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Invitational Event Policies & Procedures:

1.      Invitational Event Eligibility:

A.     Policy:

1.      Only CCA Member Clubs, as registered with the association for 2000-2001, are eligible to host a sanctioned (i.e. insured) invitational event for the 2001-2002 ski season.

B.     Procedure:

1.      Club must be registered with the Cross Country Alberta as per the Bylaws of the association (see website).

2.      Invitational Event Officiating:

A.     Policy:

1.      Premier Loppets & AlbertaCups:

01         Required to have a Technical Delegate assigned by the provincial association.

02         Recommended to have a Level 3 certified official as the chief of competition.

2.      Regional Events: It is recommended that all regional events should aspire to having a Level 2 certified official on their event organizing committee.

B.     Procedures:

1.      Cross Country Alberta assign all Technical Delegates by October 1st.

2.      Cross Country Alberta will be offering several Level 1 and 2 courses prior to and during the upcoming ski season to assist clubs in achieving this goal. If your club has a Level 2 certified official interested in taking their Level 3 certification contact the CCA office for details on how this can be accomplished.

·        This level of training will help to reduce organizational stress and will generally improve the quality and safety of the event being hosted. Contact the CCA Office (780-415-1738) for more details.

3.      Invitational Event Registration:

A.     Policy:

1.      All invitational events must be registered with the provincial association’s office in order to be sanctioned (i.e. insured) under the association’s insurance coverage.

2.      All invitational events must be registered with the provincial association at least 90 days prior to event date.

B.     Procedure:

1.      To register use the Invitational Event Registration Form (included in this package).


2.      All event hosts must have their events registered within the following timelines:

Month of Event:

December 2001

January 2002

February 2002

March 2002

Registration Deadline:

September 1

October 1

November 1

December 1

4.      Invitational Event Scheduling:

A.     Policy:

1.      Selection of dates for all regional events and Premier Loppets is entirely at the discretion of the event host.

2.      CCA will directly manage the scheduling of all Alberta Cups and Provincial Championships.

B.     Procedure:

1.      CCA will communicate with CCC to complete the national schedule.

2.      CCA will communicate with the hosts of the Premier Loppets (Canadian Birkebeiner, Kananaskis Marathon, Rocky Mountain Ski Marathon, and the Lake Louise Loppet) to establish and confirm their event dates.

3.      CCA will select the dates when the Alberta Cup Championship will be held.

4.      June 11th - CCA will distribute Invitational Event Registration Information Packages to all eligible clubs.

5.      June 12th - CCA will post on its web site the tentative schedule of events including all national events, the Premier Loppet Schedule and the Alberta Cup event dates.

6.      June 25th - CCA will post a tentative regional events schedule based on all received event registrations at that time. This is done to assist regional event hosts in determining the ideal dates for their events.

7.      July 16th – 2002 Alberta Cup Championships Location will be announced.

8.      July 13th – Final Deadline for inclusion into the 2001-2002 Annual Events & Competition Guide. All events registered and with confirmed dates by this date will be included in the Guide’s event schedule. If a club wishes to have an event notice as an advertisement placed in this guide they will need to have it submitted by this date.

9.      August 6th – The final version of the 2001-2002 Alberta Events Schedule will be posted on the CCA Website. Some events may not be registered or on the schedule at this time but all events included on the schedule will be the final dates for those events, baring the possibilities of cancellations and back up dates being used.


5.      Invitational Event Sanction Fee Policy:

A.     AlbertaCups/Championships:

1.      Policy: AlbertaCups/Championship hosts will have a sanction fee applied for each starting skier in the Midget and above categories as noted on the official results.

2.      Procedure:

01         Sanction Fee (midget category and up) = $8/skier/day

·        This fee helps to offset costs associated with publication & website promotions, medal and trophy purchases/updates, awards presentation, insurance and Technical Delegate expenses.

02         Sanction Fee (Jackrabbit categories) = no fee

03         Calculation of Fees: AlbertaCup Sanction Fees will be calculated using the Official Results and the daily fee will be charged for every skier that started the race in the applicable categories.

04         Cross Country Alberta will invoice hosting club(s) for the appropriate amounts.

05         Payments not paid within one month of being invoiced will be subject to a 15% late-payment penalty fee.

B.     Premier Loppets:

1.      Policy: Premier Loppet hosts will have a sanction fee applied for ALL starting skiers as noted on the official results.

2.      Procedures:

01         Sanction Fee (all skiers) = $2/skier/day

·        This fee helps to offset costs associated with publication & website promotions, insurance and Technical Delegate expenses.

02         Calculation of Fees: Premier Loppet Sanction Fees will be calculated using the Official Results and the daily fee will be charged for every skier that started the race.

03         Cross Country Alberta will invoice hosting club(s) for the appropriate amounts.

04         Payments not paid within one month of being invoiced will be subject to a 15% late-payment penalty fee.

C.    Regional Invitational Events: (Loppets, Regional Races, and Jackrabbit Fun Days)

1.      Policy: Regional Invitational Events will not be charged a sanction fee for the 2001-2002 ski season.

2.      Procedures:

01         Sanction Fees = NO SANCTION FEES COLLECTED FOR THESE EVENTS.

02         All associated costs for these events [including publication and website promotions, medals/awards, and officials’ certification training] are the responsibility of the event host.

03         In the 2001-2002 ski season these events will be covered by the association’s insurance policy at no added cost so long as they are registered properly. This policy is under review and may be changed in future years.

6.      Invitational Event Cancellations:

A.     Policy:

1.      All invitational events can be cancelled for the following reasons:

01         Lack of snow or unsafe conditions.

02         Weather conditions - i.e. - too cold, in accordance with CCCs' rules and regulations

·        See Officials Manual, and procedures section of this package, for the accepted procedural guidelines for cancellation of events at all levels.

B.     Procedures:

1.      Cancellation of an event due to lack of snow or unsafe conditions more than 3 days (i.e. 4 or more) prior to the first race must be determined by the chief of Competition and Chief of Course and the CCA assigned Technical Delegate (if applicable) must support the decision in writing (e-mail records are acceptable). The Technical Delegate is required to report on the rationale for the cancellation in his/her TD Report on the event.

01         Regional Events do not have a Technical Delegate assigned and therefore this decision falls on the Chief of Competition and the Chief of Course for the event.

2.      Should an event need to be canceled due to lack of snow or unsafe conditions on the day before the race and/or on the race day, the decision must be made by the Chief of Competition, Chief of Course and the Technical Delegate (TD factors only applicable for Premier Loppets and Alberta Cups). The Technical Delegate (for Alberta Cups & Premier Loppets only)  is required to report on the rationale for the cancellation in his/her TD Report on the event for Premier Loppets and Alberta Cups.

01         Regional Event Hosts are asked to inform the CCA office as soon as possible in the case of a cancellation. This helps us to communicate the most current information possible to the general skiing public.

3.      In the case of a cancellation, attempts will be made to:

01         Try to find an alternate site and/or host for the scheduled date.

02         The moving of the site because of the aforementioned conditions to be determined by the Chief of Competition in consultation with the Technical Delegate (if applicable) no later than the Sunday prior to the scheduled event.

4.      In the case of unacceptable cold weather on the day of the event:

01         The Chief-of-Competition (Jury, in the case of Alberta Cup races) may delay the start time or shorten the race distances.

02         If there is only one race scheduled for the weekend, and it is scheduled for Saturday, the Chief-of-Competition (or Jury) may, in consultation with the host committee, delay the race until Sunday.

03         In the case of all Events (i.e. Regional and Divisional) it is expected that event temperature standards, as outlined in the officials’ manual, will be followed.

5.      If the event is canceled for any reason 'more' than 3 days prior to the event day, the Host Club may retain a non-refundable portion of the fees collected provided that those registered were informed upon registration of the non-refundable amount.

6.      If an Alberta Cup Event or Premier Loppet is cancelled it is the responsibility of the Chief of Competition and the Technical Delegate to immediately (i.e. the same day the decision is made) inform the Cross Country Alberta office.

7.      Back-Up sites and/or dates: Notification of this possibility as well as the pre-determined back-up site/date must be published as a foot note in the race notice for the original event otherwise the Back-Up site and/or date chosen may be ineligible for CCA insurance coverage.

8.      Any event (i.e. regional or provincial) that is cancelled for reported safety reasons negates any other event being insured by the association to be run at the same site or same date in a similar location.

 

Cross Country Alberta Event Sanction Form

Club Name:           

Contact Person:   

Event Contact Mailing Address:      

Event Contact Phone Number: (home)            

(work)    

Event Contact Fax Number:

E mail:

Name of Event:    

Date Of Event:     

Expected #’s:       

Event Site:

 

Social or Banquet?                   Yes                  No

Alcohol to be Served?                    Yes                                                      No

Location of Banquet:

 

Sponsors/Landowners to be named as additional named insurance (name, contact, and address) must be provided on separate page attached to this form. Any landowners and/or sponsors that do not have their contact name and address submitted, will not be considered under the insurance coverage for your event. Please indicate whether these land owners will require a formal insurance certificate for their records on the separate page attached.

On behalf of the Event Organizing Committee, I have read the Cross Country Canada User Insurance Manual, the Cross Country Alberta Invitational Event Policy & Procedures, and agree to follow the outlined guidelines as well as to ensure that every participant will sign an appropriate event waiver. I sign below confirming these facts to be true.

Event Chairperson
(or Club Chairperson):


Date:

NOTES: Event must be registered using this form to be eligible for provincial insurance coverage. Additionally, the events official results must be submitted to the CCA office within 1 week of the completion of the event.

Submit to:

Cross CountryAlberta,11759 Groat RoadEdmonton, AB – T5M 3K6

Fax to: 780-427-0524

Please sign and fax (780-427-0524) this page back to CCA as soon as you have the date set for your event and then send original via regular mail. This confirms the date, basic event info and contact information