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Event Member Defined
The following outlines how the RRCA defines the EVENT MEMBER category. Event Membership is designed for stand alone, independent events not owned by a race directing company or a running club, and the event occurs only one time per year.
Your Event occurs once a year, and is not managed or owned by a nonprofit running club or race directing company and no regular training runs or group runs are offered throughout the year.
Your Event may consist of varying distances, but they all must be held on the same date/weekend. For example, the event may be XYZ Running Festival that includes a half marathon, 5K, and 1-mile fun run all on the same day or over one weekend and in the same location.
Your Event may be organized as a nonprofit or a for-profit entity.
Nonprofit Event Members can be independent running events, or they may be events managed by a nonprofit organization for the purpose of raising funds for the host nonprofit organization. Nonprofit events must have a set of governing bylaws and an independent board of directors (non-related parties) with a minimum of 3 board members that are elected at least every two years. They must be recognized as a nonprofit through the RRCA nonprofit group exemption with the IRS or granted exemption directly by the IRS.
For-Profit Event Members - are one-time per year events owned by an individual or an LLC for the purposes of making a profit or raising funds for a charity partner. If an event is not organized by an officially recognized 501c3 organization, the RRCA deems this a for-profit event member even if the goal is to donate all the funds to a charity. RRCA highly recommends getting pre-approval before hosting an event that raises funds for a specific charity.
Your Event membership and insurance are taken out in the name of the event, not the name of a company, individual, or nonprofit group hosting the event. For example, XYZ PTA will host a 5K fundraising event. The Event member name should be the race name, not the PTA, i.e. 5K to Benefit XYZ Elementary.
If you produce more than one race/event during the calendar year, review the membership information on the Event Management Company Membership page.
Notice Regarding Virtual Events
Virtual Events Defined
For RRCA purposes, we define a virtual event as a marketing effort that encourages registered participants 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 and provides timing services on said course, the event is no longer virtual and is considered a live event, and must be insured as such.
Live Events with a Virtual Component
A virtual event is covered by insurance as part of the activities of your live event. Report the number of runners registered/projected for your live and virtual events combined for insurance fee calculation. RRCA recommends updating your event waiver if you move host both a live and virtual run and utilize an updated sign-up for capturing virtual run data/results.
Event Member and Event Management Company Members – Event Members and Event Mgt. Companies that have paid the insurance fees for 2021 are covered for traditional live and any associate virtual event option, so long as virtual only events, or online only challenges, are not on a prescribed course over a period of days with timing services provided.
If holding a “virtual or challenge event” and you provide timing services on a prescribed course over a period of days (exceeding 24-hours), the events are considered a live events (not virtual), and insurance must be taken out for each day the event is held. For example, you host a challenge and provide timing service on a specific route over a 7-day period, you must insure for 7 different events on 7 different days and submit additional insured requests for each day of the challenge for property owners and municipal entities (cities, parks & rec, etc.).
Virtual Event Insurance Coverage and Costs
RRCA is offering general liability along with participant accident coverage through for members hosting virtual-only events.
Virtual only event under 200 participants, a fee of $107 will be charged for $1million insurance coverage and $217 will be charged for $2million insurance coverage.
Virtual only event with 201-500 participants, a fee of $171 will be charged for $1million insurance coverage and $345 will be charged for $2million insurance coverage.
Virtual only event with 501-5000 participants, fees will be assessed following normal insurance rates posted for Event and Event Mgt. Company members.
Virtual only event with over 5001 participants, please email [email protected] for fee assessment.
This fee includes adding sponsors and charity partners as additional insured at no additional cost. Please review the information above for limitations for additional insureds for municipalities, parks & rec., physical facilities. If you need assistance adding a virtual run to your membership, or if you are a new member planning a virtual event, email [email protected] for assistance.
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, 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.
Event Membership Requirements
Membership in the RRCA is required to access the insurance program.
Assign a primary contact: This person is the event’s point of contact in our database and responsible for paying dues and insurance fees.
Waivers: All Event Members are required to obtain waivers of liability from all of their volunteers and participants.
Roster Requirements ~ Details Coming Soon
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