Ascension Seton Austin Marathon, Half Marathon, & 5K Bulk Payment Agreement

2025 Ascension Seton Austin Marathon, Half Marathon, & 5K Bulk Payment Agreement
Bulk Pay Option Overview:

A Bulk Pay option is a payment method designed for organizations or groups that wish to cover the entry fees for a minimum of 20 participants. Instead of each participant paying individually, the organization receives a single invoice for the total amount, which is due before the event. This method simplifies the registration process for large groups and ensures that all members are registered and paid for in one consolidated transaction.

Bulk Payment Process:
1. Complete the Bulk Payment Agreement:
  - Fill out the Bulk Payment Agreement form below.
2. Approval and Code/ Link Distribution:
  - Once approved, you will receive a unique payment code/link via email to distribute to the individuals whose registration fees you intend to cover. If they use the link or apply the code when they register, the event price will be zeroed out. Note: They do NOT need to input a credit card number unless they added any merchandise to their cart as those items are not covered in the Bulk pay processing.
3. Code Expiry and Invoicing:
  - Bulk codes expire at 11:59 PM on Sunday, January 26, 2025.
  - Invoices will be sent starting Monday, January 27, unless requested earlier.
  - Invoice payment is due no later than February 7, 2025. Unpaid invoices will result in cancelled registrations and all users of the code will be notified that their registrations have been voided and their race packets discarded.
4. Invoice Details:
  - Following the bulk payment deadline, an invoice will be generated based on the number of times the code was used multiplied by the entry fees, plus a 8% + $1.00 processing fee per registration.
    
    This fee is charged by our registration company EventDog.com
    
    Race packets cannot be distributed until the invoice is paid in full.
Important Information:
- Pre-existing Registrations:
  - A bulk code cannot be applied to a pre-existing registration.
- Responsibility:
  - By filling out this form, you are responsible for code distribution and management. The Austin Marathon is not liable for misuse or unintended costs incurred from the registration payment code once issued.
- Code Usage:
  - The code can be used for any race distance: Marathon, Half Marathon, or 5K events.
  - Each participant must fill out their own registration form. It is not permissible for someone else to complete the form on their behalf. i.e. a company admin cannot fill out a registration for other staff members.
Applying the Code:
- Copy the code from the email and paste it into the "Promo Code" box on the "Check Out" page during registration.
- Press "Apply" to zero out the registration fee. Any additional items, such as merchandise or charity donations, must be paid for with a credit card.
Setting Up a Team:

Using the Bulk Pay code does NOT automatically create a team. To create a team for your colleagues/co-workers, click here for details.

Dates to Remember:
- Sunday, January 26, 2025 at 11:59 PM: Bulk codes expire.
- Monday, January 27: Invoices for payment will be sent (unless requested earlier).
- February 7, 2025: Invoice payment is due. Unpaid invoices by this date will result in voided registrations, your registered members will be notified, and race packets will be discarded.
Thank you for your cooperation and participation in the Austin International Half Marathon. We look forward to an exciting event!
All Fields Are Required.

Bulk Pay Representative Information
Name of group responsible for payment*
business, charity, school, social group etc.
Bulk Pay Representative First Name*
Bulk Pay Representative Last Name*
Bulk Pay Representative Email address*

Confirmation EmailVerify email address
Bulk Pay Representative Phone Number*
Street Address*
City*
State*
Zip Code*
Expected Number of Participants*
Is the Billing Contact the same as the Bulk Pay Representative?*

Bulk Pay Representative Info End

Billing Contact Information
First Name*
Last Name*
Email Address*
Phone Number*
Street Address*
City*
State*
Zip Code*

Billing Info End

Payment Details
Choose the percentage of your employees' entry fees you would like to cover.*
How many team members do you want to include in this payment plan?*
Minimum is 20. If no limit write unlimited.
Invoices will be sent beginning on Monday, January 27th. If you require an invoice before this date, please indicate below.

MonthDayYear
All invoices must be paid before race weekend. Race packets cannot be distributed if the invoice is not paid in full.

Payment End

Terms & Agreements
Check the box to Agree to Terms and Agreements*

I agree to the process and terms listed above. I acknowledge that I will be held responsible for ensuring that payment is made before any packets are released. I approve for the bulk pay representative and the billing contact information to be shared with those who register using a bulk payment code. I understand that invoices not paid in full on or before February 7 will be voided, code users will be notified, and race packets will be discarded.
Signature

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Terms End
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2025 Ascension Seton Austin Marathon, Half Marathon, & 5K Bulk Payment Agreement

All Fields Are Required.