ATRA Event Standards Program Quick Start Guide

ATRA Event Standards Program Quick Start Guide
Updated December 15, 2015

ATRA’s Event Standards Program is as an educational resource for race directors and race participants. The program, first introduced in 2012, is comprised of 15 criteria necessary for staging a safe and well-organized event. A more detailed version of our Event Standards Program is available here.

1) Race Organization
A) Appoint committee members to assist with event.
B) Develop a budget.
C) Obtain director and officer liability insurance if required in your area.

2) Logistics
A) Obtain all necessary permits and permissions.
B) Publicize event at venue in advance of date.
C) Secure liability insurance.
D) Secure signed liability waivers from all race participants and volunteers.
E) Plan for and publicize parking and/or shuttle to start.

3) Event Information and Registration
A) Publicize event information and include details such as date, time, distance, venue.
B) Provide contact information for race director.
C) Limit amount of paper used – consider online registration, digital event materials, etc.

4) Entry Limits
A) Publicize and adhere to entry/participation limits.
B) Ensure transparent registration process be it lottery, first-come, first-served, etc.
C) Publicize policy for registration transfers and refunds.
D) Publicize and adhere to minimum age requirements if applicable to event.

5) Course
A) Accurately measure route.
B) Terrain must meet one of the following requirements:
1) Course is at least 75% unpaved surface;
2) Course must be an uphill-only route with a positive elevation gain of at least 9% average grade from start to finish, with no downhill section longer than 20% of the total course.
C) Publicize course profile and map.
D) Place aid stations and/or check points along the route.
E) Sufficiently mark course with removable signage.
F) Do not install or place man-made obstacles on the course.

6) Environment Awareness
A) Stay on marked course/trail.
B) Do not litter.
C) Carry water (consider cupless aid stations).
D) Create cancellation plan if adverse weather/natural disaster.
E) Sweep entire course after event.

7) Safety
A) Track and monitor race participants on course.
B) Develop and implement a thorough communications plan.
C) Develop and implement a thorough medical plan.
D) Develop and implement an emergency contingency plan/event cancellation/rerouting.
E) Provide medical support at race finish.

8) Time Limits
A) Clearly state and adhere to time cutoffs.
B) Develop and implement a plan to account for slower race participants.

9) Rules, Fairness and Penalties
A) Document and publicize rules.
B) Adhere to and enforce rules.
C) Appoint jury of appeals to analyze and rule on infractions (typically 3 people).
D) Document and publicize grounds for disqualification.

10) Dogs/Portable Music Players/Spectators
A) Create, document and publicize policies.
B) Ensure policies meet insurance requirements and safety considerations.

11) Results
A) Review results for accuracy.
B) Publish in a timely manner
C) Establish plan for ties, or questionable finishes.

12) Awards
A) Publish time and venue of awards ceremony.
B) Ensure awards reflect what has been publicized.
C) Pay prize money in full to recipients in timely manner.
D) Publish policy of giving awards to recipients who are not at the awards ceremony.

13) Delivery of Goods and Services
A) Deliver to race participants what the event promises.
B) Provide race participants a way to provide feedback to race director(s) before/during/after the event.

14) Financial Accountability
A) Keep accurate records.
B) Pay bills when they are due.
C) File income tax records with the IRS and/or related taxation organizations.

15) Additional Considerations
A) Minimize impacts on resources (trails, local communities, parking, lights, and noise.)
B) Buy, hire, and source locally if possible.
C) Support local businesses.

For a detailed description of our Event Standards Program and how to apply, click here.