Early Bird and Regular entries (phases 1 and 2) have flexible terms: a lower cancellation fee, and free transfer to 2028, topping up only to the 2028 Early Bird price. Last Call entries (phase 3) have standard terms. Everything else in this policy applies to all entries.
At a glance
| FlexibleEarly Bird and Regular | StandardLast Call | |
|---|---|---|
| Free substitution | Until 31 August 2027 | Until 31 August 2027 |
| Substitution from 1 September 2027 | ZAR 1,500 / USD 100 | ZAR 1,500 / USD 100 |
| Transfer to 2028, until 31 August 2027 | Free: you only top up to the 2028 Early Bird price | ZAR 1,500 / USD 100, plus a top-up to the 2028 Early Bird price |
| Transfer to 2028, from 1 September 2027 | Free: you only top up to the 2028 Early Bird price, only if the entry can be resold | ZAR 1,500 / USD 100, plus a top-up to the 2028 Early Bird price, only if the entry can be resold |
| Cancellation until 31 August 2027 | Full refund less ZAR 2,500 / USD 150 | Full refund less ZAR 5,000 / USD 300 |
| Cancellation from 1 September 2027 | Full refund less ZAR 2,500 / USD 150, only if the entry can be resold | Full refund less ZAR 5,000 / USD 300, only if the entry can be resold |
Substitutions
You can pass your entry on to another rider. Email info@gravel-burn.com with the details of the rider who will take your place. The transaction between you and the other rider is private: funds flow directly between the two of you.
Substitutions are free until 31 August 2027. From 1 September, a substitution costs ZAR 1,500 / USD 100, and you can substitute until the day of registration. For late substitutions we'll do our best to update any personalised items for the new rider, but this can't be guaranteed and a generic item might be provided instead.
Transferring to 2028
Instead of cancelling, you can move your entry to the 2028 Nedbank Gravel Burn. Early Bird and Regular entries transfer free, and only top up to the 2028 Early Bird price (phase 1). Last Call entries pay a transfer fee of ZAR 1,500 / USD 100, plus a top-up to the 2028 Early Bird price. From 1 September, transfers are only accepted if your entry can be resold.
- Everything you've paid for your 2027 entry is credited towards your 2028 entry. The credited amount can't be refunded.
- Any top-up, and any payment-plan instalments still outstanding, must be paid in full by 31 December 2027, or your entry may be forfeited.
- Until all amounts owing on it are paid in full, a transferred entry can't be moved to 2029 or passed on to another rider. Once it's fully paid, it can be moved to 2029 or passed on to another rider, subject to the terms that apply at that time.
- Optional Extras don't transfer automatically; they follow their own cancellation terms (below).
- The organisers may change the dates, route, format or venues of the 2028 event; your transfer stands regardless, and the event changes and cancellations terms (below) apply to 2028 too.
- A transfer can't be reversed or exchanged for a refund.
Cancelling your entry
To avoid cancellation fees, we recommend you do a substitution.
To cancel, email info@gravel-burn.com. The fees are in the table above. From 1 September, cancellations are only accepted if your entry can be resold. Optional Extras are not cancelled automatically when you cancel your entry. They follow their own cancellation terms (below) and are in addition to the fee for cancelling your entry.
If you're paying in instalments, the same terms apply: the fee is taken from what you have paid so far. A missed instalment counts as a cancellation on the date it was due.
Injury or illness
We know accidents and illness can happen to any of us, and if they do, we'll do all we can to help you pass your entry on to another rider. The terms above still apply, though: we can't make medical exceptions. That's why we highly recommend travel insurance that covers injury and illness.
Ineligibility
No refund is payable if a rider's entry is cancelled by the race organisers due to ineligibility under the race rules (for example, being found guilty of a doping offence, not meeting the age requirements, or an international rider buying a ZAR entry).
Cancelling Optional Extras
All Optional Extras, including motorhomes, follow one rule, whether you cancel only the Optional Extra or cancel it with your race entry: until 31 August 2027, a full refund less 10%. From 1 September 2027, cancellations of Optional Extras are only accepted if the package can be resold.
Travel insurance
We highly recommend that riders take out private travel insurance to cover any cancellation costs.
Event changes and cancellations
If the event, or any part of it, is cancelled, postponed, shortened or modified in any way, or if any of the amenities, goods or services in relation to the event are no longer provided, whether due to force majeure, legal restrictions, disputes, safety reasons, failure by service providers to perform, or any other reason or cause, the entry fees and all other fees paid will not be refundable.
For entries to the 2026 race, see the 2026 Withdrawal Policy.