Event Directors

General Info

Refer to this page for materials and information to help you promote and organize a safe and successful event. BCA and related logos for brochures and websites are available for download at the bottom of the page. If you need other BCA-related logos please email us with your request .

 

Resources for Event Directors related to COVID-19 can be found here.

CURRENT BC Athletics Membership Lists

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Sanctioning Info and Forms

Please consult the COVID-19 safety guidelines linked at the top of the BC Athletics web pages (red button) and the guidelines of your facility / municipality / local health authority when it comes to sanctioning your event. All events must be run in accordance to all Provincial Health Officer Orders and Health Authority Guidelines.

Sanctioning Info and Forms

As the Provincial Branch of Athletics Canada and the International Association of Athletics Federations (IAAF), BC Athletics and its Divisions have the responsibility for the sanctioning of Athletics (Cross Country Running [including Trail and Mountain], Race Walk, Road Race [including Marathons and Ultras] and Track & Field) events/competitions in British Columbia. The purposes and benefits of sanctioning, as outlined below, are of value to the participant, event organizer, sponsors, facility/venue owners and the viewing public. Sanctioning events supports the goal of staging quality events and helps to support the development of programs and services in Cross Country Running, Race Walking, Road Running and Track & Field throughout British Columbia.

Event Sanctioning

Purpose of sanctioning:

  1. Insures a commitment by the event organizer that the event will be conducted in accordance with the World Athletics, Athletics Canada and BC Athletics rules.
  2. Insures that the event will be conducted in a fair and safe manner.
  3. Insures the recognition of results (provided there is compliance with #1 above).
  4. Insures that the event meets a standard of quality required for sanctioning by BC Athletics.

Benefits of sanctioning your event:

  • Liability Insurance - is required either through the coverage provided by BC Athletics or alternative insurance provided by the event organizer.
  • Technical Assistance - Advice and support for the event where needed.
  • Officials - Access to Certified Technical Officials (as required) to officiate the event.
  • Calendar of Events - Listing and Promotion through both the electronic and print versions at no charge and identifies it as a Sanctioned Event.
  • Equipment and Services - Discounts on BC Athletics equipment rental and associate services (as available). Contact bcathletics@bcathletics.org for more info. 
  • Cross Country Course Inspection and Review - Access to information, process and contacts for the review and inspection of Cross Country, Trail and Mountain Running courses.
  • Road Course Measurement and Certification - Access to information, process and contacts for the measurement and certification of Road Running and Race Walking (road) courses.
  • Track & Field Facility Review and Inspection - Access to information, process and contacts for the review and inspection of Track & Field facilities.
  • Results - Recognition of results for the purpose of: rankings, records; prizing; selection; and funding.
  • Event Participation - Increases the base of potential entrants in your event with over 80,000 club and school members throughout British Columbia.
  • Increased Prestige - For many events, the BC Athletics sanction improves the event's public perception. A sanction lets the participants know that the event will be run in accordance with the applicable rules.
  • Logos and Marks - A sanctioned event has the right to use the BC Athletics and Division logos to promote the fact that the provincial governing body has sanctioned the event. These are available at: www.bcathletics.org/EventDirectors/#logos
  • Dispute Resolution - If requested, BC Athletics will assist in the process of resolving issues (outside of the competition) between the event participants and the sanctioned event.

Sanctioning Competitions - Getting Started & Next Steps

Ready to Sanction your event? See the Forms Library for the forms to sanction events. Otherwise, more information on the Sanctioning Process for Track & Field Events can be found HERE. 

To access these services for your sanctioned event, answer any questions you have or access more information please contact the BC Athletics Office at:

Event Organizers' Manuals

Resources for Sanctioned Events

BCA Membership Database Download Request Form   Note: membership lists are updated each Friday.

Post Event Submissions

Required for all BC Athletics sanctioned events. the A Post Event Submission Form and Fees must be submitted to the BC Athletics office no later than 30 days after your events.  Enter the information requested and the form will do the calculations for you.  Please use on of the forms below depending on the date of your event:

Post Event Submission Form  - UPD 8/2/18

Track & Field Meets - Entry/Results set up for inclusion in the Provincial and National Rankings

Hy-Tek users wanting to ensure their results are eligible for inclusion in provincial and national results and rankings must set up their meets in a specific way. Please refer to the 2015 Athletics Canada Rankings and Results Branch Document - Appendix1 - Results Submission Guide.  Meets not set up in Hy-Tek must use the Athletics Canada Competition Results File template for their results.

Once the meet is set up a Hy-Tek download file is available from BC Athletics containing the required information for all BC Athletics competitive members. In order to receive the download please contact sam.collier@bcathletics.org. Meets can request download updates at any time leading up to the meet.

BC Athletics competitive members and competitive athletes from other provinces must provide a current AC / BCA membership number when entering meets or their performances will not be included in the national rankings.

Track & Field meets must send the following to megann.vandervliet@bcathletics.org as soon after the meet as possible:

1.   Hy-Tek Meet Backup

2.   Athlete Roster List - sorted by gender

3.   Athlete Roster List - sorted by club/school affiliation

4.   Results.htm file

Once verified the results will be forwarded for inclusion in the B.C. and National rankings.

Equipment Rental

  • Equipment Rental Request Form - updated March 2018
  • Visi-vest rentals and Stop/Slow Paddles for course marshals and officials, from BC Athletics. 200 vests and 60 paddles available. Rental fee $0.60/$0.75 each for BCA member/non-member clubs. $12.00 charge per non-returned vest or paddle. Deposit of $100.00 required, returned when equipment is returned to BCA. Payment by cash, cheque or credit card. Phone 604-333-3553 or email bcathletics@bcathletics.org.

Competition Rules / Course Measurement

Event Medical / First Aid

Event First Aid/Medical Planning Guidelines

Sport Injury / Accident Report Form
To be used if one is not already provided by the attending First Aid Company or Medical Team.

Event Directors' Conferences

Excellent opportunities for race directors to network and pick up ideas.

Logos for Downloading

Right-click (Windows) or Ctrl-click (Mac) and "Save Target As..." or "Save Link As..." or equivalent, or click to view JPEG or GIF then save image from there:

Preview Logo Downloads
bcalogo_preview BC Athletics Colour JPEG
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Colour PNG
EPS
bctrackandfield_preview BC Track and Field Colour JPEG
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EPS
racewalkbc_preview Racewalk BC Colour JPEG
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EPS
bcrr_preview Run BC Colour JPEG
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EPS
BC Road
Running Series

Colour JPEG
Black & white JPEG
Colour PNG