Event Permitting Paperwork involved in approving permits

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Event PermittingPaperwork involved in approving
permits..
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What is needed to complete a permit?

• Required.
• Permit Application
• Event Checklist
• Event Flyer
• Optional.
• Event Medical Plan and Checklist
• Request for Additional Insurance
• Auto/Moto Insurance

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Event Permit Application.

• Name and date of event
• Event type (state, local, NRC, and what
  discipline Crit, Road, etc)
• Event location and zip code
• Sponsoring club
• Promoter and organizer information
• Event category
• Permit Fee
• Auto/moto line initialed
• Signatures from promoter/organizer and LA/RC

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Event Permit Application cont.

• See the Permit Details Handout

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Event Checklist.

1. Completed checklist both pages
2. Signed by promoter
3. Signed by LA/RC/Chief Referee

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Event Checklist cont.

• See the Checklist Details Handout

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Event Flyer.

1. Event information
2. Prize list (detailed is good, categories and
   prizes listed)
3. Held under USAC or Permit pending

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Event Flyer cont.

• See the Event Flyer Template Handout.

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Event Medical Plan and Checklist.

• This form is for designing a medical and event
  emergency plan.
• This is not required for event approval but is
  highly recommended.

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Request for Additional Insurance.

• Can be submitted after the event is permitted but
  before the event date.
• This is not required but is strongly recommended.
• The first 5 additional insured's are free, for
  each after that it will be 5.

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Auto/Moto Insurance.

• Can be submitted after the event is permitted but
  at least seven (7) days before the start of the
  event. This is so motor vehicle reports can be
  run.

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Who is responsible for what?

• When the LA/RC send in the permit application to
  the USAC office, all of the previous mentioned
  documents is needed for the event to be
  permitted.
• If an incomplete permit package is received, the
  outside rep (LA/RC) will obtain the needed forms
  from the promoter.
• When the Member Services Coordinators (MSC)
  receives the permit in the office before the
  outside rep (LA/RC) sees it, a faxed or scanned
  copy will be sent to the appropriate LA/RC.
• If the permit application is complete we need the
  approval to permit.
• If the permit application is not complete, the
  MSC will let the LA/RC know what is needed to
  complete the permit application. The LA/RC will
  contact the promoter to get the missing
  information. That will then be sent to the USAC
  office to complete the permitting process.

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Online Permitting.

• The Online permit process is much the same flow
  as the paper permit.
• The sponsoring club needs to be active and not
  pended for any reason before the permit process
  can begin.
• Promoters or organizers need to be listed as a
  club contact.
• The promoter/organizer can then click on the link
  Event Permits and begin.

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The Next Step of Online Permitting.

• Once the online permit is completed and paid for,
  it goes to the appropriate LA/RC for approval.
• The LA Permit Coordinator will receive an
  electronic support request.
• In the meantime, the promoter/organizer needs to
  print off the Event Permit contract, sign it, and
  mail it into the USAC office.
• If Auto/moto is requested, that will also need to
  be submitted to USAC for the motor vehicle
  reports to be run.
• Once the LA/RC approves the online permit, the
  MSC receives it a support request.

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Couple of Notes for Online Permitting.

• The online permit application goes through the
  same filtering process as the paper permits do.
  Nothing is posted on the USA Cycling website
  until the event is permitted.
• At this time, the Event Medical Checklist is not
  active for the online permit.
• If a promoter needs to make changes to an online
  permit, it is best to contact the promoter
  directly and not to decline the support request.
• If the flyer needs to be updated, it needs to be
  sent to the CO office to have it posted.

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Permit Fees.

• The permit fee is based on the prize list. The
  category of the race is based on the highest
  payout in any one category. The permit fee is
  based on that category.
• To determine the category, take the highest
  payout for one race category and determine if the
  event is A, B, C, D, or E.
• For A, B C events, the permit fee is 7 of the
  total prize purse
• For D events, the permit fee is 50
• For E events, the permit fee is 25

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More on Permit Fees.

• Training Days
• 25/day
• Annual license or one-day required
• Rider waivers required
• No insurance surcharges
• Set-up/Tear Down Days
• 25/day
• General liability only
• Late Fees
• 50 if permit is received by LA/RC within 6 weeks
  of event
• 100 if permit is received by LA/RC within 2
  weeks of event

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Reminders for Permit Fees.

• All National Championships are permitted as a
  category A event
• All UCI events are permitted as a category A
  event
• Promoters are required to pay a UCI calendar fee,
  but also must comply with the USAC permitting
  format.
• All State/Regional events are permitted as at
  least a category D event
• All Stage races are permitted as at least a
  category D event
• Multiple day races including stage races or other
  races conducted on consecutive days with
  cumulative results and prizes are at least
  category D events
• Non-championship final trials for Olympics, Pan
  American, and World Championship teams are at
  least category C events.
• Category E events are those that do no qualify
  for higher categorization.

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Other Types of Permit Fees.

• Non-Competitive Events
• Non-Comp Camp, Training Ride, Clinic
• 1-3 days 15
• 4-30 days 50
• Rider waivers required
• Annual license or one-day license required
• Non-Comp Fun Ride or Tour
• 1-3 days 15
• 4-30 days 50
• Rider waivers required
• Annual license or one-day license optional

• Collegiate (only) Competitive Events
• 25/day
• Riders must have a current NCCA license or
  one-day license
• Training Days, Set-up/Tear Down Days, Late Fees
  are the same
• Late Fees (applies for all permit applications)
• 50 if permit is received by LA/RC within 6 weeks
  of event.
• 100 if permit is received by LA/RC within 2
  weeks of event.