As a valued member of the Tejas Trails family, we know that you invest a lot of your hard earned money to participate in our races. Likewise, we invest almost all of our time and money into our company. The process to prepare and execute a high-quality event starts 364 days out from the event and continues well after the last runner has finished. Most of the expenses are incurred months before the race. By the time we are two weeks out from a race, pretty much everything is paid for.
That being stated, we also know that life happens and sometimes you’re unable to participate in a race due to injury, illness, flight cancellation, or other life occurrence. We want to honor your investment in the Tejas Trails race and at the same time keep Tejas Trails on solid financial footing so we can continue to bring you the best trail running events possible without increasing the entry fees for our events.
So, Tejas Trails and Event Data Solutions came together to figure out the best possible way to serve you well and make the aforementioned happen.
Transferring your race entry to a different person or deferring your entry to a future event are intended to help runners who have an unforeseen life event that prevents them from participating. We want to make these processes as easy as possible, while also ensuring that there is no incentive for anyone to sell their race entry at a profit. We also expect and appreciate you choosing someone who wasn't already planning to register.
Transfers to another person are a two-step process that allow you to designate who you want to transfer your race entry to. This is only allowed for that particular race you are registered for and unable to attend. It is not useable for any future event.
Nothing else is needed for Tejas Trails. Agreements made between the transferor and transferee are exclusively between those two parties and are not the business of Tejas Trails.
The transfer process will only be active while a race is still open for registration.
The Wait List process replaces the Transfer process when a race reaches maximum capacity. When this happens, the transferor will no longer be able to designate who receives his or her race entry. This is done to prevent sales of race entries above the price of the race.
This is a first in, first out process. Once the Wait List is active, a runner can formally cancel his or her race entry by filling out the cancellation form (that will become available on the web site once a race reached Waitlist status) and that entry will be offered to the first person on the Waitlist. That person will have 24 hours to accept the race entry and pay the difference between the race entry cost less the $20 paid to get on the Waitlist. After 24 hours, we will assume that the person on the Wait List is not interested in converting to a race entry and that offer will be sent to the next person on the Waitlist. This ensures that the person receiving the entry is paying the same price as if they had signed up for the race before the Waitlist went into effect.
The person cancelling their race entry will receive a 100% deferral credit to a future Tejas Trails as defined in the 'Deferrals' section of this policies page. These deferrals are NOT guaranteed, and will be given on a first in, first out basis based on the date and time the person cancelled their race entry. A deferral will only be given if a Waitlist entry is converted to a race entry.
You may defer your entry to another Tejas Trails event of similar or lesser distance. Deferrals may be used for the following year’s event or any Tejas Trails event that occurs prior to that event.
Deferrals will be accepted on a sliding scale based on how far out from the race you choose to transfer or defer:
90 days out or more = 100% deferral or transfer
30-89 days out = 75% deferral or transfer
10-29 days out = 50% deferral or transfer
0-9 days out = No deferral or transfer
Transfers & Deferrals are subject to the following conditions:
This is the worst-case scenario and it’s bad for all of us.
Tejas Trails policy is to hold our events no matter what the weather conditions unless they become life-threatening or the course is unapproachable.
Examples: lightning, flash flooding, hurricane conditions, tornados, etc.
No matter how much we will want to, we won't be able to refund any money for a race cancellation since the vast majority our work and expenses are completed and your entry fees have already been expended.
Refunds are not permitted under any circumstances. Please do not ask us to break our policy.
As much as your hard-earned race swag, packet, award, lost gel packets, boob lube, lucky water bottle, or fancy high-tec jacket is a part of your “investment” into these events, we can not possibly find time to mail you your stuff back.
Even if you provide shipping fees. This company is run by one guy, his loving wife, and a couple hundred good friends who volunteer, but are not involved after race weekend. Simply enough, we love you, but don’t have time to do this. I will bring your stuff to a future Tejas Trails event if you email me about it before it’s given away to charity. Otherwise, it's your responsibility to get your things after the race is over.
As much as I love dogs, we don't allow them in the race itself or at aid stations (for runners and spectators both). I know there's not much better than a trail run with your pup, but please leave them at the race hub or at home. If your friend or family wants to take them around the race route while supporting you, please have them keep the doggie leashed and a good distance from the aid station tent itself.