Alberta Alpine Ski Association
Event Planning Guidelines 2009-10
The following information is to provide operating guidelines for clubs running Alberta Alpine sanctioned events. The purpose of these guidelines is to ensure all events are operated to provincial standards with consistent timelines and processes. These guidelines are also intended to standardize philosophy on race entry fees and to keep the athletes' costs of racing as reasonable as possible.
1. Officials Training
1.1. All chiefs involved in a Race Organizing Committee should have completed Level II Officials Training.
1.2. Clubs should be proactive in training and mentoring their members through the Race Officials Training Program. All volunteers working "inside the fences" should hold at least their Level 1 officials' certification and must be General Members of Alberta Alpine.
2. Race Notice
2.1. The draft race notice with the event budget must be submitted to Alberta Alpine six weeks prior to the race. A budget template is available on the Alberta Alpine website
2.2. The race notice will be posted on the Alberta Alpine website upon approval of the race budget. Please use the standard race notice template available on the Alberta Alpine website.
3. Budget Guidelines
3.1. The budget for entry fees should be developed with the goal of covering all direct expenses and overheads and may include a small profit for the club (approximately $500 per race day). Sponsorship revenue in cash or value in kind generated by the club does not form part of this calculation and may be used to increase the club's profit from the race.
3.2. It is recognized that ROC costs vary widely depending on the type of event, ski area charges, safety requirements, and other factors. Race entry fees will therefore vary from event to event.
3.3. A financial report comparing actual expenses and revenue to budgeted figures is to be submitted to Alberta Alpine no later than three weeks after the event.
4. Prizing
4.1 Alberta Alpine will provide medals and ribbons (when applicable) for all Provincial Series races.
4.2 Unless secured through sponsorship, the distribution of athlete gifts such as T-shirts and similar items should be limited to Provincial Championships (NGSL Gradfest, K1 and K2 Finals, and Alberta Cup Finals).
4.3 ROC's are encouraged to apply the resources formerly used for this purpose toward reduced entry fees and increased volunteer recognition or social opportunities.
5. Race Volunteer Commitments
5.1. Host clubs are encouraged to utilize as many volunteers as possible from their own club to run their event.
5.2. When volunteer officials are required from other clubs, registration procedures should be detailed on the race notice.
6. Deposits
6.1. Alberta Alpine will collect a single tear down / bib deposit / volunteer commitment fee of $300 from member clubs on behalf of the ROC's for all non-FIS events in Alberta. This amount is due no later than December 1st, 2009 and will be credited to the clubs net of any charges at the end of the race season.
6.2. Alberta Alpine will also collect a $500 damage deposit from all ROC's using Alberta Alpine bibs, gate panels, banners, photocopiers, and other equipment. This amount is due when the equipment is picked up and will be refunded to the ROC once the equipment is returned to Alberta Alpine in good order, the race financial report has been reviewed, and all administrative requirements including the timely receipt of race results have been met.
6.3. Bibs are to be sorted in order prior to return and must not be altered with duct tape, magic marker, or by any other means.
6.4. ROC's must provide details of the amount owed by any club or individual with regard to tear down / bib deposit / volunteer commitment fees at the same time as the financial report is submitted to Alberta Alpine.
6.5. Missing or damaged gate panels, bibs, banners, etc. should be noted when the equipment is returned. Some wear and tear is normal and ROC's will not be charged for this. For example: a couple of torn GS panels or a missing bib that had to be cut off an injured athlete will not incur charges, but 10 missing gate panels will.
7. Race Entry Deadline
7.1. The deadline for race entries is 10 days prior to the 1st day of competition for non-FIS events. FIS rules will apply for FIS events.
7.2. Minor changes to the entry due to individual athlete illness, injury or similar circumstance are permitted prior to the draw.
7.3. Late entries may be accepted at the discretion of the ROC up until the draw but may be subject to a late fee.
8. Team Captains Meetings
8.1. The team captains meeting should be scheduled for the evening prior to the event or the morning of to allow out of town coaches to be in attendance at the meeting.
9. Results
9.1. Race results must be emailed to Alberta Alpine as soon as possible after the race (the same day if possible) to the following email addresses: memberservices@albertaalpine.ca and adam@albertaalpine.ca
9.2. Race results must also be uploaded to the ACA Points site and the FIS website (if applicable)
10. Sponsorship Execution
10.1. A representative of the ROC must be in communication with the Alberta Alpine office at least 2 weeks prior to the event to make arrangements to pick up sponsor materials and to discuss specifics of sponsor fulfillment.
10.2. Transportation and setup of sponsor materials is the responsibility of the host club.
10.3. All sponsor materials must be returned to the AASA office (or next designated event) within 2 days following the race.
