Page Text: RENEW
Running Club Member Defined
The following outlines how the RRCA defines the Running Club membership category. If your organization only produces events and offers no annual programs (weekly group runs, training programs, social events, etc), then the RRCA considers your operations an Event Management Member, not a club.
Running clubs/crews generally conduct weekly group training runs, organized training programs, youth programs, track workouts, social gatherings, and may organize running events owned by the club.
Nonprofit Running Club must be recognized as a nonprofit through the RRCA nonprofit group exemption with the IRS, or granted exemption directly by the IRS. Nonprofit clubs/crews qualify to access the Directors & Officers insurance policy.
Nonprofit Running Club must have an independent board of directors with a minimum of 3 non-related board members that are elected at least every two years.
Nonprofit Running Club can include government-operated recreation centers, other nonprofit organizations, such as the “Y” or Boys & Girls Club, and also includes youth only running clubs or Cross Country programs supported by a school, parent booster club, or local parent/teacher association.
For-Profit/Informal Running Club are organized by RRCA Certified Coaches that coach groups for a fee/profit and are not organized as a formal nonprofit club. Unincorporated associations that are not organized as a formal nonprofit organization are welcome to join the RRCA as a for-profit club, so long as they have a designated group leader or leadership committee. (Keep in mind individuals may be exposed to personal liability if the running group is not organized as an incorporated nonprofit or LLC). Read more about unincorporated associations.
Nonprofit and For-profit clubs must have at least ten individual members (dues and insurance are assessed at the minimum rate of 35 household members).
A club reporting a small membership (under 35 households) with no training programs or organized weekly group runs, and claiming to organize a road race in excess of 5,000 people, must review their organization structure with the RRCA in advance of joining as a club to verify proper membership classification.
The RRCA reserves the right to dictate membership classification, and clubs found to be event management company will be classified as such and must pay the dues and insurance fees according to that membership category.
Notice Regarding Virtual Runs
Virtual Events Defined
For RRCA purposes, we define a virtual event as a marketing effort that encourages participants/club members to run a certain distance and provide for a system where the participant can self-report their participation (completion of a certain distance) to an organization for the purposes of receiving some type of participation premium (shirt, medal, etc.). If an event organizer defines a specific course/route AND provides timing services on said course, the event is no longer virtual and is considered a live event.
Virtual Events are a Covered Activity for Clubs
Running Clubs – RRCA member running clubs can host virtual events with no additional fees, as hosting virtual events or online challenges that are not timed and are not on a prescribed course are covered under the club’s general liability insurance. RRCA recommends updating your event waiver if you host a virtual run and utilize a sign-up for capturing virtual run waiver/data/results.
If timing services are provided on a prescribed course/route, the event is no longer considered virtual, and it is considered an informal, live event for each day it is held.
If you hold a “virtual challenge” on a prescribed course AND provide timing services over a period of days, additional insured requests must be submitted for each day of the challenge for property owners and municipal entities (cities, parks & rec, etc.). For example, you hold a 15-day challenge on a specific course and provide timing services, you must submit AI’s for each specific day of the challenge. That is 15 AI’s requests for the entity for each day of the challenge.
Why the multiple requests for AI’s? When requesting an additional insurance certificate for a live event, these are typically issued for a specific date, not a date range that exceeds a 24-hour period. The insurance company will not cover additional insured entities (cities, parks & recs, proprerty owners, etc.) over a date range for live events, because your organization has no control over the overall activities that occur in the insured area during a date range.
Running Club Membership Requirements
Membership in the RRCA is required to access the insurance program for running clubs.
Assign a primary contact: This person is the club’s point of contact in our database and responsible for paying dues and insurance fees.
Waivers: All clubs are required to obtain waivers of liability from all of their members and all program participants during the club’s join/renew process as a requirement of accessing the RRCA insurance program. All guests to club training runs MUST sign a waiver as well.
Dues Structure: Dues structure are similar for nonprofit and for-profit running clubs, however nonprofit clubs are required to carry Directors & Officers Insurance through the RRCA, or send proof of coverage through another insurance provider. The RRCA requires members to carry general liability insurance coverage or provide proof of coverage. Our membership system calculates club’s dues and insurance fees based on information provided and any optional policies/services selected.
Rosters – We are working on a reasonable technology solution for providing rosters to RRCA for household membership verification. At this time, we are not collecting rosters, but will launch a new process before renewals begin for 2023.
Club-Owned Events ~ RRCA member running clubs may own and produce their own events during the year. These activities are covered as part of the membership and insurance fees, and there are no additional dues/insurance cost per event (unless it is determined by the RRCA that your membership classification is incorrect based on your organization’s activities/structure).
Running clubs providing assistance to other organizations (volunteer recruitment, finish line management, timing services, etc.) for the production of non-club managed or owned events.
We refer to this as event management services. If a club provides event management services to a 3rd-party, the club MUST NOT list their client events as “club owned.” This transfer of a club’s insurance coverage to a third-party is strictly prohibited and considered FRAUD. Third-party organizations should show proof of insurance to the club or join the RRCA as an event member. Clubs that engage in event management services should closely review the information on the Certified Race Director Insurance Program page.
List Events on RRCA Calendar: Club-owned events must me listed on the RRCA Calendar. This will occur during the join/renew process and events can be added during the year . This is also how you can add music license fees for events. Data you provide will feed automatically to our searchable event calendar.
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