EVENT SANCTIONING AGREEMENT

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This agreement defines the duties and responsibilities of an organizer of a Whitewater Ontario (WO) sanctioned event. It must be signed by each event organizer and submitted to the WO executive through the Director Competition/Racing before sanctioning may be approved. A WO sanction, once granted, is made conditional on all duties and responsibilities in this agreement being fulfilled by the responsible event organizer.

What is a “ sanctioned event?”
A sanctioned event means that the event is formally recognized and acknowledged by WO. The activities to be included in the event for sanctioning purposes are exclusively those described within the terms of WO (Canoe Ontario) insurance policy. This includes normal whitewater paddling activities such as supervised river runs, instruction and coached activities on whitewater and flatwater venues, and competitions (including slalom, downriver and freestyle).

1. The WO Director Competition/Racing agrees to the following:

  • The WO Director Competition/Racing agrees to provide the event organizer with up-to-date copies of the WO Safety Policy.
  • The WO Director Competition/Racing agrees to keep the event organizer informed of any changes in WO Policies and to act as an advisor to the event organizer regarding organization in general.
  • Where requested, to attempt to acquire an event day insurance certificate from the WO insurer and provide this to the event organizer.

2. The Event Organizer agrees to the following:

  • To ensure that the applicant organization is a member of WO.
  • To organize and run a canoe/kayak race or other event in Ontario.
  • To conduct the event with due attention to the safety of all participants, officials, volunteers and spectators in conformance with the WO Safety Policy.
  • To pay the applicable event organizer’s sanctioning fee (if required).
  • To send race information in advance or the Race Schedule (published yearly by WO) to the WO Director Competition/Racing in time for printing deadline as determined by the Director Competition/Racing.
  • To submit to the WO Director Competition/Racing a description of the race or event to be used to advertise the race or event on the WO web site and in any newsletters. Provide also a Civic address of the race or event site so that paddlers can obtain driving directions from the internet.
  • To ensure that all participants are members of WO or an equivalent sport governing body in another jurisdiction that offers out of province/state insurance
  • To submit to WO a “day of event” affiliate insurance fee in the amount of $__ for each paddler who is not a member of WO or other Canoe Ontario affiliate organization, (Ontario Sprint Canoe Racing Association or Whitewater Ontario) or other recognized sport governing body
  • To forward all race results, including participants names, addresses, membership status, finishing times and placing to the Director Competion/Racing within 2 weeks of the completion of the race.
WO will not release any personal information for any external use beyond posting results on WO website.

This agreement is valid only for the [YEAR] paddling season and must be renewed yearly and accompanied with an Event Plan, or in case of ongoing instruction and coaching programs the annual summary plan. 

3. Confirmation

Before any WO sanction will be granted this agreement must be completed, signed, and delivered to:
WO Director of Competition/Events [ADD NAME, ADDRESS AND EMAIL]
Event Name: _________________________________________________
Event Date: _________________________________________________
Location of Event: _________________________________________________
Race Organizer Name: _________________________________________________
Organizer Signature: _________________________________________________
Dated: __________
Director Competion/Racing Name: _________________________________________________
Signature: _________________________________________________
Dated: __________


EVENT SUMMARY (Or provide a summary event info attachment as an alternative)
Event and Registration Details
Event Name:

Event Location:
Event Date:
Event Start Time:
Registration Location:
Registration Dates:
Coordinator Contact Information

Name:

Phone Number:

Mailing Address:



Email Address:

Level of Difficulty (see below)


The event will take place on a section of whitewater including the following International Scale of River Difficulty classification (note highest level on the course)
  • Class 1: Very small rough areas, requires no maneuvering. (Skill Level: None)
  • Class 2: Some rough water, maybe some rocks, small drops, might require maneuvering. (Skill Level: Basic Paddling Skill)
  • Class 3: Whitewater, medium waves, may be a 3-5 ft drop, but not much considerable danger. May require significant maneuvering. (Skill Level: Experienced paddling skills)
  • Class 4: Whitewater, large waves, rocks, maybe a considerable drop, sharp maneuvers may be needed. (Skill Level: Whitewater Experience)
  • Class 5: Whitewater, large waves, large rocks and hazards, maybe a large drop, precise maneuvering (Skill Level: Advanced Whitewater Experience)
  • Events above level 5 are not eligible for sanctioning unless special arrangements are negotiated with insurer.
  • Class 6: Whitewater, typically with huge waves, huge rocks and hazards, huge drops, but sometimes labeled this way due to largely invisible dangers (e.g. a smooth slide that creates a near-perfect, almost inescapable hydraulic). Class 6 rapids are considered hazardous even for expert paddlers using state-of-the-art equipment, and come with the warning "danger to life or limb." (Skill Level: Expert)

Event overview
Briefly describe or attach the activities that will take place and the safety procedures that will be in place throughout the event (see WO Safety Policy for mandatory requirements):   

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