Do I get proof of insurance coverage?
Yes, your club or event primary contact person will receive a copy of the certificate of insurance (COI) by email. This email will come from Insurance Management Group. It will take up to 14 business days to process the certificate of insurance from the time full payment is received by the RRCA after joining or renewing membership. Replacement copies can be obtained by emailing Ashley Rayn at [email protected]. Please do not email her to inquire about your certificate status if you are within the 14-day window of making your payment and awaiting your certificate!
What do I do if there is an incident at an event or club activity?
In the members only section, the primary contact for the member may download the K&K Incident Report Form. Members may also obtain a copy of the form by emailing [email protected] The first page of the form outlines important information about managing an incident, including not discussing it in public. >> Download the Race Emergency Protocol 
to use in training and guiding volunteers on emergency procedures.
The primary contact should get the form to the appropriate person to complete it. The form should be returned to the insurance company within the timeline outlined on the form. K&K will provide further instructions once the report is received. Should a law suit get filed, the member should contact K&K immediately to obtain legal counsel. A member should not hire its own counsel, counsel will be hired and appointed to handle the case by K&K Insurance.
Do not make any guarantees to a claimant that an incident will be covered or that a claimant will be compensated in any way as a result of filing an incident report with the insurance company. Keep in mind that the general liability insurance policy is designed to protect your organization from a claim of negligence.
Is liability insurance optional for members?
An RRCA member club or event must have liability insurance either through the RRCA, or provide proof through another carrier. Any insurance policy taking the place of that being provided to the RRCA should contain equivalent coverage including participant liability as well as the other standard liability policy items. You must be a member of the RRCA to access the insurance program, we do not provide insurance coverage for non-members.
How is the insurance premium determined?
Review the membership section for detailed information membership classifications and fees. The RRCA reserves the right to determine membership classifications based on activities conducted by an organization and membership sizes. Clubs with fewer than 25 members putting on a 5,000 person or more event will automatically be reviewed and may be classified as an event member or event management company if it is determine the organization is not actually functioning as a club.
If a member opts for comparable insurance coverage, what information must it provide?
The RRCA needs a copy of the certificate of insurance from the insurer. Proof of alternate insurance must be provided to the RRCA upon joining and renewing membership. The insurance must be comparable to the RRCA policy and cover for athletic events.
When is the insurance premium due?
Membership fees and insurance premiums are paid in full by December 31st for the upcoming year, and cannot be paid in installments. After January 1st, insurance coverage begins on the day fees are received. Clubs should make sure fees are paid prior to the first club activity in order to ensure RRCA insurance coverage is in place for the full calendar year of activities.
If membership or event participation fluctuates during the year are there any additional charges/refund?
Depends. Review the information about proper reporting of club membership and event participant numbers. If a club is found to have dramatically more members than reported for dues and insurance, the RRCA will invoice the club at a membership rate that reflects the information readily available on a club website, in race results for a team/club, in a news report, or other information related to membership numbers and based on activities being conducted by a club. For example if a club reports 35 members but issues a press release or is noted in a news story as having 300 members, the RRCA will suspend insurance coverage until the revised invoice for dues/insurance fees is paid in full.
For events or event management companies: There are NO REFUNDs if an event pays for 2,000 participants but only 1,000 people show up on race day, as an example. If it is found that an event reports 100 participants but the event is know to have closer to a 1,000 or more participants, the RRCA will suspend insurance coverage and invoice the event for additional dues/insurance. The invoice must be paid to release the hold on the insurance certificate(s).
Must a club or event member report its races to the RRCA?
Yes. Insurance coverage is provided for those reported to RRCA through the online membership system. The membership system allows for event reporting during the join/renew process and feeds the information directly to the public calendar on the website.
Can additional insured certificates be added?
Yes. Go to the form to request Additional Insured (AI) certificates. The completed form is sent directly to the RRCA insurance broker. You MUST allow 15-days prior to the date it is needed.
Questions About Coverage
Is drone use covered?
No. As the use of drones to take aerial videos for marketing purposes increases, the RRCA’s position on drone use at events, per our insurance underwriter, is that events should not allow them to be flown by volunteer operators. Event directors should only allow drones to be flown by those with a license, and that the use of the drone during the event has been pre-approved in writing by local law enforcement. Companies contracted to provide aerial drone videos must provide your event with their certificate of insurance and should include your event as an additional insured. If they cannot do that, or they do not have insurance, do not allow them to operate at a race.
What is the limit of coverage?
The policy information is clearly outlined in the General Liability Insurance Coverage Details on the Insurance Service page of the website.
Is the member protected if a spectator should bring suit?
Yes, the policy does protect the RRCA and its members against spectator claims as long as the claim does not involve an excluded condition.
Are volunteers covered?
Yes, as long as the volunteer is working on behalf of the RRCA member. For example, if a volunteer is named in a liability suit while working a race, the insurance would protect the volunteer. This would apply to non-member volunteers of a running club as well. If event staff are paid as a contractor or an employee the organizations Workers Comp insurance would cover for claims. Remember if you pay a volunteer directly, they are no longer a volunteer and are a part-time employee or independent contractor and labor laws apply.
Are headphones excluded?
The insurance policy does not exclude headphone use, and the RRCA does not have an outright ban on their use during events or group runs. However, RRCA members cannot actively encourage runners to run with headphones, as this could jeopardize the integrity of the insurance program.
What are excluded conditions?
High risk events that include overnight relay races run on open roads (no police support, no road closures, or separate lanes for participants), and high risk events commonly referred to as mud-runs, “warrior dashes”, obstacle courses, and urbanathons that include man-made obstacles such as man-made mud pits, man-made slippery slopes, wall climbs, tunnel crawls, or other similar man-made obstacles.
Events run on man-made trails or cross country courses that do not include man-made obstacles ARE included in coverage, but the course cannot be altered to create man-made obstacles such as watering-down a dry trail or cross country course with a hose to make it muddy.
Amusement devices such as moonbounces, bounce houses, dunk tanks, and pools are excluded from the policy, as well as multisport training programs and events (triathlons, biathlons, etc.). Also excluded are fireworks, terrorism, fungi or bacteria, pollution and asbestos. Insurance Management Group can write a policy specifically for your event if the RRCA insurance program cannot cover the event due to exclusions to our policy. Email Ashley Rayn at [email protected] if you need additional coverage that is not included in the RRCA program.
765.382.3034
Is an event covered if alcohol is served?
Yes, as long as the member is not “in the business of selling, serving, manufacturing, distributing, or distilling alcoholic beverages.”
If alcohol is served, there should be no charge and the event registration should not make any reference to alcohol being included as part of the entry fee. We recommend that if you serve beer from a keg, that participants serve themselves and you only have a volunteer handing out cups and monitor individuals taking advantage of the free beer. Someone should also ensure that no minors are served alcohol. Check your local rules and regulations for more information about alcoholic beverage service. If other vendors sell alcohol at your event, incidents arising from the sale of alcohol are not covered by RRCA insurance.
We are seeing more and more permitting entities ask that the organizations secure a temporary liquor license, sometimes called an ABC license, even if they are not selling or serving the alcohol. In that case, K&K requires the member to secure a liquor liability endorsement which could be anywhere between $400 – $700 or more. If at any time, the RRCA member assumes responsibility for selling or serving the alcohol, or if the RRCA member is being required to secure a temporary liquor license by a permitting entity, the RRCA member must secure a liquor liability endorsement through Insurance Management Group. Email Ashley Rayn at [email protected] or call her at 765.382.3034 to purchase coverage for liquor license insurance.
Are races for charity covered?
Yes, as long as the member is directly responsible for the oversight of the race and takes full responsibility for the race. If the member does not take full responsibility for the event then the charity partner can join the RRCA as an event member to have the event covered under the RRCA insurance policy. Review the event membership information. Club and event management companies that are hired to assist a charity MAY NOT extend insurance coverage to their client; that is fraud. The charity MUST join RRCA as an event member for coverage.
Are member owned autos to and from races covered?
What if a volunteer is driving a vehicle not owned by the member and is in an accident?
Or is on member business and is involved in an accident? His or her own insurance should cover personal injury or damage to the vehicle. If the member were named in a liability suit stemming from an auto accident, in these circumstances, the claim would be covered through the hired and non-owned auto liability coverage. Note: Coverage is included for the official business of the member, but does not include transportation of athletes to or from events, without an additional underwriting and premium. 15-passenger vans are entirely excluded from any coverage. The RRCA recommends that you take out the collision insurance offered by any company that you rent an auto from.
How can a member insure their equipment?
There is a separate equipment insurance policy available to members participating in the RRCA liability insurance program. Review the equipment policy information section on this website.
How can a member handle minor medical expenses when an official or participant is injured at a race?
The RRCA general liability policy also includes an accidental medical component. The policy will cover up to $5,000 of medical expenses, subject to a $250 deductible, over and above other health insurance the injured party owns. Keep in mind, this coverage is not general health insurance for an uninsured participant. The coverage is supplemental to a participant’s own health insurance coverage.
Is liability insurance optional for members?
An RRCA member club or event must have liability insurance either through the RRCA, or provide proof through another carrier. Any insurance policy taking the place of that being provided to the RRCA should contain equivalent coverage including participant liability as well as the other standard liability policy items. You must be a member of the RRCA to access the insurance program, we do not provide insurance coverage for non-members.
How is the insurance premium determined?
Please review the membership section for detailed information membership classifications and fees. The RRCA reserves the right to determine membership classifications based on activities conducted by an organization and membership sizes. Clubs with fewer than 25 members putting on a 5,000 person or more event will automatically be reviewed and may be classified as an event member or event management company if it is determine the organization is not actually functioning as a club.
If a member opts for comparable insurance coverage, what information must it provide?
The RRCA needs a copy of the certificate of insurance from the insurer. Proof of alternate insurance must be provided to the RRCA upon joining and renewing membership. The insurance must be comparable to the RRCA policy and cover for athletic events.
When is the insurance premium due?
If membership or event participation fluctuates during the year are there any additional charges/refund?
Depends. Review the information about proper reporting of club membership and event participant numbers. If a club is found to have dramatically more members than reported for dues and insurance, the RRCA will invoice the club at a membership rate that reflects the information readily available on a club website, in race results for a team/club, in a news report, or other information related to membership numbers and based on activities being conducted by a club. For example if a club reports 35 members but issues a press release or is noted in a news story as having 300 members, the RRCA will suspend insurance coverage until the revised invoice for dues/insurance fees is paid in full.
For events or event management companies: There are NO REFUNDS if an event pays for 2,000 participants, but only 1,000 people show up on race day, as an example. If it is found that an event reports 100 participants, but the event is known to have closer to a 1,000 or more participants, the RRCA will suspend insurance coverage and invoice the event and dues/insurance. The invoice most be paid to release the hold on the insurance certificate(s).