional claims or obligations.
2. The detailed race course will be published on the gdyniapołmararton.pl website (hereinafter referred to as “the event website”).
3. The time limit for completing the event is 3 hours.
4. After the time limit has passed, participants must immediately leave the course.
5. The time limit for completing specific segments of the race will be published on the event website no later than 14 days before the event.
6. Aside from the Organizer, authorized personnel, and public services, no persons without a race number are allowed on the course. Individuals violating this rule may be removed from the course by appropriate services.
7. As the runners progress, the course will be successively closed to vehicular traffic. The closure also applies to bicycles, rollerblades, skateboards, and other mechanical devices.
8. Electronic time control checkpoints will be located on the course. Skipping a control checkpoint or running on the sidewalk, grass, or any part of the road that is not part of the course may result in disqualification.
9. There will be four refreshment points located along the race course.
10. After the time limit has passed, athletes must immediately leave the course.
11. 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 athletes and spectators are required to comply with the current epidemic guidelines available at www.gov.pl (if applicable).
2. Entry to the event is prohibited for individuals under quarantine, under epidemiological supervision, or exhibiting symptoms of infection (fever, cough, shortness of breath).
3. The athlete declares that they are aware of the risk associated with being in a crowded place during the event, including the risks of virus infection.
4. The athlete declares that they will not make any claims against the organizer in the event of any infection contracted during the event.
5. By appearing at the starting line, the athlete confirms that they are competing at their own risk. The athlete assumes this risk, acknowledging that participation in the event involves significant physical exertion and carries inherent risks and dangers of accidents, the possibility of bodily injury (including death), as well as property damage and losses, and has voluntarily chosen to assume this risk. The foregoing does not exclude the organizer’s liability arising from mandatory legal provisions.
6. Athletes are required to strictly follow the instructions of the Organizers, traffic control services, including the Police, City Guard, judges, and other services securing the race course.
7. The decisions of the medical staff regarding the continuation of the race are final and binding. Medical transport of an athlete results in disqualification.
8. If an athlete decides to withdraw from the race at any point, they are obliged to report this fact to the judges or the organizer. Failure to do so may result in disqualification and suspension from participation in events organized by Sport Evolution Group Sp. z o.o. for 2 years.

V. PARTICIPATION

1. Athletes must be at least 18 years old on the day of the event (born before April 26, 2007).
2. All athletes must be verified at the race office. Details on athlete verification at the race office are outlined in Chapter VIII.
3. For safety reasons, it is prohibited to:
   1. Bring items onto the racecourse that may pose a threat to other athletes.
   2. Participate in the event wearing attire that covers the face and prevents the identification of the athlete.
   3. Compete with animals.
4. The Organizer may prohibit participation with any item not described in point 3 of Chapter V if it affects the safety of participants, volunteers, or the Organizer.
5. Only verified participants with a race number are allowed on the racecourse. It is not possible to compete with an accompanying person.
6. All expenses for the entry fee, accommodation, transportation, and personal meals are covered by the participant.
7. For safety reasons, the Organizer recommends participants with strollers start in the last starting zone.
8. The Organizer allows participation of athletes in direct-drive wheelchairs. These athletes must complete a registration form indicating their intention to compete in a wheelchair and send a scan of their disability certification 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 November 18, 2024, to April 20, 2024, or until all spots are filled.
2. The athlete limit for the event is 8,000 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 participation in the event, depending on the order of payment, is as follows:
   1. first 500 slots – 139.00 PLN
   2. next 1,500 slots – 160.00 PLN
   3. next 1,500 slots – 180.00 PLN
   4. next 1,500 slots – 200.00 PLN
   5. next 1,500 slots – 220.00 PLN
   6. final 1,000 slots – 240.00 PLN
   7. at the race office – 300.00 PLN (subject to availability)
2. The entry fee must be paid via the Przelewy24 transaction service. All data provided during payment is entered on a secure, encrypted page.
3. Payment must be completed during registration; otherwise, the application will be canceled.
4. The entry fee covers pre-event athlete services (email communication and Social Media channels), server maintenance and website management for the event, equipment purchase and rental for organizing the event, the race kit, event organization, and promotion.
5. An athlete who wishes to receive an invoice for the entry fee must select the appropriate option in the registration form and provide the required data for issuing the document. The invoice will be automatically generated upon payment confirmation and will be available for download from the participant’s profile on SlotMarket.pl
6. The Organizer does not issue paper invoices.
7. To receive an invoice after making payment, please contact us by writing to faktury@sportevolution.pl.
8. Invoices for individuals will be issued within three months of payment.
9. Invoices for business entities will be issued by the fifteenth of the month following the 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.
8. In the case of hotel reservations through SlotMarket.pl, the refund deadline is specified in the service description.

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, from April 25 to April 26, 2025.
2. The Race Office opening hours will be published on the event website.
3. The athlete must check in at the race office during its opening hours.
4. Positive check-in at the race office requires presenting the registration confirmation in the form of a QR code and an identification document.
5. Collection of the race package by an authorized person (third party) is possible upon presenting the participant’s QR code, a copy of the first page of the participant’s ID showing their name (a photo on a phone is acceptable), and a written authorization. The authorization form will be available on the event website 30 days before the event.
6. The QR code required for verification at the Race Office will be sent to the participant no later than 3 days before the event to the email address provided during registration and will be available on the participant’s Slotmarket.pl account.
7. The Race Office hours and location are subject to change. Such changes do not create any additional claims or obligations. Exact information about the Race Office hours and location will be provided on the event website.

START

1. The start will take place at Skwer Kościuszki in Gdynia at 20:30 and will be in waves every 3 minutes.
2. Atheltes must position themselves at the start in the zones designated by the organizer. Changing to an earlier zone without authorization may result in a time penalty of 3 minutes per zone. Changing to a later starting zone is permitted.
3. Zone assignments are based on the declared completion time provided in the registration form.
4. Athletes using wheelchairs will be assigned to the so-called Zero Zone, which will start before all other participants.
5. Athetles registering for the race after March 24, 2025, are not guaranteed a start zone based on their submitted completion time or a personalized race number. In such cases, they will be assigned to the last starting zone.
6. The nature, time, and location of the start may be subject to change. Such changes do not create any additional claims or obligations. Exact start details will be provided on the event website.

FINISH

1. Only atheltes who have crossed the finish line may remain in the finish area. Upon crossing the finish line, participants will receive a commemorative medal.
2. It is prohibited to cross the finish line with a companion, pet, or objects that may endanger the participant or others. Failure to comply may result in disqualification.

DEPOSIT

1. The location and opening hours of the deposit will be provided on the event website.
2. Items for deposit will only be accepted in deposit bags at the designated location, with a sticker bearing the race number attached.
3. It is not possible to leave items in the deposit that are not placed in a deposit bag.
4. The organizer is not responsible for valuable items left in the deposit.

XII. WITHDRAWALS AND TRANSFERS

The Flex30 Program applies to athletes who register within 30 days of the registration opening, that is, until December 18, 2025. Athletes who register for the event on or after December 17, 2024, are not covered by the Flex30 policy.

Pursuant to Article 38 Section 1 point 12) of the Consumer Rights Act, participants do not have the right to withdraw from the event participation agreement.

ATHLTES COVERED BY FLEX30

1. In case of withdrawal from the event, the organizer refunds part of the entry fee according to the following schedule:
   1. 100% of the entry fee until March 12, 2025.
   2. From March 13, 2025, the entry fee is non-refundable.
2. Until April 20, 2025, participants may defer their entry fee to the 2025 edition free of charge. Once the entry fee is transferred, further deferrals, refunds, or transfers to another distance are not possible.
3. Participants who registered through a sponsor pool or were invited by the organizer cannot transfer their registration to the following year.
4. To cancel or transfer your registration, please contact biuro@gdyniapolmaraton.pl.

ATHLETES NOT COVERED BY FLEX30

1. In case of withdrawal from the event, the organizer refunds part of the entry fee according to the following schedule:
   1. 50% of the entry fee until January 26, 2025.
   2. 25% of the entry fee from January 27, 2025, to March 12, 2025.
   3. From March 13, 2025, the entry fee is non-refundable.
2. There is no possibility to transfer the entry fee to another year.
3. To cancel your registration, please contact biuro@gdyniapolmaraton.pl.

TRANSFER OF THE ENTRY FEE TO ANOTHER PERSON

1. Transferring the entry fee to another person is possible until April 12, 2025.
2. The transfer of the entry fee to another person is possible after paying a handling fee of PLN 15. The handling fee is paid by the registered participant through the Przelewy24 portal.
3. To transfer your registration to another person, log into your SlotMarket.pl account where the registration was made, go to the Registration History tab (under the “Account” tab), and select the “TRANSFER” button. In the final step, enter the email address of the person to whom you want to transfer the registration and pay the handling fee.
4. The person who receives the registration email with the registration link must register for the event within two days of receiving the email. Registration must be done by logging in or creating a new account using the previously provided email address.
5. Once transferred, the entry fee cannot be transferred again or refunded.

XIII. CLASSIFICATION AND RESULTS

1. The official race time is the net time of the participant. The net time will be measured from the start line to the finish line.
2. The following categories will be maintained during the event:
   1. OPEN (for women and men)
   2. Age Categories:
      – W/M 18-29
      – W/M 30-39
      – W/M 40-49
      – W/M 50-59
      – W/M 60-69
      – W/M 70 and above
      
   3. Participants using direct-drive wheelchairs (these participants are excluded from other categories)
   4. Best Pomeranian Woman/Man
3. Age category placement is determined by the participant’s year of birth.
4. To be qualified for the categories of Best Pomeranian Woman and Best Pomeranian Man, you must select the “Pomeranian province” during registration.
5. Prizes in the OPEN category and age categories can overlap.
6. The results will be published on the event’s website and provided to the media.
7. Winners of first through third places in age categories, the OPEN category and the Best Pomeranian Woman/Man category will receive commemorative trophies.
8. In the event of absence during the award ceremony, prizes can only be collected at the Organizer’s headquarters within 30 days after the event.
9. 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 related to the event should be submitted in writing with justification to the organizer’s mailing address with the note “PKO Gdynia Half Marathon – Complaint” within 7 days from the event date – either in person or by registered mail (postmark date is decisive) or by email to: biuro@gdyniapolmaraton.pl with the subject “PKO Gdynia Half Marathon – Complaint”.
2. Complaints submitted after the deadline specified in point 1 of section XV will not be considered.
3. The organizer will review complaints related to the event within 60 days from the date of receipt.
4. The Organizer’s decision regarding complaints related to the Event will be final.
5. The above does not limit the Consumer’s right to pursue their claims based on applicable mandatory legal provisions before common courts.

XIV. FINAL PROVISIONS

1. All participants are subject to these regulations.
2. The regulations are effective from November 18, 2024.
3. Each athlete is obliged to familiarize themselves with these regulations.
4. Ignorance of the event’s regulations does not exempt an athlete from the rules specified by the organizer in these regulations.
5. In the event of non-compliance with any of the rules in these regulations, the athlete may be disqualified from the event, either during or after its completion.
6. Bringing intoxicants, illegal performance-enhancing substances, and alcohol to the event venue is prohibited. Athletes are forbidden from using such substances both before and during the event, under penalty of exclusion. If it is determined that a participant violates this prohibition, the organizer reserves the right to prevent their participation or exclude them during the event.
7. The organizer provides emergency medical care on the race course and at the finish line.
8. Each athlete is required to place their bib number at the front, on the chest, under penalty of disqualification.
9. A table will be placed on the back of the bib number, which each athlete should fill out for easier identification in case of an accident. The table includes details on medications taken, possible allergies, and a contact number for the person the organizer should contact in case of an accident.
10. The organizer is not responsible for lost items during the event.
11. The organizer reserves the right to change the event name.
12. The binding and final interpretation of these regulations belongs exclusively to the event organizer. If any provision of the regulations is partially or completely changed, all other provisions remain valid.
13. Matters not covered by the regulations will be decided by the organizer based on applicable legal regulations. The above does not limit the right to seek court 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.