Frequently Asked Questions

September 9, 2010

Before you contact us to ask your question, please check whether it has already been answered below.

How do I contact the organisers?

Who organises the race?

Why is there a race limit?

How can I find out if the race is full?

How do you inform me if I haven’t got a place?

Do you run a reserve list?

Why do you ask for a telephone number on the entry form?

Why do you ask for an e-mail address on the entry form?

What data and personal details do you store on computer?

Will you give out any of my personal details to third parties such as race photographers?

Will I automatically get an entry form for next year?

Do I have to use an entry form to enter by post?

Why do online entries cost £1.25 more than postal entries?

Why did I not receive an e-mail with the results/entry form? I’m sure that I gave you my e-mail address on last year’s entry form?

When is next year’s race?

When do entry forms become available?

When do you start sending out running numbers?

Do you confirm entries on receipt?

Why do you close online entries before postal entries?

I entered online. Have I got a place?

I entered by post. Have I got a place?

Can you check if you have received my entry?

When does the race fill up?

How can I increase my chances of getting in?

Can I cancel my place and obtain a refund?

Can I transfer my place to next year?

I haven’t received my race number, what should I do?

Can I enter by fax?

Why do some races ask for SAE and other do not?

I’ve lost my running number. What should I do?

You ask for an A5 SAE. Is it important that I send the correct size?

The race has 1000 places. Why are the numbers all bigger than 1000?

I have forgotten to include an SAE? What should I do?

Two of us entered together and supplied one SAE. Which running number should I wear?

How do I find out if my running club is UK Athletics affiliated?

What is the difference between UK:A, UK: Athletics, BAF, British Athletics Federation, AAA, Amateur Athletics Federation?

What’s the difference between UK:A, UK Athletics, and England, Scotland, Wales, Northern Ireland Athletics?

What is the difference between UK Athletics and the Association of Running Clubs/ARC?

What is the difference between UK: Athletics, RealBuzz and RunBritain?

What is an EA registration number?

What is an England Athletics registration number?

What is a Wales/Scotland/Northern Ireland Athletics registration number?

What is a National Association registration number?

What is a URN number?

What is a competition licence number?

What is a competitor licence number?

What type of registration number qualifies me for the £2 discounted race entry fee?

Someone else has given me his or her running number. Can I use it to run?

I don’t have a running number. Can I run without one?

My time and position has been incorrectly recorded at a number of races. Is it me? Am I doing something wrong?

How do finish funnels work?

Do I have to register/re-register on the day?

The race has a time limit of 2 ½ hours. What happens if I am slower than this?

Can someone enter on my behalf as I am away and not in a position to enter in person?

Do you accept international entries?

Can you provide me with a letter of invitation so that I can get a visa to enter the UK, to take part in your race?

How do I contact the organisers?

You can email us at enquiry@turkeytrot.org.uk. You can find telephone and fax contact details on the entry form and running instructions.

Who organises the race?

The race is organised by the 1st Keyworth Scout Group Parents Committee. This is a bit like a Parent Teacher Association at a School. The Committee includes Parents and Leaders and its duties include fundraising. A number of the committee members are runners. The race is the main source of funding for Scouting in Keyworth.

Why is there a race limit?

The race limit of 1100 entries was imposed due to the capacity of the facilities at the start and finish of the race. Increasing the limit would require a change of venue and alter the nature of the event. There are no plans to increase the race limit.

How can I find out if the race is full?

You can contact us directly or simply look at the website. The site is updated when we count a batch of entries.

How do you inform me if I haven’t got a place?

We send you a letter informing you that you haven’t got a place. The letter includes details of next year’s race. We return your cheque having first marked it void. We keep your entry slip. If you have given us an e-mail address (and not opted out), we will put you on the list to receive next year’s entry form.

Do you run a reserve list?

We do not operate a reserve list for three reasons. Firstly a reserve list would create a lot of extra admin for us and reduce the time we have available for organising other aspects of the race. Secondly, it would be difficult to operate a reserve list in a fair and consistent manner. Thirdly and most importantly, we would have to reduce our race limit to offset the extra runners on the ground a reserve list would generate. This is because we factor the number of runners that do not turn up on the day into our calculation when setting up the race limit which is based on entries.

Why do you ask for a telephone number on the entry form?

Runners occasionally make mistakes when filling in entry forms. Ages get missed out. Clubs get forgotten etc. An evening phone number lets us sort any problems out quickly and efficiently.

Why do you ask for an e-mail address on the entry form?

1. Runners occasionally make mistakes when filling in entry forms. Ages get missed out. Clubs get forgotten. An e-mail address lets us sort any problems out quickly and efficiently.
2. We send out race results and details of next year’s race to runners that give us an e-mail address. Runners can tick a box to not receive this information.

What data and personal details do you store on computer?

We store as little information as possible in order to minimise data input requirements. Only the information you see on in the public domain (on the entry and results lists) is stored, plus e-mail addresses. The only exceptions to this are online entries where we have to store your full details. We retain paper entry slips for up to five years and these are occasionally used to verify an entrant’s information for a future race if we are finding it difficult to make contact by telephone or e-mail.

Will you give out any of my personal details to third parties such as race photographers?

NO! We collect information solely for the purposes of race administration. We NEVER pass information to third parties unless this is necessary for the purposes of race administration, or to meet the requirements of our race licence. For example we would fully cooperate with an UK Athletics information request. In addition we would cooperate with the authorities in the case of a legal inquiry.

Will I automatically get an entry form for next year?

Everyone who provides us with an e-mail address (and doesn’t opt out) will be sent the race results and next year’s entry form.
We discard email addresses after these two uses. We do not post out forms automatically, but are very happy to do so on request.

Do I have to use an entry form to enter by post?

It’s best to use proper entry form when entering by post. They are easy to get. Just ask and we will post or email you one. Visit the web site and you can download one. Universal forms are acceptable too.

Why do online entries cost £1.25 more than postal entries?

Credit card processing costs us around 95p.
Your return envelope and postage costs us around 40p too.
The extra fee contributes to these costs.

Runners save the cost of two envelopes and two stamps by entering online.

Why did I not receive an e-mail with the results/entry form? I’m sure that I gave you my e-mail address on last year’s entry form?

About 80% of runners give us an e-mail address. We have problems with about 20% of the e-mails we send out. We manage to resolve about half of these. The remainder do not receive results/entry forms. The key problems are:
1. You gave us the incorrect e-mail address
2. Your writing was indecipherable.
3. We mis-keyed the data.
4. Your mailbox was full (eg hotmail) and would not accept our e-mail.
5. Your mail account had lapsed (eg hotmail) and would not accept our e-mail.

When is next year’s race?

Barring unforeseen circumstances, the race takes place on the second Sunday in December.

When do entry forms become available?

Postal entry forms are now available in late September. Online entries open at the same time.

When do you start sending out running numbers?

We process the entries in one big batch and send them all out together at least one month before the day of he race, usually on the first or second Sunday in November.

Do you confirm entries on receipt?

Unfortunately we are unable to confirm postal entries on receipt. This would involve an extraordinary amount of work on our part.
Online entries are confirmed automatically by e-mail on receipt.

Why do you close online entries before postal entries?

We close online half a week before the anticipated date of the race becoming full, so that the last places are available to all runners. Everyone can enter by post. Online entry gives an unfair advantage those of us who have easy access to the Internet.

I entered online. Have I got a place?

If we have taken your money then you have a place. You should have received a confirmation email.

I entered by post. Have I got a place?

If we have taken your money then you have a place. Check your bank statement to see if we have cashed your cheque. We state when we have banked cheques on the website.

Can you check if you have received my entry?

We can, but it can take a while, depending what stage entry processing has reached. During processing, entries are filled by age and sex category. Let us have your name, sex and age and an idea of when you sent your entry

When does the race fill up?

The 2002 race was half full 21 days before the race and full the day before the race.
The 2003 race was half full 42 days before the race and full 17 days before the race.
The 2004 race was half full 49 days before the race and full 24 days before the race.
The 2005 race was half full 64 days before the race and full 45 days before the race.
The 2006 race was half full 81 days before the race and full 66 days before the race.
The 2007 race was half full 84 days before the race and full 70 days before the race.
Entry for the 2008 race started 2 weeks later than previous years.
The 2008 race was full 73 days before the race, 18 days after opening for entry.
The 2009 race was full 79 days before the race, 12 days after opening for entry.
Entry for the 2010 race will start 2 weeks later than previous years.

How can I increase my chances of getting in?

1. Enter nice and early.
2. Make sure your application is filled in correctly.
3. Make sure you include the correct amount of money.
4. In the case of postal entries, make sure you include a stamped addressed envelope.
5. Include a telephone number and/or e-mail address so we can contact you if there is a problem with your entry.
6. Send your entry by 1st class post.
7. If you are a club runner with a competition licence, make sure your licence is valid well ahead of the race opening for entry, by ‘trial’ trying to enter any race other on the RunBritain online entry system. This system validates your number against the UK Athletics database. Just bail out of the entry process before the payment page.

Can I cancel my place and obtain a refund?

Sorry. Like most races we cannot accept cancellations, unless you tell us before we have started processing your entry.

Can I transfer my place to next year?

Sorry. Like most races we cannot accept transfers to the following year.

I haven’t received my race number, what should I do?

The website gives an indication of the state of entry processing. If this suggests that your entry should have been processed and sent out, please contact us with your name, age and sex and we will investigate.

Can I enter by fax?

We are not able to receive faxes.

Why do some races ask for SAE and other do not?

Races that process entries manually before inputting data into a computer need a SAE. Races that input data into a computer first can easily print address labels and may not need a SAE.

I’ve lost my running number? What should I do?

Contact us. We will either cancel your original number and issue you a fresh one, or give you a hand written number.

You ask for an A5 SAE. Is it important that I send the correct size?

Running numbers fit in an A5 envelope with a single neat fold and arrive in decent condition. An A4 envelope is even better, but costs more to send. Tiny envelopes are unfair on our volunteers, as they have to spend an excessive amount of time on your entry, folding and refolding your number so that it fits in. Multi-folded numbers may not lay flat when worn during the race. This means your number may be incorrectly recorded on the finish line. If you intend to race a lot, it will pay you to buy a large packet of A4 or A5 envelopes from a discount stationer. This is much cheaper than buying them individually from your corner shop.
Any envelope is better than no envelope. Always remember to include an SAE.
NOTE: A4 SIZE ENVELOPES (and any envelope bigger than 240mm by 165mm) NOW REQUIRE A MORE EXPENSIVE “LARGE LETTER” STAMP.

The race has 1100 places. Why are the numbers all bigger than 1100?

The numbers are issued according to age and sex category.

1000+ = male 39 & under
2000+ = male 40 to 44
3000+ = male 45 to 49
4000+ = male 50 to 54
5000+ = male 55 to 59
6000+= male 60+
7000+ = female 34 & under
8000+ = female 35 to 44
9000+ = female 45 to 54
9500+ = female 55+

Red stripes = Keyworth runner

I have forgotten to include an SAE? What should I do?

We process entries in batches. Incorrect and incomplete entries take MUCH longer to process than complete and correct entries. Such entries are put to one side and processed AFTER all the correct ones in the batch. This unfortunately means that incorrect and incomplete entries received around the cut off point are unlikely to receive a place. Always remember to check that your entry is correct and complete.

Two of us entered together and supplied one SAE. Which running number should I wear?

In the case of multiple entries in one SAE, we write your initials on the back of your running number in permanent ink. We also make a note on your running instructions. If we have failed to do this, and the numbers start with a different first digit, then numbers starting 1 to 6 are men, and 7 to 9 are women. Higher numbers correspond to more senior age categories.

How do I find out if my running club is UK Athletics affiliated?

Just ask one of the officials at the club. They will know. Be careful if you are a triathlete. Tri Clubs are affiliated to the BTA which is not the same as UK Athletics. Some Tri Clubs are affiliated to both BTA and UK:A.
Please note that ARC – the Association of Running Clubs is separate and is not affiliated to UK Athletics. Some clubs are affiliated to both ARC and UK Athletics.
Please note that your club’s affiliation to UK: Athletics does not mean that you qualify for the £2 discounted entry fee for a race. To get this you need to be BOTH a member of a UK Athletics affiliated club and to additionally hold a EA registration number / competition licence. This requires a £5 fee on top of your basic club membership fee

What is the difference between UK:A, UK: Athletics, BAF, British Athletics Federation, AAA, Amateur Athletics Federation?

There seems to be a love of changing names and continual reorganisation within the Athletics world. Whist this may make some sense to those close to it, it just serves to add general confusion for runners/athletes, clubs and race organisers. Currently UK Athletics is at the top of the tree for Athletics and Running. UK Athletics is the successor organisation to BAF, British Athletics Federation, AAA, and Amateur Athletics Federation. The names of these earlier organisation are often used in place UK:A/ UK: Athletics due to failure to update documentation, sentiment, or a feeling that ‘the name will be changed again anyway, so what’s the point of updating it.’

What’s the difference between UK:A, UK Athletics, and England, Scotland, Wales, Northern Ireland Athletics?

UK Athletics is the national governing body for athletics in the UK. UK: Athletics produces the rule book, and administers race licence/permits.
Races (and their organising clubs) need to be affiliated for insurance purposes etc. Affiliation is to a National Association ie England, Scotland, Wales, Northern Ireland Athletics, not UK: Athletics. In effect races affiliate to UK: Athletics via one of the national association. The National Associations are responsible for their respective geographic areas. They operate more on and a grass roots level, where as UK: Athletics operates more on a national /international level.

What is the difference between UK Athletics and the Association of Running Clubs/ARC?

Some race organisers feel that the way in which UK: Athletics and its multitude of cohort sub-organisations administer the sport has become complex, convoluted and bureaucratic. They have set up a rival organisation that running clubs can affiliate to, to get race permits/licence/insurance. Some running clubs are affiliated to both UK: Athletics and ARC. It’s fair to say that UK: Athletics has tried ‘improve its game’ since the creation of ARC.

What is the difference between UK: Athletics, and RunBritain (and Real Buzz)?

UK Athletics is the national governing body for athletics in the UK.

RunBritain is the brand UK: Athletics use (together with England, Scotland, Wales and Northern Ireland) Athletics to focus on road running.

www.runbritain.com is the web presence of the above brand, and is set up as a portal for all things to do with road running. It is operated by RealBuzz.

www.realbuzz.com is a web portal that covers Health & Fitness, Sport & Leisure, Food & Diet and Active Travel.

What is an EA registration number?
What is an England Athletics registration number?
What is a Wales/Scotland/Northern Ireland Athletics registration number?
What is a National Association registration number?What is a URN number?
What is a competition licence number?
What is a competitor licence number?
What type of registration number qualifies me for the £2 discounted race entry fee?

When introducing a new system, it’s obviously a good idea to make all the names and terminology the same to avoid confusion. Unfortunately this hasn’t happened in this case as illustrated by the myriad of terms above.

UK Athletics have changed the rules with regards to how attached/affiliated club runners get a £2 discount on a race entry, quite a few races and clubs have failed to pick up on the new rules properly. Keyworth Turkey Trot was inspected by BARR on behalf of UK: Athletics in 2008 and pretty much got a clean bill of health apart from not implementing the new rule!

To get the £2 discount, runners need to be BOTH a member of a UK:A affiliated/attached club AND in addition have paid some extra money to a National Association, ie England (or Scotland/Wales/Northern Ireland) Athletics for a “Registration Number” which is sometimes called “competition licence” or “competitor licence”.

This means you may have paid two fees to your running/athletics club, one to join it, and the amount for this fee is typically between £10 and £30 and a second optional/additional fee of £5 to register with England Athletics.

If you have just paid the first fee, then you are not eligible for the £2 discount, and you are not insured to run in races. The £2 extra you pay to the race will cover you for the insurance.

If you have paid both fees, you will have received a plastic card, with your name, club and registration number on it. (The card gives you discount at Sweatshop on the back). This is the number that is needed for your £2 discount.

Valid numbers are seven digits long and contain just numbers, no letters.

Do not confuse this number with your club’s affiliation/registration to UK Athletics, or your own club membership number. Neither of these qualifies you for the £2 discount.

The UK Athletics/RunBritian online entry system refers to a URN number; surprisingly they are unable to tell us what URN stands for, our best speculation so far is Unique Registration Number, or UK Athletics Registration Number. It’s just another name for the same number as above.

Background Information

Here is the UK:Athletics Rule from the race licence:
http://www.uka.org.uk/EasySiteWeb/getresource.axd?AssetID=38869&type=full&servicetype=Attachment

42. A minimum discount of £2 on the entry fee will be allowed to all entrants who are club members registered with a National Association. Registration status will be confirmed by requesting the National Association registration number on the event entry form.

So you have to be both a club member AND registered with a national association . The National associations are England Athletics, Wales Athletics, Scotland Athletics and Northern Ireland Athletics.

The same rule appears in the rules for competition, the UK: Athletics rule book, but the wording is clearer:
http://www.uka.org.uk/EasySiteWeb/getresource.axd?AssetID=31427&type=full&servicetype=Attachment
Rule 204 (4) (iii) grant a minimum discount of £2 from the advertised race entry fee to any member of an affiliated Club who is also registered with a National Association.

The England Athletics web site give an explanation too:
http://www.englandathletics.org/page.asp?section=725&sectionTitle=Registration
England Athletics believes that athletes are at the centre of our sport. That is why we work hard to attract athletes into the sport and then provide them with the support they then need. A major aspect of that is our registration scheme. Many of the services that are available to athletes are best accessed through being part of an athletics club that is affiliated to England Athletics. By joining a club you can also become a registered athlete and enjoy many of the benefits this brings. Once you are a registered athlete you will be sent a competition licence.

Someone else has given me his or her running number. Can I use it to run?

Under UK Athletics’ rules, “numbers are non-transferable except with the specific authority of the Race Secretary”. This is for safety reasons. If there is an accident or incident, we really need to know who you are.
Our running numbers are category coded and running without our permission may delay or stop the award ceremony. It may also delay the production of the results. It could be pretty embarrassing for you too. The nightmare scenario is that your find yourself called up to accept the over sixty male veteran prize, and you are an 18 year old woman! I In addition it means we have the wrong details in the event of an emergency. Some races impose lifetime bans for running on some one else’s number without permission.
We do run a transfer process, though it is subject to withdrawal at any time. Check the information on the website, and on the running inspections for dates and what to do, or contact us.

I don’t have a running number. Can I run without one?

We cannot encourage this practice. UK Athletics rules state that “No person is permitted to join in a race ……..unless he/she has been properly entered for that race and is eligible to run”. On the other hand, the race takes place on the public highway and we cannot physically stop you running without a number. If you are taking part in any race, and haven’t got a number, NEVER run through the finish funnel. Finish timing relies on separate number and time recording. Runners without a number mess up the result taking process and cause delays to the awards ceremony and publication of the results. This is unfair to everyone.

My time and position has been incorrectly recorded at a number of races. Is it me? Am I doing something wrong?

We sometimes cry when we see the things some runners do on the finish line. Here are some of the most common problems.
1. If you wear a stopwatch, learn to stop it in a manner that does not involve your arms obscuring the running number. How can we record your number if we can’t see it? Have a go in front of the mirror and you will see what we mean.
2. Wear your number on the front and do not cover it up. How can we record your number if we can’t see it? Use four pins. Any less and the corners curl over.
3. Never leave the finish funnel early. See finish funnels below.
4. Never swap places with your friends in the finish funnel. See finish funnels below.
5. Never re-enter the finish funnel once you have left it. See finish funnels below.
6. Never ask the timekeepers for your time. Wait for the times to be posted.

How do finish funnels work?

As you cross the finish line, you will find a pair of timekeepers. One person reads your time out as you cross the finish line. The other person records it on a recording sheet.
Further down the finish funnel you will find a pair of number recorders. One person reads your number out as you pass. The other person records it on a recording sheet.
Because times and positions are recorded separately, it is critical that runners remain in the same order throughout the finish funnel.

Do I have to register/re-register on the day?

No. If you have a running number (and it is yours!) then you are set to go.

The race has a time limit of 2 ½ hours. What happens if I am slower than this?

We don’t worry about the odd minute or two, but runners that are obviously going to take more than 2 ½ hours to complete the course are offered two choices.
1. A lift back in our tail car. This is our preferred choice.
2. The opportunity to continue as a pedestrian with no marshal or medical support. In this case you are no longer part of the race, and agree that you run at your own risk. We will also make arrangements for you to retrieve your kit and number.
We impose the 2 ½ hour limit as it really isn’t a good idea to be out on the course, either as a runner or a marshal for longer than this, given the time of year.

Can someone enter on my behalf as I am away and not in a position to enter in person?

Firstly don’t forget that you can enter online from anywhere in the world, providing you have Internet access and a credit/debit card. We can hold your running number for collection on the day, or send it to someone else. Contact us to discuss the options.

You can get someone else to fill in a postal application form on your behalf, but they cannot sign the declaration on the form on your behalf. They should put “signature to follow” in block capitals on the form. They should take a photocopy of the form (or fill out a second copy of the form) and you should sign this when you are back, and return to us as soon as you can before the race. We will process your entry and send your number, but your entry will be flagged as invalid until we receive your signature.

Do you accept international entries?

Yes. But unlike the Robin Hood Marathon and London Marathon, Keyworth Turkey Trot is not an international event. It does however attract a small number of overseas entries, usually from runners who already happen to be visiting the UK at the time of the race. So if you are in the UK for a holiday, on business, or to see a friend or relative when the race is on, we would be very glad to see you. The easiest way for you to enter may be online. We may ask you to pick your actual number up on the day of the race, and send you all your pre-race information by email.

Can you provide me with a letter of invitation so that I can get a visa to enter the UK, to take part in your race?

Sorry, in general, we do not provide letters of invitation to runners, as we are not an international event, and not set up to handle international entries.
In addition we are well aware that the vast majority of such requests are not from genuine bona fide athletes, but from persons simply trying to obtain paperwork to support their case for entering the UK.

How do I contact the organisers?

Click here for our contact details. You can find telephone contact details on the entry form and running instructions.

Last updated: September 11, 2010

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