The Big Marsden Trek Terms and Conditions

TERMS AND CONDITIONS OF ENTRY 

The Big Marsden Trek 2026 

These terms and conditions apply to all people participating in The Big Marsden Trek 2026, which is organised by The Royal Marsden Cancer Charity and operated by Gladiator Events Limited. By taking part in The Big Marsden Trek 2026, you agree to these terms and conditions. 

For information on how we use your personal data in connection with The Big Marsden Trek, please see section G below.

A. DEFINITIONS

‘You’, ‘participant’, ‘I’: anyone taking part in The Big Marsden Trek,  

‘We’, ‘us’, ‘the Charity’: The Royal Marsden Cancer Charity,  

The ‘Event’, ‘The Big Marsden Trek’: a sponsored walk taking place on Sunday 13 September 2026, organised by The Royal Marsden Cancer Charity.

B. PARTICIPANT ENTRY

For participants who register to take part in the Event between 23 April 2026 and 21 May 2026 a reduced entry fee of £12.50 per adult shall be payable. For entries made on or after 22 May 2026, the full entry fee of £25 per adult shall apply. This fee contributes towards the costs of staging the Event. 

The Charity may also choose to offer discounted rates as part of a promotional offer. The Charity reserves the right to withdraw a discounted rate at any time. 

Entry fees cannot be refunded or deferred to the following year. 

Entry places in the Event are personal to participants, and you may not transfer your place to anyone else, without approval from the Charity. 

Entry will close on Tuesday 01 September 2026 or before if all public entries are filled. Entries will not be accepted after this date. 

To take part in The Big Marsden Trek, everyone must be aged 18 years or older on the date of the Event. 

Your entry will be processed by Funraisin. www.royalmarsden.org. will appear on your credit/debit card statement. 

In the event of The Big Marsden Trek being postponed, we reserve the right to transfer all tickets to the rescheduled date.

C. CHANGES

Once you have registered you are unable to switch to an alternative start time without first notifying us. This is because we have strict capacity limits for each start wave, and for health and safety reasons we need to make sure that they don’t exceed those capacity limits. If you do wish to change your start time, please contact The Big Marsden Trek team on 0208 661 3391 and we will endeavour to support your request. We cannot make any changes after Tuesday 01 September 2026. No changes will be made after this time to ensure all records are up to date for the Event. 

We reserve the right to alter or reduce The Big Marsden Trek route. No refunds will be due in these circumstances, although we will try to notify participants in advance of any significant changes where we are able to do so. 

Entry fees cannot be refunded or deferred to the following year, except in the event of cancellation of The Big Marsden Trek by The Royal Marsden Cancer Charity due to circumstances beyond our control (force majeure). In such cases, participants will be offered a refund or the option to transfer their entry to a rescheduled or virtual event. 

All participants and supporters must abide by these terms and conditions and any rules, instructions or regulations displayed or given on the day of the Event by police and/or Event officials. 

We respectfully ask all participants along with their supporters not to use aggressive or abusive language towards our organisers, marshals, and volunteers. No drugs, alcohol or illegal substances of any kind are permitted to be used by any Participant. You should also avoid behaving in a way which may cause injury or harm to yourself, other participants and/or spectators, or which may cause offence or damage the reputation of the Charity. 

Spectators are not permitted to walk the route with participants. Everyone taking part in The Big Marsden Trek must be a registered participant. 

We ask all participants to be respectful of local residents and landowners whilst out on the route and not to make any excessive noise. 

We respectfully ask all participants and their supporters to use the litter and recycling facilities available within the start and finish area and checkpoints. Please respect the communities you are walking through and do not drop litter but carry it with you until you can dispose of it responsibly. 

We operate a no smoking policy at The Royal Marsden’s hospitals. We ask all participants and supporters to refrain from smoking tobacco products or e-cigarettes whilst taking part in The Big Marsden Trek. 

Dogs are not permitted on the Event route, with the exception of registered assistance dogs (where we have provided our express consent in writing). 

We reserve the right to ask participants and supporters to leave the Event if they do not adhere to these terms and conditions, and no refunds shall be given in these circumstances. 

We reserve the right to shut down the Event checkpoints and close access to the finish party of the Event at the following times: 

• Start – Milton Court Farm, Dorking, RH4 3LY to close at 7.30am
• Checkpoint 1 – Donkey Green, Box Hill, Brockham, Tadworth, KT20 7LB to close at 11.15am
• Checkpoint 2 – Kingswood Recreation Ground, Buckland Road, Lower Kingswood, Tadworth, KT20 7DN to close at 2.45pm
• Checkpoint 3 – Holly Lane Car Park, Holly Lane, Banstead, SM7 2BY at 6.15pm
• Finish – The Royal Marsden, Cotswold Road, Sutton, SM2 5NG to close at 8.00pm 

These closures of checkpoints and finish are subject to change. Participants will be notified of the closure times prior to the Event. Any participant who has not finished the Event by 8pm but chooses to continue does so at their own risk with the understanding that they are no longer considered a participant of the Event, and as such are not eligible for any Event resources (including but not limited to refreshments, course direction/support, personnel etc), and that they absolve us of any and all responsibility and progress entirely at their own risk. 

Participants are responsible for ensuring that they are sufficiently fit and healthy to take part in The Big Marsden Trek. Any participant unsure of their physical ability to take part in the Event must seek medical advice from their doctor or clinical specialist prior to the Event. If participants have any dietary requirements, medical conditions or take any medication that is relevant to their participation that they would like the event organisers to be aware of, they must provide details of these on the registration form. These details will then be shared with our event suppliers, Gladiator Events and medical providers Lambda Medical to help effectively plan medical support for the day. 

The Big Marsden Trek is a non-competitive walk, and participants are reminded that running is not permitted. For health and safety reasons, all personnel have been instructed not to permit runners to take part in the Event. 

All participants must write the following on the reverse of their walker number, which must be visible at all times during the Event: 

Your full name 

The name and number of a person to contact in case of an emergency 

Details of any health problems or current medication and any other information you consider could be relevant in the event of a medical emergency. 

We take all reasonable steps to minimise the risk of injury to participants during fundraising events. There is a stringent risk assessment process in place for the Event, which aims to minimise or eliminate the risk to everyone taking part. By taking part in this Event, all participants acknowledge that there may be conditions or circumstances beyond our control, including, but not limited to uneven terrain, weather conditions, physical exertion and the actions of other participants, that can lead to unforeseen risks, including the risk of injury, and all participants accept such risks.  

By taking part in the Event, you consent to receiving medical treatment administered by medically qualified personnel during the Event if required in any circumstances where you are unconscious or otherwise incapable of making a decision regarding medical treatment. 

We and our Event Operator, Gladiator Events, reserve the right to refuse entry to the Event in our absolute discretion, if for whatever reason we consider a person unfit or unsafe to take part or if they compromise the safety of other participants or staff. Where entry is refused solely on medical grounds, any entry fee paid will be refunded. 

 We may also ask you to withdraw during the Event if we have concerns about your behaviour or ability to complete it due to fitness, injury or otherwise. If you choose to continue you do so with the understanding that you are no longer considered a participant of the Event and that you absolve us of all and any responsibility, and progress entirely at your own risk. 

Participants are responsible for ensuring that they are wearing appropriate clothing and footwear when participating in the Event, taking into account the nature of the Event, the weather forecast and the terrain of the route. 

Participants must carry a charged mobile phone which can be used to contact the Participant in case of emergency. 

The route will be sign-posted; however, participants remain responsible for navigating themselves from the start to the finish. 

You must not start earlier than your allotted start time (although you must arrive at the start of the Event 30 minutes before your allotted start time (or such other start time as communicated by The Royal Marsden Cancer Charity in advance). Failure to comply with this rule may mean you are unable to participate in the Event.; 

Participants acknowledge the recommended kit list of the Event, as communicated by email prior to the Event by The Royal Marsden Cancer Charity. 

Participants agree to carry a refillable water bottle or hydration system which can be refilled to stay hydrated at all times whilst on the route.  

Participants understand that if they wish to withdraw from the Event, they must report to the nearest Check Point or contact the event control number provided. 

Participants will comply with the Countryside Code at all times. 

You will take precautions and adhere to government guidance in relation to COVID-19 and any other relevant public health risks (such as heat, air quality, or infectious diseases) to ensure your safety and the safety of others whilst participating in The Big Marsden Trek. 

The Royal Marsden Cancer Charity will handle any personal data you provide in accordance with data protection law. For information on how we handle your personal data, please refer to our privacy policy which can be found at https://royalmarsden.org/privacy. 

You should consider whether you have any data protection obligations in relation to taking part in the event and your fundraising activities. To the extent that you do, you agree to comply with those obligations. For example, you should only send to The Royal Marsden Cancer Charity personal data that we need, and you will notify the individual(s) concerned that you are doing so. 

In the case of an emergency, we may pass personal details and medical information provided to the emergency services or health care professionals and also use them for the purposes of contacting your emergency contact. 

The Royal Marsden Cancer Charity has entered into a contract with the following organisations to deliver services for the Event. All information collected will be used in compliance with applicable laws, rules and regulations. We will handle the data in accordance with term H.1. For more information on how these providers will handle your personal data, please refer to their privacy policy. 

The Royal Marsden Cancer Charity will use the information you have provided to contact you about your event and fundraising. Your personal information may also be used for the purposes of sending communications to you where you have expressly confirmed that you would like to receive further information about the Charity’s work when registering for The Big Marsden Trek. 

If you are joining Team Banham your name will be shared with Banham to assist with their team registration process. 

If you set up a team, your name will listed as team captain and will be searchable on the website for people to find your team. 

The Royal Marsden Cancer Charity will be entering into an agreement with a fulfilment company to process the fulfilment of T-shirts and other items for the Event. The Royal Marsden Cancer Charity collects personal data from you as part of the registration process and shares it with the company for the purposes of fulfilment. All data shared with the fulfilment company will be used in compliance with applicable laws, rules and regulations and will be deleted within two weeks of the Event finishing which will be by 28 September 2026. 

Participants may request access to, or deletion of, their personal data at any time by contacting dataprotection@royalmarsden.org. All third-party providers are required to delete personal data within two weeks of the Event finishing, unless otherwise required by law. 

If you choose to provide medical information when you register for the Event, this data will be shared with Lambda Medical to help plan medical provisions for the Event. For more information on how they will handle your data visit https://fundraise.royalmarsden.org/getasset/503ZBP. Your medical data will be deleted by us and Lambda Medical by 30 October 2026 unless we are required to retain the data for statutory or legal requirements.  

By participating in The Big Marsden Trek you are agreeing to make every reasonable effort to raise a minimum of £350.00 for The Royal Marsden Cancer Charity. If you are unable to reach this target, please contact the fundraising team to discuss your circumstances. Participation in the event is not conditional on meeting the fundraising target, but we encourage all participants to aim for this goal to support our work. 

Any money raised in connection with The Big Marsden Trek must be forwarded to the Charity no later than Friday 16 October 2026. 

Please note that we are unable to accept your sponsorship money on the day of the Event as we do not have the suitable cash handling facilities to fulfil this process. 

You are not permitted to collect donations from the public along the route. 

Sponsorship money for The Big Marsden Trek 2026 cannot be restricted to specific research funds or wards. All money raised will be distributed to projects approved by the Trustees of The Royal Marsden Cancer Charity. 

You understand that if you are unable to complete the Event you must ask your sponsors if they would like their donations to be refunded. 

You will comply with any investigations The Royal Marsden Cancer Charity undertakes if it has grounds for suspecting any misuse or misappropriation of funds. The Charity may take any action it thinks fit to establish that all funds are accounted for correctly. 

You will encourage donors and/or sponsors to make Gift Aid declarations where eligible, which may enable us to recover basic rate tax on such donations. Further information about Gift Aid can be found via GOV.UK at https://www.gov.uk/donating-to-charity/gift-aid. 

By taking part or attending the Event, all participants confirm they are happy for any photographs, video footage or stills taken during their participation in The Big Marsden Trek to be used by The Royal Marsden Cancer Charity to publicise the Event and/or other fundraising purposes including but not limited to, advertising, publications, marketing material and any other documents that may be made available to the public. 

By taking part or attending the Event, all participants and spectators confirm they are happy for any photographs, video footage or stills taken during their participation in The Big Marsden Trek to be used by the event sponsor, Banham, subject to the Charity’s approval, for advertising, publications, marketing material and any other documents that may be made available to the public. 

If you provide photographs or videos taken during the Event to The Royal Marsden Cancer Charity, you agree that these may be used by The Royal Marsden Cancer Charity, and the Event sponsor Banham for commercial and/or fundraising purposes. By sending such photographs or videos to us, you are also confirming that anyone featuring prominently in any such photograph or video is aged 16 or over, and that they have consented to their image being used in this way. 

If you do not want your image to be used, please email fundraising.events@rmh.nhs.uk before the event or as soon as possible after the event. We will make reasonable efforts to remove images upon request. 

To the fullest extent permitted by law, The Royal Marsden Cancer Charity shall not be liable for any injury, loss, or damage suffered by participants or spectators as a result of their participation in The Big Marsden Trek, except where such injury, loss, or damage is caused by the negligence of the Charity or its staff. 

 K. GENERAL

The Royal Marsden Cancer Charity may vary these terms and conditions and up to date terms shall be available at request, on our website and accessed via the registration form. 

Please ensure all contact details provided are current and monitored. For general enquiries, accessibility requests, safeguarding, or complaints, please contact us at fundraising.events@rmh.nhs.uk or 020 8661 3391. 

These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.