Join/Renew as a Running Event Member
A running event is a race, whether timed or un-timed, that takes place on roads, trails, or on track (running events only on track) and held on a specific course on a given date.
Event Membership is designed for stand alone, independent events not owned by a race directing company or a running club, and the event occurs only one time per year.
So you want to organize an event? While the RRCA does not provide race management services, we can help point you in the right direction to help you organize a 5k, a marathon, a half marathon or a race of any distance in your community. All phases of the event will benefit from adequate, advanced planning.
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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,
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 Membership Page
Here you will find detailed information about how the RRCA defines the membership category of Event 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 Member Defined
- Event ~ occurs once a year and is not managed or owned by a nonprofit running club or race directing company and no regular training runs or group runs are offered throughout the year.
- An Event Member may consist of varying distance running events, but they all must be held on the same date/weekend. For example, the event may be XYZ Running Festival that includes a half marathon, 5K, and 1-mile fun run all on the same day or over one weekend and in the same location.
- An event may be organized as a nonprofit or a for-profit entity.
- Event membership and insurance are taken out in the name of the event, not the name of a company, individual, or nonprofit group hosting the event. For example, XYZ PTA will host a 5K fundraising event. The Event member name should be the race name, not the PTA, i.e. 5K to Benefit XYZ Elementary.
- Nonprofit Event Members ~ can be independent running events, or they may be events managed by a nonprofit organization for the purpose of raising funds for the host nonprofit organization.
- For-Profit Event Members ~ are one-time per year events owned by an individual or an LLC for the purposes of making a profit or raising funds for a charity partner. If an event is not organized by an officially recognized 501c3 organization, the RRCA deems this a for-profit event member even if the goal is to donate all the funds to a charity. RRCA highly recommends getting pre-approval before hosting an event that raises funds for a specific charity.
- Event directing companies or event owners producing more than one race/event during the calendar year or assisting clients must follow the membership information on the Event Management Company Membership page.
Event Membership Requirements
- Membership in the RRCA is required to access the insurance program for running event members.
- Waivers ~ All event members are required to obtain waivers of liability from their event participants. Your waiver should be specific to your event. You need to update the stock waiver from an online registration company to be specific to your event. Find sample waivers.
- List your event on the RRCA event calendar for insurance reporting purposes. Joining the RRCA as an event member does not automatically post your event on the RRCA Calendar. It is your responsibility to list the event on the calendar.
- Roster Requirements ~ Event 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 club’s roster through our website.
- Request additional insured certificates for your one event as needed using our online request form. 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, Understanding Safe Sport Act, and the Race Director Code of Ethics
- Review the Working with Charities information in the Resources for Event Directors section and ensure you have developed appropriate safety plans as outlined in the Guidelines for Safe Events.
- 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.
- Sharing RRCA Affiliation ~ Members can post the RRCA member logo on your event website to show your membership in the largest distance running organization in the US. 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 badge.
Event Member Dues and Insurance Information
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.
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.
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.
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. 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 (CoI) 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.
Event Membership Dues Rates - 2021
- Nonprofit events ~ flat fee of $76 plus $0.05 per race participant, event volunteers, and race committee members.
- For-profit events ~ flat fee of $100 plus $0.05 per race participant, event volunteers, and race committee members.
*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.
Event Member Insurance Rates - 2021
Directors & Officers Insurance ~ All nonprofit event members are required to purchase Directors & Officers Insurance at a flat fee of $200 or show proof of coverage before sending payment.
All event members pay General Liability Insurance rates on a scale based on the number of participants, volunteers and race committee members involved with the event. The insurance program includes requesting additional insured (AI) certificates for sponsors, etc. Learn more and request AI certificates (for members only) (RRCA Certified Race Directors may qualify for a lower insurance rate for events. Learn more about the insurance program for RRCA Certified Race Directors.)
$1 million policy (2021 rates):
- 200 or fewer participants is a flat fee of $107
- 201- 500 pay a flat fee of $171
- 501 - 999 pay $0.54 per total participants
- 1000 -1999 pay $0.48 per total participants
- 2000 - 3000 pay $0.40 per total participants
- 3001 - 5,000 pay $0.37 per total participants
- 5,001 - 8,000 pay $0.34 per total participants
- 8,001 - 12,499 pay $0.28 per total participants
- 12,500+ pay $0.25 per total participants
Volunteer Medical Coverage $250
Operations Package for $750. See coverage details
Optional: Cyber Liability for $270. See coverage details
Music License Service - Learn more and see tiered fees.
$2 million policy (2021 rates):
- 200 or fewer participants is a flat fee of $217
- 201 - 500 is a flat fee of $345
- 501 - 999 pay $0.63 per total participants
- 1000 - 1999 pay $0.54 per total participants
- 2000 - 3000 pay $0.46 per total participants
- 3001 - 5,000 pay $0.42 per total participants
- 5,001 - 8,000 pay $0.37 per total participants
- 8,001 - 12,499 pay $0.32 per total participants
- 12,500+ pay $0.29 per total participants
Volunteer Medical Coverage $300
Operations Package for $750. See coverage details
Cyber Liability for $270. See coverage details
Music License Service - Learn more and see tiered fees.
2021 Membership Join/Renew
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. We will not break payments into multiple batches for credit card payments above the $5,000 threshold. 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 with any questions.