SETTING UP YOUR TEAM

FREQUENTLY ASKED QUESTIONS

Interested in setting up a corporate team challenge, but have questions? Start here! Of course, if you can't find the answer you are looking for, or would prefer to chat, then do call or email our team on the details below.

READY TO GET STARTED? CLICK HERE

Our corporate teams range in size from around 10, to over 100! We welcome companies of all sizes to enter teams. We can create your corporate booking page for a low deposit of just £250, so regardless of your team size, you know the up-front costs will be low. And remember – the deposit value is deducted from the final place costs.

Alternatively, If you are simply a group of colleagues who want to take on a challenge, but don’t want to pay an upfront deposit to create a corporate team, we can simple provide you with a custom registration form you can send around to everyone.

We have 20 great challenges taking place up & down the country, between January and October each year. We welcome corporate teams of all sizes on any of these events, and each year over 300 different teams will enter teams onto one of our events.

Nearly all of our events offer multiple distance options, from 5km to 100km. Your team can pick a distance that suits them to take on all together, or you can offer a mix of distances to your team. The beauty of these events is they are accessible to people of all abilities and experience levels – and we understand that among any group of colleagues you will have range of abilities. You can offer the right mix of distances, keeping the event inclusive for all!

As a corporate team, it’s up to you how you pay for your team places. Your company can cover the full entry fees for everyone, or you can cover the charity reg fees with your team members fundraising the rest.

If you choose one of the charity fundraising options, you can either have individual fundraising pages, or a single team page. It’s up to you!

We can also agree a bespoke payment structure, with your company covering some of the entry fee, and your team members covering the rest when they sign up.

If you will be covering the entry fees for your team, the registration link we provide will not charge them a fee when they sign up.

Ultra Challenges are physical events, where you can choose to walk, jog or run a distance of 10km – 100km. We welcome participants of all abilities who are confident in their ability to participate, however must ensure everyone is clear on the requirements and accessibility restrictions of the routes we use. 

While each challenge covers different terrain and landscapes, you can typically expect steep climbs and descents, the necessity to cross stiles, and uneven pathways subject to weather effects such as mud and dust.

Participants with mobility issues have completed our challenges in the past on crutches & wheelchairs, and those with sight loss can also participate with a guide. 

We ask that anyone with accessibility concerns or questions contacts us to discuss their requirements.

PAYMENTS AND DEPOSITS

We can create your corporate team page and registration link for a low deposit – in most cases £250. This deposit is then deducted from the final balance cost for your team places.

The price of each place depends on which funding option your team chooses, which distance option(s) you have, the total number of people who sign up, and any hospitality or optional extras you book. You can check out our pricing and hospitality page for more details on this. 

If your company will be covering everyone’s entry fees, we can invoice a deposit and the final balance directly to your company. This can be paid by bank transfer or card payment.

No! After you pay an initial deposit to secure your team, we will raise a final balance invoice 3 weeks before the challenge, based on the number of places filled.

This means you will only pay for the team members who are taking part, and you don’t risk overbuying on entries to the challenge.

If you have any changes to your team more than 3 weeks before the challenge, we can update this and there is no cost to you.

Once the final invoice has been sent and places confirmed, all places are non-refundable, as we need to provide final numbers to our suppliers.

CHARITY & FUNDRAISING

If you will be covering the entry fees in full, you can support any charity you wish. If you choose one of our fundraising options (Full Sponsorship or Mixed Funding) then you must choose one of our charity clients (you can view the full list here). Each person can only choose one charity to support, as that charity will be invoiced for the balance of their entry fee.

This isn’t normally a problem. We just need the charity to sign up with us. It’s completely free for charities to register with us, and they don’t pay anything until AFTER your team has completed the fundraising – meaning it’s risk-free fundraising for them!

If the charity you want to support isn’t listed on our website, get in touch and we can contact them on your behalf.

If you are covering the full entry fees (our “Self-Funded” option), then each person can fundraise for multiple charities.

If you have team members on either of our fundraising options (Mixed Funding or Full Sponsorship) they can only fundraise for a single charity – as that charity will cover the balance of their entry fee.

Within your team, you can have people fundraising for different charities – however most corporate teams will nominate a single charity as this can help focus everyone’s efforts to help a single cause (and means you can generate some impressive totals!).

Speak to your charity directly – they will be able to offer you support and help to reach your fundraising target and remember only 50% of that target has to be reached 3 weeks before the challenge. Meaning you’ve got time after the challenge to keep on fundraising.

However, if you don’t reach the target, the charity may decline to pay for some team places. Don’t forget that if the charity don’t have the minimum amount fundraised, they risk making a loss on any places they pay for.

If this happens, your team will have the option to cover the difference or switch to a different funding option. We will be in touch with you with alternative options.

MANAGING YOUR TEAM

After you confirm your team, we will send you a reporting link you can use to view your current team members.

This will show the distance and funding options they have chosen, along with some basic details you may find helpful, such as their contact info and t=short size.

Using this reports means you can make sure everyone who said they would do the challenge has registered (and chase up the ones who haven’t committed yet!).

We understand that your staff can change, and people may move on to pastures new. 

So long as you update us with any team changes more than 3 weeks before the challenge, there is no cost to swap people over.

If you need to swap places less than 3 weeks before the challenge, this can be done free of charge on the day and the new person will need to complete a registration form and sign a waiver.

Any cancellations or unused places less than 3 weeks before the challenge are non-refundable. 

One of the benefits of booking as corporate team is that we can guarantee your team start times.

Start times on our events are based on the distance. For our 100km events, the 100km and 50km distances can usually all start together. 

On some events, the 75km and 25km distance participants can also start with everyone else, however on some challenges these distances follow a different route. 

If you want to check what’s possible, please contact us to discuss. 

EXTRAS & HOSPITALITY

You can either:

  1. Do a group booking and have the total added to your final balance invoice (most teams do this)
  2. Get a link added to your landing page, to allow each individual to book their own extras. This link can be set up so they pay themselves, or we can set it not to charge, and add the cost to your final balance invoice.

So long as you let us know more than 3 w2eeks before the challenge, we can cancel some or all of your extras bookings with no charge. 

If an extras are cancelled less than 3 weeks before the challenge. then the extras are non-refundable. 

Baggage transfers cannot be pre-booked and must be paid for by cash or card, on the day at the ‘Baggage Drop Off’ area. Prices range between £5 and £15, distance and weight depending, and all runners get a free baggage transfer of maximum 10kg’s.

We offer a variety of hospitality options for your team. 

A hospitality package will typically include your own private tented area at the start / finish line. This will have a garden area with seating, company branding (sail flags & banners), your own refreshments and an event host to ensure things run smoothly. This would be only for the use of your team.

Prices start from £1500, and we can tailor this to suit your team size and requirements. 

For more information, please check out our Corporate Hospitality Brochure.

If you wish to bring a photographer along, then please let us know so we can arrange access to rest stops for them.

We can provide a photographer on request, and can quote for this depending on your needs – including drone photography to capture your team start or hospitality area.

ON THE DAY!

On the event weekend, you will need to “register” at the event site. On most events, we offer an early registration on the Friday before the challenge (between 4pm and 8pm). 

On the day of the event, your team should arrive 1 hour before your start time. At the registration desk, each person can queue up by surname to collect their registration pack. This contains their bib number, timing chip and route card. 

Your team can then attached their bib numbers, with time left to grab a hot drink, snack or even a hot breakfast.

15 mins before your start time, your team will be called to the “start pen” for a briefing and warm, before they are cheered out to start their challenge.

We’ve a full kit list on the challenge app. The access code for this will be sent to each team member after they sign up. 

The kit lists we’ve provided are spilt up by ‘walkers’ & ‘runners’ and are only a guideline for what to bring and wear, your own experience training and weather on the day will play an important factor into what you will require. 

There will be a baggage transfer service (at an extra charge) from the start to the finish line for a single piece of baggage not exceeding 75l/20kg – this is bookable on event day. Those taking on 100km can also get their baggage taken to halfway, use any items they need (eg a change of, or extra clothes) , and then onto the finish. Participants who retire from the challenge will be responsible for claiming their baggage at the finish line.

Registered Runners will have an extra baggage service – where you will be able to access your bags at the half-way mid point on the challenge should you not wish to run with your bags. Half & Quarter Challenge runners will also have a baggage service for free to take a small rucksack (no larger than a 30L backpack / 10KG absolute max) to their finish line.

NO – we do not allow dogs to take part in the challenge as we cannot cater for them along the route, and the rest stops can be very busy, and not all Challengers will be comfortable with them in close proximity. We do however think dogs make for great training companions!

All of our events have a minimum age to participate, based on the distance of the challenge. These are:

  • 100km – min age of 18
  • 75km – min age of 18
  • 50km – min age of 16
  • 25km – min age of 14
  • 10km – min age of 8
  • 5km – min age of 4

 

Children in buggies / carriers are strictly not allowed. 

Our start & finish venues have spectator areas where we welcome family, friends and colleagues to come along and cheer your team on.

Some rest stops will also have spectator areas where you can meet your team along the route also. 

Please be aware that some rest stops are in remote locations with no vehicle access, and will not be open to spectators. A full list of which venues are accessible to supporters can be found in the Challenge App. 

So long as they are registered on the event, then yes! 

While the routes of our challenges are through public accessible land, access to rest stops, and support from our team, is available only to registered participants. 

It takes time and effort to set up and manage our events, and running the course without registering is very much not in the spirit of things! Anyone found to be participating alongside an unregistered runner or walker may be disqualified from the event.

READY TO GET STARTED? CLICK HERE

About us

Inspirational challenges!

We plan & deliver amazing corporate challenges! Teams from Harrods, DHL, HSBC, Citibank and many more have climbed Kilimanjaro with us, and the likes of Tesco, British Gas, Fujitsu, and M&S have taken thousands of colleagues on large scale UK events, raising £’ millions for their CSR partners, energising their workforce and boosting well-being. We have 20 years experience working with organisations of all sizes, and our team will ensure that your challenge delivers for your team!

Find Out More

Get in touch: Corporate@actionchallenge.com

Brochure

Our Corporate Brochure has details of how we can work with you.

Download HERE

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THANK YOU FOR YOUR ENQUIRY

Your message has been received and a member of the team will get back to you within 5 working days. 

Thank You,

The Ultra Challenge Team