Regulations – Sopot Junior Half Marathon
Regulations – Sopot Junior Half Marathon
AND ORGANIZER
- The organizer of the Sopot Junior Half Marathon Event (hereinafter referred to as the Event) is Energy Events Sp. z o. o. Sp.k. with its registered office in Miszewko (80-297), ul. Kaszubska 53
- The Event Office (from 24/10/2026 to 25/10/2026) is located at EGO Arena Sopot, Plac Dwie Miast 1 (hereinafter referred to as the Event Office).
II CO-ORGANIZERS
- Municipal Sports and Recreation Center in Sopot
- Strong in Sport Foundation
3rd GOAL
- Popularization and dissemination of running as the simplest form of recreation.
- Promotion of the city of Sopot in Poland and around the world.
- Promotion of event Partners and Sponsors before, during and after the event.
IV DATE, LOCATION, ROUTE
- The event will take place on October 25, 2026 in Sopot. The start and finish line will be at the ERGO Arena, Sopot, Plac Dwie Miast 1.
- The event will begin at 1:00 PM. A detailed schedule of starts for each age category will be provided by the Organizer on the website www.sopotpolmaraton.com no later than October 4, 2026.
- The starting line will be closed 1 minute after the starter's last sound signal.
- The start of each race will be mass, i.e. a collective start at the starter's signal.
- Only Participants registered to participate in the Event in accordance with the provisions of these Regulations may take part in the Event.
- The Organizer reserves the right to change the date and/or location of the Event. Participants will be notified by posting appropriate information on the website www.sopotpolmaraton.com no later than 24 hours before the Event. Making changes in this regard will not result in any additional obligations on the Organizer's part towards the Participant.
- The Organizer reserves the right to cancel the Event in the event of a significant change in circumstances that renders the Event inappropriate for the public interest, or in the event of legal restrictions coming into force that prevent the organization of the Event. The Organizer will post appropriate information on the Event Website www.sopotpolmaraton.com no later than 24 hours before the Event. Cancellation of the Event will not result in any additional obligations on the Organizer's part towards the Participant.
- The route is approximately 200 m long for participants aged 1-6, approximately 500 m long for participants aged 7-11, and approximately 1,000 m long for participants aged 12-15. The route is not PZLA certified. Measurement of the route length will be made using GPS devices and a measuring bicycle.
V. PARTICIPATION
- A Participant is a person who has registered via the form available on the Organizer’s website sopotpolmaraton.com and paid the entry fee within the deadline, i.e. in accordance with the provisions of Chapter VI REGISTRATION, point 2).
- Starter packages can only be collected at the Event Office. Event Office opening hours are specified in the schedule available on the website sopotpolmaraton.com
- Starting packages are collected by parents, legal guardians or coaches for organised groups.
- When collecting the starting package, parents, legal guardians or coaches are required to sign a declaration on the organizer's form.
- Any Participant who transfers their starting package to another person, or any person who receives such a package and starts in the Event, without reporting this fact to the Organizer (in the form described in Chapter VII, Entry Fee, point 7), will be disqualified from the Event results list. Only positive feedback from the email address info@sopotpolmaraton.com will be considered the Organizer's consent to transfer the starting number to another designated Participant.
- The Organizer prohibits Participants from selling collected starting packages under pain of disqualification.
- Each Participant is bound by the provisions of the PZLA and these Regulations.
- The Organizer does not send starting packages to the Participant's address.
- Participants are required to obey public order, obey the orders of security personnel, and respect other Participants. The Organizer has the right to remove from the Event grounds any individuals who disrupt public order, disrupt the course of the Event, or behave in violation of these Rules and Regulations and the provisions of the Polish Athletics Association.
- The Organizer will make every effort to provide all information through the loudspeaker system before and during the race, therefore it is recommended not to use your own electronic devices with headphones to hear the Organizer's and judges' announcements.
- Providing personal data and consenting to its processing is voluntary, but necessary to participate in the Event in accordance with the Terms and Conditions. Individuals who have provided their personal data have the right to access and correct their data, as well as to withdraw consent to its processing. Withdrawal of consent to the processing of personal data until the end of the Event will result in inability to participate. At any time, the Organizer may process personal data in connection with the organization of the Event, including in collaboration with other entities, to the extent necessary for the proper organization of the Event.
- 12) Persons suffering from COVID-19, infected with SARS-CoV-2, in quarantine, isolation, or exhibiting respiratory symptoms cannot participate in the event.
- 13) The GDPR clause constitutes Annex No. 2 to the Regulations.
VI. APPLICATIONS
- Online applications will be accepted until October 23, 2026.
- Participation in the Event is determined by the date the entry fee is paid. The entry fee is deemed to be paid on the date and time the entry fee is credited to the Organizer's bank account.
- Age category allocation is determined by the child's year of birth, not the exact date of birth. For example, for a child born on November 20, 2019: 2026 – 2019 = 7 years old, the child should be registered for the 500m race, even though they are under 7 years old.
- Applications are accepted on the website sopotpolmaraton.com
- It is possible to register for the Event in person at the Event Office on the opening day, but the Organizer limits the number of new participants to one hundred. Registrations at the Event Office will be processed on a first-come, first-served basis. Those registered at the Event Office will receive only a starting number.
- The Event Organizer reserves the right to provide additional starting packages for invited guests.
VII ENTRY FEES
Each participant pays an entry fee, the amount of which depends on the date the transfer is made. The following entry fees apply:
Until October 6, 2026 – PLN 30
Until October 23, 2026 – PLN 50
at the Event Office – PLN 50 (payment possible in cash or by card)In the event of failure to pay the entry fee in sufficient amount (e.g. as a result of exceeding the payment deadline specified in these Regulations), the Participant is obliged to compensate the difference up to the amount he or she should have paid in accordance with the deadline for making his or her last payment.
Proof of receipt of the entry fee is the appearance of the participant's name on the start list.
Starting numbers will be issued to Participants after registration closes.
The Organizer is not responsible for the loss of the entry form, postal order or bank transfer due to the fault of the post office or bank.
The organizer allows payment for the entry fee by bank transfer based on a pro forma invoice. Once the pro forma invoice is paid and the funds are credited to the organizer's account, the organizer will send a one-time code enabling free registration for the competition. The code is valid until October 23, 2026, at 11:59 PM. The organizer is not responsible for failure to register on time and will not refund funds for unused registration codes.
The entry fee once paid is non-refundable even in the event of the Participant withdrawing from the Event or being disqualified by the Organizer.
In justified cases, the Organizer will consider transferring the starting number to another designated Participant. Only requests submitted to info@sopotpolmaraton.com by 11:59 PM on October 21, 2026 will be considered.
As part of the entry fee, the Participant receives the opportunity to participate in the Event and a starting package.
The costs of entry fees, travel and other services are covered by the Participants themselves.
The organizer does not send unclaimed starting packages by post.
It is not possible to collect the starting package after the Event Office is closed.
VIII TIME MEASUREMENT AND TIME LIMITS
- Time measurement is carried out using an electronic system.
- Time is measured using non-returnable chips placed in the starting numbers.
- It is forbidden to remove chips from starting numbers.
- The official time of the Event is the gross time.
IX CLASSIFICATIONS
The following classifications will be conducted during the Event:
a) age classifications C (boys) and D (girls):
– C and D 1 – 3 years – distance 200 m
– C and D 4 – 6 years old – distance 200 m
– C and D 7 – 8 years old – distance 500 m
– C and D 9 – 11 years old – distance 500 m
– C and D 12 – 13 years old – distance 1000 m
– C and D 14 – 15 years old – distance 1000 m
10th AWARDS
- All Participants who complete the Event will receive commemorative medals at the finish line.
- Participants who take 1st-3rd place in their age category will receive small prizes provided by the Organizer and event sponsors.
XI FINAL PROVISIONS
- The final interpretation of the Regulations rests with the Event Organizer.
- Participants declare that all personal and health-related data entered by them in the application form are complete and truthful.
- The Organizer is not responsible for any collisions and accidents on the route caused by the fault of the Participant, nor for accidents and random events occurring during travel to and from the Event.
- Each Participant participates in the Event at their own risk. Submitting a properly completed Registration Form to the Organizer and paying the entry fee signifies that the Participant has considered and assessed the nature, scope, and degree of risk involved with participating in the Event, including the risk of accidents, the possibility of bodily injury and physical harm (including death), as well as property damage and loss, and has voluntarily decided to assume this risk.
- The Organizer and all persons acting on its behalf or with its authorization in connection with the conduct and organization of the Event are not liable for any personal injury, property damage or financial loss to Participants that may occur before, during, after or in connection with the Event.
- Participants are liable for any damage they cause to other Event Participants and third parties.
- Participants agree to abide by the terms of these Regulations. The Participant's signature on the Event registration form confirms that they have read and fully accepted the Regulations, their participation in the Event, and their full acceptance.
- Participants are required to wear their race number on the front of their body. The race number must be visible. Covering or removing the race number will result in disqualification.
- The Event Participant consents to the public disclosure of his/her personal data in the form of name, surname, place of birth and year of birth on the start list and on the results list.
- The Organizer and Event Partners are authorized to use the image, statements, and personal data of individual Participants participating in each stage of the Event. These images and data will be used in materials promoting the Event and accompanying events (press, radio, television, internet, graphic materials). Participants are not entitled to any further compensation, in particular remuneration for the use of the image, statements, and personal data of individual Participants. Participants agree not to withdraw this consent for at least five years from the date of the Event.
- Ignorance of the Event Regulations does not exempt the Participant from the rules specified by the Organizer in the above-mentioned document.
- The Regulations may be changed by the Organizer at any time.
- Animals are not allowed on the Event route.
- Participants are prohibited from bringing intoxicating substances, illegal substances, performance-enhancing drugs, or alcohol of any kind. Participants are prohibited from using such substances either before or during the race, under penalty of disqualification. If a Participant is found to be violating this prohibition, the Organizer reserves the right to prevent them from participating in the race or to disqualify them during it.
- The Participant is not permitted to use any assistance specified in the rules of athletics competitions, including assistance to the Participant by persons not participating in the Event, running with the Participant or riding a bicycle.
- 16) The Organizer provides medical care exclusively for Event Participants along the Event route from the start to the conclusion of the Event route. The Organizer does not cover medical or transportation costs not covered by the Event's medical coverage.
- Decisions made by the Medical Coordinator or medical staff regarding a Participant's participation in the Event are independent and binding on the Participant. Failure to follow the medical staff's recommendations will result in disqualification of the Participant.
- Event participants are obliged to follow the instructions of the Police, Municipal Police and the Organizer's security personnel and services securing the Event route.
- Protests regarding the results are accepted until 3:00 PM on October 26, 2026 (Monday) to the email address: info@sopotpolmaraton.com. Protests submitted after the deadline will not be considered on their merits. Protests will be reviewed within 72 hours.
- The final and official results will be published no later than 6.11.2026, 3:00 p.m.
Appendix No. 2 - Information clause regarding personal data.
The processing of participants' personal data provided to the Organizer during registration in connection with participation in the Event also includes the publication of the participant's first and last name, date of birth, and city of residence – in any manner in which personal data is published or disseminated. The Organizer also has the right to publish the participant's first and last name, along with their date of birth, club name, and city of residence, on the start list and in competition results published online and at the Event venue.
We hereby inform you that during events organized or co-organized by Energy Events Sp. z o. o. Sp.k. (Kaszubska 53, 80-297 Miszewko), hereinafter referred to as Energy Events, photos or videos will be taken and then made public via the PKO Sopot Półmaraton profile on Facebook (https://www.facebook.com/sopotpolmaraton) and the website sopotpolmaraton.com, which may capture the image of people present, as well as their other personal data.
By staying on the premises or participating in a sporting event, festival, or other event organized or co-organized by Energy Events, participants and observers consent to the publication and processing of their images in photos or videos taken during the event, as well as any other personal data. At the same time, we assure you that we make every effort to ensure the security of your data.
PERSONAL DATA CONTROLLER:
The personal data controller is: Energy Events Sp. z o. o. Sp.k., ul. Kaszubska 53, 80-297 Miszewko
We would also like to inform you that Energy Events has appointed a Data Protection Officer who can be contacted by letter to the address of Energy Events (Controller) given above, with the note: "TO THE PERSONAL DATA PROTECTION INSPECTOR" or by e-mail to the e-mail address: rodo@energyevents.pl – in all matters related to the processing of personal data by Energy Events.
RECIPIENT OF PERSONAL DATA:
Personal data will be disclosed to employees, associates and subcontractors of Energy Events to the extent necessary to achieve the aforementioned purposes of personal data processing.
Start lists and results, containing basic personal data, will be publicly available and may be published on the Event website.
PURPOSE AND PERIOD OF DATA PROCESSING:
The personal data of Event participants will be processed for the purposes of performing the contract, i.e. the Participant’s participation in the Event, conducting the Event, selecting the winner and awarding, issuing, collecting and settling the prize, as well as publishing the results.