The purpose of this document is to assist people in the initial stages of getting a club organized in their community. It is not intended to cover all areas that could affect clubs. Club officials are encouraged to contact the Athletics Ontario (AO) office if they require information not covered here.
Before a track club is formed one important question should be addressed: who will the club be serving? A number of different types of clubs exist in Ontario, including:
All around Track and Field clubs, including Cross Country, Road Racing and Racewalking
Track and Field Only
Track Only (all track, distance only, sprints only, etc.)
Field Only (jumps only, throws only)
Road Racing Only
Masters Ages Only (30 years of age and over)
Athletes with Disabilities
Some clubs accept membership only from adults, some cater to younger athletes. There are clubs that are primarily interested in developing athletes to national or international levels, while other clubs exist solely for the recreational interests of its members.
Obviously the type of club to be formed will primarily depend on the interests of those who will be doing the coaching. How many coaches will be involved? What is their commitment in terms of time? What events do they want to coach? What type of athlete do they want to work with?
After these considerations have been dealt with it is time to establish an executive and to name committee chairpersons. The club executive usually consists of a President, Vice-President, Secretary and Treasurer.
Usually a Board of Directors is formed, consisting of the above executive members plus head coach, athlete’s representative and the chairpersons of some of the committees named below:
Fundraising, Facilities, Social, Community and Media Relations, Club Newsletter, Records and Statistics
It is best initially to appoint Directors and Chairpersons. After the club is established elections should be held annually to determine the members of the executive. It is wise to hold meetings on a regular basis. Board members and Committee Chairpersons who are not active should be replaced. Most clubs in Ontario have a Constitution which outlines their philosophy and general policies.
When starting a club it is not initially essential to have certified coaches. The main ingredient for success at this stage is for the coaches to be enthusiastic and to be willing to learn. In many cases the personal experience of former athletes who wish to offer their services as coaches can be called upon to get a program started. Once the club begins to develop it is advisable for the coaches to proceed with their certification. At this point the AO office can be contacted for details with regard to the proper procedure and availability of courses. Click here for information on the NCCP Coaching Program. Click here for a list of Current NCCP Course Offerings.
Coaches are also advised to register with AO so that they can be kept abreast of all developments relating to coaching and be fully insured against liability. Many clubs now pay the registration fee on behalf of their coaches.
The first step in fundraising is to find out from the local recreational department, the various service clubs and the large businesses in the community if they will support a club in the area. It could be that they will give a one-time only donation to get the club started, or they may provide some funding over a period of time. A prepared submission is superior to a verbal discussion as ultimately a written statement will be requested.
Most of the better organized clubs have their own fundraising projects, such as raffles, runathons, dances, competitions and bingos. Many companies wanting to organize road races to help promote their products seek help in the technical aspects of the race from the local track club and will either pay a flat fee or will offer the entry fees in return. Dances provide a good opportunity for a social get-together.
A number of clubs have been able to obtain licences to operate a bingo. Check with your municipal officials. A steady source of funds with minimal work is the result of being successful in this venture.
Affiliation / Registration with AO
At the beginning of each year the club should send a completed club affiliation form along with the payment of the appropriate fee to Athletics Ontario. Affiliated clubs receive voting privileges at the AO Annual General Meeting (provided they have 5 or more registered athletes) and are given the right to enter athletes in competitions under the club name. Additional privileges include grants to offset travel expenses of athletes attending National Championships and grants for coaches’ training.
Any athlete wishing to compete in provincial, national or international Championships or be considered for training camp funding must register with AO through an affiliated club. Membership in the AO automatically includes membership with Athletics Canada. Persons wishing to compete only on a non-championship basis in road races may take out a Non-competitive membership. All members of AO can access ‘Athletics’.
Membership in AO is based on the calendar year. In addition to the aforementioned competitive membership there are currently three additional types of memberships offered to athletes:
Unattached Membership: Entitlement to entry into all sanctioned competitions including Championships, Trials and Games Competitions. Affiliation with club not required.
Registration application forms are mailed in bulk at the beginning of December to all club registrars and are also available on request. Forms must be signed by both the athlete and the club registrar and must be accompanied by the appropriate fee.
AO Drug use and Doping Control Policy
AO is unequivocally opposed to the use by athletes of any banned substances or methods in contravention of the rules of the Provincial, National (Athletics Canada) and/or International Sports Federations (IAAF), the International Olympic Committee, and other recognized Sport Organizations (OFSAA and CIS).
AO is unequivocally opposed to any encouragement of the use of such substances and/or methods by individuals in positions of leadership in the sport (i.e. coaches, officials, athletic staff, medical practitioners, sport scientists, administrators, etc.) or by athletes themselves. The providing of, or administration of banned substances and/or methods to athletes is also forbidden. Click here: AO Drug Use and Doping Control Policy
Club Membership Fee
A membership fee structure should be established, keeping in mind projected travel costs, club administration expenses and the AO membership fees. A number of clubs are paying their coaches honoraria for their services and have increased membership fees to subsidize this expense.
A good fundraising programme usually means relatively low membership fees. All athletes in the club should be required to participate in fundraising activities.
Media / Public Relations
If a club is to become well supported by the community, the local media must be provided on a regular basis with a write-up of the club’s activities. Through exposure in the media, people in the community will read or hear about club activities and take interest. Sponsors are generally impressed if they can read or hear something in the local press or on the radio or television.
Facilities & Equipment
Areas to look at for a club are an outdoor location and a school gymnasium for indoor (winter) use. Usually a club organizer will have to see the local Parks and Recreation Department about use of available facilities. He or she should be prepared with a written brief about club objectives and why the club needs both of the above as well as basic equipment. Remember, facilities should be obtained for the lowest cost, or better still for FREE!! If you’re lucky your club will have access to an indoor track. However, a great many athletes past and present, have reached international status without having an indoor track on which to train.
AO, through its clubs, offers a wide range of competitions in various age groups. One sign of organizational maturity in a club is its ability to stage a provincial championship. Conducting such a competition requires a great deal of work on the part of the club, but the rewards of club members and friends working together and the revenue generated for the club make it well worth the effort. Of course it is important for clubs to stage other levels of competition as well. Interested clubs should contact the AO office concerning sanctioning procedures if they wish to stage a competition. Without the clubs’ support there would be no provincial competition programme.
AO has funds allocated to support high-level junior and senior athletes in their travel to National Championships staged outside the province. Details concerning selection criteria are provided in the AO Web site.
Every club should appoint a well-organized person to act as an entries secretary. This person has the extremely important function of liaising with club coaches and athletes concerning entries for upcoming competitions. A great deal of club money can be wasted on late entry fees – or worse yet, an athlete may be denied entry into a competition – if this job is mishandled.
Publications / A.V. Material
AO carries a stock of track and field books of a general nature or specific to coaching. A library of audio-visual materials is also maintained. To obtain books or audio visual materials please look at the AO Store.
Structure of Athletics Ontario
The AO President, Vice President and several others representing various facets of the sport sit on the Provincial Board of Directors. Every club may be represented at the AO Annual General Meeting and may vote if they have 5 members. A copy of the By-Laws of AO is available on request, along with the Association Policy and Procedures Handbook. Click here for a look at the AO Structure.
- Bantam – 13 yrs. old or under as of Dec. 31st in the year of competition
- Midget – 14-15 yrs. old as of Dec. 31st in the year of competition
- Youth – 16-17 yrs. old as of Dec. 31st in the year of competition
- Junior – 18-19 yrs. old as of Dec. 31st in the year of competition
- Senior – 20 yrs. old or over as of Dec. 31st in the year of competition
A word of caution! School age classes are different than those given above.
Insurance Program – Find more info click on “Membership & Insurance Benefits” See the insurance handbook
“All I wanted to do was coach and have fun by being involved. In the past, I had to worry about liability insurance and protecting myself. It has taken the fun out of volunteering and being a part of a sports organization.”
To aid coaches in this dilemma, Athletics Ontario has entered into an agreement with Young’s Insurance Brokers. Our joint objective is to insure members in good standing with a Comprehensive General Liability Policy plus a Sports Accident Package.
General Liability Executive Summary
Limit of Coverage $10,000,000 Per Occurrence
General Aggregate $10,000,000 Maximum limit of coverage in force for the life of the policy.
Tenant’s Legal Liability $250,000 Maximum limit of coverage the Insured shall become legally obligated to pay as damages by reason of the liability imposed by for damages to or destruction of premises used by the Insured caused by accident to structures or portions thereof. Coverage is based on an Occurrence Basis and subject to an annual Aggregate Limit.
Non Owned Automobile $2,000,000 This coverage provides protection for the Association whose volunteers are expected or may operate their personal automobiles on Association business. The Insurance Act provides the automobile owner’s policy is always primary. There is the possibility of the volunteer not be carrying adequate limits or may not have coverage in force at the time of an accident.
This coverage is subject to an annual Aggregate of $2,000,000.
Who is covered?
Member clubs and members with a current and valid membership fee for the current year and who are in compliance of the constitution and by-laws of Athletics Ontario.
All the Insured’s affiliated leagues, clubs, and or teams, their members, officers, directors, coaches, managers, officials, players, auxiliary workers, employees and volunteers.
What activities are covered?
All approved and or sanctioned events of Athletic Ontario, including but not limited to Board of Directors meetings, general meetings, special meetings, annual meetings, fundraising activities, track and field meets, road races, cross country races, race walking races, competitions, try outs and practices.
What Fundraising Activities are covered?
Raffle ticket sales and tag days are acceptable under fundraising activities. For all other fundraising activities please complete the attached Special Event Application for a quote.
If you have any questions, please contact us at the address below. We look forward to hearing from you. GOOD LUCK.
A Message from the President
On behalf of the Board of Directors and all the members, I extend to you my hearty congratulations on your decision to form a club in your area. I am sure you will find the challenge both rewarding and stimulating.
You are now part of a ‘family’ that has over 100 clubs in and around the province. I hope that as time goes by you will get to meet and know your counterparts in other clubs. I too look forward to meeting with you.
If at any time you feel that you would like some assistance please do not hesitate to call the AO office. Once again, good luck in your endeavours.