Rules of the Y 100 Sir Fynwy Marshals’ 100

  1. The Event
  2. Start And Finish
  3. How To Enter
  4. Conditions Of Entry
  5. Cost
  6. Ballot
  7. Cancellation And Withdrawal
  8. Kit Required
  9. Maps Required
  10. Baggage
  11. Conduct Of The Event
  12. Disqualification
  13. Reconnoitring The Event
  14. Privacy, Data Protection And Personal Information

 1 The Event:

The aim is to complete, on foot, a defined route of 100 miles and within a maximum elapsed time of 48 hours.

1.1 Entrants may start at 10am on Saturday May 2nd 2020. Entrants may use any of the start times, but fast walkers and runners should start at 12 noon or 2pm. Entrants must finish by 10am on Monday May 4th 2020.

1.2 The Marshals’ Event is restricted to LDWA Members ONLY. Details of volunteering role(s) on the Main event will be required as part of entry application process.

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2 Start And Finish:

2.1 Chepstow RFC, Burnt Barn Road, Bulwark, Chepstow, NP16 5UP (GR ST536918)

2.2 Vehicle parking is available (NO CAMPER VANS ALLOWED).

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3 How To Enter:

3.1 The pre-selection list entry period for the Y 100 Sir Fynwy 100 opens on 23rd September 2019 and closes on Friday 8th NOVEMBER.

3.2 Postal entries only to :

Alwyn Nixon, Hen Dafarn, Manson, Monmouth, Monmouthshire NP25 5RE, email

3.3 Entries will be acknowledged via email.

3.4 Entry form on website. Send it with your payment and evidence of your qualifying event completion as set out on the Entry Form to the Marshals' 100 organiser (3.2).  No cheques will be presented at this stage. When your entry is accepted, your payment will be cashed and you will be advised that you have a place.

3.5 If entrants do not use email, then entries will not be acknowledged unless stamped self-addressed postcards or sealed envelopes marked “Entry Received” and “Entry Accepted” are forwarded with the entry.

3.6 Entrants who have not received the final instructions two weeks prior to the event date must contact the Marshals' 100 organiser by post or email.

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4 Conditions Of Entry:

All entrants must:

4.1 Be aged 18 years or over on the Saturday May 2nd 2020

4.2 Provide evidence of having completed an event (or marshals’ event) from the list of qualifiers shown on the event website of at least 50 miles, or completion of 50 miles of an event of longer than 50 miles, after (1ST JANUARY OF PRECEDING YEAR). This can be a link to an event website results page. No other qualifying events will be accepted. Conditional entry on the basis that a qualifying event will be completed in the future will not suffice. Entries will only be accepted when evidence is produced that a qualifying event has already been completed.

4.3 Have paid the required entry fee in full and are paid up members on the date of the event.

4.4 Agree to comply with the ALL of the event rules and understand that no liability is accepted by the organisers of LDWA for an injury, damages or loss sustained during, or in connection with the event.

4.5 Understand that by entering the marshals’ walk the entrant will be committed to marshalling on the main event. The entrant understands that they may be given different roles and that they must be available for the duration of the event.

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5 Cost:

5.1 The entry fee is £80 for LDWA Individual and Family Members (membership must be current at the time of entry and also at the time of the event).  A refund of £40 will be paid after completion of duties on the main event.

5.2 Payment will be made by cheque which should be made payable to Sir Fynwy 100

5.3 The entry fee includes all refreshments provided during the event including a meal at the breakfast checkpoint, transport for retirements, a meal at the finish, a certificate for all starters and a badge for all finishers. Transport of entrants’ own food to checkpoints for those with special dietary requirements is included in the cost provided the food is supplied and labelled with their name, walk number and checkpoint number to be delivered to, and the organisers are notified in advance. The event report and results will be published on the event website soon after the event.

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6 Ballot:

There will be no ballot in relation to Marshals’ event entries.

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7 Cancellation And Withdrawal:

7.1 If the event is cancelled for any reason the organisers will do their best to contact entrants using the contact details provided on the Postal application form. Entrants are reminded to add their mobile phone contact details as part of SiEntries process. The Organisers will also put a notice on the event website and main LDWA website as a NEWSFLASH and entrants are strongly recommended to check this before departure. Cancellation of the event will be at the discretion of the organisers and entry fees will be refunded less a proportional amount for unavoidable costs incurred.

7.2 If an entrant withdraws his/her entry on or before 31 March 2020 the Organisers will refund the fee, less £10 for administration. There will be no refund if an entrant withdraws after 31 March 2020.

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8 Kit Required:

 The items listed below are the minimum required. Each participant must carry ALL these items for the duration of the event unless otherwise mentioned below. Sharing of items is not permitted. There will be a kit check at some point during the event, and any participant not carrying required item(s) of kit will be immediately disqualified and transported to the finish by official transport. The organisers also reserve the right to carry out subsequent kit check(s) at any time if they so wish. Failure to provide item(s) requested will result in immediate disqualification and transport to finish. — See Section 12.

8.1 The mandatory kit that is required for your safety is:

  • Route Description for the entire route from the start*
    This must be the official route description of the event and can be in:
    • Paper form and kept waterproof OR
    • This can include an electronic version provided durability and adequate power supply for 48 hours  can be demonstrated if requested by a marshal.
  • Maps for the entire route from the start* as specified in 9
  • Waterproof Jacket (with taped seams and hood) and either Waterproof trousers or Waterproof over-trousers.
  • An additional upper body layer to be worn or carried e.g. Long-sleeved Base Layer / Fleece.
  • Hat (and not Buff/Bandana) and Gloves.
  • Compass graduated with degrees on the dial. This can include an electronic device provided adequate power for 48 hours can be demonstrated if requested by a marshal.
  • A working whistle.
  • A working torch with spare batteries sufficient for 2 nights and spare bulb if not an LED device.
  • A survival bag or space bag (not a space blanket).
  • First Aid kit, which at a minimum must include plasters, adhesive dressing, antiseptic wipes, fixation tape and low adherent dressing.
  • Emergency food.
  • A resealable drinks container, minimum size 0.5 litre.
  • Reflective clothing or reflective markers on backpacks. These must be visible when walking at night.

 Note that for the above items marked * (RD and Mapping), it is acceptable for items to be discarded at checkpoints or in breakfast bag relating to the part of the route which has already been completed.

8.2 Other kit that we recommend you carry, but for which you will not be disqualified if you are not carrying it is as follows:

  • A cup or mug (none will be provided on route)
  • A spork or cutlery (none will be provided on route)
  • Money/Debit/Credit card or mobile phone for emergency use.

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9 Maps Required:

 9.1 OS 1:25,000 Explorer OL13, OL14 and EX152 or

9.2 OS 1:50,000 Landranger 161, 162 and 171 or

9.3 Ordnance Survey Bespoke map, A0 size, centred on SO420072.

9.4 Computer-generated versions of these maps printed in colour at a scale of not less than 1:50,000 waterproof and covering at least 1 mile either side of the route will be acceptable or,

9.5 Maps in electronic format will also be allowed provided durability and adequate power supply for 48 hours can be demonstrated if requested by a marshal.

9.6 Bespoke map will be available to purchase, details to follow

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10 Baggage:

 10.1 A single small bag containing non-essential items, marked with the entrants walk number should be deposited in the area provided at Chepstow RFC and will be transported to the breakfast stop at Longtown.  It will then be taken back to Chepstow RFC for collection at the finish.

10.2 A numbered tag will be supplied which should be secured to the breakfast stop baggage.

10.3 Entrants need to undertake not to leave cash or valuables (e.g., mobiles/GPS) in it.

10.4 Entrants MUST keep the size and weight of the small breakfast bag to within a maximum permitted size 50 cm x 30 cm x 30 cm and maximum weight 6 kg (13lb).

10.5 Bags may be weighed and measured and bags exceeding the size or weight specified above will NOT be transported. No plastic sacks or bin liners will be accepted, nor items other than those wholly contained within the bag. This includes walking poles.

10.6 One additional Bag of reasonable weight and size may also be left at the Chepstow RFC for the duration of the event. A label with the entrant’s number will be provided. This bag should only contain those items deemed necessary after completion of event such as towel, toiletries, change of clothing and footwear, sleeping bag, mat. Any excessively large and or heavy bag will not be handled.

10.7 All bags must be collected by 11.00am on Monday 4th May

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11 Conduct Of The Event:

The LDWA recognises that it has a duty of care towards those participating in the 100 mile event and this is outlined in Section A below. However participants must appreciate they have also have a duty to conduct themselves in a reasonable fashion and to obey the Rules of the Event. These duties are outlined in Section B below. Ultimately individuals must take responsibility for their own actions.

Section A.

Organisers’ Duty Of Care:

 A1 The Event Organisers will undertake a suitable and sufficient risk assessment for the Event and keep it updated. They will also liaise with all relevant statutory authorities including the local Safety Advisory Groups, landowners and obtain all relevant permissions. The arrangements provided by the organisers in furtherance of its duty of care will include:

A2 The organisers will ensure the distance is as close to 100 miles as practicable and physically possible and the route description is as accurate as possible.

A3 The organisers will marshal any potential points on the route where the organiser and the local Safety Advisory Groups consider there to be risks. They will sign those risks as well as other places of potential risk that the organiser identifies. Furthermore, the organiser, having identified possible risks, will seek to mitigate them in a way that is appropriate, proportionate and reasonable, whilst recognising that not all risks can be totally mitigated.

A4 The organisers will have checkpoints under cover and inside halls as much as is reasonably practicable.

A5 The organisers will ensure there is sufficient quantity of high quality nutritious food.

A6 The organisers will implement a robust communications system consistent with the terrain and known difficulties of communication.

A7 The organisers will provide transport for entrants who retire in order to return them to Walk HQ.

A8 The organisers will provide First Aid at Walk HQ.

A9 The organisers will provide provision for entrants to sleep at Walk HQ at the end of the event. However, entrants expecting to finish close to the 48 hours completion time should consider making alternative post event arrangements as event HQ may need to be vacated soon after official finish.

A10 The organisers will provide entrants with an emergency telephone number.

A11 The organisers will identify which checkpoints entrants’ supporters are welcome to visit and which ones they are not. The organisers will identify the reasons as to why supporters are not welcome at certain checkpoints. This information will be provided on the event website.

 Section B:

Entrants’ Duty of Care:

 B1 Entrants have a personal responsibility for their own fitness and well-being and undertake to enter the event based on the fact that they have prepared appropriately. Additionally all participants must carry the appropriate equipment for their own safety and protection.

B2 Two or more checkpoint marshals will have the authority to retire entrants who in their opinion are behind schedule or appear to be showing signs of distress going beyond normal fatigue. Entrants must obey directions given to them by marshals, and hand in their tally and retire from the event if so directed by a marshal.

B3 Retiring entrants should hand in their tally card at a checkpoint and wait for transport to be arranged to Chepstow RFC In an emergency, if retiring entrants cannot reach a checkpoint they should pass their tally to another person to hand in, or call the emergency telephone number. Under no circumstances should anyone retire from the event without ensuring the organisers are informed.

B4 Entrants must not be threatening, abusive or insulting to a marshal, other entrants and members of the public and understand that if reported, their behaviour might be subject of evaluation from a ‘LDWA 100 Review Group’.

B5 Entrants must follow the route description provided including any late changes notified at the start or on route by marshals, and get their time recorded and tally punched at each checkpoint, including any self-clips.

B6 Entrants must pass through checkpoints in order. In the event that they deviate from the route they must get back on route by the shortest practical means without trespassing on private property. (Deliberate deviation from the route to gain advantage will result in disqualification.)

B7 Entrants understand that they shall not be allowed in a checkpoint other than during the official opening times of the checkpoint. These times will be displayed on the event web site and in the route description. Entrants understand that checkpoint opening and closing times will be strictly enforced. Entrants will be aware of the times when choosing a starting time.

B8 Entrants understand that if they arrive at a checkpoint after that checkpoint has closed then they will be retired. Under exceptional circumstances this may be waived at the discretion of the organisers.

B9 Entrants understand that checkpoint marshals will retire any entrant remaining at a checkpoint for more than 2 hours.

B10 Entrants must complete the event exclusively on foot unless directed by a marshal to do otherwise.

B11 Entrants must comply with the Countryside Code at all times and do nothing to bring the LDWA into disrepute.

B12 Entrants must be quiet at night, particularly near residential properties where noise could disturb.

B13 Entrants understand that the organisers reserve the right to vary the route for any reason such as adverse conditions or road closures, in which case entrants will be informed of the variations by marshals.

B14 Entrants understand that marshals shall be entitled to group entrants for reasons of safety, for example during adverse conditions.

B15 Entrants will be held accountable for the behaviour of their supporters in connection with the event, particularly at checkpoints and at Walk HQ. Entrants should therefore ensure that their supporters do not visit checkpoints that the organisers have identified are to be kept supporter free. Given the potential seriousness of any incident, those individuals behaving irresponsibly or even without due care and attention of their surroundings will be brought to the attention of the checkpoint manager who if involved will expect immediate cooperation and compliance with any reasonable request. If in the very unlikely case of anything not being resolved at once the incident will be reported to the 100 Review Group with the possibility of subsequent sanctions for any LDWA member involved.

B16 No dogs are permitted on the event.

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12 Disqualification:

12.1 Entrants in breach of the any of the rules of the event will be disqualified. They will be asked to surrender their tallies, and they will be transported back to the finish by official transport.

12.2 In all matters connected with the event the decision of the organisers is final. At checkpoints the decision of the marshals is final.

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13 Reconnoitring The Event:

 13.1 Accepted entrants who wish to reconnoitre the event should please note that the route may be subject to alteration and that some of the route crosses private land or land that has restrictions on access. Permission is required for organised groups to cross this land and such permission has been granted at the required times during the event only.

13.2 Any person who is identified as trespassing on land where access has been negotiated for the duration of the event only may be subject to disqualification.

13.3 Any person who is identified as marking the route will be disqualified.

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14 Privacy, Data Protection And Personal Information:

14.1 Entrants understand and agree that their personal information submitted as part of their entry will be held by the event organisers for a period of up to three years after the event and is held for the purposes of managing this event only. Entrants further understand that photographs are likely to be taken the event, which may be featured in Strider magazine or on LDWA websites. Additionally, entrants understand that Summary Information* may be published immediately and may be held in perpetuity for the purposes of providing a record of the event. Entrants have the right to contact the organisers and request that all of their personal Summary Information* is anonymised.

* Summary information is limited to the entrants name, age, gender, postal town, LDWA membership number, event name and date, distance covered, time recorded as well as any other linked walking achievement.

14.2  Entrants can choose to remain anonymous during any of the event live progress  reporting. However, for operational and safety reasons the organisers will need to store entrants personal information on a computer. This is a pre-condition of entry and by entering the participant agrees to this temporary storage. This information will be held by the teams helping to plan and marshals’ managing the event, on a strictly need-to-know basis and will be erased after any report and results have been published.

14.3 Entrants should be aware that the LDWA maintains a Hundred Register (formerly the Hundred Database) held on the Association’s secure server. The Hundred Register contains membership number, full name, gender, local group, year of birth (where declared on entry forms), number of Official LDWA Hundreds started and finished, and years and times. It does NOT include addresses (postal or e-mail), telephone numbers, any declared medical conditions or any emergency contact names, addresses or telephone numbers. Entrants who do not want their details to be stored on the Hundred Register should annotate their application accordingly. Note: The onus will be on these individuals to prove to future Hundred organisers that they might be eligible for awards such as 10/20/30/40 completion badge as the organisers will have no visibility of previous official LDWA Hundred completions.

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