Event Management Companies hired to produce events for third-party clients should 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.
Event Management Company Defined
- Event management companies own multiple races that are 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.
- A 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 and will not be tolerated by the RRCA.
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.
- Membership in the RRCA is required to access the insurance program for running event members.
- Membership is taken out in the name of the event management company/organization
- During the join/renew process you can list all of the events you own through our online system. You will then be able to print the screen of the events you have report. The system will generate an invoice for dues and insurance for all owned events reported at the time of joining/renewing. Review the instructions below the Join/Renew button at the bottom of the page.
- Event management companies adding additional races that they OWN during the calendar year must contact the RRCA to obtain an invoice to insure additional events not reported during the renewal process. Provide the event name, distance, date, participant and volunteer numbers for each event. You must request an invoice for additional events and pay for the dues and insurance no less than 30 days before the event date to ensure timely processing of the certificate of insurance for the event.
- If you DO NOT own the event and are simply providing timing or finish-line services to a client, DO NOT add these events for insurance purposes. The insurance policy covers liability for event OWNERS. Timing services are not covered by this policy. The RRCA offers a business insurance policy for RRCA Certified Race Directors to cover timing service activities and other services for non-owned events.
- All event management companies are required to obtain waivers of liability from their event participants. Your waiver should be specific to your events. Find sample waivers.
- List your events on the RRCA event calendar for insurance reporting purposes. Joining the RRCA as an event management company does not automatically post your events on the RRCA Calendar. It is your responsibility to list the events on the calendar.
- Event Management Company members utilizing the RRCA nonprofit group exemption with the IRS are required to submit a roster of board members to the RRCA to verify a bona fide board of directors is in place and to provide your leaders with Keeping Pace emails. Download the RRCA Roster template, include your roster data in the template, save the file as instructed, and upload your board roster through our website.
- Request additional insured certificates for your events as needed using our online request form. You may only request certificates for events that you OWN and have reported to the RRCA and paid to insure. Additional insurance certificate requests are only accepted using the online form. Please do not contact the RRCA or Star Insurance by email to request a certificate.
- Attest to having read the Guidelines for Safe Events, Understanding Music Licensing, and the Race Director Code of Ethics.
- Review the Working with Charities information in the Resources for Event Directors section.
- Post the RRCA member logo on your event website to show that your event is a member of the largest distance running organization in the US. This also lets your participants know that you have agreed to follow our guidelines for best practices. Download the RRCA member badge.
- There are NO REFUNDS if a member cancels or dissolves an organization or event during the year. There are NO INSURANCE REFUNDS if any race activities including pre-race planning, pre-race marketing, and registration collection have occurred in the year, even if a race gets canceled or a club dissolves.
Dues and Insurance Information
The dues structure is similar for nonprofit and for-profit running events. Nonprofit running events are required to carry Directors & Officers Insurance through the RRCA, or send proof of coverage through another insurance provider. Insurance coverage for an event will cover a race expo, the event, and the post-race activities, but not training programs for the event. If your race also conducts a training program, then you will need to become a running club member in order to insure the training group. For more information review the Insurance page on our website. Waiting until the last minute to insure events (less than 14 days before the event) is STRONGLY discouraged. Events renewing with less than a 14-day notice before race day may be assessed a $100 RRCA Board approved late fee for rush processing. You will receive a copy of the certificate of insurance by email. This email will come from Star Insurance. It will take up to 14 business days to process the certificate of insurance from the time full payment for membership and insurance is received by the RRCA. Replacement copies can be obtained by emailing Margaret Mayers (Margaret.Mayers@starfinancial.com) Please, do not email Margaret or the RRCA to inquire about your certificate status if you are within the 14-day window of making your payment and awaiting your certificate.
Annual membership in the RRCA, including insurance coverage, begins on December 31st at 12:00 AM and ends at 11:59 PM on December 30th of the following year. There is NO prorating of dues or insurance for mid-year payments or for new members joining throughout the year.
Membership Dues Rates
- Nonprofit event management companies pay a membership dues rate of $76 along with the per participant rate outlined below
- For-profit event management companies pay a membership dues rate of $100 along with the per participant rate outlined below
- Per participant rate: Both for-profit and nonprofit event management companies pay $0.05 per race participant and event volunteers for EACH event they OWN and report to the RRCA as part of their membership/insurance.
- Optional Music License Service - Learn more and see tiered fees.
Event Management Company Insurance Rates
All event management company members pay General Liability Insurance rates on a scale based on the number of participants, volunteers, and race committee members involved with EACH event they OWN. For example, if an event management company has six events with 500 participants each, the member would pay the $158 flat rate for EACH event. If the event management company has three races with 2000 people each, the rate would be $0.33 per participant per event. RRCA Certified Race Directors may qualify for a lower insurance rate for events. Learn more about the insurance program for RRCA Certified Race Directors.
Request additional insured certificates
(dues paying members only)RRCA does not cover timing companies as
additional insureds. Timing companies should show proof of insurance to
the event owner.
All nonprofit event management organizations are required to purchase Directors & Officers Insurance at a flat fee of $200.
Download the detailed instructions for joining/renewing membership (DOC)
RRCA members are encouraged to pay by check. Your check allows the RRCA to invest our resources into programs, not credit card processing fees. Members with dues and insurance fees over $5,000 MUST PAY BY CHECK and select to mail a check in the online payment system. We will no longer break payments into multiple batches for credit card payments above the $5,000 threshold. For data security reasons, we will not process a credit card payment over the phone, by mail, email, or fax for any reason. To pay by credit card, you must select that payment option. Upon request, we can generate an email to your primary contact to resend your membership invoice, which will grant you access to the online payment portal where payment can be made via a secure credit card transaction.
Email Membership@rrca.org if you need an invoice for a remaining 2015 event or have questions.