Creating a team and paying for entries

How team entries work:

1. Gift codes act as entry token to the team
   Each gift code is an entry for one team member in a chosen distance.
2. Team captains purchase gift codes
   As the team captain, you can buy as many gift codes as you need for any of the three distances. You can also purchase more later if you wish to add more participants to your team
3. Choose how gift codes are issued
   Gift codes can be:
   1. The same code for all runners in a distance, or
   2. Unique codes for each participant
4. Decide how much you want to pay
   You can cover:
   1. 100% of the entry fee, or
   2. A portion of the fee (participants pay the remaining balance)
5. Gift codes are emailed instantly
   After purchase, Race Roster will email the gift codes to you right away.
6. Track your gift codes
   Once you have purchased your gift codes, you can easily monitor which gift codes have been used through Race Roster here.
7. Participants register themselves
   Team members complete their own registration and use the gift code to fully cover or subsidise the entry fee during their registration process.

Important to note:

• Gift codes are non-refundable
  We recommend purchasing only the number you need and buying more later if required.
• New codes are issued with each purchase
  If you return to buy additional gift codes, they will be different from any previously purchased codes.
• Gift codes are invalid once an event sells out
  If an event sells out, unused gift codes will no longer be valid and refund will not be available.
• Gift codes cover entry fees only and are not eligible for HBF Member discount
  Gift codes do not cover additional merchandise items or postage costs, only the entry fee itself. Your HBF member discount does not apply to purchasing gift codes.
• Gift codes do not reserve a spot
  Gift codes are not guaranteed entries and do not hold a place in the event until redeemed via registration.

How to redeem a gift code:

To redeem a gift code you have received, follow the steps below:

1. Visit the Race Roster registration page here.
2. Select the event you are entering.
3. Complete the form with your details, until you reach the check-out page.
4. Once on the check-out page, enter the code you have been supplied in the promo or gift code area.
5. Click submit and you’re good to go!

Team packs: Delivery/Pickup Options

Team pack collection options for 2026 are based on team size to help ensure a smooth and efficient pack distribution experience. Please note: the team captain is only included in the participant count if they’re registered to participate.

Teams with less than 20

Teams with fewer than 20 participants will need to collect packs individually. Each person in the team will have to select their own way to get their pack either via:

• Pack collection (further details here) - FREE
• Individual postage (1 person’s entry posted to 1 address)
• Multi-pack postage (2-10 people registered in the same transaction posted to 1 address)

PLEASE NOTE: One person can collect a team’s packs for less than 20, however we ask the assigned person to bring all team members eTickets. These will be emailed out a week before the event.

Teams with 20 or more

Teams with 20 or more registered participants and have selected Pack Pickup with their entry can choose one of the following options:

• Bulk pickup: All packs collected at Pack Collection by one person (more details here) - FREE
• Bulk courier delivery: All packs couriered to one nominated address (office or home) - $150

If your team is likely to have 20 or more participants and plans to use one of the bulk pack options, please make sure all team members select Pack Pickup when registering.

Any team member who selects individual postage will not be included in the bulk packs and will instead receive their pack separately by post.

We will reach out to teams as they qualify for the bulk team options. If you reach 20 or more participants in your team with pack pickup selected, and haven’t heard from us, please email enquiry@hbfrun.com.au to see if we can offer you one of the bulk options for your team.

PLEASE NOTE: Bulk options close on the 30^th April. Teams with a bulk option assigned must have all team members registered and joined by this date in order to be packed. Others may still join the team after the 30^th April, however they will not be included in the bulk teams pack and will need to collect their individual packs at pack collection