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Start an Event
RRCA does not provide race management services, but we can help point you in the right direction to help you organize a race of any distance in your community.
START AN EVENT
List My Event
As a member, you will provide information that will automatically list your event to our searchable event calendar. You can edit event info as needed.
EDIT MY EVENT
Renew Memberhip and Add More Events
I've read all of the information below. Take me to the membership portal to renew or to add additional events during the year.
RENEW ~ ADD MORE EVENTS
Event Management Company Member Defined
An Event Management Company owns more than one races that is produced at different times during the year.
A sole proprietor that owns multiple races and is not officially organized as a nonprofit organization is considered by the RRCA as an event management company.
Nonprofit event management organization or government entity that only conducts events during the year is considered by the RRCA as an event management company. D&O fees may apply for nonprofit event management organizations. For example, Go St. Louis is a nonprofit organization that owns and produces events in St. Louis, MO, including the GO! St. Louis Marathon
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.
IMPORTANT: If an event management company DOES NOT OWN an event and it is simply providing a service to a client, such as assisting a charity with the production of an event, then the event CANNOT be insured under the event directing company’s membership with the RRCA. This “transfer” of insurance is strictly prohibited by the RRCA.
Under no circumstance can an event management company charge a third party for RRCA insurance and claim the event as a company owned event. This is FRAUD.
Event management companies and race directors assisting with a race should instruct the event they are assisting to obtain running event membership and insurance directly through the RRCA or another provider. If a race is held in a state other than the state where the event directing company is located, a NEW EVENT membership must be created for ALL out of state events.
Review the information on the Certified Race Director Insurance Program page for information about how to insure NON-OWNED events. Reporting non-owned events for insurance coverage is fraud.
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 Mgt Company 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 management companies are required to obtain waivers of liability from their event participants for all events. The waiver should be specific to your events.
Roster Requirements ~ Details Coming Soon
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