This Agreement is made and entered into on this [Date] by and between [Company Name / Okinawa Road Ultra Camp], located at [Company Address / Hamahiga base], hereinafter referred to as "The Organizer," and the undersigned Participant, hereinafter referred to as "The Participant."
The Participant wishes to voluntarily participate in the Okinawa Road Ultra Camp (the "Camp"), which includes, but is not limited to, ultra-running activities, training sessions, sightseeing excursions, transportation, and related events (collectively, "The Activities") taking place in Okinawa, Japan, from [Start Date] to [End Date].
The Participant acknowledges and understands that participating in The Activities, especially ultra-running over significant distances on public roads, carries inherent and significant risks, dangers, and hazards that cannot be eliminated regardless of the care taken to avoid injuries. These risks may include, but are not limited to:
a. Physical exertion, fatigue, and muscle strains.
b. Injuries from falls, slips, or trips on various road surfaces.
c. Dehydration, heat stroke, hypothermia, or other weather-related conditions.
d. Encounters with vehicular traffic, bicycles, pedestrians, road hazards (e.g., uneven surfaces, debris, parked vehicles), and varying road and weather conditions while running on public roads.
e. Accidents or illnesses requiring emergency medical attention, which may be delayed due to remote locations.
f. Exposure to elements, wildlife, insects, or environmental hazards.
g. Theft or damage to personal property.
h. Lack of immediate access to medical facilities or healthcare.
i. The decisions of The Organizer's staff, coaches, or guides.
j. Negligence of other participants.
The Participant understands that these risks may result in personal injury (including serious injury or death), property damage, and financial loss. The Participant acknowledges that their participation in The Activities is purely voluntary, and they elect to participate in spite of these known and unknown risks.
The Participant hereby voluntarily and expressly assumes all risks of personal injury, illness, accident, death, and property loss or damage that may arise from their participation in The Activities, including those associated with running on public roads, even if caused by the negligence of The Organizer, its employees, agents, contractors, volunteers, or other participants.
The Participant agrees to INDEMNIFY, DEFEND, AND HOLD HARMLESS The Releasees from any and all claims, demands, actions, or causes of action, liability, costs, expenses, and damages (including reasonable legal fees) that may be brought by third parties (including other participants, family members, or emergency responders) arising out of or in any way connected with The Participant's own negligence, willful misconduct, or participation in The Activities.
The Participant affirms that they are in good physical and mental health, have no medical conditions that would prevent them from participating safely in The Activities, and are capable of completing the physical demands of The Camp, including the 100 km ultra-run. The Participant represents that they have undergone a recent medical examination and have been cleared by a physician for such strenuous activities.
The Participant agrees to carry valid medical insurance that covers international travel and strenuous athletic activities, and will provide proof of such insurance to The Organizer upon request.
In the event of an injury or medical emergency during The Activities, The Participant authorizes The Organizer to secure and administer such medical treatment and transportation as deemed necessary or appropriate, including first aid, ambulance transport, and hospitalization. The Participant assumes full financial responsibility for any medical expenses incurred.
The Participant grants The Organizer permission to photograph, audio record, or video record their participation in The Activities and to use such materials for promotional, marketing, and archival purposes, without any compensation or further approval required.
The Participant is solely responsible for ensuring their running equipment (shoes, clothing, high-visibility gear, GPS device, mobile phone, etc.) is appropriate, safe, and in good working condition for The Activities. The Organizer is not responsible for any loss, theft, or damage to personal belongings during The Activities.
The Participant agrees to abide by all rules, regulations, and instructions provided by The Organizer, its staff, coaches, or guides throughout The Activities. Failure to do so may result in removal from The Camp without refund.
The Participant explicitly acknowledges and agrees that when moving on public roads, they are acting as an independent party. While The Organizer will provide guidance, route information, and support services (such as a support vehicle at designated points), The Organizer does not assume constant or individual supervision of each participant's actions or decisions on public roads. The Participant bears primary and full responsibility for their own conduct, safety, and adherence to all local traffic laws and regulations while running or moving on public roads.
If any provision of this Agreement is found to be unenforceable, the remaining provisions shall remain in full force and effect.
This Agreement shall be governed by and construed in accordance with the laws of Japan. The parties agree to submit to the exclusive jurisdiction of the courts located in Okinawa, Japan, for the resolution of any disputes arising under this Agreement.
Participant details
Participant's Name (printed)
Date
Participant's Signature
Emergency Contact Name
Emergency Contact Phone