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.
If you host a live event with a virtual component,
the 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.).
- 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.
VIRTUAL EVENT INSURANCE - 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 firstname.lastname@example.org 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@example.com
Welcome to the Event Management Company Page
Here you will find detailed information about how the RRCA defines the membership category of Event Management Company Member. You will also find detailed information about dues and insurance coverage and fees. We do not provide quotes, as our fees are clearly outlined below and apply to all members. To Join/Renew, you will find the button at the bottom to access the membership system after reviewing all the information below. All new and returning members must review the information below and attest to understanding it. We recommend you download the detailed instructions at the bottom of this page that explains how to Join/Renew membership through our online system.
Event Management Companies hired to produce events for third-party clients:
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 Member 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.
- 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.
Event Management Company Membership Requirements
- 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
- Reporting Events ~ 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.
- Waivers: 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.
- Rosters requirements ~ 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.
- Attestations ~ 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.
- Sharing RRCA Affiliation ~ 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.
Dues and Insurance Information - 2021
Refund Policy ~ 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 the organization dissolves.
Dues Structure ~ 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/event conducts an associated training program, you will need to contact firstname.lastname@example.org to review operations and assessment of training program dues and insurance. Our membership system will calculate your club's dues and insurance fees based on information you provide and any additional optional policies/services you selection.
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 the Insurance Management Group. 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 (email@example.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.
Term ~ 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.
Event Management Company 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.
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.
2021Insurance Coverage for Track & Field Events
Additional "Field" coverage can be added as supplemental coverage to an organization's general liability coverage through RRCA, and is designed to cover for Track & Field meets where certain throwing and jumping events occur, including: hurdles, steeple chase, shot put, discuss, high jump, long jump, triple jump, and pentathlon. The following events are EXCLUDED from coverage: poll vault, javelin, hammer throw.
Access the "Members Only"
section to learn more and to purchase coverage for covered "Field" events.
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. 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.