Trail Fund Project Activation Partner Terms and Conditions

Last updated: 28-07-2026

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These Terms and Conditions apply to brands, businesses and organisations participating as Sponsor Partners at a Trail Fund Project event.

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By completing the Sponsor Partner application form, ticking the acceptance checkbox, paying a deposit, or participating in the event, the Activation Partner confirms that it has read, understood and agreed to these Terms and Conditions.

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1. About Trail Fund Project

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Trail Fund Project hosts trail-based events that encourage runners, hikers and walkers to explore local trails while supporting volunteer groups that maintain trails and conservation infrastructure.

Trail Fund Project events are designed to create a positive, community-focused outdoor experience while raising funds and awareness for local conservation and trail maintenance efforts.

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2. Activation Partner Opportunity

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Trail Fund Project invites a limited number of aligned brands to participate as Activation Partners.

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Activation Partners are given the opportunity to set up a promotional stand at the event hub and engage with participants, local residents and outdoor-minded consumers.

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Activation activities may include product testing, samples, demonstrations, competitions, promotional displays, participant discounts, product sales, or other approved brand experiences.

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All activations must be appropriate for the event and aligned with the spirit of the Trail Fund Project.

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3. Event Hub

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Unless otherwise stated for a specific event, the event hub is:

Fingers Crossed Coffee Shop, 2 Levubu Road, Emmarentia, Johannesburg

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Fingers Crossed acts as a gathering point for participants before and after their race, hike or walk attempt.

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Off-street, unsecured parking is available immediately outside the venue.

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4. Brand Fit and Conduct

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Activation Partners must ensure that their activation adds value to the participant experience.

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The activation area is intended to remain curated and aligned with the values of the event, including:

• Getting outside

• Community participation

• Conservation

• Trail running, hiking and walking

• Outdoor lifestyle

• Health, wellness and local community

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Trail Fund Project reserves the right to decline, restrict or require changes to any activation that it considers inappropriate, unsafe, disruptive, excessively sales-driven, or misaligned with the event.

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Activation Partners must conduct themselves professionally and respectfully at all times.

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5. Participant Numbers and Profile

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Trail Fund Project may provide estimated participant numbers or audience information based on previous events, current registrations, or reasonable expectations.

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Any participant numbers, demographic information or audience estimates are provided for guidance only and are not guaranteed.

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Trail Fund Project does not guarantee foot traffic, sales, leads, impressions, engagement, or commercial results for any Activation Partner.

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6. Activation Dates and Times

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Activation Partners may apply to participate on one or more event days, subject to availability.

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Unless otherwise stated, activation hours are: 07:00 to 11:30

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Activation Partners must be fully set up before the start of the event. Where the event hub is Fingers Crossed, the venue opens at 06:30.

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Activation Partners must remain on site and operational until 11:30, unless otherwise agreed in writing with Trail Fund Project.

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7. Infrastructure and Setup

 

Activation Partners are responsible for providing all infrastructure required for their activation, including but not limited to:

• Tables

• Chairs

• Gazebos

• Extension cables and multi-plugs

• Signage

• Display materials

• Product stock

• Staff

• Payment facilities, where applicable

• Power is available on site, unless otherwise stated.

• Free Wi-Fi may be available at the venue, but Trail Fund Project does not guarantee Wi-Fi performance, availability or reliability.

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Trail Fund Project does not provide activation infrastructure unless this has been expressly agreed in writing.

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8. Space Allocation

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Activation space is limited.

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Each event day is limited to a maximum number of Activation Partners, as communicated by Trail Fund Project.

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For the current event structure, each event day is limited to a maximum of three Activation Partners.

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Activation spaces are allocated on a first-come, first-served basis, subject to:

• Approval by Trail Fund Project

• Availability

• Payment of the required deposit

• Suitability of the proposed activation

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Trail Fund Project reserves the right to determine the final placement of Activation Partners at the venue.

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9. Online and Social Media Promotion

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Activation Partners receive promotional support on Trail Fund Project platforms.

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Promotional benefits depend on whether the Activation Partner participates for one event day or both event days.

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All promotional benefits are subject to the Activation Partner providing the required brand assets, handles, links, logos and wording by the deadline requested by Trail Fund Project.

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Trail Fund Project will make reasonable efforts to deliver the promotional benefits described, but does not guarantee reach, engagement, clicks, impressions, sales or follower growth.

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9.1 Single-Day Activation Partner Benefits

An Activation Partner participating for one event day will receive:

• Brand tagged in 3 generic posts as an event sponsor on Facebook and Instagram

• Brand tagged prominently in 2 generic stories during the event window on Facebook and Instagram
   

9.2 Double-Day Activation Partner Benefits

An Activation Partner participating on both event days will receive all Single-Day Activation Partner benefits, plus:

• 2 dedicated brand posts on Instagram and Facebook, one before and one after the event

• Sponsor logo, hyperlinked where possible, featured on the event landing page under “Event Sponsors”

• Sponsor logo featured on the event cover or banner image

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10. Content for Reuse

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Trail Fund Project may have photographers or content creators present on event days.

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Where photographs or video content are captured, Trail Fund Project may make selected content available to Activation Partners after the event.

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Activation Partners may use approved event photographs for their own promotional purposes, provided that such use is lawful, respectful and does not misrepresent the event, Trail Fund Project, Forge, Fingers Crossed, any participant, or any other partner.

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Trail Fund Project cannot guarantee that any specific Activation Partner, staff member, product, stand, participant or activation will be photographed or filmed.

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11. Pricing and Payment

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Activation Partner pricing is as follows:

• Single day: R1,800

• Both days: R2,900

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A 50% deposit is required to secure the booking.

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The remaining balance is due no later than 10 business days before the chosen activation date, unless otherwise agreed in writing.

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Activation spaces are only confirmed once the deposit has been received.

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Deposits are non-refundable.

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There are no additional fees charged by Trail Fund Project unless otherwise agreed in writing.

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12. Goodie Bag Contributions

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Trail Fund Project may provide participants with a small goodie bag as a token of appreciation.

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Where goodie bags are offered, participants typically receive them after their race, hike or walk attempt when they claim their complimentary hot beverage from the venue host.

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Brands wishing to contribute to goodie bags must provide enough stock to cover all participants.

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The minimum required quantity is: 250 units

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The Activation Partner is responsible for all courier, delivery and associated costs required to get physical goodie bag items to the venue.

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Trail Fund Project reserves the right to approve all goodie bag items before inclusion.

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Trail Fund Project may decline items that are unsuitable, unsafe, poor quality, inappropriate, expired, misleading, or misaligned with the event.

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13. Prize Contributions

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Trail Fund Project may offer prizes for selected event categories.

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Current prize categories may include:

• Fastest Lady

• Fastest Man

• Lucky Draw

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Brands interested in providing prizes must provide a minimum of one item per prize category, unless otherwise agreed in writing.

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Prizes may be physical or virtual.

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Virtual prizes will be emailed to winners.

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Physical prizes will be made available for collection at Fingers Crossed Coffee Shop, unless otherwise agreed.

The Activation Partner is responsible for all courier, delivery and associated costs required to get physical prizes to the venue.

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Trail Fund Project reserves the right to approve all prize items before inclusion.

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14. Activation Partner Responsibilities

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The Activation Partner is responsible for:

• Arriving on time

• Setting up before the event starts

• Providing all required infrastructure

• Ensuring that its activation is safe, stable and suitable for the venue

• Managing its own staff, products, stock and equipment

• Ensuring all products are lawful, safe and suitable for use

• Managing its own payments and sales, where applicable

• Removing all materials after the activation

• Leaving the activation space clean and undamaged

• Complying with venue rules

• Complying with any reasonable instruction from Trail Fund Project, Forge or the venue

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The Activation Partner is responsible for any loss, damage, injury, claim or complaint arising from its products, services, staff, equipment, signage, setup or conduct.

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15. Trail Fund Project Responsibilities

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Trail Fund Project will provide:

• A dedicated activation space, subject to availability and final placement

• Reasonable event-day coordination

• Online promotion according to the package selected

• Event landing page inclusion where applicable

• Access to available event photographs where applicable

• Communication of setup times and event-day requirements

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Trail Fund Project is not responsible for the Activation Partner’s sales, stock, equipment, staffing, payment systems, insurance, permits, or commercial performance.

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16. Venue and Third-Party Rules

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The Activation Partner acknowledges that the activation takes place at a third-party venue and may be subject to venue rules, space constraints, operational requirements and safety considerations.

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Trail Fund Project reserves the right to amend activation placement, setup requirements or event logistics where necessary to comply with venue operations, safety needs, weather conditions, participant flow, or other practical requirements.

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17. Cancellations, Postponements and Non-Attendance

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Deposits are non-refundable.

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If the Activation Partner cancels after confirming its booking, the deposit will not be refunded.

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If the Activation Partner fails to attend on the agreed activation date, the Activation Partner will not be entitled to a refund.

If Trail Fund Project cancels or postpones the activation due to weather, safety concerns, venue restrictions, low registrations, force majeure, or circumstances beyond its reasonable control, Trail Fund Project will make reasonable efforts to agree an alternative date or arrangement with the Activation Partner.

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Trail Fund Project is not liable for any costs, losses or damages incurred by the Activation Partner as a result of cancellation, postponement, reduced participant turnout, weather, or venue-related changes.

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18. Brand Assets

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The Activation Partner must provide all required brand assets by the deadline requested by Trail Fund Project.

These may include:

• Logo

• Website link

• Social media handles

• Brand description

• Promotional images

• Preferred captions or wording

• Any relevant offer details

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Failure to provide brand assets on time may result in reduced promotional inclusion.

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Trail Fund Project may edit submitted wording for clarity, length, formatting or brand consistency.

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19. Health, Safety and Insurance

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The Activation Partner is responsible for ensuring that its activation is safe for staff, participants, venue users and members of the public.

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The Activation Partner must ensure that any equipment, displays, gazebos, cables, products or samples are safely installed and managed.

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The Activation Partner is responsible for obtaining any insurance it considers necessary, including public liability insurance, product liability insurance, equipment insurance or staff insurance.

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Trail Fund Project may request proof of insurance where appropriate.

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20. Food, Beverage and Regulated Products

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Any food, beverage, health, wellness, supplement, cosmetic, medical, therapeutic or regulated product offered by an Activation Partner must comply with all applicable laws, labelling requirements, safety standards and venue rules.

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The Activation Partner is solely responsible for ensuring that its products are lawful, safe, properly labelled and suitable for distribution, sampling or sale.

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Trail Fund Project reserves the right to prohibit the distribution or sale of any item it considers unsuitable for the event.

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21. Use of Trail Fund Project Name and Branding

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The Activation Partner may refer to itself as an Activation Partner of the relevant Trail Fund Project event, provided that all references are accurate and not misleading.

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The Activation Partner may not use the Trail Fund Project, Forge, Fingers Crossed, beneficiary organisation, or event logos without prior written approval.

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The Activation Partner may not imply title sponsorship, exclusivity, endorsement, partnership, agency, employment or joint venture unless this has been agreed in writing.

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22. Privacy and Communications

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Trail Fund Project may collect and process personal information provided through the Activation Partner application form for purposes related to:

• Processing the application

• Confirming the booking

• Issuing invoices or payment requests

• Coordinating the activation

• Delivering promotional benefits

• Event administration

• Future communications about Trail Fund Project, Forge, events, sponsorship opportunities or related services, where permitted

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Personal information will be processed in accordance with applicable South African privacy laws.

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Where required, marketing communications will include an unsubscribe option.

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23. No Exclusivity

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Unless expressly agreed in writing, Activation Partner participation is non-exclusive.

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Trail Fund Project may accept other sponsors, Activation Partners, prize partners, goodie bag contributors or brands, including brands in similar or related categories.

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24. Limitation of Liability

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To the fullest extent permitted by law, Trail Fund Project, Forge, the venue, beneficiary organisations, organisers, staff, representatives, volunteers and partners will not be liable for any indirect, special, incidental, consequential or financial loss arising from the Activation Partner’s participation in the event.

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This includes, but is not limited to, loss of sales, loss of profit, loss of opportunity, reputational harm, equipment loss, stock loss, weather-related losses, low turnout, cancellation, postponement or changes to event logistics.

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25. Indemnity

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The Activation Partner indemnifies and holds harmless Trail Fund Project, Forge, the venue, beneficiary organisations, organisers, staff, representatives, volunteers and partners from any claim, loss, damage, injury, cost, complaint, liability or expense arising from:

• The Activation Partner’s products or services

• The Activation Partner’s staff, contractors or representatives

• The Activation Partner’s stand, equipment, signage or infrastructure

• The Activation Partner’s sales, samples, demonstrations, competitions or promotions

• Any breach of these Terms and Conditions

• Any unlawful, unsafe or negligent act or omission by the Activation Partner

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26. Acceptance of Terms

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By submitting the Activation Partner application form, ticking the acceptance checkbox, paying a deposit, or participating in the event, the Activation Partner confirms that:

• The person submitting the form is authorised to act on behalf of the business or organisation named in the form

• The Activation Partner has read and understood these Terms and Conditions

• The Activation Partner agrees to be bound by these Terms and Conditions

• The Activation Partner accepts the pricing, payment terms, cancellation terms, infrastructure requirements, promotional benefits and event rules set out above

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27. Contact

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For questions about these Terms and Conditions or the Sponsor Partner opportunity, contact:

Trail Fund Project / Forge

Email: alex@forgesa.com

Website: www.trailfundproject.co.za

Phone: +27-72-014-4668