Race Calendar | Sanction Application | AC Course Certification
Athletics Ontario Running Podcast | Race Director Summit
Road & Trail Race Directors and Recreational Running Groups
Our Road & Trail Organization Membership (previously registered through Trackie), is now registered through Athletics Canada’s new registration system (AthleticsREG) and separated into two memberships:
- Race Directors and Other Affiliates
- Recreational Running Clubs
Click HERE to register
Membership includes:
- Liability insurance coverage for AO Sanctioned Races/Events (see below)
- Liability coverage for Recreational Running Groups:
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- As long as participants are also Athletics Ontario members, and,
- Recreational Running Group follows our Group Run Safety Guidelines
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- Support: Provincial sport governing body support within municipalities as needed
- Run Clubs, Running Group Coverage: Your organization and all participants have insurance coverage under your policy so long as your participants are also AO members (day member fee below for Events only); and Group Run Safety Guidelines are followed.
- Professionalism: Demonstration of professionalism as a Race Director/Running Group Leader
- Promotion: Enhanced event promotion through exposure on Athletics Ontario website and social media platforms
- Grants: some grants are only available for organizations that are affiliated with a Provincial Sport Governing Body. Look out for existing grant’s here
- Discounts: 25% discount to annual Race Director Summit
- Event Sanction Fee: Sanction application fee of $75.00 is waived for all annual races within your Affiliate membership (pending race sanction application approval)
- Comprehensive insurance coverage (as below)
REGISTER HERE
2024/25 Costs
| Athletics Ontario Affiliate Fee & Running Club Fee Structure 2024 | |
| Participant Per Year | Cost +HST |
| Tier 1 <*200 | $200 |
| Tier 2 200-*499 | $400 |
| Tier 3 500-*999 | $800 |
| Tier 4 *1000< | $1,200 |
| A charge $0.70 per participant over the Participant Tier *max per year at year end (December) | |
DETAILS ON AO DAY MEMBER FEES
- Participants per year are based on the total amount of participants per day throughout the calendar year
- Base your Tier on last year’s race, or if you have a new race, on your expected amount of particiapts.
- For AO day member fees, participants lists must be submitted to [email protected] and cc’d [email protected] directly after the event. This is tracked throughout the year for insurance purposes.
- Participant lists must be in CSV/EXCEL format and include, First Name, Last Name, City and contact information
- Participant counts per year are tracked throughout the year and billed at year end (December). It is the responsibility of the race director to ensure funds are available at year end to ensure invoices are paid for any amount over Participant Tier Max
- Especially for Recreational Running Groups (and competitive Athletics Clubs), it is highly recommend that you encourage your participants to become Athletics Ontario members for insurance full coverage and benefits.
- AO Road & Trail memberships start at $15 per year, more here.
- For Race Directors (Affiliates Organization Members), if you wish to track AO members in your participant lists you must ask your participants for a valid Athletics Canada number active during your event and supply that list of AO members in your participant lists.
NEW NON-INSURED AFFILIATE ORGANIZATION
2025 Costs
| Athletics Ontario NON-INSURED Affiliate Organization fees | |
| Sanction Applications included | Cost +HST |
| Tier 1 up to 2 races sanctioned | $200 + HST |
| Tier 2 up to 4 races sanctioned | $300 + HST |
| Tier 3 5+ races sanctioned | $500 + HST |
FOR RACES THAT ARE ATHLETICS CANADA CERTIFIED, ATHLETICS CANADA REQUIRES THE FOLLOWING
(Athletics Canada requires this in order to ensure Athletics Canada members are included in national rankings)
Please email this to [email protected] and cc [email protected]
Athlete’s name:
Athlete’s membership number:
Event:
Race Name and location:
Date:
Link to results:
For road results please include the following additional information
Link to course map:
Link to course certification:
Canadian course database – https://www.acroad.ca/Directors/CourseMeasurement/CertifiedCourses/
Summary for Running Race Directors Who Require Insurance
Race Directors: DUE TO A LARGE AMOUNT OF APPLICATIONS SANCTIONING AND/OR INSURANCE APPLICATIONS CAN TAKE UP TO 4 WEEKS, PLEASE APPLY EARLY
#1 Apply for Athletics Ontario Affiliate and Recreational Running Club Membership
#2 Apply for each race/event Sanction, through this Sanction Application
- Sanctioned events must adhere to the AO Sanction Criteria and AO Extreme Environment Guidelines
- Sanction/insurance applications can take up to 4 weeks, please apply early
- Once approved Sheryl Preston will email you with your unique 2023 Sanction logo to be placed on your registration page and/or website.
- DO NOT place outdated sanction logo’s on your website. An application must be submitted each year, as sanction criteria is updated
- New to 2024, as your participants become AO day members for insurance purposes, AO will now require participant information as above.
#3 Apply for race/event insurance certificate, HERE
- Step-by-step instructions for applying for insurance certificate can be found HERE
- Please note a sanction application , each year, must be submitted and approved prior to approving insurance certificate requests
- *Please note, amendments to your insurance applications are time-sensitive. Please complete all applications above as early as possible.
Summary for Recreational Running Clubs Who Require Insurance
#1 Apply for Athletics Ontario Recreational Running Club membership
#2 Fill out the Group Run Safety Criteria Application
#3 Apply for race/event insurance certificate, HERE
- Step-by-step Instructions for Applying for Insurance Certificate can be found HERE
- A sanction application must be submitted and approved prior to our approval of your insurance certificate.
- *Please note, amendments to your insurance applications are time-sensitive. Please complete all applications above as early as possible.
Insurance Information
Comprehensive insurance coverage for all of your events and activities including but not limited to: road/trail races, associated activities and events, and training groups (Insurance details can be found here); All Athletics Ontario Sanctioned road and trail events under each Athletics Ontario Affiliate. Please apply for a sanction here.
Insurance Coverages
Participant lists must be submitted to [email protected] and [email protected] within one week of completion of your event(s).
Directors and Officers Liability Insurance
- If Directors and Officers Liability policy is required:
- Athletics Ontario ASSOCIATE Membership
- 2023 ASSOCIATE REQUIREMENTS:
- Criminal Background Check – an annual requirement for registering as an Associate. You may submit yours to your Club Registrar or to [email protected]. Athletics Ontario is pleased to be able to offer a fast, convenient and credible online method to request and obtain your police check electronically. For more information. Please visit online screening application for details.
- NCCP Safe Sport – This module must be completed and valid. To register for this FREE online module, please visit https://thelocker.coach.ca/
onlinelearning#SS
ATHLETICS ONTARIO AFFILATE REGISTRATION
Once the applications are submitted or renewed please ensure to fill out a Sanction application or each of your events prior to requesting insurance certificates. Here is a breakdown of those steps
*UPDATED 2023 Costs Per Participant
In addition to Athletics Ontario Affiliate yearly member fees, participant fees are calculated as below. Costs are subject to change upon insurance policy renewal each April.
*Participant day membership fee for events (this will be amended for 2024 as below)
Tier 1 (1-499 participants): Up to 200 participants are FREE, over 200 participants are charged ($25.00 administration + *$0.70per participant)
Tier 2 (500-999 participants): Up to 700 participants are FREE, over 700 participants are charged ($25.00 administration + *$0.70per participant)
Tier 3 (1,000-50,000 participants): Up to 1000 participants are FREE, over 1000 participants are charged ($25.00 administration + *$0.70per participant)
The *participant charges were invoiced AT YEAR END (late December). Any race director that failed to submit a participant list may be subject to a carry over fee for 2024.
Race Sanction
Apply HERE: AO Sanction application.
Races are required to apply each year and a unique Race Sanction logo will be provided for use on Race/Registration website to illustrate to your participants your attention to detail in adhering to the provincial guidelines for a safe and high quality race.
- Guidelines: Provides criteria to ensure the safety of race participants
- Promotion: Sanctioned Races will be listed on Athletics Ontario’s sanctioned events list
- Affiliation: An approved sanction provides an official affiliation of your race with the Athletics Ontario; the Provincial Sport Governing Body
- Quality: The Athletics Ontario logo helps your participants identify your race as a high quality and safe race
- Agreement: AO Sanctioned races are required displaying your logo and unique sanction number on your race website which signifies compliance with AO standards of quality
- Fee: $75.00 *Race Sanction fees are waived for Athletics Ontario Affiliate members
Rowans Law must be abided by with an appointed safety officer
2023 Trillium Running Series
*Please note the 2023/4 Series has been discontinued.
The purpose of the series is encourage and reward Athletics Ontario member participation in AO Sanctioned races. New for 2022, all AO Sanctioned Road and Trail races will have the opportunity to be a part of The Trillium Running Series. You will have the ability to “opt in” to the series during your Sanction Application Process.
Congratulations to Peter Quevillon, our 2022 series winner!
RACE DIRECTOR SUMMIT
The 7th Annual Race Director Summit was held on January 20th, 2024
The 7th Annual Summit was held on January 20, 2024, and is set again for January 25, 2025! SAVE THE DATE!
Race Director Town Hall
Athletics Canada Course Certification
Check out the Athletics Canada Certified Courses List
More details on having your race certified can be found here
AC Certification Manuals and forms
For events that are Athletics Canada Certified. CVS/Excel spreadsheets must be submitted to [email protected] for rankings purposes.
World Athletics Rules on Record Eligibility
To ensure you understand World Athletics record eligibility here are the rules
To submit a record time please contact [email protected]
Virtual Race Safety Recommendations
- Follow the advice of your local public health authority, to help stop the spread of coronavirus
- Pre-plan your route with safety in mind. Websites like https://www.gmap-pedometer.com/ can help you source the correct distance and allow you to pick routes with the least amount of busy street intersections
- Avoid high traffic pedestrian and vehicle areas. Run or walk close to home in your neighbourhood during a quieter time of day
- Adhere to social distancing practices while you are out running or walking. Can you safely pass someone? Can you run safely on the road? Make sure you always have a safe way to move around people to maintain 6 feet of distance.
- Wear appropriate clothing. Be visible and dress for the weather
- Bring fuel, hydration and hand sanitizer
- Carry a cell phone with you during your virtual race and tell someone the route you are running in case of an emergency
Road & Trail Contact: Sheryl Preston
Email, at [email protected]
Phone: 647-352-7217
