March 1, 2025

Cross Timbers Trail Run

Rules and Policies

Refunds, Changing Distances, and More!

Refunds

No deferrals are allowed, especially because we have our super generous partial refund policy. Refunds can be requested if you find your plans change. If you cancel your race in an email to us or by removing yourself in Ultrasignup without requesting a refund specifically, we assume that you want your entry fee to be treated as a donation to our organization and our charitable causes.

Refunds are done through a tiered system based on when it is requested:

We use a tiered system for entry refunds (not including the online Ultrasignup processing fee):

80% refund for withdrawals before December 15th.

60% refund for withdrawals December 15th through January 14th.

50% refund for withdrawals January 15th to February 25th (3 days before race day).

No refunds after February 25th.

Uterine Change Refund Policy

So while some races have started to offer a Pregnancy Deferral Policy, we take it one step further to create even more equity when training and racing can come with extra complications for those with female reproductive systems because those individuals can go through physical and emotional changes that make training or racing more difficult to plan for and more difficult to accomplish! Our Uterine Change Refund Policy says that if you have an expected or unexpected start or end to a pregnancy after registering for the race and you need to cancel your entry, we'll refund 100% of your entry fee, not subject to our usual admin fee listed in the Refunds section. Email us and cite the policy - no additional info has to be volunteered, we trust our runners this offer won't be abused - and we'll get that refund to you.

Bib Transfers

Want to transfer your race entry to a friend? Bib transfers will be allowed until January 14th with a $15 Administration Fee. After that at the discretion of the Race Director's available time for an administration fee of $30. NO TRANSFERS ALLOWED ON RACE DAY. If we've already committed the available swag (like shirts), your friend taking your bib gets whatever sizes/stuff you signed up for (no switches).

Changing Distances Ahead of Time

If you want to switch distances before your race starts, email us before Wednesday, November 19 to make it race morning official and have a bib that matches your new distance. We may not be able to switch you after that - ask after February 25.

Distance upgrades only need to pay the difference between the price you paid for your original distance and the current price at the time of the request for your new distance (plus the Ultrasignup online processing fee).

Distance downgrades do not receive a refund for any price difference.

You can only change distances while that distance has spots still available.

Dropping Down Distance Mid-race

No dropdowns allowed mid-race in any distance.

Rules

See our Transgender Entrant Policy which applies to all races produced by The Active Joe and seeks to support, include, and protect the privacy of the transgender athletes who attend our races.
See our Non-Binary Athlete Entrant Policy which applies to all races produced by The Active Joe and seeks to create a supportive and inclusive environment for our non-binary athletes and addresses how those with a Non-binary gender will be handled in the registration and timing processes.
No dogs or strollers are allowed on the race course for the safety of all.
Runners and walkers are both welcome, as long as you can finish by the time limit.
Entry fees are non-refundable, including in the case of inclement weather.
No refunds will be granted if you downgrade at any time.
This is a private event, so unregistered participants are not allowed. "Banditting" (as this action is referred to) is frowned upon in the running community and unfair to the runners who paid for the opportunity to participate. Race entry fees go for a lot more than water on a course, medals at the finish line, and a shirt in your race packet. It also exposes an event to serious liability risk. It stresses race resources that were calibrated for the sold-out number of participants and therefore can put other participants', the paid participants, health or safety at risk. Those who bandit any portion of the race may be banned from future events by The Active Joe.
Note that it is never okay to allow someone else to use your bib without a proper bib transfer arranged with the Race Director. This can lead to serious liability and medical risks in the chance of emergency and jeopardize the future of the event for everyone.
Our primary goal is to provide a safe event for participants, volunteers, and the community alike. If something arises that threatens that safety, then a) the event will be altered as it is reasonably possible without stressing other resources, b) the events may be delayed during the morning, or c) the event may be canceled. The event can not be rescheduled for another date due to resource availability in the event of cancelation.
Event shirts not picked up at packet pickup or race day will not be mailed.

*All items above subject to potential significant change.