Equality, Respect & Facilities Guidelines

At Cotswold Trail Events, we believe that every participant, volunteer and staff member deserves the same level of respect and dignity—no matter their race, colour, sexual orientation, gender identity or any other characteristic.

We are committed to ensuring equal treatment, equal access and equal opportunity in all aspects of event participation, from registration and competition to refund policies and communal-space use.

1. Scope & Purpose

Every individual involved with our events should feel welcome, safe and respected. This policy:

• Applies equally to participants, volunteers, spectators, Staff and contractors.
• Covers behaviour on course, at event HQ, checkpoints and within all communal facilities.
• Ensures our refund, entry and support processes are consistent across all sexes, genders and identities.

2. Refund & Entry Policies

• All entry and refund requests are processed the same way, irrespective of sex or gender.
• We do not require medical or identity documentation to confirm refunds based on gender-related concerns.
• Decisions on refunds are based solely on date of request and availability, (whilst SiEntries updates their available online facilities) not on personal characteristics.

3. Code of Conduct

• Treat everyone with courtesy and consideration.
• Use each person’s chosen name and pronouns.
• Harassment, bullying or discrimination of any kind will result in immediate removal from the event without refund.
• If you witness or experience unacceptable behaviour, report it to event staff or direct to the Race Directors.

4. Competition Categories

We recognise diverse identities by offering:

• Male and Female categories based on self-identification at registration.
• An open category available to all participants regardless of gender. If your event does not yet include an Open/Non-Binary category and you wish it to, please contact us and we will add it.
• No additional proof of gender identity is required beyond your registration selection.

4. Communal & Changing-Room Facilities

We can not always hire facilities with unisex/cubicle, changing/showering facilities/toilet facilities, to which there are no issues; and will not always be able to provide facilities for all requirements. However, we do wish to protect personal spaces for all and to ensure people feel comfortable.

• Participants may use the appropriate changing rooms, toilets that align with their current physical appearance. For example; For those who identify as      Non-Binary, please use the facilities based on your outward physical appearance. If you identify as female but are still male in appearance, then we ask that you use the facilities appropriate to your outward appearance, this also applies to females who identify as males. 
• Use gender-neutral or individual cubicle spaces where available.
• If only traditional Male or Female areas exist and you prefer privacy, ask event staff for an alternative or private stall—no questions asked.
• Recording devices, photography or video in changing-room areas is strictly prohibited.

We will respect personal privacy and will not ask invasive questions. We trust everyone to apply these guidelines honestly.

6. Conduct, Enforcement & Reporting

• Staff  onsite are empowered to intervene if guidelines aren’t followed.
• Report incidents immediately to the nearest marshal or direct to the Race Directors.
• All reports are treated confidentially and investigated promptly.

Participants found in breach of these guidelines will be removed without refund and may be barred from future events.

These measures will help Cotswold Trail Events remain a welcoming space where everyone can focus on their run—knowing they’re respected every step of the way.