Event Organisers Obligations

 Part A – Event Organiser’s Obligations

General

1. The Event Organiser shall organize the Event to a high standard, in a timely and professional manner, to the best of its ability and in accordance with best practice in the sports event industry.

2. The Event Organiser shall not do anything (or permit anything to be done) which in WT’s opinion is or might be prejudicial to the name and image of the Event, the Sports or WT or which may bring any of them into disrepute.

3. The Event Organiser shall comply at all times with all applicable laws and regulations (including without limitation Health and Safety laws and regulations), the rules and regulations of BTF from time to time and WT’s other reasonable requirements relating to the Event. 

4. The Event Organiser shall be responsible for all costs associated with the organization and hosting of the Event unless expressly stated in this Agreement.

Promotion

1. The Event Organiser shall ensure that the Event name is used in its full format, including (where applicable) reference to any event title sponsor.

2. The Event Organiser shall use both the Logo, and any relevant WT Partner(s) logo on all promotional materials relating to the Event, including without limitation websites, in accordance with WT’s requirements and subject to the terms of this Agreement.  Use of the Logo’s is subject to receiving WT’s prior written approval.

3. All press releases relating to the Event must acknowledge WT as the national governing body of the sport, and shall be subject to receipt of prior written approval from the WT media officer before being released.

4. The Event Organiser shall allow the WT appointed photographer full access to all areas of the Event.

5. If there is no WT appointed photographer in attendance at the Event, the Event Organiser shall secure at least 5 suitable photos for WT’s use free of charge.

Organisation

1. The Event Organiser will organize and operate the Event in accordance with BTF rules and regulations and, where applicable, the rules and regulations of the ETU and ITU.

2. The Event Organiser shall ensure all relevant licenses, permits, insurances, risk assessments and right of use permissions are obtained, and shall provide evidence of such to WT upon request.

3. The Event Organiser shall be responsible for safety at the event, of competitors, organisers and other event officials and volunteers. This includes without limitation the provision of medical cover in line with BTF guidelines.

4. The Event Organiser shall provide full race results to WT within 5 working days after the Event.  The Event Organiser shall submit provisional results within 1 working day after the Event and published on the Event website.

14. The Event Organiser shall, at the point of competitor entry, ensure competitors are aware they are entering a national status event, and highlight that they must submit their membership number along with their prefix letter e.g. W for (Wales) to be eligible for any WT/home nations awards.

15. The Event Organiser shall procure for the duration of the Event, area(s) that WT may use for a stand or exhibition.

16. The Event Organiser shall ensure that there are sufficient volunteers to support the Event and that they will be deployed and managed in such a way that the reputation of the WT is not adversely affected.

17. The Event Organiser shall engage and use an electronic chip timing company (where possible).

18. The Event Organiser must liaise with the referee to identify any assistant referee’s required, this includes NEG Motorcycle referees (if required.)

Data

1. After the Event, the Event Organiser shall provide WT with a breakdown of the competitors into the following categories: age groups, gender, distance travelled (or home town).

2. The Event Organiser shall supply WT with a full list of non-members taking part and their contact email addresses for membership promotion use only.

Specific requirements related to Championship/Grand Prix Series events

1. The Event Organiser shall provide WT with an electronic copy of the results within 24 hours of the race finish.
2. The Event Organiser shall ensure that the Series sponsor’s logo must be used on all correspondence including websites and briefing notes.

3. The Event Organiser shall produce results in accordance with WT specifications so that they may be used with ranking software (guidance available) 

Part B – Welsh Triathlons Obligations

1. WT shall provide a full breakdown of WT equipment to be supplied to the Event no later than 3 months prior to the Event.

2. WT shall provide a full schedule of WT awards to be presented at the Event. The Event Organizer may also present event specific awards in these categories and cover categories not covered by WT awards.

3. WT shall appoint the Chief Referee no later than 3 months prior to the event, and inform the Event Organiser of the identity of the Chief Referee.

4. WT shall display full event information on the official WT website at http://www.triathlonwales.org and promote the Event in a dedicated area on the official WT/BTF website.

5. WT shall, where reasonably requested, provide reasonable marketing and organisational support to the Event.

6. For Welsh Championships status events, WT shall provide support to the Event Organiser to ensure a speedy and accurate presentation.

7. WT shall ensure either a WT or Home Nations board member is in attendance to present WT awards at the Event, subject to any prior commitments.

Major Events Checklist for Race Organisers

Below is a summary of main requirements that your event must meet once awarded a WT major event. This is not a comprehensive list and should be used in conjunction with Appendix A. A completed copy should be returned to British Triathlon as proof that the requirements have been met.

Pre-event

o Correct event title used in all correspondence & websites

o WT event sponsor logo present  (Briefing Notes, Website)

o Entry form – highlight requirement for membership number

o Confirm format of results with WT for both presentations & ranking series

o Confirm Award Categories

o Confirm any stand requirements with WT

o Submit risk assessments &copy of insurance to WT 2 months prior to event

o Confirm volunteer infrastructure ( by total and subtotals for the different roles required)

During the event

o Provide an area for presentation to be set up, preferably with a podium

o Provide WT Board representative with VIP parking permit & accreditation

o Ensure results are supplied in the correct format with membership numbers to ensure an efficient presentation

Post Event

o Supply WT with a full set of results within 24 hours of the event

o Supply the WT appointed Grand Prix Ranking series coordinator with results in the specified format

o Supply WT with post race data, Referees report and data on non Home Nations members competing to include a contact email address.