Event permitting paperwork involved in approving permits
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Event Permitting - PowerPoint PPT Presentation


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Event Permitting Paperwork involved in approving permits….. 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 Event Permit Application….

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PowerPoint Slideshow about 'Event Permitting' - Audrey


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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….

  • Completed checklist – both pages

  • Signed by promoter

  • Signed by LA/RC/Chief Referee


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Event Checklist cont….

See the Checklist Details Handout


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Event Flyer….

  • Event information

  • Prize list (detailed is good, categories and prizes listed)

  • 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….

  • 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.

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


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