Tejas Trails Policies & FAQ

Special Event Fees are fees that parks and ranches charge for venue access, land usage, parking, the venue’s staffing, and camping at some parks (outlined on each event page). Family, friends and spectators (any person other than the registered runner) must pay the Special Event Fee on-site. These fees & rules are governed by each individual venue. Tejas Trails MUST abide by the certain rules and regulations of each venue if we want to continue using their facilities.

Texas State Parks Passes DO NOT work for some race venue fees, as this is considered a "Special Event Fee." We try our best to keep this information updated in our pre-race emails per event, per year. But ultimately, you can always contact the park and ask them directly.

We've partnered with FanShield, an industry leader in personal, event, can’t make it any longer insurance.  

DETAILS:

It's simple! When checking out on our online reg system, just add the inexpensive insurance option at the end of the registration process, when you get prompted to do so. This insurance allows race participants to get reimbursed up to 100% if they cannot attend the event for a number of reasons, including covered injury, illness, traffic accidents, and more. Then, if something comes up (all the way up until the race starts), you can file a claim (and include documentation from a doctor, clinic, work, etc.). If you have a question or claim please contact them, not Tejas Trails. Keep in mind, we (Tejas Trails) doesn’t have anything to do with it, they are a third party organization. Information will be emailed to you, should you choose to buy it. Please read your documents when you receive them.

NOTE: If your claim gets approved, we do ask you to contact us to let us know to remove you from that race. Email us at registration@eventdatasolutions.com with the subject line, “Claim Approved.”

NOTE: If you want to review more details, please read up. Of course, not everything is covered, so we don’t want you to miss any important info.

FILE A CLAIM:

Remember to include your official documentation from a doctor, clinic, work, etc. Start your claim here.

Transferring your race entry to a different person (transfer) or to a future event (deferral) are intended to help runners who have an unforeseen life event that prevents them from participating.   We want to make these processes as easy as possible, while also ensuring that there is no incentive for anyone to sell their race entry at a profit.  If transferring to another person, we also expect and appreciate you choosing someone who wasn't already planning to register for that event. Please note: the Wait List process replaces the Transfer process when a race reaches maximum capacity.  When this happens, the transferor will no longer be able to designate who receives his or her race entry (see Wait List section below).

 Option 1 - Transfers (to Another Person):

DETAILS:

Transfers to another person are a two-step process that allow you to designate who you want to transfer your race entry to.  This is only allowed for the particular race you are registered for and now unable to attend.  It is not usable for any future event.

PROCESS:

The person transferring the entry (Transferor) sends an email to registration@eventdatasolutions.com authorizing the transfer and must also include the reason for the transfer. In that email, please include the name and Cc the email address of the person receiving the transfer (Transferee).

The transferee will receive a discount code via email in the dollar amount of 50% of the race fees paid and the transferor will be removed from the race registration data.

The transferee then registers for the race using the discount code from the transferor, paying the difference to complete their race entry.

Please read the Conditions section below.

CONDITIONS:

Transfers to another person will only be allowed if your request was submitted one (1) week or more from the start of the event.

   Option 2 - Deferrals (to Another Event):

DETAILS:

Deferring to another event allows you to choose any Tejas Trails event of similar or lesser distance.  Deferrals may be used for any Tejas Trails event that occurs prior to the next occurrence of the event that you are deferring from. Deferrals to the same event the following year are only allowed on races that are not in a waitlist deferral situation.

PROCESS:

Please email registration@eventdatasolutions.com with the subject line "Deferral to another event". You must include the reason that you are requesting the deferral.

Be sure to include the event and distance you are currently registered in AND the event you wish to transfer to.

Please read the Conditions section below.

CONDITIONS

Deferrals will be accepted on a sliding scale based on how far out from race day you complete the process:

90 days out or more = 100% transfer

30-89 days out = 75% transfer

10-29 days out = 50% transfer

0-9 days out = No transfer

There will be a $10 admin. fee held out of the transferred amount.

Deferrals to a different event are only allowed to the same distance or shorter. (For deferral purposes, we will consider 52.4 miles = 50 miles)

Deferrals may only be used one time, you may not transfer a transfer or defer a deferral.

Deferrals may not be transferred to another person.

The deferral process must be completed via the processes described above. No other means will be accepted or acknowledged.

Deferrals may be used for a different distance within that event.

If moving to a longer distance, you must pay the difference before we move you.

No refund if moving to a shorter distance.

Sometimes a certain distance is maxed out, even though the entire event is not. If that happens, a distance change won’t be possible.

DETAILS:

Should you find out you’re pregnant after you have already registered for a race, and you don’t want to take part in the race, our pregnancy deferral policy allows pregnant mothers to defer their entry for up to three years.

PROCESS:

Submit a Pregnancy Deferral request in writing to registration@eventdatasolutions.com up to the day before the first race day of the event you are deferring from.

Provide written confirmation of the pregnancy signed by a doctor, registered midwife, or another licensed medical professional in a relevant field of practice. 

When you are ready to use your deferral, simply email the same email address and let us know you are ready. If you want to use the deferral for a shorter distance, just include that info as well. Otherwise, we’ll assume it’s for the same distance you originally signed up for.

CONDITIONS:

Women who obtain a Pregnancy Deferral will be granted automatic entry into any one of the next three years of the same race after the above referenced Pregnancy Deferral Process was initiated. 

The deferral must be used for the same distance or a shorter distance. If you want to use it for a longer distance, the difference must be paid immediately. If for a shorter distance, no refund of the difference will be offered.

Any venue specific fees and other extraneous fees outside the event registration fee will be owed upon the use of the deferral. But the race fees will be 100% transferred. 

If after three years the deferral has not been used, it will no longer be valid. 

If we no longer offer that event, no refund will be issued, but we will allow you to use it for a different event in the same year with a similar race cost.

You may not pass your pregnancy deferral along to anyone else. 

As with any other deferral we offer, you may not defer a deferral for any reason. 

The Wait List process replaces the Transfer process when a race reaches maximum capacity.  When this happens, the transferor will no longer be able to designate who receives his or her race entry.  This is done to prevent sales of race entries above the price of the race. Runners join the wait list by registering on the wait list form on the registration site..

This is a first in, first out process, by race distance. Once the Wait List is active, a runner can formally defer his or her race entry. To defer, send an email with the header, DEFER TO ANOTHER RACE (specify which race you are deferring from), to registration@eventdatasolutions.com with details. Once a runner defers and opens a spot, the next person on the Wait List will be contacted automatically and will then have 24 hours to accept the race entry and pay the race entry cost. After 24 hours, if the entry is not taken by that person on the Wait List, that spot will be offered to the next person on the Wait List. This ensures that each person receiving the offer has the same amount of time to respond. Please check your email often to make sure you don’t miss your offer. If you do miss your email, please email us and we will do our best to help you out.

The person canceling their race entry (deferring it) will receive a 75% registration fee deferral credit to a future Tejas Trails race (less any and all extraneous fees such as admin fees, processing fees, park fees, etc.).

Use of the deferred fees are usable up to and including, the next running of the waitlisted race you are deferring from. The deferral will expire the day after that same event and may no longer be used. Tejas Trails keeps a record of all deferrals and the credit amount for each person. Once the runner decides which race they want to use the deferral credit on, they will need to send an email to registration@eventdatasolutions.com to request a code to be send for that specific race and distance.

Again, these deferrals are NOT guaranteed, and will be given on a first in, first out basis based on the date and time the person canceled their race entry.  If the Wait List clears and closes, the regular Deferral Policy goes back into effect.

Refunds are not permitted under any circumstances.  Please do not ask us to break our policy.

We don't give discounts too often.  But when we do, we are not able to go back and add a discount retroactively if you sign up and forget to use one.  But don't worry, our regular pricing is extremely fair for what we put into each event. And you can also get free race entries for volunteering.

Can I Sell My Race Entry?

No. Selling or giving away your race entry is strictly prohibited and considered a violation of the rules and ethics of our sport. This practice is often referred to as "bibbing" or "banditing" and can have serious consequences for those involved. Those caught doing so will be disqualified, banned from future events, and have their entry revoked without a refund. 

Reasons for the prohibition:

• Fairness and Integrity:

  Race entries are often limited and allocated through a registration process. Selling entries undermines this system and deprives others of the opportunity to participate. 

• Accuracy of Results:

  Race results rely on accurate participant data and bib numbers. Selling or transferring bibs can distort race results and impact the ranking of legitimate runners. 

• Safety and Security:

  We need to manage participant numbers and track runners for safety reasons. Unauthorized entry can compromise these efforts and potentially endanger participants. 

• Contractual Obligations:

  By registering for a race, participants agree to the terms and conditions, which typically include a non-transferable clause. 

• Legal Ramifications:

  Race banditing can lead to legal consequences, including fines, disqualification, and banning from future events. 

This is the worst-case scenario and it’s bad for all of us. Tejas Trails policy is to hold our events no matter what the weather conditions unless they become life-threatening or the course is unapproachable.            

Examples: lightning, flash flooding, hurricane conditions, tornados, pandemic, etc. 

We won’t cancel an event until the last minute, as Texas forecasts aren’t always accurate.

During race registration, if you see the option, you can sign up for Text Alerts, which may be used to let you know of any race issues. We may not utilize this feature. But sometimes do.

You will for sure receive an email and we will post on the Tejas Trails FB page if this happens.

If you don’t hear anything, assume the race is on like always.

In the long Tejas Trails history of hundreds of races, only three races (1 extreme lightning/flooding and 2 for a global pandemic) have ever been canceled.

In addition, please know a park manager, city manager, or county official may override our decision at any moment. They can cancel an event at any time. We have no control over this scenario.

No matter how much we will want to, we won't be able to refund any money for a race cancellation since the vast majority our work and expenses are completed and your entry fees have already been expended. 

We will provide a back-up venue or back-up date. If you can’t make it to the new venue or date, again we will not be able to issue a refund.

Why is there a shirt cut-off?

It's literally when we send the shirt count to our print company.  If we didn't send the shirt order in the day after the shirt cut-off, no one would have a shirt on race day.

Does anyone who registers after the shirt cut-off get anything?

You bet!  We actually have the coolest policy around.  Everybody gets something awesome!  For those who register after the shirt cutoff, you'll get a sweet hat, visor, beanie, arm sleeves, socks, drinkware, or something non-size specific, customized for that race.  

Then, after packet pickup is closed and our volunteers have been given their swag, you or someone on your behalf, can go to the Tejas Trails Store (if it's setup onsite) or to the Packet Pickup table and swap your swag item for the other one.  Or if you like both, you can purchase the other item (usually for $15-30).

For some events, when registering online, you can choose the "Premium Swag" Option.  We will provide a nice long sleeve option (such as a hoodie, zippered hoodie, fleece, micro fleece, jacket, sweatshirt, etc.) for some of our Fall & Winter races.  If this option exists you will see it in plain sight during registration for that event.

When registering online, you can choose a "No Swag" Option and save money.  Some folks have enough medals and race shirts, so we aren't offended if you would rather save a few bucks.

What is a DNF?

DNF stands for Did Not Finish.  Simply stated, it just notes that the runner did not complete the course in the time provided for the race.  The time for the race is always counted from when the race officially started, not necessarily the time the runner actually started.

What happens when a runner crosses the finish line after cutoff?

The runner is listed in the results as a DNF and the last lap time is not listed.

Even if it’s only one second over cutoff?  That sounds cruel!

While it may sound like it’s a heartless policy, this is actually done with the utmost respect for the runner as well as the volunteers and workers at the race.  At the end of the day, the time limit is what makes the performance either valid or invalid. All runners are provided the rules in advance, and they are the same for everyone. Allowing a result outside of the given time limit, even if only by .1 second, would invalidate those who have completed within the time limit. In this way, it gives the completion as well as any subsequent award or honor validity across the years.

It still sounds cruel!

It does break our hearts to see someone invest many hours in a run and fall short of completion by a relatively small amount of time. We keep the finish line up and the clock on for everyone who makes it through the last aid station before it’s cutoff, and they receive a hero’s welcome when they cross the finish line. Furthermore, we’re sincerely thrilled and encouraged that they stuck it out and completed the distance, but as stated above, will show in the results as a DNF.

What if I complete a shorter distance? Can I be an official finisher for that distance?

We will allow you a medal or buckle to commemorate the miles you accomplished if you request one (and you did the same route as that distance offered), but you can’t be put into that category (distance) if you weren’t originally signed up for it. And therefore, you will still show up as a DNF in results.

We mathematically set up cut-offs for when a runner is allowed to start their final lap, as well as each aid station along the route for that final lap.  

We cannot allow anyone to continue on once those cutoffs hit per aid station.  Even if you know your way around the park.  Ultimately, we are responsible for every participant during the race weekend.  We are also doing a rolling teardown, which means we may be strategically tearing down a section of the course in a manner that may not make sense to anyone else but us.  Therefore, if someone sneaks out after a cutoff, they may all of a sudden find him or herself lost in the woods.  We will provide transport back to the Start/Finish area and be sure you're taken care of and your needs are met.  But we do need you to cooperate if you miss a cut-off.  Please also keep in mind this is "quitting time" for our volunteers.  And they are just that, volunteers.  We promised them that published Cut-Off time is when they will not be needed any longer, so please don't set them up to have to take part in a search party.

If you get off course, you are allowed to get back onto the course and complete the lap / race. You must enter the course where you got off and restart from there. If you have to run extra to get back to that spot, that is fine. You will not get any extra credit for those extra miles, so no reason to tell us about them.

To be eligible for an official finish, and thus an overall award, you must complete the entire course in the correct layout. So, you may get off course, figure your way back to where you left off, and continue on to finish that lap and be officially good to go. However, for example, if you miss a section; come back to the finish line and figure it out. Then go back on Lap 2 and do that section that you missed on Lap 1 twice in a row, that will not qualify for you to be in the running for an overall award. As it would be unfair to someone else who did the lap in the correct order; and you disappeared, then re-appeared, and beat them out of an award.

We will be happy to give you a medal at the finish line if you completed a distance we offer on the race day, to commemorate the miles you did complete. However, you will be a DNF in results to be fair to those competitors who finished the official course how it was laid out.

This is not meant to be an insult to you, but on the contrary to be fair to the other racers.

If you set a course record, you may need to verify your data via your GPS watch or other device. If you cannot provide this data, we retain the right to disregard your course record.

What does Tejas Trails do with my info?

Every time you sign up for one of our events, you have to fill out certain information. We sometimes use that data to make decisions for our promotions and various logistics, but we never give your specific information away or share it with any other entity.

Who does Tejas Trails give my info to without my permission?

No other company. Ever. Our registration platform safely stores your info. But that is the only other entity with access to your info. We are currently using Runsignup for all our registration needs. You can review their policies here.

Are there any exceptions to this?

Sometimes, we do partner with a sponsor company or have a beneficiary. In this case, we may include a checkbox during the registration process asking you if you mind sharing your email address with that entity. But as mentioned above, we will not share your info unless you check that box during the online registration process giving your permission.

Why do I get emails from Tejas Trails?

When you sign up for a race and e-sign the waiver, you are giving us permission to add you to our general promotional emails, pre-race emails, and post-race emails. Otherwise, you are receiving our emails because you manually signed up for them from our website or other social media sites. You can always unsubscribe. But when you sign up for another race, you will likely get added back to our email list. We are working to figure out a system where this doesn’t happen because we recognize it is annoying if you unsubscribe and then get added back in. So, thanks for bearing with us. Please just click the unsubscribe link at the bottom of the email anytime, and you will stay off our list until you sign up for another race.

What about race-specific emails?

We need everyone to be able to receive our pre-race specific emails, as they always include important information that you need to know for a successful and stress-free visit to the host venue and race in general. We try our best to communicate pertinent info about your race on social media as well, but we can’t always get that done if important last minute things occur, such as inclement weather, changes from the park, etc. But we will always send an email to all registered racers, and we need you to receive it and read it.

If someone takes my photo, what happens with it?

We don’t have photographers at most of our events. But when we do, we keep those photos stashed away to include in our social media and email campaigns. If you don’t want your image or likeness used for any reason, please let us know onsite and we will work with you to ensure it gets deleted from the photographer’s camera. Please understand though that our events are all held at large venues where we don’t have control over other park users. But we will always do our best to help you if we learn about your situation onsite.

Tejas Trails does not take an official position on personal, responsible cannabis use. However, the sale, distribution, or promotion of marijuana or any other THC-containing products is not permitted at our events. We do allow legal CBD products in accordance with all applicable local, state, and federal regulations. Our top priority is to maintain a safe, supportive environment for all participants, attendees, and sponsors.