Contract Terms and Conditions for Event Organisers
Version 3.3 (last updated 28/11/08)

Terms

1. "Fabian4" shall mean a division of Fabian Computers Ltd.
2. "Event Entry Data" shall include all data entered by the competitor, except for credit or debit card details.
3. "System" shall mean the online entry service provided by Fabian4.
4. "Official Closing Date" shall mean the date on which normal event entries close.  This date is only relevant to condition 4 below, where the date is prior to 1 month before the event.

Conditions - The fees quoted in black are applicable where the event income is requested in pounds sterling (GBP).  The fees quoted in blue are applicable where the event income is requested in Euros (€).

1. Entry Fees – Unless otherwise authorised, the entry fees for competitors entering through this system must be no more than the entry fees concurrently on offer via an alternative method (e.g. by post).  [For authorisation of the relaxation of this condition please contact Fabian4.]
2. Your Obligation – You agree to provide an entry to your event for all competitors who enter via this system, and who comply with any event entry requirements.
3. British Orienteering Registration – Orienteering events shall be fully registered with British Orienteering prior to the opening of online entries.
4. Competitor Refunds – Competitors may cancel their entry prior to 1 calendar month before the event, or on or before the Official Closing Date, whichever is the earlier.  The total administration charge paid by the competitor(s) covers the original Fabian4 charge made to the event for that particular entry, and the competitor's Fabian4 refund administration fee; hence the net cost to the event is zero.  Competitor cancellation is not normally permitted once the earlier of these 2 dates has passed.  I.e. the 4th February would be the last day a refund could be claimed for an event starting on the 5th March (where the Official Closing Date was after the 4th February).  Where (partial) refunds are permitted later than 1 month prior to the event, or after the Official Closing Date, then this should be detailed on your event website.  Fabian4 is able to process any late refunds at the standard rate, with any surplus after the refund being passed to the event.
5. Event curtailment or cancellation – A suitable cash refund of any surplus funds shall be offered to competitors as soon as possible.  Accounts of the event, detailing the income and expenditure, and hence the amount available for refunds, shall be made public at the same time.  Refunds made via Fabian4 are subject to the charges detailed below.  Fabian4 reserves the right to withhold outstanding payments while the accounts are prepared.  However, funds will not be unreasonably withheld if these are required to cover committed expenditure.  Competitors may be offered alternative compensation, in addition to the cash refund option, if desired.
6. Charge – 5% + VAT (7.5% + VAT) of accepted event fees processed by the system (subject to the minimum charge as detailed below).  Competitor refunds made at the direction of the event organiser (e.g. if the event is cancelled) are charged at £2 + VAT (€2 + VAT) per entry form, and are in addition to the standard 5% + vat (7.5% + vat) charge above.
7. Minimum Charge for sterling income only (not applicable to Euro income) - Where the average transaction value in any particular month is less than £10, a minimum charge of 50p + vat will be applicable per transaction.  (I.e. 5% of £10).  Note that multiple entrants on the same form, and optional charges (e.g. camping), will boost the average monthly transaction value.
8. Vetting refund charge - £2 + VAT (€2 + VAT) per entry form, payable by the event, where a competitor fails to meet any one of a number of possible event entry requirements (e.g. long fell races requiring navigation skills).
9. Payment – By monthly electronic transfer, 1 month in arrears.  For example, fees received in January will be transferred on the 1st March.  3 working days should be allowed for payment to reach your account.  The payment represents event fees processed, minus the Fabian4 charge.  There is no charge for sterling transfers.  Electronic transfers made in Euros are charged at €14 per transfer. 
10. Termination – You may terminate the use of the system at any time, upon request.  Any outstanding payments will be made in accordance with the payment terms above.
11. Data protection – Event Entry Data downloaded from the system shall only be used in connection with the event for the purpose of processing entries, timekeeping and publishing results, and shall not be passed to any third party.