Race Calendar | Sanction Application | AC Course Certification
Athletics Ontario Running Podcast | Race Director Summit
Road & Trail Race Directors
3 Step Summary for Race Directors Who Require Insurance
#1 Register for the Athletics Ontario Race Organization – This is a yearly (Jan 1 – Dec 31st) membership that requires renewal each year for event insurance coverage under the Athletics Ontario insurance policy
#2 Apply for each race/event Sanction, through this Sanction Application
- We are in the process of launching a new Sanction Application via AthleticsREG which will be public in late January 2025 (in the time being use the old application)
- Sanctioned events must adhere to the AO Sanction Criteria and AO Extreme Environment Guidelines
- Once approved Sheryl Preston will email you with your unique Sanction logo each year to be placed on your registration page and/or website.
#3 Apply for race/event insurance certificate, HERE
- Step-by-step instructions for applying for an insurance certificate can be found HERE
- Please note a sanction application, each year, must be submitted and approved prior to approving insurance certificate requests
Click HERE to Register or Renew Your Race Organization with Athletics Ontario
Athletics Ontario Race Organization Membership includes:
- Liability insurance coverage for all AO Sanctioned Races/Events (see below)
- Liability coverage is also included 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
- 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 for the Annual Race Director Summit
- Event Sanction Fee: Sanction application fee of $75.00 is waived for all annual races within your Race Organization membership (pending race sanction application approval)
- Comprehensive insurance coverage (as below)
REGISTER HERE
2025 Costs
| Athletics Ontario Race Organization Fee Structure 2025 | |
| 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 participants.
- For AO day member fees, participant 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 (Race 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 2025 MEMBERSHIP CATEGORY
NON-INSURED RACE ORGANIZATION
- We created this category for Race Organizations that still want official affiliation with Athletics Ontario and have one or multiple races per year but have their own insurance. Sanction fees are waived for Non-Insured Race Organizations
2025 Costs
| Athletics Ontario NON-INSURED Race 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 |
Summary for Community Running Groups Who Require Insurance
#1 Apply for Athletics Ontario Recreational Running Club membership
- Register HERE
#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
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, race organizations, 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, trail races, cross country races, race walking races, competitions, try outs and practices.
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
- 2025 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, during the registration process
- 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.
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 2025.
FOR RACES THAT ARE ATHLETICS CANADA CERTIFIED, ATHLETICS CANADA REQUIRES THE FOLLOWING TO BE SENT TO PROVINCIAL BRANCHES DIRECTLY AFTER THE EVENT
(Athletics Canada requires this 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/
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
