Le règlement

Race Regulations

The ABV Les Herbiers athletics club, hereinafter referred to as the Organiser, is organising Les Courses du Père Noël on 21 and 22 December 2024.

• TELEPHONE: +33 (0)6 64 05 68 11

• EMAIL: abvlesherbiers@gmail.com

• WEBSITE: https://www.coursesduperenoel.fr/

• FACEBOOK: https://www.facebook.com/CoursesPereNoel

You can also download the rules below if you wish to consult them offline:
ReglementCoursesDuPereNoel.pdf ⤓

1. Updating the rules

The Organising Committee may make changes to the regulations without notifying competitors who have already registered. Consequently, users are asked to take note of the latest changes to the regulations, a list of which is given on the last page.

2. The races

Races are open to any male or female athlete, FFA licence holder or not, entering the category of the race concerned. In accordance with the FFA regulations, the Athletics Schools categories will neither be classified nor timed.

Each runner who registers is aware of the difficulties of the course and the conditions he or she may encounter (length of route, gradients, bad weather conditions, part of the race taking place at night, etc.) and is physically prepared for the effort.

3. Entry fees

* ELITE REGISTRATION

On request, free Elite registration for all races!

- Women > 700 Itra points

- Men > 750 Itra points

To take advantage of the free registration, send an e-mail with your contact details and your ITRA index or the link to your ITRA page to the following e-mail address: abvlesherbiers@gmail.com

4. Number, numbering and colour of race numbers

5. Entry conditions and PPS

The races are open to any male or female athlete, FFA licence holder or not, entering the category of the race concerned.

At the time of registration, each runner must:

- For an FFA licence holder (Competition, Leisure Running, Company): provide their licence number, which will be automatically checked by the online registration system.

- Holders of a Pass-Running (J'aime courir) issued by the FFA must register as an FFA licence holder and provide a legible copy of both sides of their title.

- All other participants, whether not FFA-licensed or licensed with another sports federation, must fill in their Health Prevention Plan (PPS) on the FFA website here https://pps.athle.fr/ and provide either the paper certificate or their PPS number.

- Our online registration platform will guide you through the registration process.

6. How to register

For all races, registrations must be made online within the following deadlines:

- Internet registrations will be closed as soon as the limits per race have been reached, and no later than midnight on Wednesday 18 December.

- Entries by post are not possible.

- On-site registrations will not be accepted.

All registrations are firm and final.

No entries will be accepted by e-mail or telephone.

7. Exchange and resale of race numbers

It will be possible to exchange race numbers with another person via the registration platform until midnight on Saturday 13 December. This service offered by the organisers is free of charge.

How to exchange :

Anyone wishing to exchange their race number must first find a buyer. The "Les Courses du Père Noël" Facebook page will be set up to facilitate exchanges between buyers and sellers.

The seller must then:

1. obtain the buyer's email address

2. connect to their registration form (the link will be provided when they register)

3. click on the transfer my registration button

4. Enter the buyer's e-mail address and confirm the transfer.

The buyer will then receive an e-mail inviting them to finalise their registration.

Responsibilities :

- Any person transferring their race number to a third party in breach of these rules will be held responsible in the event of an accident occurring or caused by the third party during the event.

- Any person holding a race number acquired in breach of these regulations will be disqualified and held responsible for any damage they may cause or have caused before, during and after the race. The organisers accept no responsibility for any accident resulting from this type of situation.

8. Cancellation of registration and refund

As most of the races are fully booked several months before the date of the race, you are advised to sell your number (see Chapter 7). You'll sell it for the price of your entry and you'll make a happy runner.

▶ Cancellation of registration with request for refund

Until midnight on Wednesday 6 December 2024, any request to cancel an entry with a request for a refund must be made by e-mail to abvlesherbiers@gmail.com:

Refund scale:

- Until 10 November 2024: reimbursement of 70% of the registration fee and 100% of additional meals

- From 11 November 2024 to midnight on Wednesday 7 December 2024: reimbursement of 40% of the registration fee and 80% of additional meals.

For all requests received on or after Thursday 8 December 2024, the organisers reserve the right to make exceptional adjustments to the acceptance criteria and the reimbursement scale, depending on the circumstances.

Refunds will be made within two months of the event.

▶ Cancellation of registration without request for reimbursement

For a registration cancellation without requesting a refundplease send an e-mail no later than Friday 8 December 2024 to : abvlesherbiers@gmail.comspecifying :

- LAST NAME, First Name, date of birth and chosen race.

9. Partial or total cancellation at the initiative of the organisers

The organiser may cancel all or part of the event due to exceptional circumstances such as weather risks, pandemics, law enforcement orders or any other risk that has not been identified at the time of writing.

Refunds will be made according to the proposed timetable and on the basis of the expenses incurred by the association on the date of cancellation:

- Cancellation between 1stCancellation between September 1st and December 14th :

Reimbursement of 70% of entry fees and 100% of meal reservations.

- Cancellation after 15 December:

Refund of 70% of entry fees and 80% of meal reservations. Please note:

- Refunds will be made within 2 months of the official announcement of the cancellation.

- Refunds include bank charges.

- Donations to the association "La Matinale du handicap" will not be reimbursed but will be the subject of a tax receipt if requested.

10. Welcome and number collection

Number collection will take place

- Saturday 21 December from 14:00 to 18:00 at the Parc Equestre du Bocage in Les Herbiers. - Sunday 22 December at the Parc Equestre du Bocage in Les Herbiers, from 7.00 am until 30 minutes before the start of each race.

Photo identification is required.

For runners in the HOT (Individual and Relay), bags will be checked when the number is collected.

11. Participants and wearing of race numbers

Only athletes wearing an official race number, neither folded nor cut, will be authorised to run in the events for their category.

- The race number must be worn on the front of the runner.The number must be placed on the front of the runner, on the chest or stomach, so that it is fully visible at all times during the race and can be easily checked by volunteers.

- A number belt is strongly recommended. Numbers attached to bags, legs or the back of runners are not permitted..

12. Pre-race briefing and reminder of instructions

1 - Ultra-trail La H.O.T 133Km (individuals and relays)- All runners must be present at 18h15 , Salle d' Herbauges in the town centre, near the start, for the pre-race briefing which will last approximately 15 minutes.

2 - Other trails and Nordic Walking

- All runners must be present at the start line 5 minutes before the start time - or in the shelter depending on the weather conditions.

3 - Children's races and adapted sports

- Call to the start line 2 minutes before the start.

13. Start of the HOT (Individuals and relays)

- The start will take place in the town centre of Les Herbiers, close to the Salle d'Herbauges at 7.00 p.m. - At approximately 6.50 p.m., after leaving the Salle d'Herbauges, the runners, guided by a few volunteers, will join the start hatch for the 7.00 p.m. start.

For the HOT Relay

The second relay runner and the 3rd relay runnerwill be able to take part in the start and run the starting loop provided they are in race clothing and wearing a race number (for safety reasons, only runners wearing a race number will be admitted to the start lock-up).

Similarly, on arrival at the Equestrian Park, the first relay rider or riders may cross the finish line with their team-mate.

14. Shuttles + Waiting room

Ultra-trail La H.O.T 133Km (individual and relay) A rotation of free shuttles will transport the H.O.T runners (individual and relay) from the Parc Equestre to the Salle d'Herbauges very close to the start line.

There will be several 50-seater coaches at the start between 3.30pm and 6pm. Seating is free, so it's up to each runner to make sure they have a place.

The Salle d'Herbauges, located near the start line, will allow each runner to wait in the warmth and in the best possible conditions. Runners will be provided with mats to allow them to rest; those accompanying them will be accepted within the limits of the hall's capacity.

Relay

The first relay runner will start at the same time as the 133 km individual runners (7 p.m. on Saturday 21).

There willbe no shuttles to take the other relay runners to their starting points. It will be up to each team to make the necessary arrangements. A key locker will be available on site to allow the runners to collect their car keys, for example.

15. Services

Car parks within the Equestrian Park and in the streets and car parks of the adjoining industrial estate. Approximately 20 camper van pitches are available.

Pedestrian access is free.

Showers will be available at the Stade de La Demoiselle, located approximately 1 km from the Equestrian Park. Free shuttle buses will be available to allow riders to take their showers without having to use their cars. The shuttle waiting area will be signposted inside the Equestrian Park, near the bar.

Toilets on site.

16. Classifications and awards

Individual results by category, according to the FFA classification in force on the day of the race.

The results of the qualifying races (HOT 133, Relay x2 and x3, Trail 35Km) will be communicated to the ITRA and the UTMB in the following week.

The prizes will be awarded on the indoor podium:

- For the HOT 133Km : as the first 5 women and the first 5 men finish, then the full podium in the afternoon depending on the availability of runners.

- Relays x2 and x3 : as the first 5 teams finish.

- Other races : From 12.30 p.m.

Relay races :

- A mixed relay is :

o For the HOT X2 relay, a relay consisting of one man and one woman.

o For the HOT X3 relay, a relay consisting of one or two women.

- The organisers will only classify women's and mixed teams if at least 5 teams are entered in each Mixed and Women's category.

PRIZES AND AWARDS

- Each runner in races 1 to 8 will receive a souvenir gift when they pick up their number - Finish prizes for runners in the HOT (133Km individual only).

17. Cases of force majeure

Races are run in the countryside on paths, woods, meadows, undergrowth and footpaths. Depending on the weather conditions, participants are aware of the possibility of muddy paths, fog and wind. In the event of very unfavourable weather conditions, the organisers reserve the right to modify the initial route.

If an event or events have to be cancelled for reasons of force majeure, or for a reason beyond the control of the organiser such as a weather warning, pandemic risk, injunction from the public authorities, or for obvious safety reasons, the organiser reserves the right:

- To modify at any time and without notice the general programme of the event, the routes, the location of aid and refreshment posts and the time limits.

- To cancel the event as specified in chapter 9: Partial or total cancellation at the initiative of the organisers.

18. Compliance with the Highway Code

Participants must comply with the Highway Code when the route takes in or crosses traffic lanes, thereby releasing the organisers from all liability in the event of an accident. Competitors take part in the event at their own risk and waive all rights of recourse against the organisers in the event of any damage or after-effects.

- In rural areas, dangerous or important crossroads and road crossings will be secured by signallers; other road crossings will be signposted appropriately and without signallers.

- In urban areas, road crossings will always be on pedestrian crossings, and signposting will be organised accordingly.

Competitors must comply with the Highway Code at all times during the race.

19. Semi-self-sufficiency and feed stations

These races are run on a semi-self-sufficient basis and require competitors to be self-sufficient. However, refreshment posts (liquid and/or solid) are located throughout the course.

- Race 1 H.O.T 133 Km: 6 feed stations.

- Race 2 Relay x2: 6 feed stations.

- Race 3 Relay x3: 6 feed stations.

- Race 4 Trail 35 Km : 2 feed stations

- Race 5 Trail 25 Km : 2 feed stations

- Race 6 Trail 17 Km : 1 feed station

- Race 7 Nordic Walking 17 Km : 1 feed station

- Race 8 Nature Race 10 Km : No feed station

- Race 9 Nordic Walking 10 Km : No feed station

All refreshment points are indicated on the website: https://www.coursesduperenoel.fr/

However, the person in charge of the feeding station will have the right to refuse access to accompanying persons if there is not enough space or for safety reasons.

20. Marking and support persons

The route markers are put in place in the days prior to the event, enabling the riders to follow the planned route without the need for a map.

The route markers are removed by the course marshals, who leave from each of the checkpoints as soon as the time barrier is reached. Consequently, any rider arriving late at the checkpoint will be taken back by the shuttle bus. Similarly, a rider who wishes to rest must stand at the edge of the circuit to be seen by the gatekeepers.

21. Riders' equipment

H.O.T.- 133 Km individual

Compulsory equipment

- Personal cup for drinking liquids at refreshment points

- Minimum water supply of 1.5 litres

- Food reserve

- Charged telephone

- Headlamp and/or belly lamp in good working order, charged with batteries or charged spare battery

- Survival blanket

- Vaseline, Nok Akiléîne or anti-heating cream

- Whistle

- Adhesive elastic bandage or strapping

- Waterproof, breathable jacket to withstand bad weather (K-ways and Ponchos are not permitted)

- Long running trousers (essential in bad weather) or long tights or shorts with knee-high socks.

- Cap or bonnet or buff to cover the head + gloves

Relays x2 and x3

Compulsory equipment for each relay runner

- Personal cup for drinking liquids at refreshment posts

- Minimum water supply of 1.5 litres

- Charged telephone

- Headlamp and/or belly lamp in good working order

- Whistle

- Adhesive elastic bandage or strapping

- Waterproof jacket (K-ways and ponchos are not permitted)

- Cap or bonnet or buff to cover the head + gloves

Recommended, advisable and authorised equipment

- Warm clothing essential in bad weather conditions

- Telescopic poles,

- Spare clothing

- Extra gloves or mittens (useful in the early hours)

A compulsory equipment check will be carried out when you collect your number. The Organiser may prohibit the start of any runner not presenting the compulsory equipment, without the possibility of reimbursement.

Trails 35 km, 25 Km, 17 Km, 10 km and Nordic Walking 17 km, 10Km

Mandatory equipment Mandatory Equipment

- Personal drinking cup for liquids at refreshment points

- Nordic Walking poles Mandatory for the Nordic Walking 17Km event.

Recommended and authorised equipment

- Water reserve (Camel Bak)

- Poles

Unannounced checks for compulsory equipment will be carried out at the entrance to the start locker. The Organiser may prohibit the start of any runner not presenting the compulsory equipment, without the possibility of reimbursement.

22. Runners' bag - H.O.T 133 Km solo

Two 50-litre bags, identified with the race number and of a different colour, will be given to runners when they collect their race number.

- The first bag will be used to leave the runner's warm-up gear before the start. It will be left in the Herbauges hall before the start and returned to the Parc Equestre on arrival.

- The second bag will contain a change of personal belongings and will be available at the base in Saint-Mars-La-Réorthe (Approximately 67th km). This bag will be dropped off either when you pick up your number or during the briefing at the Parc Equestre, or when you enter the pre-race waiting room, and will then be taken by the organisers to the race base.

The bags must be perfectly closed, the deposit of sticks is strictly forbidden.

When a runner arrives at the base in Saint-Mars-La-Réorthe (mid-race refreshment area), it is imperative that he collects his bag. When he sets off again, he must leave it at the designated place so that the organisers can take it back to the finish.

The Organisers are responsible for collecting the bags of runners who have abandoned the race.

All bags will be made available at the Parc Equestre and can be collected on presentation of the race number or proof of identity.

As bags are not checked before the start, it is not possible to dispute the content of bags collected. The Organiser accepts no responsibility in the event of loss or theft, and runners are advised not to leave anything of value in the bags.

No bags will be provided for the relays.

23. Commitment of each participant

Each runner's GPX/GPS track is private and must remain so.

At a time when all runners are equipped with a GPS watch, it is unfortunately impossible to prevent the sharing of tracks on numerous platforms (Strava, Openrunner, TracedeTrail, etc.) or social networks. This is often done without any warning of private passages or other exceptional authorisations.

The Father Christmas Races pass over many private properties that are open only for the occasion; sharing the trail without the organiser's permission risks breaking off the relationship with the owners and operators, jeopardising the organisation's long-term future.

All runners must refrain from publishing their tracks on networks and in the media without first obtaining the express authorisation of the organisers.

The Father Christmas Races are nature races organised in compliance with environmental protection rules; it is up to everyone to behave in a responsible manner.

By registering, each competitor undertakes to respect the rules and the environment, to follow the signposted route and not to throw away rubbish or used refreshments outside the refreshment areas.

Any attitude contrary to these ethics, as well as :

- Using a means of transport during the race

- Wearing your race number incorrectly

- Travelling off the marked trail

- Deliberately damaging the flora

- Failing to assist a runner in difficulty

- Refusing to be examined by the doctor or not respecting the doctor's decision will result in immediate disqualification or the application of a penalty, with no possibility of appeal by the competitor.

Participants and those accompanying them are invited to thank the volunteers with a hello or a smile.

No-appeal clause

As part of the Father Christmas Races, the organiser and all the farmers, represented by the Vendée Chamber of Agriculture, have co-signed a charter of good practice aimed at preventing any risk situations and providing appropriate solutions.

Thus, by taking part in one of the events, each competitor, or their beneficiaries, denounces any form of recourse against farmers or owners of private land.

24. Time limits and maximum race time

Concerns only the Trail la H.O.T. du Père Noël - 133 Km individual and relay x2 and x3: - The maximum race time is set at 25 hours (start at 7 p.m. on Saturday 21 December 2024 for a maximum finish at 8 p.m. on Sunday 22 December 2024 at the Parc Equestre).

- In the event of very difficult weather conditions (rain, cold, etc.), the Race Direction may decide to extend the final race time to 26 hours. This information will be given to riders either before the start or at the refreshment posts.

Depending on last-minute circuit changesthe time limits may be modified up to 2 weeks before the date. However, the minimum speed will always remain 5.4 Km/h.

The time limits are calculated to allow participants to reach the finish while stopping at the refreshment posts.

Runners must leave before the set time limit.

Any runner knocked out of the race will have their number withdrawn and will not be allowed to continue. They will be taken back to the finish area by the organisation's shuttle bus (they will not be able to continue as the circuit will no longer be signposted; the support staff will remove the pennants following the last runner).

KM 108.5 - Relief

In order to avoid excessive time overruns in the last part of the race, the organisers have set up a relief circuit which will be used under the following conditions: - If the rider leaves the refreshment post before 2 p.m.(i.e. 18:59:59 maximum race time), he will start at the end of the scheduled circuit, to complete the 133 km.

- If the rider leaves the refreshment post between 14:00 and 15:05 (i.e. between 19:00:00 and 20:05:00), he will be directed to the relief circuit. They will then cover a total distance of 121 km, but will still be timed and awarded 4 ITRA points.

- Finally, from 13:00 onwards, any rider who prefers to take the shortcut may inform the station manager, who will make the necessary arrangements.

25. Timing and results

To keep track of the runners in the HOT 133Km and the relays, GPS tracking of the runners will be carried out by Tracktherace (https://tracktherace.com/) distributed in France by TimePulse (https://www.timepulse.fr). This GPS tracker is used to locate the runners but not to give the exact time at the finish.

Electronic chip timing is provided by TimePulse (https://www.timepulse.run/).

For the trails and Nordic Walking events, the results will be displayed as the runners finish on a screen inside the complex. The final results will be displayed on a screen and/or the panel provided for this purpose within 30 minutes of the arrival of the last competitor in the race.

Complaints must be made within 30 minutes of the last competitor's arrival.

The results will be sent to the regional off-stage race committee and will be available on the website www.abvendee.fr

➔ Withdrawal from the HOT (133 km individual)

In the event of withdrawal at a checkpoint/feed station, the runner must obligatorily notify the person in charge and return his race number. Shuttles will be provided at the checkpoints to collect riders who have withdrawn.

Runners who abandon outside a feed station and whose state of health does not require them to be evacuated must make their own way to a volunteer point as soon as possible. Volunteers will inform the organisation's HQ if a shuttle bus is required.

➔ Withdrawal of a relay runner (133 km relay)

If the 1st or 2nd relay runnerdrops out, the next relay runner will be allowed to start. - If a runner withdraws from a checkpoint or refreshment station, he must inform the person in charge of the checkpoint as soon as possible, who will forward the information to Race HQ.

- In the event of abandonment due to injury or accident, the first aiders or those accompanying the rider must inform race HQ.

As soon as the race HQ is informed that the runner has withdrawn, the race HQ officials will give a new GPS beacon to the next runner, who will then be able to set off on his run.

The time of the next runner will be recorded but the team will not be classified (DNF).

27. Assistance

Duty of mutual assistance

Any runner who finds himself in the presence of another runner whose state of health does not allow him to continue the race must inform the first aiders as soon as possible, whose number is displayed on the race number, and, if necessary, look after the runner until the arrival of the first aiders. In this case, the race management will deduct the time taken from the final time.

28. Insurance and liability

Civil liability: The organisers are covered by a policy taken out with AIAC courtage.

Individual Accident : FFA licence holders are covered by the insurance linked to their licence. Other participants are responsible for taking out their own personal accident insurance to cover their own risks.

The organisers will not be held responsible in the event of abandonment or disqualification by the organisers or the medical team.

Competitors take part in the event at their own risk and waive all rights of recourse of any kind against the organisers in the event of damage or after-effects during or after the event.

29. Medical service

Medical assistance will be provided by the Herbiers civil protection unit, assisted by a doctor.

The medical service is authorised to disqualify (by invalidating the race number) and to evacuate by any means any runner who is unfit to continue the race.

For trail and Nordic Walking races, the telephone number will be indicated on the race number.

30. Image rights

By taking part in one of the races, each competitor (or their legal representative) expressly authorises ABV Les Herbiers (or its beneficiaries such as partners and media) to use or have used or reproduce or have reproduced their name, image, voice and sporting performance, with a view to any direct or derivative use of the event, in any medium, throughout the world, by any means known or unknown to date, and for the longest period provided for by the law, regulations and treaties in force, including any extensions that may be made to this period.

31. Data Protection Act and personal data

In accordance with the French Data Protection Act of 6 June 1978, each participant has the right to access and rectify any personal data concerning him or her. By registering, each runner expressly authorises the organisers of the Father Christmas Races to use the personal data collected during registration to receive offers from partners and beneficiaries.

If they do not wish this, they simply need to inform us of their refusal to use their personal data by e-mail within 48 hours of registering.

32. Health measures

In the event of health regulations, a Guide to Health Measures will be implemented and will form an integral part of the General Race Regulations, which each participant must read and accept.

Each participant is invited to regularly consult the updates on the Father Christmas Races website and on the Facebook page.

By entering the race, each competitor acknowledges having read the complete set of rules and accepts all their terms.

These rules may be modified without notice to competitors who have already registered. It is the responsibility of participants to regularly check the latest update date specified at the foot of the page, the only version available for download on the website on the day of the event being taken as proof.

Updates to the rules

07/06/2024 - Creation

18/07/2024 - General update except time barriers - 10/10/2024 - 16 - Rankings and awards

22/10/2024 - 3 - Numbering of race numbers