Hitch Registration

Terms and

Conditions

2013-14

Registration Fee The challenge registration fee comprises two parts: RAGmin and t-shirts. Together these

make up the challenge registration fee.

1. T-Shirts £8

As part of your registration fee you will receive a challenge t-shirt. This will feature the

charity’s logo and will be designed by your challenge leaders. They will be great to wear

when you are doing any fundraising activities and of course when taking part in the

challenge itself.

2. Emergency Expenses £4

RAG hitches require a dedicated group of Team Leaders who are your first point of contact

both throughout the year and whilst on the hitch. Whilst on the hitch, we require our

hitchers to make contact with the Team Leaders at the end of each day and in the unlikely

case of an emergency. This is usually done in the form of texting and Facebook. These

emergency expenses account for the costs the leaders incur on phone bills ensuring our

hitchers are safe. Any expenses not spent will go directly to the chosen charity.

3. RAGmin £13

Leeds RAG, as the official fundraising body of LUU has a full-time coordinator to support the

administration and organisation of all events. The coordinator is accountable to the RAG

committee. In order to fund this position, and to cover the running costs of the office

(printing, telephone, collection buckets etc) RAG must raise this money itself. This is what

we call RAGmin. Please see overleaf for the breakdown of RAGmin.

In order to maximise the amount of money donated to charity, RAG raises the majority of its

RAGmin through a registration fee process. This means that we are honestly able to say that

all the money raised for a charity through a RAG event goes directly to that charity (unless

stated otherwise).

Hitch Expenses What are the hitch expenses?

Having secured a place on a RAG hitch, further bookings for such things as travel,

accommodation and activities are made at a cost which to our hitchers are the ‘hitch

expenses’.

Where applicable, RAG will make all these bookings on behalf of the hitchers. The amount

volunteers will be required to pay for this is completely separate from the registration fee,

and will be the cost price. To save hitchers the effort of making these bookings, and as RAG

endeavour to take advantage of charity and group discounts, it is recommend that all

participants pay hitch expenses, but it is not compulsory. Once booked, hitch expenses will

not be refundable. RAG do not generate any income from payment of hitch expenses. If

you have any questions about weekend expenses, please contact your chosen event’s

Team Leaders, the Projects Manager, or the RAG Coordinator.

RAG's Full-Time Coordinator,

48.1%

Publicity and Advertising,

12.9%

Society Events, 10.0%

Fundraising Events, 11.9%

Committee and Team Leader

Training, 7.7%

Membership Package, 6.3%

Office/Running Costs, 3.2%

Leeds RAG is an open and transparent society, strictly not-for-profit,

and re-invests any annual excess back into the society. Leeds RAG

works to ensure RAGmin is kept to a minimum. The RAGmin

breakdown below illustrates RAG’s budgeted expenditure for 2013-

14.

RAGmin Breakdown

Salary for RAG's full-time Coordinator: Our full-time RAG coordinator

is required to coordinate the daily running of our society and

provide full-time, additional support to us all. As a society and not a

body of Leeds University Union, RAG is required to self-fund this role,

done so through RAGmin. /// Publicity and Advertising: RAG mags,

flyers and posters are some of the ways RAG captures student

attention and promote the incredible RAG events and causes that

our members support. // Society Events: The Freshers Intro Party to

launch our year, money behind the bar at the Christmas social,

and the RAG Awards! All annuals. /// Fundraising Events: It wouldn’t

be right if we didn’t invest any money in fundraising! We fund our

Firewalk to ensure all fundraising can go to charity, subsidise raids

and halls events, provide you with buckets and put on RAG Week.

/// Committee and TL Training: To ensure we’re professional and

organised to run the society we have a handover weekend and

Team Leader training day. We also go to conferences to discuss

best practice and represent our RAG on a national scale. ///

Membership Package: Our members make the society what it is.

We have membership t-shirts to make us distinctive when

fundraising and around campus. We also look for other fun stuff to

include in the membership package each year. /// Office/Running

Costs: Printing, telephone, our website host, stationary, etc. Only

the essentials.

Registration Terms & Conditions i) Only RAG members of the University of Leeds and Leeds University Union are permitted to

purchase registration for this event.

ii) Event participants may only participate in the event once registration and further

expenses (if applicable) have been paid in full, in addition to having raised at least the

minimum fundraising amount.

iii) Registration fees are non-refundable, except under two circumstances: 1. If the event

reaches a limited capacity and there is somebody to take your place; 2. Medical reasons,

for which proof may be required. Registration is taken as commitment to the event.

Participant Agreement By purchasing registration for this event I agree to the terms and conditions specified in this

document.

If I choose to drop out from this event I understand I may not be able to have my registration fee

refunded, and understand that any expenses I do pay may not be available for refund either.

For the most recent terms and conditions and notifications of any changes, please

visit our website www.leedsrag.org.uk

Fundraising Terms and Conditions i) By purchasing registration for this event, you the participant agree to meet the minimum

fundraising total for the event by the given deadline. Failure to reach the total by the

deadline will result in refusal to participate in the event.

ii) RAG has no responsibility for, or access to, money raised through online fundraising sites

such as JustGiving. However, money raised on these websites (excluding GiftAid) will

contribute to your fundraising total.

iii) All money fundraised must be donated to the chosen charity for the event. Fundraising

cannot be returned to participants; nor may participants put fundraising towards a future

year of the event.

Expenses Terms & Conditions i) Expenses are strictly non-refundable once paid, in all circumstances except when

replaced by a person on the waiting list. Payment of expenses is taken as commitment to

the event. Subsequent bookings will be made based on your participation and it would

be unfair to distribute the cost of a drop out between the other participants. As a not-for-

profit society Leeds RAG cannot fund unexpected expenses refunds, nor does it budget

for such events. Payment of expenses is structured by the Event Team Leaders, who will

not make bookings until the cost can be covered by expenses paid.

ii) Participants paying expenses late (unless with good reason agreed with the Team

Leaders beforehand) will be removed from the trip and replaced with a person on the

waiting list.

iii) After the event, if there are expenses leftover equating to more than £20 per participant

the money will be refunded. If the expenses leftover equates to less than £20 per

participant the money will be donated to the charity.

iv) Expenses may be fundraised but this must be agreed with the RAG Coordinator.