Race Roster Enhanced Refund Protection Program

When you request a refund via your purchased Refund Protection, you will be required to provide evidence of the specific unforeseen circumstance, this may include medical reports, doctor’s notes, weather reports, mechanical repair invoices.  For the fastest resolution, please gather and submit all relevant documentation when initiating your claim.

  • To make a claim with Protect Refund Protection purchased via Race Roster, please contact Protect via the link found in your Refund Protection Confirmation email or visit the Protect Request webpage.  The Event Crew has
  • If you accidentally purchased refund protection, you are able to request a refund for this within 14 days of purchasing.  Please contact Protect via the link found in your Refund Protection Confirmation email.
  • For any queries relating to Refund Protection, please email [email protected]
  • For the avoidance of doubt, the Refund Protection program is administered by Protect Inc. on behalf of Race Roster and is not an agreement or insurance policy with The Event Crew.  The Event Crew has no involvement in the evaluation, approving or processing these refund requests.

Standard Entry Refund Policy

If you have entered via a Special Offer (ie. First 500) please read “special offer refund policy”.

If you choose not to purchase Race Roster Refund Protection, the following terms and conditions will apply:

Cancellations by You: Athlete Withdrawal Refunds

  • Refunds are available only within the timelines listed below. After the deadline, entry fees are non-refundable.
  • Refund requests must be emailed to: [email protected].
  • Refunds are processed to the original credit card used and take up to 10 business days. If the card is expired or canceled, notify us of your correct bank account details in your request.

Refund Timelines

  • 75% refund if canceled 4+ weeks before the event (cutoff for Gold Coast Running Festival: 15 March).
  • 50% refund if canceled 2–4 weeks before the event.
  • No refunds for cancellations made within 2 weeks of the event.
  • Refunds apply only to original entries (not valid for transferred entries or promo code entries).
  • No exceptions.

Event Changes and Transfers

  • Changing to a longer distance: Pay the difference in entry fees if space is available.
  • Changing to a shorter distance: No refund for the difference in entry fees.
  • Transfers to other events: Not allowed during race week. Outside race week, transfers are only available for open events online, and you’ll receive a voucher for the new event (valid for 14 days).
  • No transfers to other participants.
  • Refund Protection does not transfer to your new event and is unable to be refunded.

Other Refund Details

  • Athlete pack postage and MiTime insert fees are non-refundable.

Cancellations by Us: Weather-Affected Events

  • If the event is canceled due to weather or government mandates, entry fees are non-refundable.

Special offer refund policy

  • No refunds on Special Offer entries (eg. First 500)
  • Credit (entry paid minus $15 admin charge) will be issued for use at other events if advised 90 days or more before your scheduled event. Credit will be valid for a period of 6 months from date of issue.

For all refund and transfer inquiries, email: [email protected].