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8.0 Policy and Procedures for Provincially Sanctioned Races and Provincial Events
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Sanction request form (Adobe Acrobat®)Sanction request form (Microsoft Word®)
Race Results and Timing.
STAC has purchased Race Wizard timing software. This is the same program that Tri Manitoba uses. If you would like to arrange to use this software for STAC sanctioned events e-mail results@triathlonsaskatchewan.org.
Saskatoon and Prince Albert have this Software. (The cost of this software is only $199CDN). Learn more about this software at http://www.racewizard.bizland.com/
Other Software that you may consider is RunScore®. (The cost of this software is $250US). Learn more about this software at http://www.runscore.com/
Another option is to have your race timed by a professional firm. The 2006 Waskesiu Triathlon was timed by the firm www.raceresults.ca the contact there is Steve G. (204)256-9305, Winnipeg. e-mail timing@raceresults.ca. Steve's company is very reasonably priced, and he can use Race Wizard software, as well as RunScore.
If you feel that your event is large enough you may consider using chip timing, the nearest company providing this service is http://www.resultscanada.com. The cost for this service is greater. Results Canada Timed all of the races in Regina for 2007, as well as Saskatoon's Spin of Spadina and the Waskesiu Triathlon for 2007.
For any other questions regarding your options you can contact us with the Contact form, or send us an e-mail. results@triathlonsaskatchewan.org.
8.3 Provincial Championship Event
8.7.1 Sanctioning for General Club Events:
8.7.2 Sanctioning for Clubs or Individually Organized Races or Special Camps
8.8 Organization of Provincial Sanctioned Races
8.12Race Sanctioning Rules and Guidelines
ORGANIZATION OF PROVINCIAL SANCTIONED RACES
Recommended Distances and Rules for Kids of Steel Races
For the purposes of insurance coverage pertaining to events sanctioned by STAC, a "sanctioned event" will be considered all games, competitions, special camps, demonstrations, organized training, fund raising activities or social functions run by STAC or by a member club authorized by STAC. It is assumed that all sanctioned events will involve the participation of STAC members. Non members such as volunteers and employees are for the purpose of insurance considered to be members in the scope of their duties during sanctioned events.
Due to the nature of triathlon races and training, the event site and club premises will be considered as the general area as described in the sanction request form. General area could be considered to extend so far as the neighboring towns and cities.
Any event involving liquor, in particular the service of liquor must be disclosed to STAC in the sanction request form. If the involvement of liquor is not disclosed in the request the sanctioning will be deemed void and as such the insurance for the event related to the liquor related claims will also be void. An organized social directly following a club or race or special camp sanctioned event involving liquor will be deemed part of the event. The event organizer will ensure that the required permits have been arranged with respect to service of liquor.
The organizer of the sanctioned event will take strong measures to ensure that any persons participating in the event is a STAC member. Non members will be considered STAC members for club group training events for their participation up to two (2) times. The club group training event organizer will not permit non members to participate in group training more than two(2) times. If the group training organizer allows participation more than two (2) times they acknowledge that the insurance protecting the sanctioned training event will be forfeited for any claims related to that particular person.
8.3 Provincial Championship Event
a) Submission from interested clubs and race directors wishing to host the Provincial Championship shall make their submission to the Secretary before March 1.
b) The executive based on the submissions shall select the event which will host that years Provincial Championship by April 1.
c) Provincial Championship Events should be the exact distances or very close (within plus or minus 5% to ITU standard) of these distances; Standard 1.5km swim,40km bike, 10km run and for the Sprint 750m swim, 20km bike, 5km run.
d) The Executive shall attempt to rotate the Provincial Championship Events to the various provincial meets.
Clubs should prepare their local race calendar in March after the provincial calendar is completed.
8.5 Race CalendarRace Calendar
Race directors are requested to advise STAC at the AGM each year as the to the date of their scheduled events. STAC will prepare and publish a race calendar after the provincial calendar is completed.
It is recommended that a race calendar be prepared for the newsletter.
Changes to the race calendar should be reported to STAC immediately. Changes will be reported in Newsletters where possible and club representatives should try to inform members.
8.7.1 Sanctioning for General Club Events:
Insurance will be provided for all STAC member club sanctioned events other than races or special camps as disclosed to the STAC representative responsible for sanctioning. This disclosure will be provided to STAC via an annual " Club Affiliation Form (Adobe Acrobat® format) (Microsoft Word® format) " submitted by January first of each calendar year or four (4) weeks prior to the first of that clubs requested sanctioned event. If the clubs events carry over from one calendar year to the next a separate club affiliation form must be completed and submitted by January first of the new calendar year. This form is to include an attachment listing the club event's to be sanctioned along with the times, dates, and locations of the events. Any additional events other than races or special camps organized after the club affiliation form is submitted may be listed and sent to the duly appointed STAC representative who will upon receipt add these events to the club roster. Sanctioning if approved, will be for the duration of the event.
8.7.2 Sanctioning for Clubs or Individually Organized Races or Special Camps
Insurance will be provided from STAC for clubs or individuals desiring to host provincially sanctioned events such as races or special camps the event director will be required to complete a ëSanction request form (Adobe Acrobat®) Sanction request form (Microsoft Word®)" and return it to the technical director (by E-mail, Fax or regular mail) at least six (6) weeks prior to the event date. Sanctioning if approved will be for the duration of the event. Such races and camps will be eligible for STAC support provided sanctioning is approved.
Signing the ëClub affiliation formí and/or the ëSanction formí implies that the signer has reviewed and understood the insurance section of the bylaws and is aware of the limitations of the STAC insurance.
Events will be considered sanctioned when club officials/event organizers are notified by appointed STAC representative. A copy of the authorized form will be returned to club officials/event organizers for their records.
8.8 Organization of Provincial Sanctioned Races
Organization of provincially sanctioned races will be the responsibility of the club, with help from STAC.
The Provincial Director will work with the clubs in designating the officials for each race. Entry fees should ultimately cover the cost of officials, mileage for following vehicles, and socials. However, the STAC will continue to subsidize entry fees, especially for new clubs, until we have larger fields. Trained officials within each club will reduce costs as well. STAC will provide medals and trophies for provincial championships.
In order to receive funding the organizer must:
Record any accident or similar incident which occurs at the event in a suitable report and forward a copy to STAC Technical Director (TD) immediately.
- Should any legal action occur, notify the STAC TD immediately and STAC will notify the insurance company which will appoint legal counsel.
- Keep copies of all records related to the event for a period of two and a half years following conclusion of the event.
- Copy of results which contain at least: "Date, distance and location of event", "Competitors full name", "age", and "final time".
- List of STAC memberships purchased, which include: "First Name", "Last Name", "Permanent mailing address", including; address, city, prov., postal code, "Date of Birth", in format yyyy/mm/dd. Other formats are acceptable if they are explicitly stated. "Sex", male or female. "Membership Type", individual , family, race day, or junior. "Phone Number (s)","E-MAIL address", or "Fax number" are optional.
Results and membership lists should be submitted to the Records Director or Secretary within seven (7) days of completion of the race. This is to allow updated STAC membership lists to be given to the Race Director of the next race.
Results and membership lists may be in any legible format. Preferred format (s) in order of decreasing desirability are:
Computer files: Paradox 5.0 or earlier, DBASE IV or earlier, Quattro Pro 6.0 or earlier, Excel 4.0 or earlier, Lotus 123 5.0 or earlier, Microsoft Works database version 3.0 or earlier, WordPerfect 6.1 or earlier, Word 6.0 or earlier, CSV text file. If you are converting a file to achieve one of these formats, please include a copy of the original file (s) as well as the converted file (s). File (s) may be E-Mailed or placed on a diskette and mailed to records director or secretary. Include an address, E-MAIL address, or phone number, where you may be contacted.
Hard copy: Letter size paper with a sans-serif font of at least 10pt size preferred. Copies of copies are unacceptable.
Fax: Records may be faxed to records director or secretary. Send on fine resolution and include a cover page giving information on how to contact you in the event of a bad copy.
- Cheque or money order payable to STAC to cover memberships including race day. Records director or Secretary will forward this to the treasurer.
- List of volunteers including: "full name", "address", " phone number" and "position worked". We are hoping to develop a list of qualified volunteers in the event we ever host a National event. This list should be submitted following the same guidelines as results.
- Race Follow up report within two weeks of completion of race. Including all receipts (or copies of receipts).
The Race Administrator (s) must provide STAC printed results including every triathlete in the event (including all names of team participants). Date, distances and location of event.
See 8.9 Reporting section
Sanction request form (Microsoft Word®)
8.12 Race Sanctioning Rules and Guidelines (July 2000 Revision)
TRIATHLON RACE SANCTIONING GUIDELINES
For clubs or individuals desiring to host provincially sanctioned races, the race director must complete a " Sanction Request Form" and return it to the technical director (by E-mail or Fax or regular mail) at least six weeks prior to the race date (see sanction request form). Confirmation of sanctioning approval will be provided within three weeks of the submission of the "Race Sanction Form."
Please include your official race entry form with your sanction application. If the form does not have a pictorial representation of your race course please include one on a separate sheet. For your information the race form should include:
- the date, start time (s) and location of the race.
- a deadline for the entry, (it is advisable to charge an additional cost for late entries, this will help to get your entries in ahead of time and save you much work on the day of the race)
- a contact number for race information.
- race entry fees (see above). (Race, meal, late fee, STAC fee if you like, t-shirts if extra)
- race course description.
- special rules (i.e. No drafting, helmets mandatory, bike inspection etc.).
- waiver form
- make sure you get all personal information such as full name, birth date, age, address, phone number, STAC membership indication....all non STAC members must either pay a $5.00 race day fee or join STAC the day of the race. Failure to obtain fee jeopardizes your insurance coverage as well as the person racing. Of particular importance is emphasis that all team members must be STAC members.
Reporting
Record any accident or similar incident which occurs at the event in a suitable report and forward a copy to STAC TD immediately.
- Should any legal action occur, notify the STAC TD immediately and STAC will notify the insurance company which will appoint legal counsel.
- Keep copies of all records related to the event for a period of two and a half years following conclusion of the event.
- Copy of results which contain at least: "Competitors full name", "age", and "final time".
- List of STAC memberships purchased, which include: "First Name", "Last Name", "Permanent mailing address", including; address, city, prov., postal code, "Date of Birth", in format yyyy/mm/dd. Other formats are acceptable if they are explicitly stated. "Sex", male or female. "Membership Type", individual , family, race day, or junior. "Phone Number (s)","E-MAIL address", or "Fax number" are optional.
Results and membership lists should be submitted to the Records Director or Secretary within seven (7) days of completion of the race. This is to allow updated STAC lists to be given to the Race Director of the next race.
Results and membership lists may be in any legible format. Preferred format (s) in order of decreasing desirability are:
Computer files: Paradox 5.0 or earlier, DBASE IV or earlier, Quattro Pro 6.0 or earlier, Excel 4.0 or earlier, Lotus 123 5.0 or earlier, Microsoft Works database version 3.0 or earlier, WordPerfect 6.1 or earlier, Word 6.0 or earlier, CSV text file. If you are converting a file to achieve one of these formats, please include a copy of the original file (s) as well as the converted file (s). File (s) may be E-Mailed or placed on a diskette and mailed to records director or secretary. Include an address, E-MAIL address, or phone number, where you may be contacted.
Hard copy: Letter size paper with a sans-serif font of at least 10pt size preferred. Copies of copies are unacceptable.
Fax: Records may be faxed to records director or secretary. Send on fine resolution and include a cover page giving information on how to contact you in the event of a bad copy.- Cheque or money order payable to STAC to cover memberships including race day. Records director or secretary will forward this to the treasurer.
- List of volunteers including: "full name", "address", " phone number" and "position worked". We are hoping to develop a list of qualified volunteers in the event we ever host a National event. This list should be submitted following the same guidelines as results.
- Race Follow up report within two weeks of completion of race. Including all receipts (or copies of receipts).
ORGANIZATION OF PROVINCIAL SANCTIONED RACES
Organization of provincially sanctioned races will be the responsibility of the club, with help from the STAC Technical Director. This advisor will consult with the race directors in regards to race course design and safety and designation of the officials and volunteers for each race.
| ITU Standard Distance Categories | |||
| TRIATHLON | |||
| TYPE | SWIM | BIKE | RUN |
| Sprint | 0.75m | 20k | 5k |
| Triathlon | 1.5k | 40k | 10k |
| Long | 2 k | 50 - 180k | 15 - 42k |
| DUATHLON | |||
| TYPE | RUN | BIKE | RUN |
| International | 5k | 40k | 10k |
| Long | 10k | 60k | 10k |
| SPECIALIZED: Triathlon and Duathlon - Any distance other than ITU Standard | |||
Recommended Distances and Rules for KOS Races
| Age Group | Swim | Bike | Run |
| KOS 7-8 yrs | 50m | 2k - 5k | 500m - 1k |
| KOS 9-10 yrs | 100m | 3k - 7k | 1k - 1.5k |
| KOS 11-12 yrs | 150m | 7k - 10k | 1.5k - 2k |
| KOS 13-14 yrs | 200m - 300m | 10k - 15k | 2k - 3k |
| KOS 15 - 16 yrs | 500m - 750m | 20k | 5k |
Try to keep rules in KOS races to a minimum. Most of the rules used in KOS races are for the safety of the racers. The main focus is fun, participation and education.
Some of the more important rules you should know about:
No Drafting: Drafting, which is riding very close to another cyclist for the purpose of gaining a benefit, is not permitted. Children in the younger age groups are warned not to do it, and in the older age groups (over age 10) drafting will be discouraged by enforcing the ITU rules ( using red and yellow cards).
No Outside Assistance: Parents are encouraged to support their children vocally but are not permitted on the course or into the transition area during the event. Any child in need of assistance will be aided by official volunteers at the race.
Shirts Required: Most races require shirts to be worn (T shirts or racing singlets) during the run so assume that you need one, even if the rule is waived on race day.
Helmets Required: Every child must wear a properly fitted ANSI or SNELL approved helmet. The helmet must be on their head and fastened snugly prior to exiting the transition area and must remain on their heads and fastened until they dismount the bike after they complete the cycling portion of the race. Children will not be allowed leave the transition area until this condition is met. Obviously the reason is the safety of the child!
No Unsportsmanlike Conduct: The primary focus of the KOS is fun. Pushing other competitors, blocking cyclists from passing you, abusive language, and poor treatment of the officials and volunteers have no place in the KOS. This applies to children and parents.
1. Sanctioning is provided free of charge.
2.All participants shall be paid up members in good standing of the Saskatchewan Triathlon Association Corporation or pay a nominal race day fee for insurance purposes.
3.Once sanctioned, entry forms, posters and other such advertisements may state that the event is sanctioned.
4.A race course may be from point to point , around a circuit, out and back, or any combination of these. Whenever possible, the course should not cross itself.
5.Triathletes will verify their physical condition and accept terms of the race by signing a waiver. This waiver must exclude Saskatchewan Triathlon Association Corporation from liability.
7.Race announcements, e.g. posters, must state any restrictions on entries, such as closing date or maximum entry size and also include entry fees , awards and distances for each event.
8.It is recommended that the official entry form provide a visual depiction and/or written description of the course. Highlighted will be the start and finish lines, transition area (s), key intersections and turning points special course rules and protest procedures should be included.
A visual depiction of the course must be available on race day or the race course must be adequately described at a compulsory pre-start meeting.
9.On race day the race administrators must inform the triathletes of the following facts:
- Current water and air temperature.
- Procedure for summoning aid during the swim.
- Starting procedure and start signal.
- Participant obligation to notify race officials of drop outs.
- Finish procedures and cut off times if any.
- Any action which would result in a penalty or disqualification. There will be no warning.
10.In the event that the course is changed, every effort will be made to keep the course length at the announced distance. The race will not start until the triathletes are informed of any changes.
11.When health, safety and welfare of the triathletes is jeopardized and it is impossible to further postpone and/or change the course, race administrators must cancel the race.
12.Toilets must be available at or near the start and transition areas.
13.It is recommended that private changing areas for both men and women be located reasonably close to the transition area.
1. It is strongly recommended that race administrators set up a radio communications system along the total course.
2. A triathlete shall not accept any outside assistance including a pacer, support team, help in the transition area changing, replacement bike or parts and there shall be no support vehicle. It is incumbent on each triathlete to reject any attempt to assist, follow or escort.
3. An ambulance should be on hand at all times. If this is not possible, one vehicle should be designated solely for transporting any triathlete for treatment.
4. A qualified first aid person must be present and available during the entire race.
5. The race organizers must have standard first aid equipment available during the race.
6.Aid stations shall be located at frequent points; police and/or monitors shall be stationed at key intersections and at all turns; police and/or monitors shall be positioned for crowd control at the start, finish and transition area (s).
7. The path leading to the transition area from the swim shall be free from stones and debris. The transition area and all corners on the bike course shall be swept free from stones and debris.
8.A triathlete shall not wear, during the race, any item deemed dangerous by the race administrators and all athletes torsos must be covered during the bike and the run. ( A full suit or two piece for females and at minimum a singlet for males).
9. Each competitor must have race numbers marked clearly and visible on their body (located on the upper arms and thighs and one calf). Additional paper race numbers may be supplied for shirts and bikes.
10. At no time shall a competitor throw any clothing or equipment on the race course or in the transition that will interfere with or impede the progress of another competitor.
11. Foul language or disrespect for officials or volunteers from athletes will not be tolerated, all such violations shall result in disqualification or warnings as decided by the offended official or volunteer.
12.There must be a designated race administrator to whom all violations, DNF's and finishes, must be directed to.
13. If anyone fails to begin the bike or the run the above designated person shall be notified so that officials on the course are not waiting for someone who will not arrive.
14. At no time during the race shall a competitor be stranded. On the swim the last swimmer must be followed in by a boat. On the bike the last cyclist shall be followed in by a vehicle. On the run the last runner shall be followed in by a vehicle (car or bike) or be checked on periodically until they complete the run.
15. Aid stations on the run shall remain open until the last runner passes that particular station.
16. The finish line shall remain open until the last runner has crossed the line.
1.There must be a minimum of 1 National Lifeguard Service person on duty to coordinate life guarding efforts at the swim.
2. A minimum of 1 motorized boat must be on hand for each 50 competitors (unless swim is in a pool). Each boat must have a qualified RLSS Guard with a minimum of the Bronze Medallion. Supplementary un-motorized boats should not be canoes.
3.A bright colored swim cap must be worn during open water swims.
4.Wet suits shall be allowed in all open water swims according to the ITU rules and regulations below.
| Upper and Lower limits of wet suit use for elite competitors | |||
| Swim Length | Forbidden Above | Mandatory at or below | Maximum stay in water |
| 1500m | 20.0 C | 14.0 C | 1 hr 10 min |
| 1501 - 3000m | 23.0 C | 15.0 C | 1 hr 40 min |
| 3001 - 4000m | 24.0 C | 16.0 C | 2 hr 15 min |
| Upper and Lower limits of wet suit use for age - group competitors | |||
| 1500m | 22.0 C | 14.0 C | 1 hr 10 min |
| 1501 - 3000m | 23.0 C | 15.0 C | 1 hr 40 min |
| 3001 - 400m | 24.0 C | 16.0 C | 2 hr 15 min |
5.Forward progress in the swim should only be made by swimming.
1.A hard shell helmet is mandatory for all triathletes during the cycling event. The helmet shall be strapped on the head before any contact with the bike and shall not be undone or removed until the competitor has racked his/her bike.
2.Drafting is not allowed while cycling. Triathletes must maintain at least two bike lengths between bikes. When passing another cyclist three feet must be maintained between the bikes. Drafting is punishable by a 10 minute penalty. Persistent drafting can be penalized by disqualification. A minimum of one vehicle must be provided for the purposes of identifying drafting violations. This vehicle must have two people (one person to drive and a qualified official). When drafting is sighted the person or persons must be informed at that time that violation has occurred. Their race numbers must be recorded and a 10 minute penalty added to their overall time. All subsequent violations will be treated in the same manner.
3.A minimum of one vehicle must be provided for the purposes of monitoring athletes on the bike course to ensure that all competitors are in good condition and to render assistance if necessary.
4.No devices designed solely to decrease wind resistance shall be used on bikes, with the exception of wheel covers.
5.It is recommended that distance markers be placed a minimum of every 5 km for the cycling event.
1.For every event with a run of over 5 kilometers, water must be available:
- at the start and at the finish of the run.
- every 2.5 km of the run
2. It is recommended that distance markers be placed a minimum of every 2k for the running event.
3. The transitions shall be set up with designated areas for same categories of racers to allow fairness to all competitors.
4. Each competitor shall be responsible for their own equipment and transition space in that nothing shall impinge on the area of another competitor. Bikes must be racked in their proper place at the start of the race.
5.Each competitor must rack their own bike in their transition space at the finish of the bike portion of the race.
6.An official shall remain in the transition area to note any violations and monitor athletes condition.
7. The bike start and finish in and out of the transition and run start out of the transition shall not cross each other.
8. Bikes must be walked or ran in and out of the transition area. No riding or straddling is allowed.
9. A solid bright line for mounting and dismounting of bikes must be clearly marked outside of the transition area.
All awards are to be equal between age categories, and between male and female competitors. STAC age categories are Kids of Steel (KOS) <15; Youth (Y) 15 - 16; Junior (J) 17 - 19; Adults (A) 20 - 29, 30 - 39, 40 - 49, 50+. Masters are designated as 40 and over.
Special Awards:
In special awards cases such as overall winner, and fastest swim, bike, run, awards must given both to male and female competitors and must be equal for male and female competitors.
A competitor must be entered as an individual racer to receive an award for the fastest swim bike and run split. That competitor must finish the race to receive the award.
Special categories (such as teams, and fat tire) may be awarded fastest swim bike and run splits at the discretion of the race director or awards chair person. These awards must be equal between categories (males, females).
1.The Race Administrator (s) must provide STAC printed results including every triathlete in the event (including all team participants).
For insurance purposes it is now required that race directors include their emergency action plans when submitting the sanction request. This is a pro-active measure to show the insurance company that we have planned for emergency situations. In the case of any lawsuit not planning could be a sign of negligence.
The two areas to be submitted are:
1. What will be your care of on site emergencies which would include your first aid planning for minor things, cuts, scrapes, etc.
2. What will be your plan in the case of more serious accidents where transport of victims to a hospital are required.
