Entry Policies


Entry Process


Individuals

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Each entrant 18 years or older must enter themselves, using their own unique email address. Participants under 18 must have a parent or guardian enter on their behalf.


MTB Teams

MTB team

Registration requires one team member to register as the team captain, and the other team member to then join the team.

Step One: MTB Team Captain Registration. Once you have registering as team captain, you will be supplied a unique team code (check your confirmation email). Please inform your team mate of the team code to join your team.

Step Two: MTB Team Member Registration. Once you have the team code from the team captain sign up online and enter the team code in the optional code area. Follow steps through to enter personal details and you'll receive a confirmation email at the completion of the process.


Withdrawals


Key Dates

1 July 2021 Entries open for 2022
1 August 2021 Transport bookings open
31 OCTOBER 2021 75% refund closes
25 February 2022 Final day to choose a refund or transfer to 2023

*All times are based on NZST.


Withdrawals

If you need to withdraw due to change in plans or an injury, you can choose to either refund your entry on the current policy or transfer your entry to someone else, as per the transfer and refund policies below. 

There are no transfers to the following year's event.

Scroll down the page to view the COVID-19 Cancellation Policy


Refund Your Entry

COVID-19 CANCELLATION POLICY

If the event has to be cancelled prior to Friday 25 February 2022, 5pm due to NZ Government COVID-19 restrictions the following policy will apply.

A. Athletes who entered from 1 July 2021 will be given 2 options:

1. Transfer – if you would like to transfer to the 2023 event please fill out this form before 25 February 2022, 5pm. PLEASE NOTE;

  • In the situation where the 2023 event is canceled for any reason, including Covid-19 situations or Government Guidelines, we cannot transfer entries to 2024 or any other year.
  • Transferred entries are not eligible for refunds. i.e. the cancellation policy for 2023 will not be available to transferred entries.
  • Free entries are not eligible for transfer.
  • If you request to transfer, you will receive a code via email which you can use when 2023 entries open.

2. Refund - a 70% refund is available please fill out this form before 25 February 2022, 5pm, refunds are not available after this date.  Refunds will be made via the method your entry was paid (i.e. either credit card or internet banking). Refunds will be made within 20 working days of submission. 

 If you do complete the refund/transfer form by 25 February 2022, 5pm a 70% refund will automatically be processed.  Refunds will be made via the method your entry was paid (i.e. either credit card or internet banking). Refunds will be made within 20 working days of submission. 

 

B. For 2021 entered athletes who have transferred over from 2021 event:

1. Transfer – if you would like to transfer to 2023 event please fill out this form before 25 February 2022, 5pm. PLEASE NOTE;

  • In the situation where the 2023 event is canceled for any reason, including Covid-19 situations or Government Guidelines, we cannot transfer entries to 2024 or any other year.
  • Entries are not eligible for refunds. i.e. the cancellation policy for 2023 will not be available to transferred entries.
  • If you request to transfer, you will receive a code via email which you can use when 2023 entries open.

2. Refund – we are honouring the refund amount offered to you when the 2021 event was cancelled due to Covid. A 60% refund is available, please fill out this form before 25 February 2022, 5pm, refunds are not available after this date.  

 
If you do complete the refund/transfer form by 25 February 2022, 5pm a 60% refund will automatically be processed.  Refunds will be made via the method your entry was paid (i.e. either credit card or internet banking). Refunds will be made within 20 working days of submission. 

All transport bookings will be automatically refunded at 90% and photo packages will be 100% refunded.

Submit your request before 5pm on 25 February

ONLINE REQUEST FORM


TRANSPORT CANCELLATION POLICY

**For 2022 refunds, please follow the above directions**

 

Transport cancellation requests submitted up until midday Friday 25 February 2022 will receive a 90% refund of their transport fee. 

Transport cancellation requests submitted after this will receive no refund of their transport fee.

If you would like to cancel your transport booking please email us at info@motatapu.com


 2022 Cancelation Policy

***Please follow the above COVID-19 Cancelation Policy***

 

Refunds for entries received from 1 July 2021;

Withdrawals submitted up until midnight 31 October 2021 will receive 75% refund of the entry fee paid.

Withdrawals submitted between 1 November 2021 and midnight 4 February 2022 will receive 50% refund of the entry fee paid.

Withdrawals submitted between 5 February 2022 and midnight 15 February 2022 will receive 25% refund of the entry fee paid.

Withdrawals submitted after midnight 15 February 2022 will receive no refund. And no rollover / transfer entries are available.

Requests for withdrawals must be notified to the organisers via info@motatapu.com. Refunds will be made via the method your entry was paid (i.e. either credit card or internet banking). Refunds will be made within 10 working days of submission.


Changes between events (i.e. Marathon to Mountain Bike)

Changes submitted up until midnight 31 January 2022 are permitted with the difference (if any) in entry fee required to be paid (no refund if event participant is changing to has a lower entry fee).

Changes submitted between 1 February 2022 and midnight 25 February 2022 are permitted with the difference (if any) in entry fee required to be paid plus a $25 change fee (no refund if event participant is changing to has a lower entry fee).
Personalised bibs will no longer be available after 11 February.


UDC Mountain Bike Team Member Changes

Changes submitted up until midnight 31 January 2022 are permitted at no cost.

Changes submitted between 1 February 2022 and midnight 25 February 2022 are permitted with a $25 change fee.

 


Transfers


Transfer Your Entry To Someone Else

***Athlete Transfers will reopen when entries for 2023 open. Date TBA***

Participants can transfer their race entry to someone else until 5pm, Friday 1 February 2022 using the approved transfer process via EventPlus. No transfers will be accepted after this date.

It is not permitted to transfer your race entry to someone else other than through this process, including on Race Day.

It is very important for health and safety reasons for us to know the correct identity of every athlete on course, and accordingly it is strictly prohibited to race under another person’s race bib. 

Any athletes caught doing this will be disqualified and may be prevented from entering future events.

The process for transferring your entry is as follows:

  • A transfer fee of $25.00 will be charged to the new athlete.

  • It is not possible to transfer your entry to someone else to a different event (i.e. Miners Trail to Off-Road Marathon).

  • It is up to the athletes to arrange payment of the entry fee from the new athlete to the withdrawing athlete, organisers will not get involved in this process

  • The transfer must be completed within 3 days or will be cancelled.

  • All transport & photo packages are non-transferable. The person purchasing the transferred entry will need to purchase new transport tickets or photo packages at the time of the online transfer.

  • To transfer an entry to someone else the initial registrant logs into their EventPlus account, click ‘Summary’ from the left-hand menu, under the event you wish to transfer click the ‘transfer’ button, you will need to enter the email address for the athlete you wish to transfer the entry to. The new athlete will be sent an email with instructions on how to accept the transfer.

To visit the official Facebook page for Athlete Transfers & Re-sales click here.


Transfer Your Entry To A Different Event

Participants can request to transfer their entry between different events until the event is sold out or online entries have closed. Once the event is sold out and entries have closed to that event, no transfers will be accepted.

A transfer fee of $25.00 will be charged for all transfers between events.

If you decide to upgrade your event to a longer distance event and space is available, you will need to pay the difference in entry fees.

If you decide to downgrade your event to a shorter distance event and space is available, unfortunately we are not able to refund the difference in entry fees.

If you would like to transfer between race distances, then please email us at info@motatapu.com


Covid FAQ

COVID-19 FAQ

This section was last updated 27 January 2022

While we are constantly checking the latest Government updates, the following outlines a few key questions around the COVID-19 Protection Framework (traffic lights). We will be adhering to the vaccine mandate requiring everyone (over the age of 12 years and 3 months) on the event site from competitors, support people, volunteers, contractors and staff to have a valid Vaccine Pass.

Do I need to be vaccinated to take part?
As per the COVID-19 Protection Framework we will be required by the government to use vaccination certificates (My Vaccine Pass). This applies to everyone over the age of 12 years and 3 months. This will allow the event to go ahead at both ‘Orange Light’ and ‘Green Light’ status for those who have a valid Vaccine Pass. We will be monitoring the government advice around vaccination for children and any updates will be posted here in due course.

Can I provide a negative test instead?
No, we cannot accept a negative test instead of a Vaccine Pass to be able to attend.

Will the event go ahead?
As it currently stands the event can go ahead at both Orange and Green Light status if vaccination certificates are used.

What if I have already signed up but do not plan on getting vaccinated? 
If you have already entered and have chosen not to be vaccinated, we respect your decision and ask for you to contact us on info@motatapu.com before 31 December 2021.

When will I need to show my vaccine pass?
We are working through the logistics of verifying Vaccine Passes at registration, but rest assured we will let you know what the plan is. For now though, if you have a vaccine pass (or will have a Vaccine Pass), by 5th March 2022, you don't have to do anything at this stage. We will send you more information on how we will be processing this at registration, as we work through the finer details.

Do I carry my ‘traffic light status’ with me?
No, you do not carry your ‘traffic light status’ with you and therefore you can travel from a ‘Red Light’ area to an ‘Orange Light’ or ‘Green Light’ area to attend events.

Are spectators able to come along?
Spectators are welcome. Spectators within the event area will be required to show Vaccine Pass on entry. The areas will be well signposted.

What if the Arrowtown, Wanaka & Queenstown area is in Red over the event week?
Unfortunately, the event cannot go ahead if we are in ‘Red Light’ status and the event would be cancelled for 2022. We will post clear updates in the lead up to the event as we get any new information.

What is your refund policy if the event is cancelled due to ‘Red Light’ status?
The same policy applies that has been published on the event website as it has done since entries were opened. This can be viewed here.