essential event information for race directors
Races are at the heart of our sport and can be the highlight of an athlete’s year.
This page has been created for Race Organisers and brings together all information on event insurance, race sanctioning fees and Safeguarding for Juniors at events. It’s also where all information for Race Organisers such as the Major Events Applications, is published.
The Triathlon Ireland Events Team is always on hand to help should you have any questions: events@triathlonireland.com
Quick Links
Race Organiser Information
Race Organiser Overview
- Event Organiser Manual
- Templates
- Sign On Sheets
- Children's Sign On Sheets
- Triathlon Rules
- Insurance and Indemnity
Event Organiser manual
Published by World Triathlon, the official worldwide governing body for triathlon (formerly the ITU), this manual provides essential guidance on the safe planning and delivery of triathlon events in line with international standards.
Download the manual here: ITU Event Organiser Manual
Event Delivery Documents
Everything you need to plan, manage and safely deliver your event.
Access course measurement guides, safety planning resources, role descriptions, weather management, operational procedures and more.
- Safeguarding
- Course Measurement Guide
- Bouy Laying & Course Measuring Guide
- Triathlon Ireland Guide to Managing Adverse Weather at Events
- Race Organisers Anti-Doping Content
- Registration Director Role
- Transition Director Role
- Bike Director Role
- Athlete Race Registration Process
- World Triathlon sustainability guidelines for event organisers
Templates
Ready-to-use documents to save you time and ensure compliance.
Download editable templates for event management, incident reports, volunteer documents and more.
- Event Management and Safety Plan here: Event Management & Safety Plan
- Triathlon Ireland Race Results Template here: Triathlon Ireland Race Results Template
- Volunteers Code of Conduct here: Volunteers Code of Conduct
- Incident Report Form Template here: Incident Report Form Template
- Race Results Template here: Race Results Template
Sign on Sheets
Marshalls and Volunteers Sign on Sheets here: Non competitor sign on sheets –
Documents if Not using Triathlon Ireland Entry System
The documents listed below are only required for events not using the Triathlon Ireland Entry System.
- Competitor Sign on Sheets – TI Members
- Competitor Sign on Sheets – PrePurchased ODM
- Competitor Sign on Sheet – On Day Cash ODM
Children’s Sign On Sheets
- Competitor Sign on Sheets – Childrens TI Members
- Competitor Sign on Sheets – Children Non Members On Day Cash ODM
- Competitor Sign on Sheets – Childrens Non Members PrePurchased ODM
Rules
Official competition rules and disciplinary policies.
Review World Triathlon rules, protest and appeals procedures, and any permitted derogations before your event.
Insurance and Indemnity
Insurance information and venue indemnity requirements.
Access Triathlon Ireland insurance policy details and request indemnity certificates for councils, venues and landowners where required.
Access Triathlon Ireland Insurance Resources Here
Indemnity to the Owners of Venues
If you are running an event or club training session you may need to provide proof of Triathlon Ireland insurance to the owner of the venue you are using. If this is the case, please request an indemnity certificate following the below steps.
- Download the Indemnity Form
- Complete all required fields
- Email the completed form to Arachas at Anthonymurphy@arachas.i
Race Entry System
Race Entry System Overview
- Event Organiser Manual
- Race Entry System
- How to Sanction Your Event
Triathlon Ireland has developed a convenient and cost effective race entry system for race organisers.
While using the Triathlon Ireland entry system it means you can manage every aspect of the event organisation process from just one place.
See here for how to manage the TI entry system.
How It All Works Together
- From setting up your event to keeping a check on participants, the whole process is streamlined.
- Participants can register for your event and even purchase day membership.
- Using the Event Organiser’s System, your event is automatically listed on www.triathlonireland.com, one of the largest triathlon websites in the country, getting it in front of even more potential participants.
- As entries arrive, income is paid to you on a monthly basis to keep your event finances running smoothly. As a non-profit organisation, we only take a 6% admin fee to cover our costs.
- Improved insight on entrants to your event, helping you promote your event.
- Ability to transfer entries amongst athletes in an easy, one step process. Please see the Race Transfer Policy here.
How to Sanction Your Event
Information on How to Sanction Your Event
Benefits for Race Organisers
- Race entry fees can be transferred to you prior to the event
- Triathlon Ireland handle all customer service in relation to any queries, refunds etc
- No sign on sheets required for your event, saving a huge amount of time
- Competitors can only enter the race if they meet the minimum age requirements.
- Discount codes
- Refunds available
- Allows to advertise purchase of merchandise
- Allows Athlete to see race schedule
- Payments can be made with all major credit/debit cards credit.
- Track payments and manage refunds all in one place.
- Access to reporting and analytics.
- Greater convenience for competitors as they can now locate races on the calendar and purchase them in one location
- Lowest price on the market – 7% admin charge
- Greater convenience for competitors as they can now locate races on the calendar and purchase them in one location
More Details
You will have full access to competitor list and details and have a number of options in terms of editable fields Eg: T-Shirt Size
If you have any questions or are interested in availing of this system please contact our events team on events@triathlonireland.com
Insurance and Indemnity
Insurance and Indemnity Overview
- Event Organiser Manual
- Insurance and Indemnity
- Claims Procedure
Who is covered by Triathlon Ireland when Racing at Sanctioned Events?
Club Training Members are not covered for racing and they must pay a one-day membership fee.
TI Insurance does not cover you whilst competing in a non-sanctioned event. All TI Sanctioned events are listed on our Race Calendar. If an event is not listed here, it is not a TI Sanctioned event, therefore you are not covered by our insurance at this race.
For Full Membership holders, training on your own refers to the membership holder training on their own or with other Full Membership holders when not taking part in a club training session.
Additional Cover
Agreement for additional vehicles/events are on the basis of insurers being informed as and when they happen by sending on a schedule of vehicles/drivers/dates etc to ngbclaims@arachas.ie
Claims Procedure
In the event of needing to make a claim:-
- Please email incident report form to Arachas Claims – ngbclaims@arachas.ie and CC Triathlon Ireland reception@triathlonireland.com with brief details, please include contact details, date of incident, nature of injury and how incident occurred.
- You will then be issued a claim form to complete, you will need to complete same and return along with supporting documentation as requested.
All Triathlon Ireland members who make any insurance claims are liable to pay the excess applicable to the claim being made. The excess must be paid by the member before the claim is submitted to the insurers.
Should you have any queries in relation to your claim please phone Arachas insurance on 01 213 5000.
What Constitutes a Club Fundraising Event?
If you are holding a fundraising event, please contact Triathlon Ireland with details of your event and we will advise if your event can be covered under our insurance.
What constitutes a Club Training Session / Club Competition?
A club training session is deemed to be official organised training only. A record should be kept by individual clubs of their organised training sessions, should this information be required in the event of a claim. All club members must be members of Triathlon Ireland to take part in the training session.
- Maximum of 70 people
- No race entry fee (donations may be made to a charity if people wish to)
- No promotion of the event outside of the club
- Risk assessment completed
What is a Triathlon Ireland (TI) Sanctioned Event?
All TI Sanctioned events are listed on our Race Calendar. If an event is not listed here, it is not a TI Sanctioned event, therefore you are not covered by our insurance at this race.
Indemnity to the owners of venues used (eg. Councils etc)
If you are running an event or club training session you may need to provide proof of TI insurance to the owner of the venue you are using. If this is the case, TI can supply you with an Indemnity certificate. To request an indemnity certificate, follow the below steps.
- Download the Indemnity Form
- Complete all required fields
- Email the completed form to anthonymurphy@arachas.ie
Full information on Triathlon Ireland’s insurance and indemnity can be found on this page
What is a TI sanctioned event?
All TI Sanctioned events are listed on our Race Calendar. If an event is not listed here, it is not a TI Sanctioned event, therefore you are not covered by our insurance at this race.
Indemnity to the owners of venues used eg councils
If you are running an event or club training session you may need to provide proof of TI insurance to the owner of the venue you are using. If this is the case, TI can supply you with an Indemnity certificate. To request an indemnity certificate, follow the below steps.
- Download the Indemnity Form
- Complete all required fields
- Email the completed form to anthonymurphy@arachas.ie
Full information on Triathlon Ireland’s insurance and indemnity can be found on this page
What is a TI sanctioned event?
All TI Sanctioned events are listed on our Race Calendar. If an event is not listed here, it is not a TI Sanctioned event, therefore you are not covered by our insurance at this race.
If you are running an event or club training session you may need to provide proof of TI insurance to the owner of the venue you are using. If this is the case, TI can supply you with an Indemnity certificate. To request an indemnity certificate, follow the below steps.
- Download the Indemnity Form
- Complete all required fields
- Email the completed form to anthonymurphy@arachas.ie
Full information on Triathlon Ireland’s insurance and indemnity can be found on this page
Event Sanctioning
Event Sanctioning Quick Links
- Event Organiser Manual
- Templates
- Sign On Sheets
- Childrens Sign On Sheets
- Rules
- Insurance and Indemnity
- Race Entry System
What is a Triathlon Ireland Sanctioned Event?
All TI Sanctioned events are listed on our Race Calendar. If an event is not listed here, it is not a TI Sanctioned event, therefore you are not covered by our insurance at this race.
Indemnity to the owners of venues used eg councils
If you are running an event or club training session you may need to provide proof of TI insurance to the owner of the venue you are using. If this is the case, TI can supply you with an Indemnity certificate. To request an indemnity certificate, follow the below steps.
- Download the Indemnity Form
- Complete all required fields
- Email the completed form to anthonymurphy@arachas.ie
Full information on Triathlon Ireland’s insurance and indemnity can be found on this page
Sanctioning Fees
Event Sanctioning Fees Overview
- Event Organiser Manual
- Race Entry System
- Event Sanctioning Fees
Event Sanctioning Fees
| Event Type – Up to 500 Competitors* | Club / Charity Event | Commercial Event |
| Triathlon | €350 | €750 |
| Duathlon / Aquathlon / Aquabike – Using TI Entry System | €200 | €425 |
| Duathlon / Aquathlon / Aquabike – Not Using TI Entry System | €200 | €425 |
| Additional Event Held on the Same Day | €120 | €120 |
| Major Event Status – Additional Fee | See below | See below |
| Children’s / Junior / Youth Events | €50 | €50 |
*For events accommodating more than 500 competitors, an additional fee of €2 per competitor is charged.
Triathlon National Series / National Championship Events
Events which hold Triathlon National Series (TNS) or National Championship (NC) status are required to pay an additional sanctioning fee. The additional fee’s are set out below. All TNS / NC races will be invoiced for the additional sanctioning fee once they have been allocated.
- Major Event Fee – Triathlon National Series €250
- Major Event Fee – Multi-Sport National Championship Fee €200
- Major Event Fee – Triathlon National Championship €275
Fees FAQ
When are sanctioning fees due?
All races will be required to pay their sanctioning fee once they have made their race request. This fee must be paid in full to Triathlon Ireland prior to the race being published on the race calendar. All TNS / NC races will be invoiced for the additional sanctioning fee once they have been allocated.
How do I sanction My Event?
Get full instructions on how to sanction your event here.
What are the Extra Competitor fees?
500+ competitors €2 per competitor
When are extra competitor fees due?
Following your event, upon receipt of all documentation and results, you will be invoiced for the balance of extra competitor fees. These fees must be paid prior to the end of the race season in order to ensure that your event will be sanctioned for the following race year.
What if I have to Cancel my Event?
Should circumstances change and you are unable to host your registered event, you must contact Triathlon Ireland by no later than 45 days prior to the commencement of the Event. A cancellation fee of €50.00 will apply to cover costs incurred in relation to your registration. Should you cancel less than 45 days prior to the commencement of the Event, no refund will be payable
Children's Events
Children’s Events Quick Links
- Event Organiser Manual
- Childrens Sign On Sheets
- Safeguarding
- Race Distances
Triathlon Ireland is committed to nurturing the grassroots of the sport and giving children the opportunity to experience the sport of triathlon, regardless of their ability. We aim to work with clubs and race organisers to provide races for our young athletes.
Recommended distances for Children’s Races
The distances below are recommendations only. However, they must be closely adhered to. If you are running a race where any of the distances are longer than outlined below, please contact Triathlon Ireland to discuss your proposed distances.
- The following maximum distances are applicable for each age group for triathlon competitions:
| Name | Age Range (at end of year) | Distances |
| Tri FUN | 8 years old | 50m swim / 2km cycle/400m run |
| Tri Heroes A | 9-10 years old | 100m swim/4km cycle/1000m run |
| Tri Heroes B | 11-12 years old | 200m swim/6km cycle / 1500m run |
| Tri Heroes C | 13-14 years old | 300m swim/8km cycle/2000m run |
| Youth | 15-16 years old | Super Sprint 400m swim/10km cycle/2500m run |
Youth Development Junior | 17 years old 18-19 years old | Super Sprint (YNS) and Sprint (NS) Sprint: 750m Swim / 20km cycle / 5km |
- The following maximum distances are applicable for each age group for duathlon competitions:
| Name | Age Range (at end of year) | Distances |
| Tri FUN | 8 years old | 400m run/2km cycle/200m run |
| Tri Heroes A | 9-10 years old | 1000m run/4km cycle/500m run |
| Tri Heroes B | 11-12 years old | 1500m run/6km cycle/800m run |
| Tri Heroes C | 13-14 years old | 2000m run/8km cycle/1000m run |
| Youth | 15-16 years old | 2.5km run/10km cycle/1200m run |
Youth Development Junior | 17 years old 18-19 years old | Super Sprint (YNS) and Sprint (NS) 5km run/20km cycle/2.5km run |
- The following maximum distances are applicable for each age group for aquathlon competitions:
| Name | Age Range (at end of year) | Distances |
| Tri FUN | 8 years old | 50m swim / 400m run |
| Tri Heroes A | 9-10 years old | 100m swim/1000m run |
| Tri Heroes B | 11-12 years old | 200m swim/ 1500m run |
| Tri Heroes C | 13-14 years old | 300m swim/2000m run |
| Youth | 15-16 years old | Super Sprint 400m swim/3000m run |
Youth Development Junior | 17 years old 18-19 years old | Super Sprint (YNS) and Sprint (NS) Sprint: 750m Swim / 5km run |
- Age groups are based on the age as at 31st December in the year of the competition.
Safeguarding Children’s Races
Please see Triathlon Ireland Child Protection and Safeguarding information in the document below:
Junior Events Safeguarding Compliance
Junior Events Safeguarding Compliance Quick Links
- Event Organiser Manual
- Templates
- Childrens Sign On Sheets
- Insurance and Indemnity
- Safeguarding Statement
All races are open to Juniors (under 18’s) and must comply with the following:
Republic of Ireland
Adult Clubs Running A Junior Event
Under Children First legislation in ROI and following consultation with Sport Ireland, race organisers who belong to an adult-only club or are a commercial entity will need to complete a Safeguarding risk assessment and a Child Safeguarding Statement which should be posted to the race website/Facebook page along with race details. If there is no website it can be emailed out with race details. This falls under Schedule 1 section 2, (5a) of the Children First Act, ‘the provision of recreational, leisure, social or physical activities to children’.
Junior Clubs Running A Junior Event
Clubs with junior sections will have a Child Safeguarding Statement complete already but will still need to complete a shorter risk assessment specific to the event. This can be done as part of the event management plan.
Northern Ireland:
Adult Clubs Running A Junior Event
Race organisers in Northern Ireland who are in clubs with no junior section or are a commercial entity will just need to complete a risk assessment.
Documents:
See link to CHILDREN FIRST SAFEGUARDING STATEMENT
See safeguarding section of the Event Management Plan
There is a Risk Assessment integrated into the Event Management Plan. This should be completed with any risks specific to your event in consultation with the event Designated Safeguard Person.
Sample risks would include:
Unauthorised photography at the event
Public access to event area or changing area
Juniors left unsupervised
Designated Safeguard Lead.
This person is responsible for undertaking the responsibilities detailed in the Event Management & Safety Plan as well as the Safeguard Risk assessment and must ensure that safeguarding requirements are implemented on the day.
Republic of Ireland:
Events will need to appoint a Designated Safeguard Lead who must be Garda Vetted through TI, complete a Safeguard 1 Course and sign a code of conduct.
This person is named on the Child Safeguarding Statement where one is created specifically for the event.