Club Affiliation – Terms & Conditions

1. A club may affiliate to Triathlon Ireland if it meets the following requirements:

 

• • A club must provide accurate details, including name of club, location, contact information and a list of club members.

• • A club must be a not for profit body and must be separate and distinct from other businesses/organisations.

• • A club must have a minimum of four members. It must have a duly appointed Club Management Committee consisting of at least three members including a Club President/Chair, Club Secretary and Club Treasurer. (Guidance to the requirements for a new club can be found within the Sample Club Constitution).

• • A club must ensure that all club members are also members of Triathlon Ireland.

• • Junior members (under 18) may only be accepted if the club meets the requirements as detailed within the Triathlon Ireland Safeguarding policies. A club with junior members requires the following in order to be compliant with Child Safeguarding Legislation and Triathlon Ireland Policies:

     

    1. 1. ROI Clubs require a Club Children’s Officer/Safeguarding Officer and Designated Liaison Person. 
    1. 1. NI Clubs require a Club Children’s Officer/Safeguarding Officer.
    1. 1. Complete Children First compliance documentation. This includes a Safeguarding risk assessment and Child Safeguarding Statement. The Safeguarding statement must be displayed on the club website and or the club social media site. It can also be displayed on the club premises (if applicable).

• • A club is obliged to provide an official online presence (website or social media platform). This must: 

     

    1. 1. List the dates/times of weekly training sessions. 
    1. 1. Have a clear process on application for membership to your club (online or paper applications are acceptable) and show the membership fee.

• • Training sessions within a club must hold sessions in swim, bike and run throughout the calendar year.

• • Club constitution must be available to all members.

• • The club agrees to promote Triathlon in accordance with the Triathlon Ireland rules and regulations.

2. Affiliation to Triathlon Ireland must be renewed annually, by paying the annual affiliation fee as determined by Triathlon Ireland and completing the online Club Affiliation form, club constitution and any other documentation required to the satisfaction of Triathlon Ireland. Any club which fails to affiliate will subsequently be treated as a commercial enterprise in their dealings with Triathlon Ireland.

3. A club must have constitutional documents and rule books in place which comply with Triathlon Ireland based guidelines and which do not contain any provisions which conflict with the Triathlon Ireland Memorandum & Articles of Association, Complaints & Disciplinary Policy, World Triathlon Competition Rules or any other rules, regulations or directions issued by Triathlon Ireland.

4. It is mandatory for a club to promote all of their events through the Triathlon Ireland sanction process.

5. A club may include any Triathlon Ireland member, or a member of any World Triathlon recognised governing body, at their club training sessions*. Non Triathlon Ireland members may join training sessions as a guest a maximum of three times, provided that the Guest Sign On sheet** has been completed.

6. A club may organise competitive training sessions and make them open to all. These sessions may take the form of a race, but no entry fee may be charged. Donations may be sought towards costs, but participation must not be denied to those who do not contribute. It is expected that the club carries out a detailed risk assessment for any such exercise. These events should be limited to a maximum of 70 participants of which all must be host club members. Triathlon Ireland should be notified at least eight weeks in advance of all such sessions.

7. A club shall adopt and comply with Triathlon Ireland’s complaints and disciplinary procedures. In the event of a Club failing to comply with or enforce any disciplinary or other measure determined by Triathlon Ireland, the Board may suspend or terminate the affiliation of such Club with Triathlon Ireland. Any proceeding against a Club shall be brought in accordance with the provisions of the Triathlon Ireland Complaints and Disciplinary Procedures.

8. A club shall ensure that a recording of incidents/injuries is maintained including incident-action outcome.

9. A club shall ensure that minutes of Club Committee meetings and Club General Meetings are kept (including Club Treasurer’s reports). 

*A club training session is defined as being one that is open to a wide range of members and advertised, specifically on the club website or other social media. 

**Guest Sign On sheets must be retained by the Club Secretary and be made available for inspection upon request for a period of one year from the date of training.