There are many great event management companies that promote and own races around the country, and they depend on the local running community to make their events a success. As with any business venture, always work with an out-of-town promoter with an eye for “buyer beware” caution. To help ensure our long tradition of integrity within our membership, the RRCA is happy to provide the following tips when working with out-of-town event promoters.
- Do your homework! Has the out-of-town promoter hosted events anywhere else in the country that has successfully occurred? If not, do not stake your local reputation on their lack of experience!
- What events has an out-of-town promoter produced in their own community? An out-of-town promoter should have a solid track record of successful events in their home community before they branch out to other communities.
- Is the out-of-town promoter already an RRCA member? We can verify membership if you inquire to [email protected] We also keep detailed records of questionable promoters our organization has encountered. You can inquire if someone has a “red flag” in our database based on verifiable misconduct (collecting fees and cancelling event(s) due to lack of planning, scam, controllable circumstances, etc.).
- Is the out-of-town promoter willing to provide a retainer fee and put the agreement in writing? If your organization works with out-of-town promoters, make sure both parties outline in writing, in advance, the expectations, deliverables, payments, and more for the event. Request a nonrefundable retainer fee for services you will provide with a final payment to follow after the conclusion of the event. A reputable out-of-town promoter should be willing to agree to this, because it is their goal to ensure their race is a success in your community.
- Is the out-of-town promoter trying to piggyback off your insurance? If out-of-town promoters are asking your organization to host a concept-race (powder, glow, mustache, etc.) or to raise funds for a national charity on behalf of the charity, closely review the proposal to ensure the out-of-town promoter is not trying to piggyback on the insurance coverage for the organization.
- Reminder >> Members providing assistance to other organizations (volunteer recruitment, finish line management, etc.) for the production of non-owned events MUST NOT list the event as an owned event. This transfer of insurance coverage is strictly prohibited and is considered FRAUD.
- Does the out-of-town promote have a valid certificate of insurance? Other organizations should show proof of insurance, or join the RRCA as an event member, if seeking assistance for the production an event.
- Have you checked their social media? What are people saying. Google them to find information. If they don’t have any digital footprint from a running related search, that’s a red flag that they lack experience in the sport or event production.
- Have you checked their references? Reach out to others and check references before committing your organization, your volunteers, and your local race experts to assist an out-of- town race promoter. This will help ensure the out-of-town promoters understand that your organization and the RRCA take integrity and ethical behavior in our sport seriously.
- Is the out-of-town promoter an RRCA Certified Race Director? Completing the RRCA Race Director Certification course shows that an event director is mindful of best practices and in turn should produce quality events. The RRCA maintains a listing of all of our Certified Race Directors that have completed all required elements of program.
It is our duty as a community to work together to keep unethical operators from harming the sport that we have collectively grown over the last 60+ years.