Terms and conditions

The organizer collects personal information when registering for Sparta Athletics and Running events. The personal information is stored by the Organizer and is never passed on or sold to third parties in cases other than what is mentioned below or in connection with anonymized statistics.

When registering, the team booker must provide the following personal information:

• Name
• Company/organization
• Telephone number
• Email address
• Possibly participant names
• Possibly sex
• Business/organisation address

E-mail and mobile number are used to send necessary race information to the team booker, and the team booker does not have the option to unsubscribe from information emails, as they are necessary to ensure that the event can run smoothly.

The company/organisation’s name and address as well as the team booker’s name are shared with DHL Express in order to be able to send start numbers. Email and mobile phone number are shared with DHL Express in order to be able to provide Track and Trace service.

For more information on how we collect, process and store personal data, please refer to our privacy policy.

Registration for the DHL Relay Copenhagen takes place via the race’s official website.

Participants under the age of 18 must have parental consent to participate.

Blind and physically challenged people can participate on an equal footing with other runners and preferably with a companion if needed.

However, it is not permitted to have a companion on a bicycle or a service dog with you in the field.

The registration fee is exempt from VAT according to Danish legislation on VAT exemption for non-profit associations. Ultimate Sport Service charges an administration fee of DKK 20 incl. VAT per participant. Payment can be made using Dankort, VISA/Dankort, VISA, Euro Mastercard, Visa Electron, MobilePay Online and Maestro.

The payment system is secured against misuse with a so-called TLS solution. TLS is a system that encrypts all the Dankort and credit card information that you send to us. This means that neither we nor anyone else (with the exception of QuickPay, NETS and Clearhaus) can obtain complete information about your payment card. The TLS system also ensures that data between your browser and our server cannot be changed. The payment module is handled by QuickPay.

For DHL Stafetten Copenhagen, it is also possible to pay by invoice. The invoice is sent by mail or EAN if specified. Applicable payment terms are stated on the invoice.

In the event of non-payment, reminders are sent and we reserve the right to cancel the order in the event of non-payment. It is the team booker’s responsibility to ensure that the information given on the invoice is correct.

Immediately after registration, the team booker receives an order confirmation via e-mail. If you do not receive a receipt, or if an error is detected, the team booker is asked to contact customer service (see contact details below).

The team booker also receives a login to the team profile, which is at Ultimate Sports Service. It is the team booker’s responsibility to check that all the information is correct at all times and to update the profile accordingly or notify the Organizer if the information changes.

Registration is binding and the company/organisation has no right of withdrawal when purchasing a team. The entry fee can not be refunded for other reasons.

It is not possible to transfer or sell a team on to another company or organisation.

A team can max. consist of 5 people and all participants in a team must run/walk wearing a bib number.

The team booker’s bib numbers are sent to the specified address under the team’s information (unless otherwise agreed, in connection with e.g. company agreements). It is the team booker’s responsibility to check whether the information is correct and to update it in the event of changes within the deadlines stated at registration.

In the event of an incorrectly specified delivery address after the stated deadline for dispatch, it is the team booker’s own responsibility to find and collect the team’s bib/race numbers.
For teams booked after the deadline for dispatch, bib numbers will not be sent, but must be collected by the team booker in the Information at the event site on their relevant race day.

Collecting the bibt number is done at your own risk, and delays as a result of e.g. traffic conditions, queuing at the pick-up point and the like are solely the responsibility of the participant.

The company/organisation is itself responsible for bringing the team’s bib numbers on race day. Sparta is not obliged to replace forgotten or lost bib numbers after they have been delivered to the stated delivery address.

If bib numbers are not received, the team booker must contact Information at the event site on the relevant race day.

Images, film recordings, interviews, and similar media materials featuring participants in connection with Sparta Atheletics & Running’s events may be freely used by the Organizer, sponsors, and collaborators, including for marketing purposes. Photos and videos used by the Organizer may be published in printed materials as well as online, such as on websites, Facebook, Instagram, and X. All photos and videos are subject to copyright and may not be used in any way for marketing or commercial purposes by third parties without the approval of the Organizer.

The participants and other employees from the company are welcome to take personal and/or company related photos and videos of the races, but they are not allowed to use any of these photos or recordings in any sort of commercial activities unless previously agreed to with the Organizer. 

The participant or any organization they are associated with are not allowed to use our logo for commercial purposes without previous approval by the Organizer.  

Please note that for members of Sparta Athletics & Running who register for the race, the general terms, and conditions for membership in Sparta Athletics & Running also apply in connection with DHL Stafetten København.

The participants and other employees from the company may not act in any way physical or verbal inappropriately that could upset, discriminate or harm other people including other participants, spectators, volunteers, crew or race management. In addition, it is not allowed to act in any way that can disrupt, interfere or harm the race operation and/or race venues.  

The participants are also not allowed to bring any harmful or dangerous objects to the race or race venues. This includes all objects that could be used to harm other people or the race operation. The Organizes reserves the right to conduct security inspection checks on the participants and their personal belongings if needed to ensure the safety of others and the race. 

 The Organizer reserves the right to confiscate objects if deemed harmful as well as removing people from the race or race venues due to inappropriate behavior or harmful objects. This also includes if the participant refuses to cooperate. In such cases, no refund of the start fee will be made. 

By registering, the team booker confirms that they understand that participation is at own risk, and neither the Organiser, partners nor sponsors can be held responsible for damages that participants incur to themselves or others during the race.

When registering, the team booker confirms that the participating team members are healthy and fit and able to complete the distance on their own.

The Organizer may cancel the race in the event of force majeure, i.e., due to circumstances on the race day or the days leading up to the race that make the execution of the race impossible or unreasonable, such as government orders or prohibitions, storms, accidents, or other circumstances beyond the control of the Organizer.

Furthermore, the Organizer reserve the right to cancel the race if the weather is deemed too dangerous (strong gusts of wind, heavy rain, heatwave, or similar) to conduct the race safely without jeopardizing the health of the runners.

In the event of race cancellation, the participant is not entitled to a refund of the registration fee, or any other costs associated with their registration for the race.

However, the Organizer will do their best to take appropriate measures to minimize the financial costs arising from the cancellation of the race. If the race is canceled, any profit from the event may result in a partial refund of the participant fee corresponding to the surplus.

If the Organizer, before the race day, determine that it is not possible to conduct the race due to force majeure or if it is deemed too dangerous, as mentioned above, the Organizer reserve the right to postpone the race. In the event of a race postponement, any surplus from the event will not be refunded to the participants.

The Organizer reserve the right to change practical details related to the execution of the race. This reservation applies both online on the website, in social media, and in printed materials until the race day. All crucial practical information and details about any changes will be communicated on the website and sent via email and/or SMS to the team booker. It is the team booker’s responsibility to stay updated on any changes.

Upon registration, the team booker will be asked to accept the above participation terms. By checking the box for acceptance of the terms, you acknowledges and accepts these terms in their entirety, including aspects related to the team’s participating at their own risk and the procedures in case of a canceled race. 

For inquiries, please contact customer service:

Sparta Atletik & Løb
Gunnar Nu Hansens Plads 11
2100 København Ø

+45 35 26 69 00

[email protected]