Gondwana Running · Event entry policies
Entries, refunds, transfers & deferrals.
Plans change. Here’s what you can do with your entry, when to do it and how we’ll help.
One policy for Gondwana Running’s independently organised events.
Find what you need
What would you like to do?
Choose an option to jump to the relevant policy. Each section explains eligibility, costs, deadlines and what happens next.
Option 1 · Withdrawal
I want to withdraw and get a refund.
If you can no longer attend, you may withdraw for any reason. Your refund depends on when we receive your request. Every refund deadline is measured from the scheduled start of the first race of the event, even if the distance you entered starts later.
| Time until the event’s first race starts | Entry-fee refund |
|---|---|
| 30 days or more before the first race | 100% |
| At least 14 days but less than 30 days before the first race | 50% |
| Less than 14 days before the first race | No refund |
These percentages apply to the entry fee actually paid, excluding separately charged non-refundable booking or card-processing fees. On a $100 race entry (before booking fees), withdrawing 35 days before the event’s first race means a $100 entry-fee refund, while withdrawing 20 days before that first race means $50.
Within 14 days of the event’s first race: refunds and deferrals are unavailable for injuries, illness, work changes or travel problems. You may still be able to transfer the entry to someone else before the event’s 48-hour transfer cutoff. The pregnancy, fertility and new-parent policy and event cancellation arrangements are separate.
Exceptional circumstances may be considered individually; additional refunds or deferrals are not guaranteed.
Genuine duplicate payments and registration-provider processing errors are investigated separately from a voluntary withdrawal. Contact us so we can review the payment.
Withdrawing from the event? Please let us know even if you’re outside the refund period. Email hello@gondwanarunning.com with your name, event and distance/category, and tell us whether you’re requesting an eligible refund, deferral or simply withdrawing. We’ll confirm when your withdrawal has been processed.
Request a withdrawal →Option 2 · Keep your entry
I want to defer my entry to next year.
You can move your full entry to the next annual edition of the same event and distance or category instead of receiving a refund. There is no deferral administration fee. All deferral deadlines are measured from the scheduled start of the first race of the event, even if your own distance starts later. These conditions apply:
- We receive your request at least 14 days before the scheduled start of the first race of the event.
- Your entry has not already been deferred. Only one deferral is allowed per original entry.
- It is for the same event and distance/category next year, not a different Gondwana race. A deferred entry is personal and cannot be transferred, gifted or sold to another person.
What do I receive next year?
You retain the equivalent distance or category at the next annual edition, with no additional charge if registration prices increase. 48 hours before general entries open, we’ll email you a unique activation code and instructions. You have 48 hours from issue to activate the code and complete your new registration, before entries open to the public. Receiving the code alone does not complete your registration. Keep your email address up to date.
You may request a different distance or category next year if places are available. Upgrades require the applicable price difference; changing to a cheaper distance does not result in a refund. Merchandise does not carry over and follows the merchandise refund rules for the original edition.
What if the next edition doesn’t happen?
If the next annual edition of the event does not go ahead, Gondwana will refund the original race entry fee, excluding separately charged booking or processing fees.
Pregnancy, fertility treatment and new parents: the separate pregnancy and parenthood policy can provide a deferral to either of the next two annual editions or a full entry-fee refund, including after the 14-day cutoff measured from the event’s first race.
How to request a deferral: Contact us before the deadline with your name, event and distance, and confirm you wish to defer to next year’s edition.
Request a next-year deferral →Option 3 · Someone else takes your place
I want to transfer my entry to another person.
You can give or sell an unused, non-deferred entry to another eligible participant using the official transfer process. The transfer must be fully completed at least 48 hours before the scheduled start of the first race of the event.
The incoming runner pays a $10 administration fee when completing the official person-to-person transfer for an adult or non-kids-specific race entry.
How does the transfer work?
- Find an eligible replacement runner. If you are receiving money for your entry, agree on the amount directly with them. An entry cannot be resold above its original purchase price, other than reasonable processing or transfer costs.
- Contact Gondwana Running with your name, event and distance, and the email address of the person you are transferring to. We’ll email the replacement runner to complete the transfer in the event’s registration system.
- The replacement runner must register under their own name, accept the waiver, provide emergency-contact details and satisfy relevant entry requirements.
- The incoming runner pays the fee and completes the transfer before the 48-hour cutoff. We’ll confirm when it’s completed.
Runners arrange any entry-fee reimbursement privately; Gondwana does not arrange or guarantee payment between runners. Giving someone your bib without completing the official transfer is not permitted. A deferred entry cannot be transferred.
For multi-day events: the 48-hour deadline is measured from the scheduled start of the first race of the event, regardless of which distance or day you entered.
How to arrange a transfer: Contact us with your registration name, event, distance and the incoming runner’s email address. We’ll send that runner instructions to complete their registration and pay the transfer fee before the deadline.
Ask about an entry transfer →Option 4 · A different challenge
I want to change my distance or entry category.
You may request to change distance or entry category until 48 hours before the scheduled start of the first race of the event, provided places are available and you meet the relevant entry requirements. For a multi-day festival, this deadline is measured from its first race, regardless of which day you entered.
Moving to a more expensive distance: Pay the applicable entry-fee difference plus any disclosed event-specific change fee. Moving to a cheaper distance: You can change if places are available, but no refund is given for the price difference, regardless of when you make the change.
Using a deferred entry? You can request a different distance or category next year if space is available. The equivalent-distance price increase is covered; upgrades require the relevant price difference, while downgrades do not result in a refund.
Backyard Ultras: Limited-yard and Open upgrades may be allowed during the event under the published Backyard upgrade rules. These are category upgrades by someone who started Yard 1, not new registrations or person-to-person transfers.
How to change distance: Use registration change options when available, or contact us with your name, event, current and preferred distances. We’ll check capacity and advise any price difference and change fee before confirming.
Ask to change your distance →Additional protection · Any distance
Pregnancy, fertility treatment & becoming a parent.
Your health and family come first. If pregnancy, fertility treatment or circumstances connected with becoming a parent mean you cannot participate, you may choose either arrangement below.
Receive 100% of the event entry fee paid, excluding separately charged booking, card-processing and transaction fees. No Gondwana administration fee applies. Merchandise follows the merchandise refund rules.
Choose the equivalent distance or category at either of the next two annual editions, free of charge even if the entry price increases.
When? Any time, including on race day, before you begin your race. This applies to all distances and entry categories, including kids’ races and Backyard Ultras, even if you have collected your bib. The usual 14-day cutoff measured from the event’s first race and the once-only deferral limit do not apply to an eligible request under this policy.
Who can use this policy?
It covers pregnancy (including a partner’s or surrogate’s pregnancy), pregnancy loss, IVF and other fertility treatment, medically assisted reproduction, postpartum recovery, adoption, surrogacy and relevant circumstances for partners and non-birth parents. For new-parent responsibilities, eligibility applies if the child is under 12 months old on race day, or within 12 months of adoption or placement. Pregnancy, pregnancy loss, fertility treatment and recovery connected with those circumstances are considered separately from the new-parent time limit. You do not have to be pregnant yourself to qualify.
How do we handle requests?
Contact us with your name, event and distance, and let us know whether you prefer a full entry-fee refund or a free deferral. We may request reasonable confirmation of eligibility where needed and will handle the request confidentially.
What if I can’t attend the deferred edition?
A pregnancy, fertility or new-parent deferral may be used at either of the next two annual editions. If the event or equivalent distance does not take place within that period, we will refund the original event entry fee, excluding separately charged booking and processing fees. If circumstances mean you need further flexibility, please contact us and we’ll consider the request.
Refunds under this policy exclude separately charged booking and processing fees. Merchandise is handled under the fees and merchandise rules.
How to request this: Contact us with your name, event and distance, and say whether you want a full entry-fee refund or a free deferral.
Contact us about pregnancy or parenthood →When a distance reaches capacity
I want to join a waitlist.
When a Gondwana event or distance sells out, we may offer a free waitlist. Joining does not guarantee entry.
- Join the official waitlist through the registration page.
- If a place becomes available, we’ll email you an offer. You have seven days from the offer email to accept and complete registration, or until the event’s published entry-closing time if that is sooner.
- If you accept, pay the applicable race entry fee and disclosed booking fees to complete your registration.
- If you decline or miss the deadline, the place may be offered to the next eligible runner. There is no waitlist charge.
Waitlist positions cannot be transferred or sold. Offers are made in waitlist order, subject to eligibility, available places and the event’s final entry-closing time.
How to join: Use the waitlist option on the registration page once your distance is full. Monitor your email for an offer and complete registration within its deadline.
Explore Gondwana events →Community partnership · Member benefits
Coffs Trail Runners member benefits.
As part of our ongoing community partnership with Coffs Trail Runners (CTR), eligible paid CTR members receive the following benefits at participating Gondwana Running events.
Save 15% on eligible race entry fees when you register using the CTR member discount code.
Access registrations 24 hours before entries open to the general public.
Eligible events: Washpool Trail Run and Coffs Backyard Ultra. Other Gondwana Running events are not included.
Discount eligibility
- You must have purchased an eligible paid CTR membership before registering for the event.
- Eligibility is assessed when you register.
- Members purchasing a 2027 CTR membership early can access eligible 2027 event benefits immediately, even if they purchase that membership before 1 January 2027. A free 2026 CTR membership does not qualify for the 15% discount or priority registration.
- Enter the relevant discount code during registration. Discounts cannot be applied retrospectively, including if you join CTR after registering.
- Discounts apply to race entry fees only; booking fees, processing fees and merchandise are excluded.
- Gondwana Running may verify eligibility against CTR membership records. Discount codes are personal and must not be shared with non-members.
Priority entry
Eligible paid CTR members receive instructions from Gondwana Running to access entries 24 hours before public registrations open. Priority entry is subject to event capacity, eligibility and any event-specific qualification requirements, and does not guarantee a place.
Member benefits are personal and cannot be transferred to non-members.
Want to access these benefits? Join Coffs Trail Runners as a paid member before registering for an eligible event.
Become a Coffs Trail Runners member →Other purchases
Booking fees & merchandise.
Booking and payment fees
Event entry prices include applicable GST. The 100% and 50% refund percentages apply to the event entry fee, excluding separately charged non-refundable registration, booking or card-processing fees. Pregnancy, fertility-treatment and new-parent refunds also exclude separately charged booking and processing fees. Applicable fees will be shown at checkout.
Merchandise
Shirts, hats and other merchandise purchased with an entry follow the same refund deadlines and percentages as race entry fees if you withdraw or defer: 100% of the merchandise price refunded if requested at least 30 days before the first race of the event, 50% from 14 days to less than 30 days before that first race, and no refund within 14 days of that first race. Separately charged non-refundable processing fees are excluded.
Merchandise does not carry over when an entry is deferred. It must be collected at the original event during advertised collection times. Uncollected merchandise will not be posted after the event or refunded just because it wasn’t collected, subject to consumer guarantees. Any rights to remedies for faulty or misdescribed goods under Australian Consumer Law are unaffected.
Personal insurance
Gondwana’s event arrangements do not replace your own medical, ambulance or travel insurance. Participants should consider appropriate personal cover and any exclusions for trail running or ultramarathons.
When plans change for the event
Event changes, postponement and cancellation.
Gondwana Running may modify, postpone, shorten, suspend or cancel an event where needed for participant safety, environmental protection, land-manager requirements or circumstances affecting safe and practical event delivery. These situations differ from a participant choosing to withdraw.
Cancellation by Gondwana Running
If Gondwana Running chooses to cancel an event before it begins for reasons within our reasonable control, entrants will be offered a full refund of their race entry fee, excluding separately charged booking and processing fees, or the option to defer to the next edition at no additional cost. We will communicate the available choice to entrants.
Circumstances beyond our reasonable control
Where an event cannot proceed because of circumstances outside our reasonable control—including extreme weather, bushfire, flooding, natural disasters, government restrictions or closure of public land—we will assess the available options based on the circumstances, costs already incurred and commitments already made.
Depending on the situation, we may offer a refund, partial refund, future-event credit, deferral or another appropriate arrangement.
Course changes and race interruptions
We may change courses, distances, start times, aid stations or other arrangements for safety, environmental, land-manager, weather or operational reasons. We may also shorten, suspend or stop an event when necessary. If a change is substantial, we will assess whether any refund, partial refund, credit, deferral or other arrangement is appropriate on a case-by-case basis, having regard to the reasons for the change, services already provided, unrecoverable costs and applicable legal obligations. A course or schedule change does not automatically entitle an entrant to a full refund.
Communication
We will communicate significant changes and cancellations as soon as reasonably practicable, explain the reasons and advise entrants of any options we can offer.
Ready to make a change?
Tell us your event, distance and registration name, and whether you want a refund, deferral, person-to-person transfer, distance change or pregnancy/new-parent arrangement. For a transfer, include the incoming runner’s email address. We’ll confirm the process and applicable deadline.
Contact Gondwana Running ↗Policy edition: 5 November 2026. All refund, deferral, transfer and pre-event distance-change deadlines are measured from the scheduled start of the first race of the event, regardless of which distance or day you entered. The separate pregnancy, fertility-treatment and new-parent policy permits eligible requests until before the participant starts their own race. Event-specific safety, age and qualification rules continue to apply. This policy covers Gondwana Running’s independently organised events. Coffs Harbour Running Festival has separate entry terms.