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Event Member Defined

The following outlines how the RRCA defines the EVENT MEMBER category.  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.

Notice Regarding Virtual Events

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. 

A 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.).  

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 [email protected] 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 protected] for assistance.

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.

Membership in the RRCA is required to access the insurance program. Assign a primary contact: This person is the event’s point of contact in our database and responsible for paying dues and insurance fees. Waivers: All Event Members are required to obtain waivers of liability from all of their volunteers and participants. Roster Requirements ~ Details Coming Soon Attest you’ve read: Review the Working with Charities information. RRCA members are encouraged to pay by check or EFT. Your check/EFT 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 or EFT. Upon request, 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. 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

Dues Structure:  The dues structure is similar for nonprofit and for-profit running events. Our membership system will calculate your dues and insurance fees based on information you provide and any additional optional policies/services you selection.

If your event conducts an associated training program, you will need to contact [email protected] to review operations and assessment of training program dues and insurance.  

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.

RRCA does not charge additional fees if your participation rate is slight higher than reported.  However, events that report the minimum number, but are significantly larger (i.e. 5000 vs 500), we will assess additional dues & insurance fees.   We do not provide refunds if your event does not meet its participation numbers reported for dues & insurance purposes. 

icon link arrow left purpleMembership 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.

Find the detailed information about the RRCA Insurance Program >>

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.

General Liability Insurance: 

All event members pay 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. (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- 499 pay a flat fee of $171
  • 500 – 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 Personnel Coverage:  is $250 for $1million in coverage. See coverage details.
  • Optional Operations Package:  $750.  See coverage details.
  • Optional Cyber Liability Coverage: $270. See coverage details.

$2 million policy (2021 rates):

  • 200 or fewer participants is a flat fee of $217
  • 201 – 499 is a flat fee of $345
  • 500 – 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

If an event needs additional coverage per incident above $2 million, Insurance Management Group can provide coverage for $1,500 per additional million requested.  You must join RRCA then mail Margaret at [email protected] to access the additional coverage.

Learn about adding a Music License to the event you own.

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 rush fee by RRCA. 

You will receive a copy of the Certificate of Insurance (COI) by email 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 is received by the RRCA. Replacement COI can be obtained by emailing Margaret Mayers. Please, do not email Margaret or the RRCA to inquire about your certificate status if you are within the 14-day window.

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.

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. 

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