1. RACE ORGANISERS WORKSHOP
24 November 2016

2. Western Province Athletics
Our mission is to:
Promote athletics as a sport with a view to the optimal development of the athletics potential residing within the Western Province;
Expand the athletics involvement, as a sport and recreational activity, to all areas and sectors of the population within the Western Province;
Contribute towards the development and transformation of our Society, through the Development of Athletics from Grassroots to the highest levels of Excellence.

3. Event Application Submission
SIZE
CATEGORY
ATTENDANCE/
PARTICIPATION
MINIMUM TIME BEFORE AN EVENT TO SUBMIT AN APPLICATION TO THE CITY
Small
50 – 2000
15 working days (3 weeks)
Medium
20 working days (4 weeks)
Large
5001 –
25 working days (5 weeks)
Very Large
– above
60 working days
(3 months min – preferably 6 months)

4. Documentation for Submission
Event Application
Description of the event
Event Program
Layout of event
Transport Management Plan
Emergency
Vendors / Caterers
Health requirements
APPLICATION FOR EVENT RISK CATEGORIZATION
Completed Application forms
Services Requirements
Event Communication Plan
Environmental Protection Plan
Community Participation Plan
Indemnity forms
Confirmation of Appointment of Safety Officer

5. Safety Officer
An event organiser shall appoint a “competent person” for the event whose duties shall include responsibility for health and safety at the event, communicating throughout the organization about managing the health and safety policy.
Section 3.5 further states, a competent person as defined is one that has the knowledge, experience and necessary qualifications specific to the work or task being performed.

6. Safety Officer Role & Function
SANS 10366: (a-h) details the specific role and function of the safety officer which includes:
Selection and monitoring of contractors;
Liaison with contractors onsite and the local health and safety authorities and inspectors;
Checking of safety method statements and risk assessments;
Preparation and monitoring of site safety rules;
Checking of appropriate certificates in respect of structures, electrical etc.
Communication of safety information
Monitoring and co-ordination of safety performance
Co-ordinating safety in response to an incident

7. Event Application Process - WPA Office
Should your club wish to apply for entry fees outside of the WPA approved fees, a proposal needs to be timeously submitted to the Road Running Commission for consideration
Clubs are to submit their entry form/flyer to WPA Office for approval
Once it is approved, only then can clubs circulate and/or print
Once approved the WPA office will circulate the following documentation to the club:
Names of Technical Officials and Contact Details
Road Running Rules
Race Information Sheets
Medical Accident Report
Once the Race Information Sheet is completed and returned to the WPA Office it is circulated to all Technical Officials assigned to the event
The WPA Office will place all your event information on the website and advertise the event nearer to your event date
Contact the office should you wish your entry form/flyer to be circulated to all clubs
Should clubs wish to have special race numbers, your proposed numbers have to be submitted to the WPA office who will in turn send on to ASA for approval

8. Event Items Required Event items to be collected from the WPA Office:
Temporary Licenses
Temporary Licence Box
Bank Bags
Race Cards
Safety Pins
Age Category Tags
Finish Sachets

9. WPA Equipment
All equipment is available to WPA affiliated clubs at no charge.
Clubs will be charged for damaged or missing equipment items.
Available equipment
Marshal Bibs
Marshal Flags
Cones
KM Marker Boards
Runners Ahead Boards
Do Not Litter Boards
Gazebo’s / Blow Up Arch with Generator
Stakes

10. 2017 WPA Road Running Fees

11. Race Levies CHAPTER 7 : ADMINISTRATION 25 RACE LEVIES
25.1 For any road race run under the auspices of WPA, the organisers shall pay WPA a levy, being 10% (VAT inclusive) of the entry fee charged.
For events up to and including 15 km no levy will be due for the first 1000 finishers.
For events where entries are taken on the day of the race, the levy shall be based on the number of official finishers recorded by the Chief Timekeeper and/or the official results.
For events that have pre-entries only, the levy shall be based on the number of entries actually taken by the organisers.
25.2 Provided each cost element can be substantiated by appropriate invoices etc. then no levy will be due on:
VAT included in the entry fee when the event is registered for VAT;
Optional items included in the entry form (e.g. t-shirts, magazine subscriptions etc.);
Access fees included in the entry fee applicable to the race venue/course paid by the organisers to property owners/departments e.g. Cape Point Nature reserve, Table Mountain National Park, provided that the Organiser has informed WPA while applying for flyer approval.

12. Event Fines – Club Fines
Race Entry Form/Flyer not submitted for approval R600-00
Use of race numbers without permission R200-00
Race Cancellation MORE than 6 months before date. R
Race Cancellation LESS than 6 months before date R
Lack of Water R300 plus R150 per table short
Short / Long Course due to organiser error R350-00
Bad Finish R250-00
Poor Marshalling R200-00
Poor Entry tables R200-00
Late Results (in excess of 3 weeks) R300-00
Failure to appoint qualified medical assistance with all necessary emergency equipment. R500-00
Insufficient toilets R300 per toilet less than 1 per 100 budgeted athletes
Failure to implement litter policy R500-00
Failure to clean route (club) R300 for first offence
Failure to use a registered Course Measurer 2x Equivalent payment to WPA appointing the official
Failure to use registered Technical Officials 2x Equivalent payment to WPA appointing the official
Charging in excess of the stipulated maximum race entry fees The difference in income between the fee charged and the fee allowed
Awarding less than 15% of income of entry fees as prize money The difference between the prize money awarded and % of entry fees based on number of participants from the previous year

13. Event Fines – Athlete Fines
Failure to display 2 numbers 2x Temp licence fee for first offence
Littering (individual) Warning for first offence
R100 for second offence
Running without entering 2x Entry fee for a first offence