Gravel Meeting | Alentejo & Ribatejo

Regulations

GENERAL REGULATIONS – GRAVEL MEETING®
Revision of 31-12-2025

General principles
Responsibility and safety
Sustainability and weather conditions
Registration
Conditions of participation
Route and navigation
Code of conduct
Prohibited equipment
Withdrawals
Mandatory equipment
Categories and format
Penalties
Check-in and race number
Data protection and image rights
Insurance and liability waiver
Modalities and routes
Registrations and cancellations
Specific conditions of participation
Semi-autonomous format
Aid stations and sustainability
Times, classification and awards
Unforeseen cases
Liability waiver and physical fitness declaration
Authorization for participation of minors

-----

1. General principles

1.1. These regulations establish the rules for participation in the Gravel Meeting, organized by Corklands (a registered trademark of Lat & Long – Turismo e Serviços, Lda, VAT PT516798359 and RNAAT 153-2022) and Tó Bikes, Lda (VAT PT508320143), with technical support from Associação Desportiva Strix Bike Team (VAT PT508240743).

1.2. Gravel Meeting is a gravel cycling event held in a natural and rural environment.

1.3. Ethics, respect, camaraderie and the preservation of nature take precedence over competition.

1.4. It is forbidden to leave litter, damage ecosystems, disturb fauna or flora, or disrespect local communities.

1.5. Farmers, livestock, landowners and residents always have priority.

1.6. Participants must remain on the official route and respect gates, fences and private property.

1.7. Any environmental misconduct results in immediate penalty or disqualification (zero tolerance).

2. Responsibility and safety

2.1. Each participant is responsible for their own safety and decisions during the event.

2.2. In the event of an accident or danger involving participants, third parties or animals, it is mandatory to provide assistance and inform the organization.

2.3. The event takes place in a natural, unpredictable environment subject to adverse conditions (weather, terrain, visibility).

2.4. Emergency numbers provided are exclusively for urgent situations.

3. Sustainability and weather conditions

3.1. The organization may cancel or modify the event for safety reasons or due to extreme weather conditions.

3.2. The event adopts sustainability practices, reducing disposable materials and promoting reuse.

3.3. Disposal of waste outside authorized areas is prohibited.

4. Registration

4.1. Registration is only valid after full payment.

4.2. Participation prices are those indicated in "Registration" (at this link).

4.3. Registrations are non-refundable and non-transferable, except with express authorization from the organization.

4.4. Data changes are only accepted until the defined deadline.

4.5. The organization may close registrations due to participant limits or logistical decisions.

4.6. In case of cancellation, the organization is not responsible for personal expenses (travel, accommodation).

5. Conditions of participation

5.1. Adults may participate; minors only if предусмотрed and with authorization/accompaniment.

5.2. All participants take part voluntarily, assuming full responsibility for inherent risks.

5.3. Registration implies full acceptance of these regulations.

5.4. Failure to comply with the rules results in penalties or disqualification.

6. Route and navigation

6.1. The event takes place on roads open or partially open to traffic: compliance with traffic laws is mandatory.

6.2. The route must be followed using the official GPS file; use of a navigation device is mandatory.

6.3. In case of unauthorized deviation, the participant must return to the exact point where they left the route.

6.4. The organization may change routes, schedules or activate alternatives for safety reasons.

6.5. After the defined maximum time, event services will be closed.

7. Code of conduct

7.1. Use of an approved helmet is mandatory throughout the event.

7.2. The race number/plate must always be visible and correctly placed.

7.3. External assistance is only permitted in designated areas.

7.4. Being pushed, towed or benefiting from external means is prohibited.

7.5. Participants may share water, basic food and small parts, but not key components (e.g. wheels, frames or other major mechanical components).

7.6. All waste must be disposed of only in authorized areas.

8. Prohibited equipment

8.1. It is prohibited to:

Receive external assistance outside official areas;
Use external propulsion or towing;
Use aerodynamic components outside gravel standards (unless authorized);
Replace the bicycle or key components;
Follow organization vehicles to gain advantage.

9. Withdrawals

9.1. Any participant who withdraws must inform the organization as soon as possible.

9.2. Return is the participant’s responsibility, unless collection is provided by the organization.

9.3. Collection is only guaranteed at accessible points and within defined logistics.

10. Mandatory equipment

10.1. Each participant must carry equipment suitable for the route and weather conditions.

10.2. The organization may prevent the start or remove participants without adequate equipment.

10.3. The organization is not responsible for lost items.

11. Categories and format

11.1. Categories are defined by the organization (see “Registration”).

11.2. There may be ELITE (competitive) and OPEN (participatory with classification) categories.

11.3. Award allocation depends on a minimum number of participants per category.

12. Penalties

12.1. Penalties for infringements:

Littering outside authorized areas: disqualification.
Not following the official route: disqualification.
Improper external assistance: exclusion.
Unauthorized motorized assistance: exclusion.
Environmental, social or sporting misconduct: disqualification.
The Event Director decides and applies penalties or disqualifications.

13. Check-in and race number

13.1. Collection of the race number requires valid identification.

13.2. The race number is personal and non-transferable.

13.3. Resale or improper use of the race number results in disqualification.

14. Data protection and image rights

14.1. Personal data is processed solely for event management purposes, in accordance with GDPR.

14.2. By participating, the athlete authorizes the capture and use of images for promotional purposes of the event, without compensation.

15. Insurance and liability waiver

15.1. All participants must have valid insurance for the activity.

15.2. Participants without valid insurance may purchase paid insurance provided by the organization (the insurance does not cover material damage to the bicycle or equipment).

15.3. The participant declares to be physically and mentally fit.

15.4. Participation implies acceptance of inherent risks and waiver of liability of the organization, within legal limits.

16. Modalities and routes

16.1. Gravel Meeting includes the following modalities:

Short Route: approx. 80 km – medium difficulty
Long Route: approx. 140 km – medium/high difficulty

16.2. Distances are approximate and may be adjusted for logistical, environmental or safety reasons.

16.3. Routes are provided in an official GPX file, whose use on a GPS device is mandatory.

16.4. Physical signage will be minimal and limited to critical safety points.

16.5. The organization reserves the right to change routes or activate alternatives whenever safety requires.

17. Cancellations

17.1. Registrations are made exclusively online, with email confirmation after payment.

17.2. Each registration is personal and non-transferable.

17.3. An emergency contact and relevant health information must be provided.

17.4. Registration implies acceptance of the liability waiver and physical fitness declaration.

17.5. Cancellation policy:

Up to 30 days before the event: 80% refund
Up to 15 days before the event: 50% refund
Less than 15 days before: no refund

17.6. Free participation initiatives do not entitle participants to any refunds.

18. Specific conditions of participation

18.1. Minimum age:

18 years
16 years with parental authorization and accompaniment, if applicable

18.2. Mandatory equipment:

Gravel bicycle in good condition
Approved helmet
Basic repair kit
Minimum water and food supply for 50 km
GPS device with the route loaded
Mobile phone with sufficient battery and emergency contact saved

18.3. Recommended equipment:

Clothing appropriate to weather conditions

19. Semi-autonomous format

19.1. The event takes place in a semi-autonomous format.

19.2. Each participant is responsible for navigation, nutrition and physical management.

19.3. The organization will provide 1 to 2 official support points, which may include:

Water and food
Basic mechanical assistance (labor only; parts at the participant’s expense)

19.4. Outside these points, motorized external assistance is not permitted, except in emergencies.

19.5. Free initiatives may not include support points.

20. Aid stations and sustainability

20.1. The number and location of aid stations will be communicated in advance.

20.2. It is forbidden to discard litter outside designated areas.

20.3. The event follows principles of responsible nature tourism and environmental impact reduction.

21. Times, classification and awards

21.1. The event provides time recording (chip or self-recording), classification and results.

21.2. There are no monetary prizes, unless otherwise communicated by the organization.

21.3. A “finisher” medal is awarded to all who complete the event.

21.4. Symbolic trophies may be awarded to winners of the ELITE (competitive) and OPEN (participatory) categories.

22. Unforeseen cases

22.1. Any situations not covered by these regulations will be decided by the organization, based on safety, fairness and environmental preservation.

23. Liability waiver and physical fitness declaration

Registration for Gravel Meeting implies reading, understanding and full acceptance of the Event Regulations, available at www.gravelmeeting.com.
By registering, the participant declares to be physically and psychologically fit for the activity, in good health and without any condition that would advise against participation.
The participant acknowledges the physical demands of the route and the inherent risks of gravel cycling in a natural environment, participating voluntarily and assuming full responsibility, waiving liability of the organization, staff, sponsors and other involved entities, within applicable legal limits.
The participant agrees to comply with all safety rules, to use mandatory equipment in good working condition and to know how to use it properly.
The participant authorizes the event’s medical and emergency services to provide any care deemed necessary, including withdrawal from the event or hospitalization.
By participating, the participant authorizes the capture and use of their image, voice or recordings made within the scope of Gravel Meeting, exclusively for dissemination, promotion and archiving of the event, without any compensation.
The participant commits to respecting the environment, people, animals, local communities and private property, adopting the environmental and behavioral best practices set out in these Regulations.
The participant confirms to hold valid and adequate insurance for the activity, either personal or contracted through registration.
The race number or identification plate is personal and non-transferable; lending or use by third parties is prohibited.

24. Authorization for participation of minors

Registration of a minor participant in Gravel Meeting requires the express authorization of the parent or legal guardian, who declares having read, understood and fully accepted the Event Regulations and the liability waiver document.
The parent or legal guardian declares that the minor is in good physical and mental health, with no condition that would advise against participation.
The parent or legal guardian fully assumes the risks inherent to the minor’s participation, waiving liability of the organization, staff, sponsors, landowners and other involved entities, within applicable legal limits.
Authorization is granted for the provision of urgent medical care to the minor whenever necessary, including transport or hospitalization.
The parent or legal guardian confirms that the minor holds valid and adequate insurance for this type of event.
Collection and processing of the minor’s personal data is authorized exclusively for the management of participation in the event, in compliance with applicable data protection legislation.
The minor’s participation in the event occurs under the full responsibility of the parent or legal guardian.
Document to be completed and submitted to the event organization: Authorization for participation of minors.