Oxfam Trailwalker 2012 for overseas participants registered via MEHK, the Hong Kong Tourism Board

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1 Oxfam Trailwalker 2012 for overseas participants registered via MEHK, the Hong Kong Tourism Board Event and registration details Background Oxfam Trailwalker was originally conceived as a military training exercise by Gurkhas based in Hong Kong in It is now widely considered as one of the major and largest charity sport events in Hong Kong and internationally. It requires people to walk the 100 km as a team of four in under 48 hours, in all weather and some tough terrain. Over the years, Oxfam Trailwalker has been recognized as a meaningful programme for corporate social responsibility and team building. Oxfam anticipates there will be more than 22,000 people taking part in 15 events in 12 countries around the world this year. The series of event will raise about USD18 million (approx HKD140 million) for Oxfam s International development and humanitarian work. In 2011, the Hong Kong event had a record-high number of 4,436 walkers (1,109 teams) participating. Of which, 3324 participants completed the 100 km trail within the required 48 hours, or 74.9% of all walkers. The first team, from the Hong Kong Garrison of the Chinese People s Liberation Army, finished in 12 hours and 22 minutes. Dates and Route Organised by Oxfam Hong Kong (the organiser), Oxfam Trailwalker 2012 will be held between 16 and 18 November 2012 (Friday-Sunday), on the MacLehose Trail and additional route. Hong Kong is a great place to do outdoor activities which offers a myriad of hiking trails. Over 40% of the territory is protected as country parks. Hong Kong has a remarkable array of landforms and some of South China s most striking and valuable natural landscape. The MacLehose Trail is a scenic route which always enjoy by local and overseas hikers. For details of the Oxfam Trailwalker route and description, please visit Oxfam website on Registration and Start Time on Event Day All teams must register and start at the designated time. No team is allowed to change its registration and start time without the prior approval of the organiser. 1

2 The 20 exclusive MEHK invited teams will be assigned as Oxfam Hong Kong Open Team. Please note the registration and starting time as follows: Team Category Team Number Registering Time (16 November) Starting Time (16 November) MEHK Team :00-10:30 11:00 *All teams MUST register minutes before the designated start time. Teams failing to do so will be allocated to a later start time. Donation and payment 1. Oxfam Trailwalker is a special fundraising event. Participants will be raising funds to support Oxfam's various poverty alleviation and emergency relief projects in Asia and Africa, including Hong Kong and Mainland China. 2. All teams must raise a minimum of HK$6,800 in sponsorship. 3. Registered teams wishing to withdraw from the event must give written notice to Oxfam before 29 August This will allow wait-listed teams to take up the vacated places. Registered teams wishing to withdraw from the event please note the following: Withdrawal with written notice on or before 29 August Sponsorship not required Withdrawal with written notice after 29 August HK$2,000 minimum sponsorship Withdrawal without written notice HK$6,800 minimum sponsorship Absence or withdrawal on the event day 4. Donation must be paid to Oxfam Hong Kong no later than 18 December Teams raising HK$30,000 or above in Oxfam Trailwalker 2012 will take priority in registering for Oxfam Trailwalker All money raised from Oxfam Trailwalker must be donated in full to Oxfam Hong Kong. 6. The organiser reserves the right not to accept applications for future Oxfam Trailwalker events from any member of a team which has failed to comply with the above stipulations. 2

3 The Team 1. Participants in Oxfam Trailwalker must be aged 18 or above on event day (16 November). 2. Participants must form teams of four. Since the rules require all four members to stay together along the trail, participants are strongly advised to team up with people who walk at a similar speed. 3. Detailed instructions for Oxfam Trailwalker 2012 will be sent to the team leader after the team paid the registration fee. The team leader is responsible for all communications between the organiser and the team members. All correspondence sent to the team leader by the organiser will be posted on the Oxfam Trailwalker website for team members' reference. The Team Leader Good communication and thorough understanding between team members are essential in order to complete the 100km trail. In particular, the team leader plays an important role in the preparation and coordination work before and after the event, and is required to: confirm the team members as soon as possible and let the teammates know clearly the time and resources to be contributed for the event. keep teammates informed of the information provided by the organiser work out a training schedule with teammates and set targets for the team according to the training progress organise a support team and ensure other preparations are in place collect total sponsorship after the event and send it to Oxfam Hong Kong by 18 December Certificates and Prizes A Team Certificate will be awarded to each member of a team that completes the route within 48 hours. An Individual Certificate will be awarded to those who complete the route within 48 hours but not with their entire team. To recognise achievement and contribution to the event, a series of awards and prizes will be granted by Oxfam Hong Kong. For details, visit the Oxfam Trailwalker website. 3

4 Registration Procedures Step 1: Payment of Registration Fee Teams with their team slot confirmed should pay the registration fee of HK$1,200 per team from 3-24 July. Payment should be made by bank transfer or cheque. Cash will not be accepted. >>Bank-in Teams can pay the registration fee of HK$1,200 per team into Oxfam Hong Kong's account by: HSBC A/C No Bank of China A/C No. Deposit at a bank branch Through ATM or e-banking Please write the team leader s English full name and MEHK teams on the original copy of the deposit slip, and submit together with your completed registration form to MEHK, the Hong Kong Tourism Board. >>Pay by Cheque Cheque should be made payable to Oxfam Hong Kong. Please write the team leader's English full name and MEHK teams on the back of the cheque, and submit together with your completed registration form to MEHK, the Hong Kong Tourism Board. Step 2: Submit Registration Form by post or by hand Team leaders should mail or deliver the following documents to MEHK, the Hong Kong Tourism Board by 24 July 2012: o o An original copy of the deposit slip or a cheque for the payment of registration fee A completed registration form Post and deliver your registration to: Terry Chau, Meetings and Exhibitons Hong Kong Hong Kong Tourism Board 9-11/F, Citicorp Centre 18 Whitfield Road, North Point Hong Kong Please mark on the envelope "Oxfam Trailwalker 2012 Registration". Deadline: 24 July 2012 (according to the postmark) Step 3: Submission of Particulars of Confirmed Team Members (6 August to 19 October) 4

5 Teams that have paid the registration fee should submit their members particulars by 19 October in order to complete the registration process. Late submissions will not be entertained and the team slot will be cancelled. Submission methods are as follows: >> Submit online Please visit the Oxfam Trailwalker website and log in with your team number and system password (to be ed to the Team Leader together with the registration information by 6 Aug). Then enter the particulars of the four members. Teams failing to pay the registration fee will not be able to submit the members particulars online. Deadline: 6pm, 19 October 2012 (Hong Kong Time) If participating teams need to change team members(s) after 19 October, an administration fee is incurred. Please note the details below: Phase Fee Period Procedure Change of Team 22 October 12 Member November Event Day HK$200 (for each new member) HK$300 (for each new member) Fill in the Change of Team Member Form and submit together with the payment record to Oxfam Hong Kong by post or by hand* 16 November Fill in the Change of Team Member Form and pay the fee in cash on site. For download Change of Team Member Form, visit the Oxfam Trailwalker website. Note to participants: 1. Confirmation of participation will only be given upon receipt of registration form and fee, and it is subject to the final discretion of Oxfam HK and HKTB. 2. Registration will be accepted on a first-come-first-served basis. 3. Teams failing to submit all required documents (including completed registration form and registration fee) by 24 July will have their applications cancelled. Their places will then be allocated to the wait-listed teams. 4. Oxfam Trailwalker is a challenging team event. Participants are strongly recommended to allow adequate time for training and team-building before the event. 5. We advise people without prior Trailwalker/Oxfam Trailwalker experience to team up with people who have participated in the event in previous years. 5