Running Clubs and Event Management Companies that are members of the RRCA (both for- and nonprofit) may own events, as well as, be hired by clients for the purposes of event management services.  This insurance program is designed to provide a discounted general liability policy for Event Management Companies that own events that are directed by an RRCA Certified Race Director.  

This policy can also provide general liability coverage to Event Management Companies and running clubs with a Certified Race Director that is hired to put on events for a third party (non-owned events). As a reminder, no RRCA member can transfer insurance coverage to a third-party (non-owned events). When hired to direct a race by a third party, the Event Management Company must verify their client’s event is insured by RRCA, or they must provide proof of similar coverage. 

Since a club or Event Management Company is providing professional services to a client for a fee, the RRCA requires completion of the Race Director Certification program before a club or event management company will be allowed to access this discounted insurance program. 

If a client hires your club for the purposes of event management service, your club MAY NOT list these events as covered and owned events. This transfer of insurance is strictly prohibited.

If a nonprofit club is engaging in event management services for-profit (raising additional income for the club), this insurance program is designed to cover the club’s hired activities/event management services.

This policy is separate from the RRCA Insurance policy that covers for club-owned events, training runs, and social events.

A nonprofit running club MUST have at least one RRCA Certified Race Director that oversees the event management services of a club.

To ensure insurance coverage for non-owned events, nonprofit running clubs may purchase this additional insurance policy to cover their event management services business activities. This insurance DOES NOT insure the client’s event. A client must also join the RRCA as an event member, as this insurance is secondary to the RRCA event member policy.

The club providing event management services must get a copy of the certificate of insurance from their client to verify that the client’s event is properly insured. Under no circumstance can a club charge a client fees for insurance and then report the events to the RRCA as owned event for insurance coverage. The RRCA has a zero tolerance policy for members that “sell” our insurance to another party.

The owner of the Event Management Company must be an RRCA Certified Race Director to access this insurance program.

If an event management company OWNS their events, these are insured through the RRCA’s general liability program (see discounted rates below).  An Event Management Company hired by a client cannot add the non-owned event to their account and claim the third party’s event as their own.

To ensure insurance coverage for non-owned events, this Certified Race Director’s Insurance Policy is designed to cover event management business activities, including timing services.

This insurance DOES NOT insure the client’s event. A client must also join the RRCA as an event member or get insurance from another provider to cover their event. The Event Management Company must get a copy of the certificate of insurance from their client to verify that the client’s event is properly insured.

Under no circumstance can an event management company charge a client fees for insurance and then report the events to the RRCA as owned events for insurance coverage for the event. The RRCA has a zero tolerance policy for members that “sell” our insurance to another party.

Event Management Company Dues: Pay an annual fee of $100 plus $0.05 per race participant, event volunteers, and race committee members for owned event, and $0.01 per race participants and volunteers for NON-OWNED events.

Running club dues for non-owned events: RRCA members purchasing coverage for non-owned events pay the per participant rate for each event you are seeking coverage for.

Insurance Rates for OWNED Events – 5% Discounted Rate Compared to RRCA’s General Policy Rates. 

$1 million policy (2024 rates):

  • 200 or fewer participants is a flat fee of $102
  • 201 – 500 is a flat fee of $156
  • 501 – 999 pay $0.49 per total participants
  • 1000 – 1999 pay $0.44 per total participants
  • 2000 – 3000 pay $0.36 per total participants
  • 3001 – 5,000 pay $0.32 per total participants
  • 5,001 – 8,000 pay $0.28 per total participants
  • 8,001 – 12,499 pay $0.27 per total participants
  • 12,500+ pay $0.23 per total participants

$2 million policy (2024 rates):

  • 200 or fewer participants is a flat fee of $206
  • 201 – 500 is a flat fee of $322
  • 501 – 999 pay $0.59 per total participants
  • 1000 – 1999 pay $0.49 per total participants
  • 2000 – 3000 pay $0.42 per total participants
  • 3001 – 5,000 pay $0.38 per total participants
  • 5,001 – 8,000 pay $0.33 per total participants
  • 8,001 – 12,499 pay $0.30 per total participants
  • 12,500+ pay $0.26 per total participants

$1 million coverage for NON-OWNED Events (2024 rates):

  • 200 or fewer participants is a flat fee of $51
  • 201 – 500 is a flat fee of $78
  • 501 – 999 pay $0.25 per total participants
  • 1000 – 1999 pay $0.22 per total participants
  • 2000 – 3000 pay $0.18 per total participants
  • 3001 – 5,000 pay $0.16 per total participants
  • 5,001 – 8,000 pay $0.14 per total participants
  • 8,001 – 12,499 pay $0.13 per total participants
  • 12,500+ pay $0.12 per total participants

$2 million policy – NON-OWNED Events (2022 rates):

  • 200 or fewer participants is a flat fee of $103
  • 201 – 500 is a flat fee of $161
  • 501 – 999 pay $0.30 per total participants
  • 1000 – 1999 pay $0.25 per total participants
  • 2000 – 3000 pay $0.21 per total participants
  • 3001 – 5,000 pay $0.19 per total participants
  • 5,001 – 8,000 pay $0.17 per total participants
  • 8,001 – 12,499 pay $0.15 per total participants
  • 12,500+ pay $0.13 per total participants

Unfortunately, there is not an automated option for applying the discount.  Human review by RRCA is required before the discount can be applied. 

Follow these steps: 

  1. In the RRCA memership system, generate your renewal and report your events for 2024.   Review the “Membership How To,” as needed.
  2. Proceed to the checkout screen. 
  3. Select the option to “Pay Later” and verify your billing address and you must click checkout.  This will generate the order in the system.
  4. Forward the order confirmation email you receive to [email protected] requesting the Certified Race Director Discount be applied.
  5. Allow 72 hours for your order to be updated with the discounted rates.   You will receive an updated order email from the system.
  6. You can then go and pay online with a credit card, EFT, or mail a check.

Once you have verified that the third party organization that has hired your club or event management company has provided proof of general liability insurance or RRCA membership, you can report the non-owned event to the RRCA. 

Follow these steps: 

Email the following information to [email protected] and outline you are reporting a non-owned event.

  • Outline if you need coverage under the $1 Million or $2 Million policy
  • Event Name
  • Event Date
  • Number of participants
  • Number of volunteers

An order will be generated in the membership system using the non-owned event dues and insurance rates.  You will receive an order email from the system allowing you to pay online with a credit card, EFT, or mail a check.

 

This insurance program covers an RRCA Certified Race Director’s owned and non/owned events reported to the RRCA.

For non-owned events, this policy is a secondary policy, and all RRCA Certified Race Directors seeking coverage for non-owned events must request a certificate of Insurance from clients, and verify that the event is insured by either RRCA or USATF.  Non-owned events insured by a third party should be reviewed with RRCA to ensure that the event is properly insured.  This insurance program covers:

  • Event management activities that may including timing services,
  • Finish-line management,
  • Scoring,
  • Professional liability,
  • Day-to-day operations of a race director,
  • Office premises, (including home offices)
  • Insured set-up and tear down periods,
  • Concession sales at insured events,
  • Ancillary events held in conjunction with insured events and customary ancillary actives such as occasional fund raising events, dinners, awards banquets and planning sessions.

General Liability policy: rate based on participant number

  • $1,000,000 of per occurrence of liability coverage (includes participant legal liability)
  • NO general aggregate limit
  • $500,000 of damage to premises rented to you
  • $500,000 sexual abuse & molestation of per occurrence liability coverage with a $5,000,000 general aggregate limit
  • $25,000 Crisis response coverages
  • $10,000 per person up to $100,000 aggregate limit for Cyber Privacy and Participant Identity Theft.

Accident Medical Policy (excess) rate based on participant number

  • $10,000 excess accident medical
  • $250 Deductible

Day-to-Day activities, office premises operations & Non Owned/Hired Auto – No longer assessing additional fee. This coverage is built into the rate structure outlined below.

  • $1,000,000 for nonowned and hired auto liability (only those autos not owned by the insured or autos leased, hired, rented or borrowed for use on the official business of the RRCA Registered Race Directors

This policy carries the same exclusions as the RRCA’s main general liability insurance program.  Review the Excluded Activities >>

This program is also offered through the RRCA’s master insurance program.  The volunteer medical endorsement is available for all owned events for club and event management companies.  The insurance program also offers the optional Operations Package which provides for basic business type insurance coverages for your club or event management company.

Volunteer Medical Endorsement – $250 ($1 million coverage) or $300 ($2 million coverage)
Properly licensed medical personnel working on the named insured’s behalf, limited to providing on-site emergency medical services, coverage is limited to sporting events and activities that are supervised, sanctioned and/or operated by the named insured.

Operations Package Program – $750*

  • $25,000 business income loss
  • $5,000 miscellaneous office equipment coverage
  • $75,000 business personal property coverage
  • $10,000 hardware/software coverage
  • $25,000 employee/volunteer dishonesty coverage – must have RRCA recommended financial policies and procedures in place for your club or event management company.
  • $25,000 forgery and alterations
  • $10,000 theft, disappearance, and destruction

*Exclusions include wind, hail, earthquake, and flooding as a peril.  To include coverage for these perils, contact Star Insurance for a quote.

To sign-up for this insurance program, you must first contact  [email protected] to verify enrollment in the Race Director Certification course or completion and to receive more information about reporting your non-owned events to the RRCA.

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