Important Race Information for 2008
1. The USAT waiver language will not change for the 2008 season. If you have extra hardcopies of the 2007 waiver, a PDF file or an online version, you many continue to use this waiver until the end of the 2008 season. Waivers older than the 2007 season cannot be used and should be discarded.
2. Property loss coverage for race directors has been added to our insurance policy for the 2008 season. It is specific to bicycles in the transition area. Please see the insurance questions FAQ below for more information.
3. Result requirements (adult events only) will be strictly adhered to beginning in January and all files not formatted correctly or missing information will be returned for correction. A results requirements form is included on the sanction box CD so please pass that on to your timers to assist them. If you have any questions about the requirements, please email rankings@usatriathlon.org.
4. Race Directors will be charged the UPS shipping fee for more membership application forms and event waivers if they are requested the week of the event or after the sanction box has been sent from USAT.
5. Post race materials must be submitted and postmarked no later than fifteen (15) business days after the event. A $200 late fee will be applied, access to the online sanction appication will be put on hold and future sanctioning may be denied to those race directors who do not adhere to this policy.
6. The one-day membership fee is $10 per person per event for ages 18 and up.
7. The age group of a participant will be determined by age on Dec. 31 of the event year, not by age on race day. For example: If you turn 25 years old in July of 2008, you will race and be ranked in the 25-29 age group for the entire 2008 season.
The age up rule applies to youth events as well.
8. All youth ages 17 and under are required to be annual USAT members to compete in sanctioned events. The cost of an annual youth membership is $5 per year. All membership money, forms and event waivers for youth membership purchases must be submitted to USAT after the event for processing. For more information on the Youth Annual Membership, please visit the USAT membership section of the web site.
9. It is very easy to submit a sanction application in 2008 if you sanctioned an event in 2007. Just log into the sanction site and use the ‘copy’ button to create the 2008 application. Be sure to change the event date, sign the waiver guidelines and pay the sanction fee. The rest of the application will then upload for any changes that need to be made. Sign all four (4) screens of the sanction agreement and you will be done.
10. Please make sure that all your event materials have the most recent USAT Sanctioned Event logo. If you need an update, please email sanction@usatriathlon.org.
**For more detailed Information about changes for the 2008 season, please read through the Frequently Asked Questions below.
Sponsor Opportunities for USAT Race Directors are located on the USAT website at http://www.usatriathlon.org/RaceDirectors/RDToolbox.aspx.
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What does it mean to sanction with USA Triathlon?
The term "sanction" refers to the approval of the event from several points of view. It means the event has been carefully reviewed by experienced staff at USA Triathlon; that proper insurance coverage is in place; that all participants will be either annual members of USAT or one-day license holders and that the results of the event (adult race) will be scored in the annual rankings. Youth events and camps/clinics do not submit results for the rankings as they are not competitive events.
There are several key benefits to sanctioning your event with USA Triathlon.
• An affordable, comprehensive insurance program to protect you, the event’s participants, volunteers and sponsors.
• Inclusion in the USA Triathlon National Ranking System, which ranks athletes across the nation.
• Access to trained, professional USA Triathlon officials.
o All USA Triathlon officials are educated to ensure that your event is safe and fair for your participants.
• Access to the USA Triathlon membership mailing list.
o Sanctioned race directors can receive access to the USA Triathlon membership list, containing over 100K possible participants, at an unbelievably discounted price.
• Access to great sponsor programs and benefits.
• Participants will recognize your event as a safe, fair and credible race.
• More exposure for your event.
o USA Triathlon has an annual membership of over 100,000 people who frequently view the website and race calendar.
Important things to remember about sanctioning:
1. The following sanction fees apply if the sanction application is completed online 60 days or more prior to the event date:
• Adult - $150
• Youth and Camp/Clinic - $25
• Series - $50 per event (must be completed more than 60 days out from the first series meeting)
2. The following late fees apply:
• If the application is completed 31-59 days prior to the event date, the late fee is $100 in addition to the sanction fee
• If the application is completed 1-30 days prior to the event date, the late fee is $250 late fee in addition to the sanction fee
NOTE: a completed sanction application includes payment for all fees (sanction fee, additional insured requests and late fees), all safety plan forms filled out, course maps submitted and all four (4) screens of the sanction agreement signed.
Late fees are established by the USAT Board of Directors and are not negotiable.
3. Sanction fees are only refundable if the event is cancelled due to the weather. Sanction fees are non-refundable if the event is cancelled for any other reason. Additional insured and late fees are also non-refundable. Please be sure to contact sanction@usatriathlon.org if you need to cancel the event.
4. An event may not be sanctioned if the sanction application is submitted within 14 days of the event date.
5. All participants in a sanctioned event must either be an annual USAT member or purchase a one-day membership.
How do I get started?
The sanction application can be found at https://www.usatsanctioning.com/. If this is your first time to the system, simply create an account in the ‘Don't have a username yet?’ box. Please note that your email address entered to create the account will become your username. Seasoned sanctioned race directors can login by using their existing account information.
Important things to remember as you complete the application:
1. Adult and youth events must be sanctioned and insured separately therefore each event must have a sanction application on file. Be sure to select the appropriate type of application needed in the drop down box next to the 'create a new event' button on the race director dashboard. The adult application is the default if no other application type is selected.
2. Course maps are required each year for safety and insurance purposes. Please be sure to include a map of the transition area(s) and pool course (if the swim is done in a pool). Course maps can be submitted in four ways:
• upload into the sanction application
• provide a link to the race website
• fax to 719-597-2121
• snail mail to the Event Services Department at the National Office
3. Five-year age groups in increments starting with 20-24 and going through 85-plus are required. There are no age group requirements for youth events except that all participants must be 17 and under.
4. Mass swim starts or wave starts of more than 150 athletes require a rules dispensation request. The request must be received no less than 30 days out from the event. If this is the first time you have sanctioned the event, the request will be automatically generated by the sanction application. If you are copying an existing event application, please email sanction@usatriathlon.org with the following information:
• Number of athletes
• Width of the starting area
• Distance to the first buoy
• Reason for wanting a mass start
• Any other course information to support your request such as “How will the mass start enhance the safety of the event?”
*Please note - the same mass start rules that govern a swim also apply to duathlon starts and a rules dispensation request is required by emailing sanction@usatriathlon.org.
5. Water testing is a requirement, even for pool swims. USAT recommends that you follow the guidelines established by the agency that governs your body of water, such as the county, city, EPA, pool management, etc. USAT will accept whatever criteria the permitting agency has established for swimability and human contact. Please obtain a copy of the certificate that is issued nearest to the event date and keep it with the event files for seven years, as it may need to be provided to USAT after the event.
What happens at packet pickup?
ALL athletes are required to show photo ID. NO ID, NO RACE, NO EXCEPTIONS. Every single participant in your race must have a photo ID, this includes all relay participants. Youth athletes without an ID must be accompanied by a parent/guardian with a photo ID. Annual members are required to bring their membership card every time they compete in a USAT sanctioned event. If their card has been lost, they can download and print out a temporary one at http://www.usatriathlon.org/MultiSport101/JoinUSAT.aspx.
Important things to remember during packet pickup:
1. Below is a break down of all membership fees for 2008:
• Adult Annual Membership - $39
• Adult One-day Membership - $10
• Youth (age 17 and under) Annual Membership - $5 (this is an annual membership, one-day memberships are NOT available for youth)
2. Athletes may only pick up their own packets. Under no circumstances may an athlete pick up a packet for another person. Regarding relays, all relay members must be present to receive the packet, or split up the relay packet for each participant.
3. If an athlete does not bring a photo ID to packet pickup they have two options:
• Go home to get it
• Have someone fax them a copy of their photo ID
4. If an athlete does not bring their USAT membership card to packet pickup they have three options:
• Go home to get it
• Find internet access where a temporary card can be printed
• Purchase a one-day membership for $10 which can later be applied to a membership renewal by submitting a receipt of purchase
5. Athletes that need to purchase a one-day license must sign the USAT waiver if it was not included on the event registration form or process. Annual members do not have to sign a waiver at packet pickup because they already signed it when they applied to become an annual member.
What happens after the event?
Post race materials are due back to USAT postmarked no later than 15 business days after the event (or the last meeting of the camp/clinic). USAT provides a pre-paid UPS label in the sanction approval box for returning the materials. Below is a list of what items are required:
For adult events:
• accounting form
• collected membership money
• signed waivers and membership forms
• incident reports
• electronic results
• officials evaluation if applicable
For youth events and camp/clinics:
• accounting form
• collected membership money
• signed waivers and membership forms
• incident reports
Important things to remember with post race materials:
1. The accounting form and incident report form can be found on the CD that came in the sanction approval box. They can also be downloaded from the race director’s dashboard and are available at http://www.usatriathlon.org/RaceDirectors/RDToolbox.aspx.
*Please note - Only the USAT Incident Report form will be accepted by our insurance provider. Reports completed on any other form will be returned. Also remember that the race director’s or the medical personnel’s signature is required at the bottom of every form. Unsigned reports will be returned for signature.
2. All signed waivers and membership forms for annual membership purchases (including youth annual memberships) must be retuned to USAT for processing. If waivers were collected online, please include a list of those participants who purchased an annual membership at the event. Also indicate that their waivers were collected and are being stored online.
3. Waivers and membership forms for one-day sales may be stored by the race director and are required to be kept for seven years. Waivers ‘signed’ electronically through online registration must be stored for seven years as well.
4. USAT will provide a pre-paid UPS label in the sanction approval box to submit the post race materials with. If you misplace it, please mail the materials to:
USA Triathlon
Membership Services
PO Box 49489
Colorado Springs, CO 80949-9489
5. The electronic result file must conform to the results requirement form provided on the CD. Any file not in compliance with the requirements will be returned to the race director for correction.
6. Events not submitting all the required post race materials within the allotted time frame will be subject to a $200 fine and future sanctioning may be denied.
7. If there is a serious accident or injury at the event, immediately call the USA Triathlon National Office at 719-597-9090 x102 and leave a message. Also fill out an incident report form and fax it to the National Office at 719-597-2121 as soon as the event is done.
Please provide a medical claim for to the athlete as well. Both the incident report form and the medical claim form can be found on the CD in the sanction approval box and on your race director’s dashboard.
**For more details on any of the items above, please check out the FAQ section below**
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FREQUENTLY ASKED QUESTIONS
Insurance Questions
Athlete Injuries/Incident Reporting
USAT Officials/Race Officiating Questions
Online Sanction Application Questions
General Sanction Questions
Membership/Packet Pickup Questions
Post Race Questions
Race Distances Defined
Race Director Certification Questions
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INSURANCE QUESTIONS
Who does the insurance policy cover?
The USA Triathlon policy automatically covers USA Triathlon athletes, Race Directors, employees, officials, volunteers, and sponsors while participating in sanctioned events. These groups and individuals are considered Class 1 insured and are named on the USAT insurance policy.
CLASS 1: Named Insured (no extra cost) – individuals already named on the policy (see above) who need proof of their coverage:
Race Director
Race Organizing Committee/Company/Club
Sponsors
Volunteers
Any other group that falls outside the above categories is considered a class 2 insured.
CLASS 2: Additional Insured ($10 each):
Property Owner
Facility
Government Entity (excludes police and medical personnel)
Venue
Others as Required by Contract
*Please note - Additional insured should be added sparingly and only if required by contract. Not all individuals/groups may qualify for additional insured status and issuance of an insurance certificate does not guarantee coverage for the party requesting coverage.
Each Class 2 additional insured requested will be an additional $10 on top of your sanctioning fee. Any insurance certificates requested the week of the event will be charged $25 per certificate. We cannot guarantee that requests made within 72 hours or less before your event will be processed in time.
What is a certificate of insurance?
A certificate provides the certificate holder proof of insurance only and evidences policy number(s), type(s) of coverage, limit(s), and deductible(s). A certificate of insurance may be issued to anyone wanting proof of event insurance.
I need my insurance certificates two months before my race. How can I get them that early?
Please email sanction@usatriathlon.org if you need your insurance certificates by a certain date. Insurance will be requested upon receipt of your application but often certificates are issued as a priority to earlier event dates unless otherwise requested.
An athlete's bike was stolen at my race; does USAT's insurance cover this?
Yes, property loss coverage for race directors has been added to our insurance policy effective December 1, 2007. It is specific to bicycles in the transition area with a deductible of $2,500, limit per occurrence of $7,500 and aggregate for the year of $20,000. The purpose of this coverage is to assist the race director who faces a catastrophic bike expense loss greater than $2,500.
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ATHLETE INJURIES/INCIDENT REPORTING
I’m a race director - what do I do if an athlete is injured at the event?
1. The race medical staff or the race director must complete and sign an incident report form. Do not give the incident report form to the athlete or ask them to complete it themselves.
2. Please provide the USAT Medical Claim form to the athlete. The athlete will need to complete the claim form if they want to access the USAT Excess Medical policy.
3. If the injury is serious, please fax the incident report form to 719-597-2121 and leave a message for the Event Services staff at 719-597-9090 ex: 102 as soon as possible after the event. We must alert our insurance company to serious incidents that may result in significant loss.
All other injury reports can be submitted with the post race materials.
I’m an athlete - what do I do if I’m injured at the event?
1. Complete the USAT Medical Claim form. The race director can provide the form or email sanction@usatriathlon.org for one.
2. Follow the directions on the second page of the USAT Medical Claim form carefully. Submit the requested information to the address provided on the form but keep originals for your files and send only copies.
3. If the injury is serious, please call 719-597-9090 ex: 102 and leave a message for the Event Services staff as soon as possible after the event. You must still follow the claims process carefully, but notifying USAT of serious injuries can help in the follow-up process.
What constitutes “serious” injury?
Any injury that requires transport, emergency lifesaving procedures, or results in an athlete’s inability to care for himself during the incident (head trauma, athlete vs. car) would be considered serious. If there is any chance the injury is life-threatening, please be sure to contact USAT immediately after the event.
What are some things to keep in mind for serious injuries?
Tracking/reporting accidents that happen on the course when no event staff is notified – If an athlete is injured in any way at your event, an incident report must be filed. Because of this, it is absolutely critical to have an established plan of action in place for following up with emergency personnel after the event. Even if an athlete is transported to the hospital by someone other than the medical personnel assigned to the event (911 ambulance response), it is imperative to find out all the details surrounding the injury.
Communication between the medical team and event staff should be kept constant. The race director should be aware of all serious injuries/accidents as they happen.
Contacting friends/family during the event – Consider collecting emergency contact information from the athletes for someone who will be readily available at the event. This will allow you to contact this person during an emergency and bring them into the loop immediately.
Returning equipment to the athlete/family – An athlete’s belongings are in your care and custody for the duration of the event. If an athlete is injured during the race, take consideration of what will happen to his/her belongings. Using emergency contact information collected during registration you may be able to arrange for the equipment to be returned to family immediately. If this is not the case, take care to keep the belongings safe until you are able to return them to the athlete.
Contacting the athlete/family after the event – !t can go a long way to make contact with injured athletes after the event. Showing compassion and care for the injured party will help make them feel supported by the race during a difficult time.
Where do I go or direct an athlete for questions about an injury?
Athletes - please call Sean Lankie at 770-449-5559 or email sean@hirebenefits.com.
Race Directors – please call ESIX at 1-800-342-4371 ex: 5067 and speak with Jennifer Waller.
Athletes - When injured while participating in a USA Triathlon sanctioned event, you can apply for the USAT Excess Medical Coverage, which means you are eligible to submit claims that are over and above what your own medical insurance covers. A deductible does apply for this excess coverage.
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USAT OFFICIALS/RACE OFFICIATING QUESTIONS
How can I be sure the rules are properly enforced?
The best solution is to request the presence of a USAT-certified official at the event. The typical ratio of officials to participants is 1 official for every 200 athletes. A motorcycle must be provided for each official so they can access the bicycle course. There are some costs involved that could present an obstacle to smaller or lower-budget races, but USA Triathlon works to support each event that requests the presence of trained officials. Whether or not USAT-certified officials are present, every sanctioned event director is required to ensure that the USAT Competitive Rules are enforced. This provides consistency across the nation for each and every race.
Why aren’t USAT-certified officials required at every sanctioned event?
Since a variety of events are sanctioned, such as camps, clinics, aquathlon, winter triathlon and off-road triathlon, it is not feasible to require officials at every sanctioned event. In some cases it does not make financial sense for the race director to go to the expense of providing USAT-certified officials. Finally, there are simply not enough certified officials to staff each and every race across the nation. Please consider volunteering for this program by reviewing the information here.
How many officials are needed to work my event?
Please follow the table below to determine the minimum number of officials needed:
Event Size Head Assistants
200 or less 1 0
201-400 1 1
401-600 1 2
601-800 1 3
800+ 1 4+
Keep in mind that the number needed will vary depending on the course distance and layout. If USAT Officials have been requested for the event, the Regional Officials Coordinator will contact the race director to determine the exact number of officials the event will need.
What does it cost to have USAT Officials?
The Race Director is responsible for the following costs:
• $85 per official for sprint and international distances
• $140 for long and ultra distances
• Head referee receives an additional $25.00 stipend for events with 200+ athletes
• All travel costs: $0.485 per mile per referee, round trip or airfare and ground transportation (RD's choice)
• All lodging costs: no more than two officials per room
What are the payment requirements if I have requested USAT Officials?
Payment to USAT Officials is made on-site prior to the conclusion of the awards ceremony.
Are there any other requirements regarding USAT Officials?
The Race Director shall provide one motorcycle and one licensed motorcycle driver for each USAT Certified Official assigned to the event. An excess number of motorcycles and motorcycle drivers should be requested to provide for motorcycles and motorcycle drivers that do not show up to the event. Motorcycles and licensed motorcycle drivers must be provided for each official and/or course draft marshal unless otherwise agreed upon by USAT or the Head USAT Certified Official.
All championship events require a minimum of two USAT Certified Officials (excluding XTERRA and youth championship events) unless a dispensation is requested and approved by USAT.
It's one week before my race and I haven't heard from my requested officials. What should I do?
Call the Event Services Department immediately at 719-597-9090, ext. 102.
Where can I find motorcycle drivers to work my event?
Gold Wing Road Riders Association
BMW Riders Association
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ONLINE SANCTION APPLICATION QUESTIONS
How do I get started with the online process?
Simply go to https://www.usatsanctioning.com/ to create an account. Please note - the email address used to create the account will become your username.
Can I copy my sanction information from last year since nothing has changed?
Once an event has been entered into the online system, it may be copied. This can be used for two different purposes: events during the same year that have the same course and events that are recurring year to year. Here’s how to do it:
1. Hit the ‘copy’ button next to the race name.
2. Enter in the new event dates and name.
3. Complete the waiver guidelines form and pay the sanction fee. The rest of the application will now upload.
4. Make any needed changes to the course information.
5. Sign all four screens of the sanction agreement.
6. Pay any applicable insurance or late fees
The most common error is failure to update the event date for the new sanction year! That error will cause an incorrect listing on the USAT Event Calendar, so we caution event directors to be attentive to this important detail.
How do I add the event distances?
On the event profile screen, hit the ‘add distance’ button and fill in the leg distances. Be sure to hit the ‘save’ button at the bottom of the box.
What if my event has more than one distance?
You can enter multiple events using the same process as above. Do not forget to add all the events that will be occurring on the race weekend.
I have a youth race the same weekend as my adult race. How do I sanction it?
Youth events must be sanctioned separately from the adult race. Please make sure to select the “youth” application in the drop down box on the race director’s dashboard before hitting the ‘Create New Event’ button.
How do I request hard copy event waivers and membership forms?
Please select ‘USAT forms to be used at packet pickup’ on the waiver usage guidelines form. Be sure to enter in the number of waivers needed in the ‘How many hard copies of the waiver do you need’ box. This is the number of forms that we will send out in the sanction approval box. Once the box arrives, please verify that you have received what you need for the event. The race director will be charged the shipping fee after the sanction box has been shipped from USAT.
If you would like the waiver to post for online registration or to include with registration materials, please email sanction@usatriathlon.org to request them.
I'm having problems getting my credit card number to go through. What should I do?
If your expiration month is earlier than the current month (for example - the current month is November and your card expires 8/2009), you will need to select the year first and then select the month in the corresponding drop down menus.
I need to pay the sanction fee with a check, how do I do that?
Please contact the Event Services Department at sanction@usatriathlon.org so we can manually process the payment.
I think I have completed all the information, how do I submit the application?
The application is automatically saved as you move forward through the process. Once you have completed the insurance page and submitted all sanction fees, late fees and insurance fees, you are done. USAT will then process and review the event.
I’ve finished my application but I just found out that I need to request an additional insured for my event. What do I do?
Open the insurance certificate form and hit the ‘add a certificate’ button. Complete the information for the insured and hit the ‘save’ button next to the name box. Be sure to hit the ‘save’ button at the bottom of the screen as well. To pay for any class 2 requests, hit the ‘make payment’ button next to the USAT logo at the top of the screen. This will take you directly to the credit card payment screen. Please notify the Event Services Department at 719-597-9090 ex: 102 or at sanction@usatriathlon.org so we can process the request.
How will I know my event has been approved?
Once the event has been reviewed by USAT, the event status will display ‘Sanction Approved’ on the race dashboard. Hard copy event waivers and membership forms will be sent to you 1-2 weeks before the event if you requested them. All other event materials can be found on the race director’s dashboard and are available here.
You will receive insurance certificates before the event is approved but that does not mean the sanction has been approved.
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GENERAL SANCTION QUESTIONS
This is the first time I am putting together a multi-sport event. What resources are there to help me plan the event?
We suggest reading all of the sanction related documents on the website as a guideline. Please email the sanction@usatriathlon.org or phone 719-597-9090 ex: 102 for more information.
USAT initiated the Race Director Certification program in 2007. Please contact Liz Tucker at liz@usatriathlon.org or visit the Race Director Education website at http://www.usatriathlon.org/RaceDirectors/Education.aspx for information about this program.
What is a series sanction?
The following criteria must be met in order for an activity to qualify for this category of sanctioning:
• Event takes place over a period of weeks or months with a minimum of 4 meetings,
• Results are not submitted nor are they eligible for national rankings,
• Majority of participants are the same over the course of the event,
• Each meeting in the series takes place on the same course,
• There is a learning/educational component to each meeting of the series,
• All participants must be annual members of USA Triathlon prior to participating,
• Each meeting may not exceed 100 participants.
Cost of training series event sanction is $50 per meeting. (Post-event membership forms to be submitted monthly).
What should my written safety plan look like?
The completed USAT sanction application provides a basic outline of a safety plan. If you have not sanctioned before, once you complete the online sanction application, you will have created a safety plan specific for that event. Print the completed sanction application from the Event dashboard to use as a safety checklist leading up to the event.
What is a "transfer/refund policy"?
A transfer/refund policy is established by the race director and outlines what is done with event entry fees in case the event is cancelled or an athlete can not participate in the event. Please keep the below questions in mind as you create your transfer/refund policy:
1. Can your athletes get a refund?
2. Do you allow athletes to transfer their race entry to another one of your events, or to next year's race?
3. Do you allow athletes to transfer their entry to another person (allowing for a substitution of athletes)?
Am I required to have a transfer/refund policy?
Yes, USAT requires that a transfer/refund policy be in place. The policy must be advertised or posted on the race website and you are required to follow it if the event is cancelled.
What are Clydesdale and Athena categories? Are they required?
Clydesdale (for men) and Athena (for women) are categories that are based upon age and weight. The divisions are: Clydesdale 200 lbs, 39 yrs and under, Clydesdale 200 lbs, 40 yrs and over, Athena, 150 lbs 39 yrs and under, and Athena, 150 lbs, 40 yrs and over. They are not required. However if a race director chooses to offer the categories, they must follow the weight guidelines above. They may be combined into one age category per weight class, but the 200/150 lb weight guideline is a required minimum. Participants in these categories should be weighed at packet pick-up.
If there is no governing jurisdiction for water testing, then what must I do?
We recommend you contact your county’s health department for a recommendation. If the body of water is privately owned, you will need to arrange for independent testing. Many city, county and state environmental or health departments can recommend a lab or service. A local community college or university may also be a good place to source water testing. Proof that the swimming course water was tested and was swim-able is a requirement.
What is the job of the safety director?
The safety director is in charge of all safety-related matters, before, during and after the event. Because of all the responsibilities the safety director has, we ask that the safety director is someone who can devote all of his/her time to that task.
What are the temperature guidelines for wearing a wetsuit during a sanctioned race?
Wet suits may legally be worn when water temperature is at or below 78 degrees Fahrenheit. Participants are allowed to wear wet suits when the water temperature is 78-84 degrees but are not eligible for prizes, awards, or age group placement. Wet suites are not permitted for temperatures above 84 degrees Fahrenheit.
Are recumbent or tandem bicycles allowed?
No. They do not meet the specifications for bicycles as stated in the competitive rules. Please see rule 5.11 in the USAT Rules for more information on bike specifications.
How can I request an exemption from the USA Triathlon Competitive Rules?
Rules exemptions may be granted by the Executive Director of USA Triathlon when the request will add to or enhance the safety of the event. Send a rules exemption request more than 30 days before the event with any details that support the request to sanction@usatriathlon.org.
A 13-year-old signed up for my adult sprint race. Is that too young?
Ultimately it is up to the race director’s discretion to allow youth to participate or not. USAT has established age-related standards, but allows the race director some flexibility based on course distance and difficulty. Please e-mail Sanctioning for more guidance on age appropriate race distances. Some information may be found below.
How do I get a championship designation for my race?
If you are interested in hosting a national championship event, please contact Angie Murphy at the National Office. Your regional president is also a good resource for being selected as a championship event. Find regional contacts.
What if I need to cancel my event?
Please notify the National Office as soon as possible at sanction@usatriathlon.org or at 719-597-9090 ex: 102. We also recommend that you have a plan to contact the athletes such as an email blast, a cell phone text-messaging system or posting on the event website.
How can I get my race listed on the USA Triathlon calendar?
In order to have your race listed, you must initiate the online sanction process. Once the sanction fee has been paid, the event will appear on the USAT calendar. Events can be added to the calendar up to five years in advance.
What kind of USAT-affiliated sponsorship products can I get for my event?
All sponsorship applications for sanctioned events can be found online on the race director dashboard. Please read each application carefully as they have specific requirements and deadlines.
What do I have to do in order to obtain the USAT mailing list?
The mailing list application can be accessed on the website through this link.
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MEMBERSHIP/PACKET PICKUP QUESTIONS
Can I mail packets to participants ahead of time?
Due to the strict requirement for registered participants to show photo ID and proof of current USAT membership (annual members only) we do not recommend this. If you choose to offer this option, there must be a mechanism for verification of ID and USAT membership before the participant begins the event. This can become complicated and time intensive, therefore we recommend an in-person packet pickup process very strongly.
How do I collect the one-day fee?
USA Triathlon encourages race directors to incorporate the $10 one-day fee into race registration by offering annual members a $10 discount. A sample statement that race directors may use in their registration is: “USA Triathlon members will receive a $10 discount off their race registration fee. A current annual membership card and photo ID are required at packet pick-up, or you must purchase a $10 one-day membership”. Another option is to offer two registration fees, one for annual members and one for non-annual members. For example: USAT member $50, Non-USAT member $60.
Non-annual members - if you plan to participate in three or more USA Triathlon sanctioned events this year, annual memberships are $39. Go to http://www.usatriathlon.org/Membership.aspx to sign up.
That little key tag is pretty handy – does the athlete still need to show the larger membership card?
No, the key tag is meant to act as a primary membership card and a convenience to athletes and race directors.
Can an athlete pay for their one-day membership with a credit card?
No. USAT only accepts cash or check for one-day fees.
We have our own waiver. Do the athletes need to sign USA Triathlon's waiver as well?
Yes. If you included the USA Triathlon waiver and $10 fee in your registration brochure or online, athletes do not need to sign the waiver again at packet pickup.
I ran out of waivers at packet pick up, what can I do?
Please do one of the following:
• Make copies of the waiver
• Post a waiver, have the athlete read it and sign a list verifying that they have read and agree to the waiver
Do my volunteers need to sign a waiver?
It is highly recommended to have your volunteers sign a waiver. The volunteer waiver can be found on the race director's dashboard and are available here.
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POST RACE QUESTIONS
What are the post race materials?
Post race materials include the following items:
• Accounting form
• Incident report form
• Signed event waivers and completed membership forms
• Collected membership money
• Electronic results (adult races only)
• Officials evaluation (if applicable)
These forms can be found on the CD that came in the sanction approval box, on the race director’s dashboard and are available here.
When do the post race materials have to be sent back?
The post race materials must be postmarked no later than 15 business days past the event date.
NOTE: If all the participants in your camp/clinic were annual members, please let us know by emailing sanction@usatriathlon.org before the post race deadline so we can update our database to show that the event requirements are completed.
Where do I send my post race materials?
Race Directors will receive a prepaid UPS mailing label to send their post race materials back to the National Office. If you misplace the label, please mail the materials to the following address:
USA Triathlon
Membership Services
PO Box 49489
Colorado Springs, CO 80949-9489
If you have any of the older UPS labels in your possession, please destroy them. If utilized, your post-race materials will be significantly delayed. Old UPS labels are easily recognizable by the destination address of Fort Collins, CO.
Where do I send my electronic results?
Electronic results must be submitted to the Regional Coordinators and to the National Office at rankings@usatriathlon.org. Please follow this link for information on the format of the results and the Regional Coordinators email address. Result files that are incomplete or are not formatted correctly will be sent back for correction.
Do non-USAT members need to be included in the results?
Yes, all participants (except relays) must be included in the result file.
How come the rankings for a specific race have not yet appeared in the system?
Most commonly, results are not submitted in the proper format, with the required information or in a timely fashion. If you are a race director and believe the results should be appearing, please contact rankings@usatriathlon.org for assistance. Detailed guidance for formatting and submitting results can be found on the RD Dashboard and on the CD in the sanction approval box.
If you are USAT member and can’t locate results for a specific event, please contact the race director first. If there is still a problem, email rankings@usatriathlon.org for help.
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RACE DISTANCES DEFINED
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SWIM
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CYCLE
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RUN
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Short
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Kilometer
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0.4-1
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8-30
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1.6-6.3
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Mile
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0.25-.62
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5-18.6
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1-3.9
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Intermediate
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Kilometer
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1.1-2
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30.1-50
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6.4-12.8
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Mile
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0.63-1.25
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18.7-31
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4.0-8
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Long
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Kilometer
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2.1-3.1
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50.1-99.9
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12.9-29.9
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Mile
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1.26-1.9
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31.1-62
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8.1-18.5
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Ultra
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Kilometer
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3.2+
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100+
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30+
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Mile
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2.0+
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62+
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18.6+
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Youth Junior (7-10 yrs.)
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Kilometer
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50-200 meters
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4-12
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0.4-3
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Mile
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2.5-7.5
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0.25-1.9
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Youth Senior (11-15 yrs.)
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Kilometer
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100-450 meters
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5-15
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1-4
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Mile
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3.1-9.3
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0.62-2.5
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0.5 mile approximates 800 meters
500 meters approximates 0.31mi
1 mile approximates 1.6km)
Triathlon: Use two of the three segments to determine distance category.
Duathlon: May be distances within any of the above distance categories. For calculation of distance category use the bike distance and the longest run leg.
USA Triathlon required age group divisions:
NOTE: The athlete's competition category is based on the athlete's age on December 31st of the race year.
Adult: 20-24, 25-29, 30-34, 35-39, 40-44, 45-49, 50-54, 55-59, 60-64, 65-69, 70-74, 75-79, 80-84, 85+
Youth: 7-8, 9-10, 11-12, 13-15 in Youth Designated Events; 16-19 in Adult Short Events; 18-24 in Intermediate, Long and Ultra Events.
For ITU-style events: 13-15, 16-19(Junior), and 20-23 (Under 23)
Athletes aged 18-19 are able to race in either Junior 16-19 or U/23 categories.
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RACE DIRECTOR CERTIFICATION
Certification specific questions: please contact Liz Tucker at liz@usatriathlon.org
What is the benefit of becoming a certified RD?
Race Director Certification is the first step to receiving access to certain USAT Partner Programs and gathering the latest information on risk management, insurance, course development and USAT sanction compliance. Any race director can sanction an event with USAT triathlon. However, only certified race directors can demonstrate and provide proof of thorough training by USA Triathlon to local permitting agencies, medical and law enforcement personnel and our insurance company.
When will the next certification class be held?
At least five classes will be offered throughout the year in 2008. Registration, class locations and dates are posted at http://www.usatriathlon.org/RaceDirectors/Education.aspx when they are confirmed and available.
Will becoming a certified race director have any effect on my sanctioned races?
As the certification program develops there will be greater access to major USA Triathlon partner programs, lower sanction fees and the ability to bid on Championship status events. Athletes will also be able to recognize that you have training in race management and you will also be able to display the USAT Certified Race Director logo on your race materials and website.
Additionally, certified race directors can provide proof of thorough training by USA Triathlon to local permitting agencies, medical and law enforcement personnel and our insurance company.
What are the course hours for the program?
There will be approximately 16 hours of coursework to achieve certification. View a sample of the full Race Director Certification Schedule.
Are there any Prerequisites to taking the certification course?
Yes. Race Directors who currently sanction events with USAT must be in full compliance with all sanction guidelines and pre- and post-race requirements before consideration for certification is allowed. Potential attendees who have not yet sanctioned an event with USAT will be expected to meet all requirements once they sanction an event and will be monitored for compliance along with all other certified race directors. USAT reserves the right to refuse attendance to a RD Certification class based on the above criteria.
What is the cost to attend?
Most of the classes cost $325 and include all course materials. Some of the venues allow us to include meals and housing with the course; in these cases the cost of the class will be slightly higher to cover these addtions.
Do I need to do anything to prepare for the Certification Program?
Nothing! Come with an open mind, a stack of business cards and be ready to listen and learn!
How long is my certification valid and will I have to be recertified later on?
This part of the program is currently in development and will be launched in 2009. The original certification will be valid for two (2) years. After that point, the program will be expanded to include both higher levels of certification and recertification options– these levels will require further course work. Stay tuned for this as the program gets underway!
Will I have to take a test to get my certification?
Yes, there will be a final exam, but all the information you need to pass will have been provided to you over the course of the weekend and in the RD Certification Guide provided to you.
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