Sanctioning Your Event

Instructions

• To expedite and ensure accuracy of the sanctioning process and your listing(s) in the event calendars, please remit all appropriate forms together, with 1 check for all fees. 
• All underlined items below are links.  Click on the link to get to the form or information described. 
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Necessary Sanction Forms

1. Application For Sanction (REQUIRED) - This form is needed to sanction your event.
To complete the form, determine the appropriate Fees based on the number of runners you expect to have. Please read the entire fees sheet to determine your fees. You must determine your base fee, which includes Association and National fees, and then make adjustments to those fees as listed on the fees sheet.

2. Event Information Sheet.  This form provides us with the information necessary to include your event on the USATF-NJ website and newsletter calendars. 
If you do not submit this form, we will assume you do not want your event on the calendars.

Grand Prix Forms & Rules - All are Required if the event will be in the Grand Prix
NOTE:  December Grand Prix events MUST have sanction paperwork into the office by November 1st.  No 500 point Grand Prix events can be scheduled after the first Sunday in December. No exceptions! 

3. USATF New Jersey LDR Grand Prix Agreement - You must also remit the additional fees as detailed on the form.  Include these fees in the same check as the regular sanction fees above.

4. Event Information Sheet.  This is the same form as #2 above.  It is required for Grand Prix events.

5. Schedule B-2, Trademark Sublicense Agreement.  Please review the Guidelines for Using the USATF Insignia and/or Grand Prix Logo.

6. A DRAFT of your Race Application must be sent to the USATF-NJ office and you must have the Grand Prix logo on it.
All New Balance Grand Prix events must also include the NBGP logo on the race application. This is the logo that indicates the points your competitors could earn by running in your race. The logo must measure at least 2" tall by 1 1/4" wide (black line to black line). It can be proportionately larger, but not smaller than 2" x 1 1/4".

• Send an email to the office: services@usatfnj.org to obtain an electronic version of the logo. 
• Prior to printing your final race application, you must email (services@usatfnj.org) or fax (973-334-8925) a draft of the application to the USATF-NJ office for approval. If approval is not given prior to printing, you can be fined $50 and you may have to re-print your application if any changes are required.

7. All Grand Prix events must be run on certified courses.
If you don't know your course certification number, you can look for active ones here: http://www.usatf.org/events/courses/search/. Find your course certification number and write it on the Application for Sanction and on the Event Information Sheet. If your course is not certified or certification has expired, please contact Jane Parks at 973-349-0033 / janehp3@gmail.com or Larry Baldasari at 609-890-8343 / larsurf@aol.com.

OPTIONAL Sanction Forms

• Special Insurance Situations that you may or may not have. A and B below are mutually exclusive, do not use both!

A. Request for Certificate of Liability Insurance - If your sponsor or facility is requesting a Certificate of Liability, you must fill out this form, naming them as the 3rd party.  Send separate forms for each 3rd party. We will process your forms with the national office and the insurance company will email the certificates to YOU. You will then email or mail them to your 3rd party(ies).

B. Waiver of Liability Insurance  - If you have your own insurance and will not need USATF insurance, you must complete this form and mail it in with your sanction application.  Call the NJ office (973-334-8900) for help determining what your fees will be if you have your own insurance.

• In order to waive USATF insurance, you must also send in a 3rd party certificate of insurance with
  "USA Track & Field, Inc. its employees, directors, assigns and USA Track & Field certified officials" as additionally insured before your sanction is complete. This is a new requirement for waiving USATF insurance and it must be enforced, so certificates provided with wording other than the above will need to be corrected. The address to include on the certificate is USA Track & Field, 132 East Washington St, Suite 800, Indianapolis, IN 46204.

• Elite Sanction Addendum,  (it's unlikely you will need this!) Send in this form if your event...
  1.  Awards at least one individual prize greater than $500
  2.  Invites at least one non-resident foreign athlete
  3.  Serves as a National Championship or selection trial for an international team
  4.  Is subject to formal drug testing procedures
  
  
• Policy & Procedures for Evaluation of Requests for Accommodations Pursuant to the Americans With Disabilities Act (ADA)
  

Other Information:

• This webpage is meant to replace the old Checklist for LDR Grand Prix Events and the Checklist for Sanctioning your Events.  However, you may want to print these documents off for your reference. 
• You will also need to reference the Fees sheet when you fill out the Post Event Form after your event.   If your total number of finishers falls within a different range than the range you paid for, the amount owed to you or from you is the different between the base fees of those two ranges. There is no need to go through the adjustments again. We mail a partially completed Post Event Form to you after we receive your sanction paperwork and have sanctioned your event. If you lost it, you can print a blank Post-Event Report Form (PDF).
• If there was an injury or property damage during your event, you will need to use the Incident Report Form (PDF)

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Please E-mail or call the office if you have any questions about any of the above paperwork: 
973-334-8900 or services@usatfnj.org

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