Race Directors and Sanctioning
Event Sanction Package
Event Sanction Form
Officiating and Rules

2009 Event Sanction Package

Insurance Certificate Request

Download the Insurance request form HERE

TRIATHLON BC SANCTIONED EVENT INSURANCE CERTIFICATE REQUEST FORM

Please complete and return one form for each sanctioned event. To ensure coverage, request forms must be received a minimum of 21 days prior to an approved sanctioned event.

A $25 surcharge will be levied to all events requesting changes to an Insurance Certificate within 72 hours of an event.

Insurance Request Forms can be emailed to info@tribc.org or faxed to (604) 736-3180.
or submitted electronically via the submit button on the bottom of this page.

Please note: National Championship events must secure insurance coverage directly through Triathlon Canada.

EVENT INFORMATION

 

 
 
 
 

Race Director information

 
 
 
 
 
 
 
 
 
 
 
 
 

NAMES TO APPEAR AS CO-INSURED
A CERTIFICATE OF INSURANCE WILL BE EMAILED TO THE LISTED RACE DIRECTOR ONLY.

 
 
 
 
 
 
 
 

If additional co-insured parties must be listed, please email to info@tribc.org

2 - BC Waiver Form

The underwriter of the Triathlon BC insurance policy requires a signed ‘Acknowledgement, Waiver and
Release from Liability’ waiver from every athlete (or their parents in the case of minors) participating in the event. This waiver serves to document that the participants (or the parents of minors) acknowledge the inherent risk and danger associated with participating in triathlons and other related multi-sport events. It is intended to serve as "appreciable warning" of the risks involved. Participants that sign off on the waiver are providing the Race Director and the insured parties with their informed consent to the acceptance of these risks in the event they are about to participate in.

NOTE: In the absence of this waiver, liability coverage arising from incidents involving participants may be compromised.

The insurance company will enter a defence and respond to a judgement within the terms of their policy for real or alleged negligence of the parties named as insured. The Acknowledgment, Waiver and Release From Liability has been designed to assist the insurance company in providing the best defence from suits involving risks knowingly accepted by the participant as a part of the sport.

Sample Triathlon BC Waiver (pdf)

Sample of Triathlon BC Waiver Form

Membership

As stated earlier, in order to comply with insurance requirements, all participants (and Race Directors) must be current members of Triathlon BC. Membership to Triathlon BC comes in two forms; Annual Membership purchased online, through Clubs or individually, and Day of Race (DOR), one-event Membership.

Annual Triathlon BC Membership Card


The annual Triathlon BC membership is valid from April 1st of the current year to March 31st of the following year, as indicated on the back of each member card.

Day Of Race (DOR) Participant Insurance

Purchase by athletes at the event, this membership is valid for one race only at a cost of:
  • $15 per non-Triathlon BC member Adults
  • $5 per non-Triathlon BC member Juniors (ages 16-19 years)
  • $6 per non-Triathlon BC member of Relay teams
  • $1 for Youth under the age of 16 years
**PLEASE NOTE NEW DAY OF RACE FEE SCHEDULE**

Due to an increase in claims, and the resultant rise in the cost of insurance coverage, Triathlon BC must increase the adult Day Of Race (DOR) Fee from $10 to $15, and the Relay Day of Race fee to $6. The Race Director still retains $2 from each DOR entry. In order to encourage youth participation, there are no increases in Junior or Youth Day of Race Fees.

Note: In order for Event Insurance to be activated, ALL participants in a sanctioned event MUST be a
Triathlon BC member, or pay the Day Of Race membership fee.
Triathlon BC membership is an insurance policy requirement; failure by the Race Organizer to ensure either membership or day-of-race fee is paid will result in insurance coverage being declared null and void. The Race Director will be responsible for verifying membership, and for collecting all Day-Of-Race fees and Day- Of-Race membership information, forwarding both to Triathlon BC within 30 days after the event.

Streamlined Sanction Process

A sanction deposit of $150.00 must accompany each race bid. This deposit is subtracted from your Post Event total.
All Post Event fees (sanctioning and day-of-race fees) must be received by Triathlon BC within 30 days of the event date. Post Event Fees submitted after 30 days will incur a $25 late charge.

All fees must be resolve before another event is considered for sanctioning and listed on the Triathlon BC calendar.

TOTAL NUMBER OF PARTICIPANTS  TRIATHLON DUATHLON or OTHER
MULTISPORT EVENT
1 to 149 Participants $200
 $150
150 to 249 Participants
 $250
 $200
250 to 499 Participants
 $400
 $250
500 to 1,000 Participants
 $450
 $300
Over 1,000 Participants
 $500
 $350

NOTE INCREASE TO DAY OF RACE (DOR) FEES
Due to an increase in claims, and the resultant rise in the cost of insurance coverage, Triathlon BC must increase the adult Day Of Race (DOR) Fee from $10 to $15. The Race Director still retains $2 from each DOR entry. In order to encourage youth participation, there are no increases in Junior or Youth Day of Race Fees.

Participants who are current Triathlon BC members and can show proof of membership upon registration and/or package pick up are exempt from the Day Of Race fee.

Participants who are not annual members must pay a Day Of Race fee. The Day of Race fee structure is listed below:
  • Adult Individual Fee $15 per non-Triathlon BC participant
  • Junior (age 16-19 years) $5 (must include a waiver signed by participant and guardian)
  • Youth (under age 16) $1 (must include a waiver signed by participant and guardian)
  • Relay Fee (per participant) $6 per non-Triathlon BC participant
The number of Day of Race memberships sold is documented and supplied to Triathlon BC on the Post Event Form.

To help offset the administration expense, Race Directors keep $2 from each Adult Day Of Race fee
collected by the race organization.

Provincial Triathlon & Duathlon Race Series Fee: $100 per race (payment must be provided within 30 days of announced confirmation, and include a signed Race Series Contract.)
Provincial Championship Fee: Championship Fees, as noted below, must be provided within 30 days of Announced Confirmation.
  • BC Provincial Triathlon Championships $250
  • BC Provincial Duathlon Championships $150

Events with a proven, ongoing and successful track record can apply to have their event sanction package
grandfathered for future review. In order to be considered for this process, multisport events must have all
outstanding post event accounts resolved.

Events must also be able to provide details confirming a successful history indicating five (5) or more
consecutive years without incident or cancellation. Race directors can apply to have their event’s sanction
package grand-fathered, allowing for a simple, one-page review process. All applicants must have had

Triathlon BC Officials present onsite at each event, and are subject to review and audit on a random basis.

Triathlon BC must be updated of all race change and updates throughout the planning cycle.

 
 
 
 

 Race Entry form

Race categories should be based on the age of an athlete as of December 31, 2009, and include separate categories for Men and Women in standard 5-year age categories. Race entries should also include an Athletes with a Disability (AWAD) category.

In summary, entry forms should include the following categories:
  • Juniors
  • Age Groups in standard 5-Year Age Categories
  • Elite
  • AWAD
Separate Elite heats do not need to occur, however, event results should list Elites as a separate category, outside of Age Group racers.

NOTE: Elite Carded athletes, when competing in Age Group category events, are NOT permitted to accept prizing.

Day Of Race fees are collected from non-Triathlon BC members at the time of registration. There should be a reduced race entry fee for Triathlon BC members, reflecting the need for Day Of Race membership required by non-members (as described above).

The Triathlon BC Acknowledgement, Waiver and Release from Liability form must be included on your race entry form, and must be signed by all participants in advance of the event. An example of this waiver can be found on the following pages.

Officials

The primary role of a Triathlon BC Official is to ensure safety and fairness in all multisport events. Accredited
Officials are also a useful resource for information on proper rules and procedures of the sport. Triathlon BC
Officials DO NOT take the place OR the role of volunteers. Officials create an atmosphere of sportsmanship,
equality, safety and fair play for all competitors.

The optimal number of Triathlon BC Officials attending an event varies with the size and layout of each
individual event. Triathlon BC will strive to provide a minimum of two (2) Officials for each event as required.
The Race Director will be invoiced for any additional Officials required or requested, at a rate of $30 per day
for Sprint/Olympic events, and $60 per day for each additional Official assigned to Half Iron events. A
maximum of 4 Triathlon BC Officials will be assigned for regular Sprint or Olympic distance events. A
maximum of 6 Officials will be assigned for Half Iron events.

Head Officials assigned to Half Iron events and events lasting longer than six (6) hours have increased to
$100.00 per day events.

Events where Triathlon BC Officials are required to travel 50km or more, Race Directors must provide a travel subsidy of $0.50/km. For events requiring a travel distance of 100km or more, accommodations must also be provided.

 
 

Due to the limited number of qualified Officials, Triathlon BC will strive to provide the appropriate number of
accredited Officials for events in outlaying areas.

In order to reduce fees associated with onsite Officials, development clinics can be held, where 5 or more
people are registered. Local clinics will help ensure the optimal number of Triathlon BC Officials for each
race with no extra fees! Contact Triathlon BC if you have party of 5 or more people interested in taking an
Officials course.

Sanction and Event Fees

A sanction deposit of $150.00 must accompany each race bid. This deposit is subtracted from your Post Event total.
All Post Event fees (sanctioning and day-of-race fees) must be received by Triathlon BC within 30 days of the event date. Post Event Fees submitted after 30 days will incur a $25 late charge.

All fees must be resolve before another event is considered for sanctioning and listed on the Triathlon BC calendar.

TOTAL NUMBER OF PARTICIPANTS  TRIATHLON DUATHLON or OTHER
MULTISPORT EVENT
1 to 149 Participants $200
 $150
150 to 249 Participants
 $250
 $200
250 to 499 Participants
 $400
 $250
500 to 1,000 Participants
 $450
 $300
Over 1,000 Participants
 $500
 $350

NOTE INCREASE TO DAY OF RACE (DOR) FEES
Due to an increase in claims, and the resultant rise in the cost of insurance coverage, Triathlon BC must increase the adult Day Of Race (DOR) Fee from $10 to $15. The Race Director still retains $2 from each DOR entry. In order to encourage youth participation, there are no increases in Junior or Youth Day of Race Fees.

Participants who are current Triathlon BC members and can show proof of membership upon registration and/or package pick up are exempt from the Day Of Race fee.

Participants who are not annual members must pay a Day Of Race fee. The Day of Race fee structure is listed below:
  • Adult Individual Fee $15 per non-Triathlon BC participant
  • Junior (age 16-19 years) $5 (must include a waiver signed by participant and guardian)
  • Youth (under age 16) $1 (must include a waiver signed by participant and guardian)
  • Relay Fee (per participant) $6 per non-Triathlon BC participant
The number of Day of Race memberships sold is documented and supplied to Triathlon BC on the Post Event Form.

To help offset the administration expense, Race Directors keep $2 from each Adult Day Of Race fee
collected by the race organization.

Provincial Triathlon & Duathlon Race Series Fee: $100 per race (payment must be provided within 30 days of announced confirmation, and include a signed Race Series Contract.)
Provincial Championship Fee: Championship Fees, as noted below, must be provided within 30 days of Announced Confirmation.
  • BC Provincial Triathlon Championships $250
  • BC Provincial Duathlon Championships $150

Participant Data Collection

As part of a Provincial Government initiative, all Provincial Sport Organizations (PSOs) must now collect participant data. As a result, Race Directors must submit information from all Day Of Race memberships sold. Information containing Name, Address, City, Postal Code, Sex and Date of Birth must be submitted in a spread sheet format, together with the event’s Post Event Form.

The information captured in this data collection will be used to define the importance of sport, displaying participation figures, and ultimately, support the continued funding of sport well into the future.

Event Sanction Agreement

Please read carefully. Your submission acknowledges your understanding and participation of this
agreement.

I, the undersigned, as the duly authorized race promoter/director/agent, have read and agreed with all
Triathlon Canada Competition Rules, and agree to abide by and enforce all rules, regulations and decisions
of Triathlon BC. I further understand and agree that the standards and conditions set forth by Triathlon BC
are minimal and that special or unusual conditions may require further precautions and actions in the
interest of safety.
In consideration of receiving event sanctioning and insurance from Triathlon BC, it is hereby agreed that the
undersigned, the race promoters, sponsors, organizers and any and all entities involved with the production
of this event, jointly and severally agree to defend, to hold harmless, and to indemnify Triathlon BC and its
officers, directors and agents connected with the organization and conduct of a sanctioned event, against
any and all cost, claim, legal expenses and liabilities which are connected with or arise directly or indirectly
out of the preparation for or conduct of this event(s); to co-operate with Triathlon BC and its agents in the
event of any personal injury or other claims and/or other legal action(s) arising out of this event. It is
understood and agreed that Triathlon BC makes no warranties, expressed or implied to the promoting
organization or promoter, to competitors, to spectators, or to any other person or entity.
I agree that I will fully uphold and comply with all Triathlon Canada Competition Rules. Any requests for
additions or exceptions to the competitive rules have been submitted in writing to Triathlon BC at least 60
days before my event. If an accredited Triathlon BC Official is assigned to this event, I agree to co-operate
with and uphold all officiating decisions made by the Triathlon BC Official.
I agree to distribute any prize money or prizes equally to all qualified men and women participants. I agree
to pay, in full, the amount of prize money listed in this sanction application.
If notified by Triathlon BC or Triathlon Canada at any time, I will allow drug testing at this event and
willcomply with all drug-testing requirements set forth by the Canadian Centre for Ethics in Sport (CCES),
and/or WADA (World Anti-Doping Agency), as supplied at the time of notification.

Further, it is agreed that:

  1. 1. I will submit a complete sanction package for my event no later then 60 days before the event date. I understand that a late submission of a sanction package carries a $50 fine.
  2. All participants/parents/guardians will sign the Triathlon BC Acknowledgement Waiver and Release from Liability form. The originals must be kept on file by the race organizer for a minimum of three (3) years.
  3. I understand that:
    1. A participant who has not signed the waiver form prior to the event, and/or participant who is not a current Triathlon BC member will render the event insurance policy null and void. It is my responsibility as Race Director to ensure that these conditions are met, further;
    2. In order to have an event insured, I will ensure that the listed Race Director is a member of Triathlon BC.
    3. If I am hosting an event aimed at athletes under the age of 23, I will restrict competition distances to conform with Triathlon Canada Kids of Steel regulations, as noted below
    Athlete Age
    		Swim
    		Cycle
    		Run
    7 & U
    		50 metres
    		1.5 km
    		500 metres
    8 to 9
    		100 metres
    		5 km
    		1km
    10 to 11
    		200 metres
    		5 km
    		2 km
    12 to 13
    		300 metres
    		10 km
    		3 km
    14 to 15
    		500 metres 
    		10 km
    		4 km
    16 to 19
    		750 metres
    		20 km
    		5 km
    18 to 23 (U23)
    		1500 metres
    		40 km 10 km
  4. A copy of all entry forms, results, Day of Race member information and any other information disseminated to competitors will be sent to the Triathlon BC office at the same time as it is issued to the participants.
  5. I will verify the Triathlon BC membership of all participants and collect all day-of-race fees and waivers for those participants not having an annual membership. I will send Triathlon BC all race fees, together with the completed “DAY OF RACE AND POST EVENT” form provided, within 30 days of the event. I understand that if all monies are not received by Triathlon BC within this time frame, a $25 penalty will be applied, and sanctioning may be refused in future years.
  6. I will provide Triathlon BC with a complete list of all Day Of Race members, including name, address, email address, sex, date of birth, address, city and postal code within thirty (30) days following the event.
  7. I will report all medical incidents and send all medical documentation to the Triathlon BC office within 24 hours following the event.
  8. If I am hosting a Series event, I will also send a Series payment and a signed Race Contract within the specified period. I understand that failure to meet this deadline may result exclusion from the Series.
  9. If I am hosting a Series event, I will provide detailed results, highlighting the categories listed above (Junior, Age Groups in 5-year increments, Elites, AWAD).
  10. I have ensured that the race course is AWAD-friendly and will include an AWAD category in the race. An AWAD category is included on our entry form / webpage and the timing company has been notified and will provide results for AWAD separately from age-group and Elite/Junior Elite.
  11. I understand that Triathlon BC will determine the number of Triathlon BC Officials needed to officiate my race, and that Triathlon BC will pay for a maximum of two (2) Triathlon BC Officials at any race. I will pay $30.00 (Short/Sprint/Olympic ) or $60.00 (Half Iron) per additional Triathlon BC Official as required, and will also pay for the Head Official assigned to my event, at a rate of $50/Short course and $100/Long distance.

I also agree to provide travel and accommodation expenses for Triathlon BC Officials who must travel over
50km to attend our race, at a rate of $0.50/km. If my event requires a Triathlon BC Official(s) to travel a
distance of 100km or more, I will also provide accommodations.

I agree to the terms and conditions outlined above. By submitting  this agreement, I am stating that the
information in this sanction application is true. Further, I understand that failure to meet the above
conditions may result in the withdrawal of the sanction and subsequent insurance coverage at any time.

 
 
 
 

Transition Area

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Mandatory Pre-Race Briefing:

 
 

Cycle Course

 

Note: A map must be included showing all the above information, esp. intersections, marshals, police/
safety personnel, hazards (turns), aid stations and radios. Submit to info@tribc.org.

 
 
 
 
 
 

Note: Must be staffed until last competitor has passed for the last time.

 
 
 
 
 
 
 
 
 
 
 

All intersections with stop lights/stop signs must be controlled by police or professional flag people in
addition to volunteers.

 
 
 
 
 
 

Please note: Please submit a map indicating  applicable intersections to info@tribc.org.

 
 
 
 
 
 
 
 
 

Note: The Race Director is responsible for arranging for motorcycles.

 
 

Note: A map must be included showing all the above information, esp. intersections, marshals, police/
safety personnel, hazards (turns), aid stations and radios. Submit to info@tribc.org.

Run Course

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Note: All intersections with stop signs or stoplights must be controlled by police and volunteers.

 
 
 
 
 
 
 
 
 

Note: A sweep vehicle must be available.

 
 

Note: Application must include a run course map with the following items indicated: run course direction,
intersections, police/safety personnel, volunteers, hazards, aid stations and radio communication.

Swim Course

 
 
 
 
 
 
 
 
 
 
 
 
 
 

(minimum 2 lifeguards)

 
 
 
 
 
 
 
 
 

The following questions apply to open water swim courses only:

 
 
 
Swim Start Is:
 
 
 
 

Note: Wetsuits may not be allowed if water temperature is above 22 degrees Celsius, and are mandatory
where water temperatures are below 16 degrees Celsius.

 
 
 
 
 
 

Note: Application must include a swim course map with: direction of swim, location of buoys, turn markers, hazards, volunteers, water safety/medical personnel and equipment.

 Emergency Medical Action Plan

(Triathlon BC strongly recommends that at least one physician be present and work at the race)

 
 

Number of:

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Note: Triathlon BC reserves the right to cancel or alter the event if conditions warrant.

Describe Procedure to Transport Injured to Hospital in:

 
 

Note: Application must include a map showing the emergency vehicle exit route and medical station
location.
Please submit email to info@tribc.org

 Additional Information

 

Note: Permits must be available for examination by Triathlon BC.

Who is responsible for lease, rental, or permit contracts?

 
 
 
 
 
 
 
 

Course Set-Up

 
 
 

Packet Pick-Up/Registration

 
 
 

Bike Inspection

 
 
 

Volunteer Meeting

 
 
 

Pre-Race Meetings/Expos/Clinics

 
 
 

Pre-Race Meals

 
 
 

Award Ceremony

 
 
 

Post-Race Meals

 
 
 
 

What kind of training sessions do you provide volunteers before the event (i.e., course information, duties, emergency procedures, etc.)?

 

Sanction Application Summary

 
// 
 
 
 
 
Type of Event (check all that apply)
 
 
 
 
 
 
 

Distance Category

 
 
 
 
 

 Number of Participants Last Year

 
 

Number of Participants Expected This Year:

 
 

Entry Fee

 
 
 
 
 

Note: Permit documentation may be requested at any time.

I acknowledge that the facts on this form are true to the best of my knowledge.
 
 
 
 
 
 
 


About Triathlon BC

Triathlon BC is a not-for-profit, provincial governing body devoted to the promotion of the sports of Triathlon, Duathlon, Aquathon and Winter Triathlon for all skill levels and age groups.

The Sport

The sport of Triathlon is comprised of events that include swimming, cycling and running components. 

Vision  and Mission Statement

The Vision of Triathlon BC is to have a vibrant membership that enjoys a positive, healthy lifestyle; Triathlon BC will provide guidance and resources to members, coaches, race directors and other members to promote and develop the sport, representing the membership provincially, nationally and internationally.