EVENT LISTING POLICY

Australian Ultra & Trail Runners Association (AUTRA) lists ultra and trail running events (all terrain, all distances) in its event calendar. This policy outlines the requirements of Event Organisers to be considered for inclusion in the events calendar. The requirements have been determined primarily for the protection and safety of AUTRA members.

1. The event organiser must be a member of AUTRA at the time of the listing application, and at the time the event takes place.
2. The application for event listing should be submitted a minimum of two months before the proposed event date.
3. The event organiser must provide evidence of Public Liability Insurance for the event a minimum of two weeks before the event. Failure to provide such evidence will result in the listing being removed from the AUTRA calendar.
4. Risk management documentation is mandatory to be provided with the event listing application, this documentation must reference climate, weather, bushfire, traffic, first aid and medical emergency considerations.
5. Event organiser will follow all risk management strategies it has outlined in the provided documentation, in particular those dealing with race cancellations due to climatic / fire risk conditions.
6. The event must implement incident reporting as part of its safety systems, and any incident during the event be reported to AUTRA within four weeks of the completion of the event. Incident reporting is done as a continuous quality improvement measure.
7. It is expected that the event will be conducted to a reasonable standard, with due consideration for aid stations, safety, and the wellbeing of competitors and volunteers.
8. The race organiser understands it is his/her responsibility to establish which approvals the event requires under law, and to obtain all such necessary approvals. IF ALL NECESSARY APPROVALS ARE NOT IN PLACE PRIOR TO THE EVENT, THE RACE DIRECTOR / RACE ORGANISER WILL ADVISE AUTRA OF THIS FACT IMMEDIATELY, AND UNDERSTANDS THE EVENT THEN WILL NOT CARRY THE STATUS OF BEING LISTED BY AUTRA, AND ANY INSURANCES MAY BE VOID.
9. The proposers of new events are asked to give consideration for potential date conflicts with existing events already listed. Existing events will be expected to use the same corresponding date for the following year where practicable. If a change to an event date does become necessary, please inform AUTRA as soon as possible.
10. AUTRA reserves the right to not accept events for inclusion in, or to add events, to its event calendar at its discretion.
11. AUTRA reserves the right to de-list events from its calendar at its discretion without notice and without the need for furnishing any reasons therefor.
12. The Event Organiser, is required to sign and return to AUTRA the Events Listing Agreement covering the key points above, and make payment of invoice for Events Listing Fee, and Insurance (if utilising AUTRA's liability insurance), before listing of an event can take effect.
13. Event entry should be discounted for AUTRA members by a minimum of $10 or 10% per person. If a discount cannot be provided, a suitable reason should be given to AUTRA.
14. Upon listing approval, the event organiser may publish and promote the fact the event as being “AUTRA Listed.” Note Wording such as “AUTRA Approved” and “AUTRA Sanctioned” or any other wording which may lead a participant to believe AUTRA has approved the suitability of safety/emergency planning documents and arrangements may not be used.
15. AUTRA maintains the right to determine if an event is to be listed in any subsequent year on a case-by-case basis. Provision of listing in any given year does not confer a right to listing in subsequent years. If requirements are not met for the current year’s event, the event may not be considered for listing in the subsequent year.
16. Full results should be sent to the results coordinator within seven days of the event. These must be in the required format. An Excel template spreadsheet will be provided for this purpose. Note: IAU-labelled events must provide results within one week and must include the requisite information per the IAU (this includes citizenship data for each competitor).
17. Event organisers are expected to not make statements or do any acts which would have the effect of bringing AUTRA and / or the sport into disrepute.
18. Event organisers will not make any statements in a public forum or otherwise which will call into question the competence, integrity or reputation of AUTRA or any of its executive.

IAU Labelling & AUTRA Race Standards Guidelines:

1. Even with an IAU Label, failure to follow the IAU Records Guidelines and AUTRA Race Standards, may result in records being unable to be ratified.
2. There must be provisions for redundancy, either in the form of multiple timing chips or timing mats as well, including video recording such as GoPro style camera or CCTV streaming/recording that is reviewable.
3. Consideration of and adherence to provisions for additional timing points around the course, which guarantee that no participant can shortcut any parts of the loop course, such as an extra timing mat.
4. In all races, runners may leave the track/course at any point during the race but must return to the same place before continuing.
5. In the case of track or loop courses there must be clearly defined entry/exit points to toilets and facilities and no possibility for returning to the course with any distance advantage. This must be clearly shown in any paperwork submitted.
6. Distance markers for significant standard distance milestones should be provided and remain in place for the duration of the event.
7. The race Referee & Timer (or timing delegate) should be present onsite for the duration of the race.
8. There must be no Male/Female pacing.
9. No crew assistance is allowed outside of the designated crew area.
10. Crews are not allowed to run/walk with runners at any time during the race.
    

AUTRA undertakes to provide:

1. Listing for the event on AUTRA event calendar on the www.autra.asn.au website.
2. AUTRA Marketing team will promote the event through AUTRA's Facebook page twice prior to the event and one results post after the event.
3. Designation of the event as qualifying for the AUTRA points competition (members only).
4. Write up in AUTRA’s email newsletter pre and post event.
5. Performances in measured events (road and track) will be included in the AUTRA year and all-time rankings lists. Races which have been issued with IAU labels will be eligible for open and age group records.
6. Listed events may apply to hold AUTRA Australian Championship events annually. Conditions apply.
7. Event results will be published in AUTRA's results database, a facility able to be accessed by AUTRA members to view their historical results, as well as general AUTRA results.

Event Listing Costs

AUTRA has a desire to ensure that events are affordable and has simplified the listing fee to $99 per event. The invoice must be paid in full prior to the event being listed on AUTRA's event calendar.

For race directors that have multiple events in one year, AUTRA will now discount listing costs for subsequent races in the same calendar year on a sliding scale as per below:

1 race pa - $99

2 races pa - $99 for first event listed then $89 for second

3 races pa - $99 for first event then $79 for next two

4+ races listed - $99 for first event then $69 for each event thereafter.

Event Public Liability Insurance & Fees

Very affordable Public Liability insurance coverage is available on application with AUTRA.

This includes the issuance of a Certificate of Currency naming police, state parks and any other interested parties as may be required by the Event Organiser. The extent of the AUTRA cover is as follows:

LIMIT OF LIABILITY:
 – Public Liability – $20,000,000 any one occurrence,
 – Products Liability – $20,000,000 any one occurrence and in the aggregate,
 – Errors and Omissions – $1,000,000,

A copy of the policy is available on request, and we encourage those who are interested to thoroughly review details of the cover, terms and conditions. The cover does not include personal injury insurance.

To utilise AUTRA’s insurance you must be a current Financial member, and your event must be listed at the time of the insurance application.

Insurance cost is calculated based on number of anticipated entrants. Anticipated entrants includes numbers of sub-ultra co-occurring events. AUTRA will advise event organiser by email whether their event has been included on the insurance policy and will provide a Certificate of Currency and an invoice to be paid prior to the event being listed on AUTRA’s website.

Insurance Costs: -  $150 covers up to 75 competitors, plus $2.20 for each additional entrant.

In the event of a claim being made, the event organisers will be required to pay the excess ($1,000) when the claim is submitted.