Terms & Conditions
COPE Galway Christmas Swim – Terms & Conditions (2025)
1) Summary
· When: • Live event: Blackrock, Salthill, Christmas Day (25 Dec), 09:00–13:00, in waves. • Swim Your Way: Any time from 1–31 December, at a safe location of your choice.
· Safety: You choose a safe spot, swim within your limits, and supervise minors. Don’t swim alone.
· Fees: Entry fees are non-refundable and non-transferable.
· Comms: We’ll send essential event emails/SMS. Marketing is opt-in only.
· Photos & video: This is a public event; photography/filming will occur (see §10).
· Changes: We may alter/cancel the live event if conditions are unsafe (see §8).
2) The Event
The COPE Galway Christmas Swim is a charitable fundraising event completed either:
· Live at Blackrock (25 Dec, 09:00–13:00), or
· Swim Your Way: you pick the date/time and location any day in December.
You’re responsible for selecting an activity and location that are safe and appropriate, and for following local bylaws and guidance.
3) Who Can Take Part
· Adults (18+) may register themselves and others.
· Ages 16–17: require parent/guardian consent at registration; adult supervision is advised.
· Under 16: must be directly supervised by a responsible adult at all times. The adult decides if participation is appropriate and is responsible for the child’s safety.
4) Safety & Water Guidance (applies to all entries)
You agree to:
· Never swim alone; use a buddy system and remain visible from shore.
· Check conditions (weather, tides, currents, swell, temperature, daylight). If in doubt, do not enter.
· Gear: Bright swim cap; consider a tow float and wetsuit. Enter slowly to reduce cold-water shock; on exit, dry and warm immediately.
· Know your limits: Do not participate if unwell, under the influence of alcohol/drugs, or contrary to medical advice.
· Follow directions: Obey lifeguards, stewards, and emergency services.
· Children: Keep children within arm’s reach in the water; use suitable buoyancy aids.
· Emergencies: Dial 112/999; notify stewards at Blackrock.
Nothing here limits any mandatory duties owed by us under Irish law.
5) Behaviour & Conduct
Be respectful to participants, volunteers and other water users. No abusive behaviour, dangerous diving/jumping, littering, or alcohol/drug use during the event. We may refuse participation or ask you to leave if safety or conduct is a concern.
6) Registration, Fees & Fulfilment
· Your place is confirmed when you receive our email receipt/confirmation.
· Fees are non-refundable and non-transferable. Deferrals are not available.
· Merchandise (if purchased) is subject to stock and fulfilment timelines; delivery/collection options are shown at checkout.
Payments are processed by our platform partner Funraisin. “COPE Galway” (or platform reference) may appear on your statement.
7) Fundraising & Donations
· You can set up an optional fundraising page during or after registration.
· All funds raised via the event are for COPE Galway and must not be used to cover personal expenses.
· We may moderate/remove inappropriate or unlawful content on fundraising pages.
· Corporate/company teams must ensure any use of employer name/logo follows internal approvals.
8) Event Changes, Weather & Cancellation (Live Event)
For safety or operational reasons (e.g., adverse sea state, official weather warnings, incident management) we may alter wave times, change the live format, pause, or cancel the Blackrock event. We’ll communicate significant changes via email/SMS and on our website/socials.
· If the live event is changed/cancelled, you may complete Swim Your Way any day in December.
· Entry fees remain a charitable contribution and are not refundable.
9) Swim Your Way (additional acknowledgement)
For participants not attending Blackrock on 25 Dec:
· You confirm COPE Galway is not organising or supervising your chosen activity/location and has no control over local conditions.
· You take full responsibility for planning your activity safely, including route/spot selection, permissions, companions, and equipment.
· Do not enter open water in adverse or stormy conditions.
· Ensure appropriate daylight/visibility and that someone on shore knows your plans.
10) Risk & Liability
Cold-water swimming carries inherent risks (including cold-water shock, hypothermia, slips/trips, changing conditions). By entering, you confirm you are medically fit to participate and accept those risks. To the maximum extent permitted by law, COPE Galway, its employees and volunteers are not liable for loss, damage or injury arising from your participation except where caused by our negligence or wilful default.
11) Photography & Filming (Public Event)
· This is a public outdoor event. Photography and filming will take place for COPE Galway’s reporting and promotional purposes (web, social, press, print).
· Our legal basis is legitimate interests (documenting the event and the impact of funds raised). We display notices at entry points and the event hub.
· We prioritise crowd/context shots. If you don’t wish to be the focus of official content, tell a steward or photographer on the day; we will make reasonable efforts to accommodate.
· Minors: we avoid publishing identified, close-up images of a child as the main subject without guardian permission. Children may appear incidentally in wider shots.
· We cannot control photography/filming by other participants, spectators, the public, or independent media.
· Takedown/objection: If you appear in our published content and want it removed, email fundraising@copegalway.ie with a link/screenshot. We’ll assess and act promptly where reasonable.
12) Animals
Dogs may be permitted only where local bylaws allow and must be on a short lead, away from water entry/exit points, and under control. You must clean up after your dog. Dogs are not permitted where stewards signpost restrictions.
13) Communications
As a registered participant, you agree we may send operational communications (e.g., confirmation, wave info, safety updates, post-event thank-you/survey). Marketing communications (news, future events) are opt-in only and can be changed anytime via unsubscribe links or email fundraising@copegalway.ie .
14) Data Protection
COPE Galway is the data controller for participant and volunteer data for this event. We process your data to manage the event, your registration, your optional fundraising page, and (if opted in) marketing. We comply with GDPR and the Data Protection Act 2018. For data rights requests: dplead@copegalway.ie.
15) Complaints & Contact Questions or complaints: fundraising@copegalway.ie or write to COPE Galway, Calbro House, Tuam Road, Co. Galway, H91 XR97.
