Running Club Member Defined
The following outlines how the RRCA defines the Running Club membership category. If your organization only produces events and offers no annual programs (weekly group runs, training programs, social events, etc), then the RRCA considers your operations an Event Management Member, not a club.
Notice Regarding Virtual Runs
For RRCA purposes, we define a virtual event as a marketing effort that encourages participants/club members 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/route AND provides timing services on said course, the event is no longer virtual and is considered a live event.
Running Clubs – RRCA member running clubs can host virtual events with no additional fees, as hosting virtual events or online challenges that are not timed and are not on a prescribed course are covered under the club’s general liability insurance. RRCA recommends updating your event waiver if you host a virtual run and utilize a sign-up for capturing virtual run waiver/data/results.
- If timing services are provided on a prescribed course/route, the event is no longer considered virtual, and it is considered an informal, live event for each day it is held.
- If you hold a “virtual challenge” on a prescribed course AND provide timing services over a period of days, additional insured requests must be submitted for each day of the challenge for property owners and municipal entities (cities, parks & rec, etc.). For example, you hold a 15-day challenge on a specific course and provide timing services, you must submit AI’s for each specific day of the challenge. That is 15 AI’s requests for the entity for each day of the challenge.
- 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, proprerty owners, 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.
Membership in the RRCA is required to access the insurance program for running clubs.
Assign a primary contact: This person is the club’s point of contact in our database and responsible for paying dues and insurance fees.
Waivers: All clubs are required to obtain waivers of liability from all of their members and all program participants during the club’s join/renew process as a requirement of accessing the RRCA insurance program. All guests to club training runs MUST sign a waiver as well.
Dues Structure: Dues structure are similar for nonprofit and for-profit running clubs, however nonprofit clubs are required to carry Directors & Officers Insurance through the RRCA, or send proof of coverage through another insurance provider. The RRCA requires members to carry general liability insurance coverage or provide proof of coverage. Our membership system calculates club’s dues and insurance fees based on information provided and any optional policies/services selected.
Rosters – We are working on a reasonable technology solution for providing rosters to RRCA for household membership verification. At this time, we are not collecting rosters, but will launch a new process before renewals begin for 2023.
Club-Owned Events ~ RRCA member running clubs may own and produce their own events during the year. These activities are covered as part of the membership and insurance fees, and there are no additional dues/insurance cost per event (unless it is determined by the RRCA that your membership classification is incorrect based on your organization’s activities/structure).
- Running clubs providing assistance to other organizations (volunteer recruitment, finish line management, timing services, etc.) for the production of non-club managed or owned events.
- We refer to this as event management services. If a club provides event management services to a 3rd-party, the club MUST NOT list their client events as “club owned.” This transfer of a club’s insurance coverage to a third-party is strictly prohibited and considered FRAUD. Third-party organizations should show proof of insurance to the club or join the RRCA as an event member. Clubs that engage in event management services should closely review the information on the Certified Race Director Insurance Program page.
List Events on RRCA Calendar: Club-owned events must me listed on the RRCA Calendar. This will occur during the join/renew process and events can be added during the year. This is also how you can add music license fees for events. Data you provide will feed automatically to our searchable event calendar.
Attest you’ve read:
- RRCA Insurance Services Information
- Safe Group Run Guidelines
- Safe Events Guidelines
- Understanding Music Licensing
- Understanding the Safe Sport Act
- Race Director Code of Ethics
Adopt recommended and required policies for your running club as outlined in our Education for Club Directors section.
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. We can generate an email to your primary contact to resend your membership invoice, which will grant you access to the online system where payment can be made via a secure credit card transaction.
Email: [email protected] with any questions.
Share Your RRCA Affiliation: Post the RRCA member logo on your club’s website. Posting the RRCA logo lets your participants know that you have agreed to follow our guidelines to help ensure runner safety and inclusion. Download the RRCA Member Icon
Running club dues are assessed based on the term “Household Members.” Household Members are defined as the unique mailing address for members or participants in your club/training program. For example, a family living in the same household may be counted by the club as 2-4 individual members, but would be counted for RRCA membership as one household member.
35 or fewer household members:
- Nonprofit running clubs with 35 or fewer household members pay a flat fee of $76 for dues
- For-profit clubs/training groups pay a flat fee of $100 for dues.
36 and over household members: All running clubs with 36 or more household members pay $2.30 per the number of household member.
Clubs in operation for a full year, and renewing membership, shall report household numbers based on final membership numbers for the immediate past year. For example, the households as of 12/31/2019 will be reported for generating the 2020 membership.
FOR 2021 – Clubs should forecast projected household members for the year, including attrition rates for 2020 and 2021, and report this number to the RRCA.
- The RRCA does not assess additional dues mid-year for club’s that grow, unless we deem there was improper reporting at renewal/joining.
- Club’s will report the higher number of household members during the next year’s renewal process.
- RRCA will spot check rosters to verify accurate reporting by members.
- RRCA may check information on club websites to also verify club size and proper dues assessment. Clubs reporting minimum number of households but stating a significantly higher membership number on their website, social media, or in press releases will come under the RRCA’s Member Accountability Process and may be assessed additional dues and insurance.
Membership dues help cover costs for financial management, processing fees (we don’t pass this cost to members), staff support, program support, annual convention, and much, much more.
General Liability Coverage:
- $1 Million Coverage: $2.50 per the number of household members. ($1 million insurance is assessed at a minimum rate of 35 households, which is $75)
- $2 Million Coverage: $2.98 per the number of household members. ($250 mandatory minimum for clubs with 95 or fewer households.)
Directors & Officers Insurance:
All nonprofit running clubs are required to purchase Directors & Officers Insurance at a flat rate of $205. (For-profit or informal groups are not eligible for D&O coverage.)
Additional Policy Options:
- Volunteer Medical Personnel Coverage: is $250 for $1million in coverage and $300 for $2million in coverage. See coverage details.
- Optional Operations Package: $750. See coverage details.
- Optional Cyber Liability Coverage: $270. See coverage details.
Learn about adding a Music License to Events Your Club Owns.
Additional Insured Certificates can be requested in the RRCA Insurance section AFTER joining the RRCA.
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.
Email: [email protected] with any questions.
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 a club dissolves.
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. Clubs and events must renew their membership prior to December 31st to ensure full coverage for the calendar year. There is NO prorating of dues or insurance for late payments or for new members joining throughout the year.