Event Organisation

This page provides useful documents and guides to assist Race Organisers with their events.
If you have any questions, send your query to events@triathlonireland.com

EVENT ORGANISER MANUAL

ITU Event Organiser Manual 

EVENT DELIVERY DOCUMENTS

• 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 

• Event Management & Safety Plan 
• Triathlon Ireland Race Results Template
• Volunteers Code of Conduct
• Incident Report Form Template
• Race Results Template

SIGN ON SHEETS

Non competitor sign on sheets – (Marshals & Volunteers)

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

• World Triathlon Rules 
• Derogation from World Triathlon Rules
• Protest and Appeal Policy

INSURANCE & INDEMNITY

Click here for Triathlon Ireland Insurance

INDEMNITY TO THE OWNERS OF VENUES USED E.G. 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 Arachas at Anthonymurphy@arachas.ie

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.

It All Works Together

• From setting up your event to keeping a check on participants, the whole process is streamlined so you don’t have to worry about the small things.
• Here participants can register for your event and even purchase day membership, saving you emails and time on event day.
• By organising your event through 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 amoungst athletes in an easy, one step process. Please see here the Race Transfer Policy. 

How to Sanction Your Event

Information on How to Sanction Your Event

Benefits for Race Organiser

• 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 – 6% 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

WHO IS COVERED BY TI INSURANCE WHEN RACING AT A TI SANCTIONED EVENT?

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.

VEHICLE 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:-

1. 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.
2. 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. 

• 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 

*For events accommodating more than 500 competitors, an additional fee of €2 per competitor is charged.

CLUB ORGANISED / CHARITY RACES

Races run by Triathlon Ireland affiliated clubs for the benefit of a triathlon club and the development and promotion of triathlon, duathlon and aquathlon:

TRIATHLON 

• €250 race sanctioning fee for your initial race distance
• €80 additional sanctioning fee per additional distance held on the day

DUATHLON / AQUATHLON / AQUABIKE

• €120 if using the TI system
• €225 if not using the TI system
• €80 additional sanctioning fee per additional distance held on the day

NB:  Triathlon race requests should be made at least six months prior to the event date.  A €100 penalty will be added to your sanctioning fee for dates four to six months out from the race date.  Triathlon race requests will not be accepted less than three months ahead of the race date.

Aquathlon/Duathlon race requests should be made at least 4 months prior to the event date.  A €100 penalty will be added to your sanctioning fee for dates three to four months out from the race date.  Aquathlon / Duathlon race requests will not be accepted less than three months ahead of the race date, with the exception of those events held in the first two months of the year.

CHARITY EVENTS

In order to be eligible as a charity race the charity receiving the donation must be listed as having a tax exemption with Revenue / HM Revenue & Customs / Charities Commission Northern Ireland.  Triathlon Ireland will have the final decision in categorising a race.  

NB:  Any event affiliating themselves with charities must donate 100% of the proceeds in order to be eligible.

Charity Status for an event to claim charity status the event organiser is required to:

1. Provide written evidence from the benefitting charity confirming their association with the event and that all profits from the event are being donated to them.

2. For annual charity events the event organiser must provide proof of the transaction transferring the donation from the event to the charity from the previous year/event. 

COMMERCIAL RACES

Commercial races (companies, commercial organisations, incorporated entities and councils)

TRIATHLON

• €750 race sanctioning fee
• €80 additional sanctioning fee per additional distance held on the day

DUATHLON/AQUATHLON/AQUABIKE

• Using TI entry system – €400
• Not using TI entry – €400

NB:  Triathlon race requests should be made at least 6 months prior to the event date.  A €100 penalty will be added to your sanctioning fee for dates four to six months out from the race date.  Triathlon race requests will not be accepted less than three months ahead of the race date.

Aquathlon / duathlon race requests should be made at least four months prior to the event date.  A €100 penalty will be added to your sanctioning fee for dates three to four months out from the race date.  Aquathlon / duathlon race requests will not be accepted less than three months ahead of the race date, with the exception of those events held in the first two months of the year.

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 of €200 .  All TNS / NC races will be invoiced for the additional sanctioning fee once they have been allocated.

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 TO SANCTION YOUR EVENT

Get full instructions on how to sanction your event here.

EXTRA COMPETITOR FEES

RATES ARE AS FOLLOWS:

  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.

CANCELLATION POLICY

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.

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 CHILDRENS 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.

1. The following maximum distances are applicable for each age group for triathlon competitions:

2. The following maximum distances are applicable for each age group for duathlon competitions:

3. The following maximum distances are applicable for each age group for aquathlon competitions:

• Age groups are based on the age as at 31st December in the year of the competition.

SAFEGUARDING

Please see Triathlon Ireland Child Protection and Safeguarding information in the document below:

Safeguarding Guidelines for Race Organisers 

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.