Sanctioning Fees

 

The following fees apply for sanction applications completed at least 60 days before the event or the start of the clinic.

 

USA Triathlon Certified Race Directors

  • Adult event - $175
  • Youth event - $25
  • Adult Clinic - $50
  • Youth Clinic - $25 

Non-Certified Race Directors

  • Adult event - $225
  • Youth event - $50
  • Adult Clinic - $75
  • Youth Clinic - $50

Late Sanction Fee Price for USA Triathlon Certified Race Directors

Application submitted for review from:

  • 59-30 days of the adult or youth event start date is $275
  • 59-30 days of the adult clinic start date is $150
  • 59-30 days of the youth clinic start date is $125
  • 29 days or less of the adult or youth event start date is $425
  • 29 days or less of the adult clinic start date is $300
  • 29 days or less of the youth clinic start date is $275

Late Sanction Fee Price for Non-Certified Race Directors

Application submitted for review from:

  • 59-30 days of the adult or youth event start date is $325
  • 59-30 days of the adult clinic start date is $175
  • 59-30 days of the youth clinic start date is $150
  • 29 days or less of the adult or youth event start date is $475
  • 29 days or less of the adult clinic start date is $325
  • 29 days or less of the youth clinic start date is $300

*All sanction fees are established by the USAT Board of Directors and are not negotiable.

Fee Refunds - Sanction fees are only refundable if the event is cancelled due to the weather.  Sanction fees are non-refundable if the event is cancelled for any other reason.  Additional insured and late fees are also non-refundable.  Please be sure to contact eventservices@usatriathlon.org if you need to cancel the event. For more information please click here.

Important Notes on Sanctioning

1. An event may not be sanctioned if the sanction application is submitted within 14 days of the event date. All applications in “Draft” status must be completed and paid for within 14 days of the event. If not, they will be declined.

2. All participants in a sanctioned event must either be an annual USAT member or purchase a one-day membership.

 

Membership fees for 2019:

  • Adult (turning age 18 and up): annual membership  = $50
  • Adult (turning age 18 and up): one-day fee = $15
  • Youth (age 17 and under): annual membership = $10
  • There are no longer youth one-day memberships.

3. Race Directors new to sanctioning with USA Triathlon will be required to take and pass a Race Director Mandatory Education course. This course includes a 45-minute webinar followed by a 5-question quiz. Passing this course will be required prior to sanction application approval.

4. In efforts to go green, paper waivers will not be shipped out unless necessary and can be found on the Race Director Toolbox. Race Directors will be charged the UPS shipping fee for more membership application forms and event waivers if they are requested the week of the event or after the sanction box has been sent from USAT.

5. The age group of a participant will be determined by age on Dec. 31 of the event year, not by age on race day.  For example: If you turn 25 years old in July of 2019, you will race and be ranked in the 25-29 age group for the entire 2019 season. The age up rule applies to youth events as well.

6. Please make sure that all your event materials have the most recent USAT Sanctioned Event logo.  If you need an updated logo, please email eventservices@usatriathlon.org.

7. New SafeSport Sanctioning Requirement for Youth Clinics and Youth Events

Effectively immediately, any Youth Event or Youth Clinic that sanctions with USA Triathlon, the race director must adhere to a Background Check through NCSI and present us with a SafeSport Certificate of Completion. Both requirements expire every two years and must be renewed in order to be approved for sanctioning. 

Background Check Policy and Info:

NCSI Instructions 

Password: 53247331

SafeSport Info:

https://safesport.org/

Access Code: FDV2-N6TL-T4GA-SWNZ

*After completing all SafeSport modules, please email your completion certificate to gretchen.brett@usatriathlon.org

 

8. Requirements for Post-Race

 

Required items for adult events: 

  • Event Accounting form 
  • Collected membership money 
  • Signed annual membership forms/waivers 
  • Incident reports
  • Electronic results
  • Officials’ evaluation if applicable 
  • Swim Safety Report 
Required items for youth events and clinics: 
  • Event Accounting form
  • Collected membership money
  • Signed annual membership forms/waivers
  • Incident reports
  • Swim Safety Report

Most of these items can be submitted online through your event application on the Sanction System. All waivers/membership applications collected by the Race Director must be sent to USA Triathlon. Post-race materials and waiver/membership applications can be scanned and emailed to event.services@usatriathlon.org or mailed to the address below *.

All post-race materials must be submitted or postmarked within 15 business days of the event date. Any materials that do not meet this deadline will be subject to a $200 fine for the first offense and $500 for the second.

Some tips for a successful post-race experience: 

  • Request a prepaid UPS mailing label to send your materials back to USAT. Be sure to record the tracking number in case the package is lost in transit.    
  • Make sure all of the materials are included. i.e. event accounting form, incident report form, signed event waivers and completed membership forms, collected membership money, electronic results (adult races only), and officials’ evaluation (if applicable).  If emailing the forms, please email to our accounting department at accounting@usatriathlon.org.
  • Watch a free 30 minute webinar: How to Submit Post-Race Materials detailing the 4 different ways to submit post-race documents to USAT. Slides for this webinar can be downloaded here, and questions about the content can be directed to the Accounting department at accounting@usatriathlon.org.
  • Ensure all USAT funds are sent directly to USA Triathlon. No-shows for events who have purchased one-day memberships must still be documented on the post event accounting form.
  • When submitting materials for multiple events, make sure separate paperwork is filed for each event by completing an event accounting form for each one.  Be sure to enter the event name and number as it is listed on the sanction application. Then, organize the entire package so that each event is its own packet.  
  • Email eventservices@usatriathlon.org if all the participants in your sanctioned clinic were annual members so we can reconcile the bookkeeping for the event.   If the UPS mailing label has been lost, please send the materials via a trackable method to: 

* USA Triathlon      
Attn: Finance Department
5825 Delmonico Drive, Suite 200 
Colorado Springs, CO 80919

Requirements for submitting results:

 

The electronic results file must be emailed to rankings@usatriathlon.org or uploaded into your sanctioning application within 15 business days following event completion. Please be sure that the name on your result files matches the event name on the sanction application and that the results requirements have been followed. Incomplete files will be returned for correction. 

Results must have the following information present:

  • First Name
  • Last Name
  • Gender
  • DOB
  • Email
  • City
  • State
  • Zip
  • Category*
  • Final Time

*For category purposes, any athlete that does not compete in their age group wave will be considered open for that race. All athletes attempting to qualify for Age Group National Championships – Olympic-Distance will be required to race within their age group at any on-road or off-road triathlon race.

Result requirements (adult events only) will be strictly adhered to and all files not formatted correctly or missing information will be returned for correction. All results must be sent or uploaded as a .txt, .csv or .xls file. A results requirements form is available under the Documents tab in your USAT account on the USAT website, so please pass that on to your timers to assist them.  Each race within an event MUST have a separate sheet for results. If you have any questions about the requirements, please email rankings@usatriathlon.org.