RULES AND REGULATIONS OF FRUGO KIDS RUN
(HEREINAFTER REFERRED TO AS: EVENT”)

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. DATE AND LOCATION

 

  1. The event will take place on April 26, 2025, in Gdynia.
  2. The start time of the event will be published in the “Schedule” section on
    http://www.gdyniapolmaraton.pl/
    (hereinafter referred to as the “event website”) at a later date.

II. COURSE

 

  1. The event will be held over the following distances:

    1. Girls and boys aged 2–4: 100-meter run (born in 2023–2021);
    2. Girls and boys aged 5–6: 300-meter run (born in 2020–2019);
    3. Girls and boys aged 7–8: 300-meter run (born in 2018–2017);
    4. Girls and boys aged 9–10: 600-meter run (born in 2016–2015);
    5. Girls and boys aged 11–12: 600-meter run (born in 2014–2013);
    6. Girls and boys aged 13–14: 1000-meter run (born in 2012–2011).
  2. The detailed course of the event will be published on the event website. The Organizer reserves the right to change the course and its length. Such changes do not give rise to any additional claims or obligations.
  3. Aside from the Organizer, authorized persons, and public services, no individuals without a race number are allowed on the course. Those violating this rule may be removed from the course by appropriate services.
  4. Electronic time measurement checkpoints will be located along the course. Skipping a checkpoint, as well as running on the sidewalk, grass, or any part of the road not designated as the race course, may result in disqualification.

III. SAFETY

 

  1. To ensure the safety of atheltes, volunteers, and organizers during the event, all participants and spectators are required to follow the current epidemic guidelines available at www.gov.pl (if applicable).
  2. Persons in quarantine, under epidemiological supervision, or showing signs of infection (fever, cough, shortness of breath) are prohibited from attending the event.
  3. Atheltes acknowledge their awareness of the risks involved in being in a crowded area during the event, including risks associated with viral infections.
  4. Athletes declare 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, participants confirm that they are participating at their own risk, and in the case of minors, under the responsibility of their parents or legal guardians. The participant, parent, or legal guardian assumes the associated risks, acknowledging that participation in the event involves significant physical exertion and natural risks of accidents, potential physical injuries (including death), as well as property damage and losses, and they voluntarily decide to take on this risk. This does not exclude the organizer’s liability under mandatory legal provisions.
  6. Event Athletes are required to strictly follow the instructions of the organizers, traffic control services, including the police, municipal guards, referees, and other services securing the event route.
  7. The medical staff’s decisions regarding an athlete’s ability to continue the event are final and indisputable. Medical transportation of a participant results in disqualification.
  8. If an athlete decides to withdraw from the event at any time during the competition, they must report this fact to the referees or the organizer. Failure to notify the referees or the organizer may result in disqualification and suspension from participation in events organized by Sport Evolution Group Sp. z o.o. for 2 years.

IV. PARTICIPATION

 

  1. Participation is open to individuals born between 2011 and 2023.
  2. Every Athelte must be verified at the event office. Details regarding participant verification can be found in Section VIII.
  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 attire that covers the face and prevents identification.
    3. Participating with animals.
    4. Participating with strollers or child carriers.
  4. The Organizer may prohibit the use of items not specified in Section IV, Point 3, if they pose a risk to the safety of athteles, volunteers, or the Organizer.
  5. Only verified participants with a race number may be on the course. Running with a companion is not allowed, except as specified in this regulation.
  6. Costs related to the entry fee, accommodations, transportation, and meals are the responsibility of the participant.
  7. Each athetle is required to display their race number on the front of their chest. Failure to comply may result in disqualification.

V. REGISTRATION

 

  1. Registration for the event will be conducted through a registration form available on SlotMarket.pl from February 4, 2025, to April 20, 2025, or until all slots are filled.
  2. The participant limit for the event is 1,500 people. If the limit is reached, the Organizer reserves the right to close registration earlier.
  3. The Organizer reserves the right to invite individuals to participate in the event even after the limit is reached or after the registration deadline mentioned in Point 1 of Section V.
  4. The Organizer reserves the right to modify the participant limit; however, anyone registered before such a change is announced will retain their right to participate.
  5. Registration is considered valid upon submission of a correctly completed registration form and payment of the current entry fee, available in the user’s registration profile on SlotMarket.pl.
  6. Confirmation of successful registration includes:
    1. A registration confirmation from SlotMarket.pl (sent from contact@slotmarket.pl).
    2. A payment confirmation from the Przelewy24 portal.
    3. Registration information in the “Registration History” section of the user’s SlotMarket.pl account (status: “Registered”).

VII. ENTRY FEE

 

  1. The entry fee for participating in the event, depending on the payment order, is as follows:
    1. First 500 slots – 30.00 PLN
    2. Next 500 slots – 40.00 PLN
    3. Last 500 slots – 50.00 PLN
    4. At the event office – 50.00 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 Organizer commits to donating 10 PLN from each entry fee to a Gdynia educational institution selected by the participant during registration. A list of institutions will be available in the registration form. If 1,000 or more atheltes register, the Organizer will double the donation amount. If the athlete count reaches 1,500, the amount will be tripled.
  5. The entry fee includes pre-event athlete support (email communication and social media), server maintenance and website operation, equipment purchase and rental for organizing the event, the starter pack, event organization, and promotion.
  6. An atheltes who wishes to receive an invoice for the entry fee must select the appropriate option in the registration form and provide the required details for issuing the document. The invoice will be automatically generated after payment is processed and will be available for download in the participant’s profile on SlotMarket.pl.
  7. The Organizer does not issue paper invoices.
  8. To request an invoice after payment, please contact faktury@sportevolution.pl.
  9. Invoices for individuals will be issued within three months after payment.
  10. Invoices for businesses will be issued by the 15th of the following month after payment.

VIII. RACE PACKAGE

 

  1. Each athlete will receive:
    1. Bib number;
    2. Timing chip;
  2. Athetles who finish the event and cross the finish line within the time limit are entitled to receive a medal.
  3. An athlete who transfers their starter pack to another person, or a person who acquires a starter pack without notifying the organizer, may be disqualified and suspended from participating in events organized by Sport Evolution Group Sp. z o.o. for 2 years. Additionally, a participant competing with another participant’s pack will not be covered by personal accident insurance (NNW).
  4. Starter packs not collected during the event office’s operating hours can be sent to the participant via courier upon request sent to biuro@gdyniapolmaraton.pl within 7 days after the event. The shipping costs are:
    1. 20 PLN – Poland;
    2. 10 EUR – European Union countries;
    3. 50 EUR – countries outside the European Union;
  5. The shipping cost must be covered by the participant before the shipment is processed.

IX. RACE OFFICE, START, FINISH

 

RACE OFFICE
  1. The Race Office will be located at Skwer Kościuszki in Gdynia, on April 25, 2025.
  2. The Race Office’s opening hours will be published on the event website.
  3. The race package must be collected during the office’s opening hours.
  4. The race package is collected by a parent or legal guardian based on the QR code.
  5. If the race package is collected by a minor, they must present parental/guardian consent at the time of collection, or the parent/guardian must collect the pack based on the QR code. Parental/guardian consent will be published on the event website 30 days before the event.
  6. The QR code required for verification at the event office will be provided to the participant no later than 3 days before the event. It will be sent to the email address provided during registration and will be available in the participant’s account on Slotmarket.pl.
  7. The Race Office’s opening hours and location are subject to change. Such changes will not result in any additional claims or obligations. The exact opening hours and location will be provided on the event website.
START
  1. The start will take place at Skwer Kościuszki in Gdynia at 12:00.
  2. The nature, time, and location of the start may change. Such changes will not result in any additional claims or obligations. Detailed information regarding the start will be provided on the event website.
  3. Parents or guardians are allowed to participate in the start with children in the 2–8 age categories. In such cases, the parent or guardian must position themselves with the child at the back of the starting lineup.
FINISH
  1. Only atheltes who have crossed the finish line are allowed in the finish area. After crossing the line, participants will receive a commemorative medal.
  2. It is prohibited to cross the finish line with a companion (except as specified in the regulations), an animal, or items that may pose a safety risk to the participant or others. Failure to comply with this rule may result in disqualification.

X. 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.

XI. CLASSIFICATION AND RESULTS

 

  1. The following classifications will be conducted during the event: 
    – Girls and boys aged 2–4
    – Girls and boys aged 5–6
    – Girls and boys aged 7–8
    – Girls and boys aged 9–10
    – Girls and boys aged 11–12
    – Girls and boys aged 13–14
  2. Classification is determined by the year of birth.
  3. The official race time is the participant’s gross time.
  4. Results will be published on the event website and shared with the media.
  5. The top three finishers in each classification will receive commemorative trophies.
  6. If absent from the award ceremony, prizes can be collected only at the Organizer’s office within 30 days after the event.
  7. The Organizer reserves the right to introduce additional awards in categories of their choosing.

XII. 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.

XIII. 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 “Frugo Kids Run – 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 “Frugo Kids Run – 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.

XIV. FINAL PROVISIONS

 

  1. All participants of the event are bound by these regulations.
  2. The regulations take effect on February 4, 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.