GREEN MOUNTAIN ATHLETIC ASSOCIATION


GMAA RACE POLICIES
  • Race management

    • - The GMAA's goal is to put on affordable, high quality running events.
    - Please follow these rules as well as "instructions for race directors" to help insure your race will meet the GMAA quality standards.
    - The race can be directed by more than one person, however there should be one "contact" person who interfaces with the GMAA. All race directors and race committee members should be GMAA members.
    - At least one person from the race shall attend the annual GMAA Race Director's meeting in the winter each year.
     
  • Publicity

    • - All GMAA races are sponsored by the GMAA. Your race shall use GMAA in the name just like Key Bank in the Key Bank Vermont City Marathon.
    - When possible specify which "annual" the race is, for example "33rd annual GMAA Archie Post 5 Miler.
    - The race has a club e-mail (such as archiepost@gmaa.net). It is forwarded to the general GMAA mailbox for answering the basic questions; more complex questions will be sent to the race director.
    - The race will be advertised on many web pages and Vermont Sports Today by the publicity officer (currently Steve Eustis). If you see a running web site that does not have your race listed, let us know!
    - Fax a brief synopsis of your race to the Burlington Free Press one month prior to your race. Make two faxes - one for the Sports calendar and one for the Outside/Living Calendar. In your ad specify where and when and give your phone number and the web page (www.gmaa.net) for more info.
     
  • Financials

    • - All checks should be made to the GMAA
    - After the race a financial balance sheet shall be prepared for the club treasurer specifying incomes, expenses, and new members.
    - All GMAA members shall be given a $1 discount on the race fee. No proof is needed. This works on the honor system. (Exception: Trollheim 5K and Turkey Trot since cost is only $2)
    - If money is needed prior to race day contact the treasurer for an advance.
    - Big ticket items (like t-shirts and porta-lets) can be billed directly to the club treasurer (use the club PO Box)
    - All race revenues/profits will be given to the GMAA immediately after a race. Financial data can be turned in the the treasurer or dropped off with the race kit. The GMAA will cover any losses.
    - Races should not plan to donate to charities. If a need exists, the officers may decide to make a donation. Races that are pre approved to give some money to charity are Clarence DeMar, and the Turkey Trot. The GMAA treasurer will write the donation check, not the race director. Charity donations require a receipt.
    - Race fees are set to keep the race "affordable". Races should try to make a profit, but not an excessive one. The officers will set the price of a race. If a race director is unhappy with a race price please address the officers.
    - The race director shall not reimburse themselves from the cash revenues of a race. All revenues (cash and check) should be turned in to the treasurer. The GMAA treasurer will reinmburse the race director for out of pocket expenses.
    - Receipts - get 'em, keep 'em and submit 'em! Photocopies of receipts are okay - black out credit card numbers.
     
  • Sponsorship

    • - the GMAA has adopted a formal sponsorship policy:

    "The Green Mountain Athletic Association, a non-profit,  all-volunteer organization, seeks the support of locally owned and operated Vermont businesses for the purposes of sponsoring races and other club activities. Only in the absence of interested local partners will race directors, board members and other volunteers, develop sponsorships with national chain stores. 

    The GMAA only accepts sponsorship in the form of in-kind gifts, discounts on purchases, and gift certificates to purchase race supplies within the sponsoring business."
     

  • Weather
    "The Green Mountain Athletic Association holds all of its races in all types of weather, rain - snow - shine. The

    •  only exception to this is lightning/thunder. When lightning/thunder is seen/heard prior to the start of a race, the
     race start will be delayed until 30 minutes after the last occurence of lightning or thunder. A metal vehicle or a
    substantial building is a safe place to wait. 

    While a race may not be cancelled or delayed due to weather, it is up each runner to decide if they feel they can handle the race weather and decide to race or not race accordingly"
     

  • Race application

    • - Use the standard GMAA form and adapt it for things like a T-shirt cost or pre-registration bonus.
    - The registration must include a line where someone can sign up to be a GMAA member at the same time (see the standard form).
    - Please include the web address in a convenient space on the form
     
  • T-shirts

    • - All T-shirt orders should go through the club account at Hed East. The GMAA will be billed directly from Hed East. 
    - All T-shirts shall say "GMAA" or "Green Mountain Athletic Association" in a visible location (above race logo, on arm, etc.)
    - If you are having T-shirts, consider having them optional for a lower entry fee.
    - If T-shirts are included for all runners and they run out, please give a nominal discount to those runners who do not get a shirt. This policy does not need to be advertised, but should be followed so that people don't feel taken advantage of.
  • Insurance

    • - Will be provided as part of our RRCA and/or USATF master policy. If additional insureds are needed, please contact the publicity officer.
     
  • Volunteers

    • - Please call to arrange volunteers 2-4 weeks before your race. Call again a few days before the race to confirm.
    - The volunteer list for your list can be obtained from the Membership Coordinator (currently Cathy Eustis).
    - Feel free to ask non-members and non-runners to help out, if you need more volunteers than the volunteer list provides.
     
  • Age groups

    • - The standard age groups are: <19, 20-29, 30-39, 40-49, 50-59, 60-69 and 70+.
    - 5K races shall also include a 13 and under age group.
     
  • Awards Ceremony

    • - Please thank volunteers, sponsors, and the GMAA. Let the runners know what the GMAA does and how to join.
    - Mention that the results will be on the GMAA web page.
    - Mention the next GMAA event.
    - Awards can be based on performance (overall or age group) or random or a mix of the two - describe on the information flyer.
     
  • Results

    • - Results need to be forwarded to Tom Chadwick as soon as possible after the race. Please be sure to give the weather conditions during the race and anything else of note. Results will be listed by GMAA age group, which may or may not match how awards are distributed.
    - If typing the results yourself, arrange by age group and give place, name, town, age and time, before sending them to the publicity officer.
    - If Tom will be typing the results, give all the finish line forms, a printer timer output, and all the registration forms.
    - Photos for the web page are appreciated by the runners (winners, members, etc.)
    - The publicity person will be responsible for publishing the results on various running web sites, Vermont Sports Today and the Burlington Free Press.

These policies accepted by a vote of the GMAA officers 11/15/2000
Latest amendments: 05/09/2002, 08/19/2002, 11/5/2002, 2/18/2003, 3/17/2003

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