Event Policy
 

Event Policy (Revised 4/13/08 – Member input welcome!)

Applicability: This policy must be implemented for any event organized for USC members that is not considered part of the weekly racing series or board sanctioned small group (less than 10 people) instruction organized by certified instructors. It applies to regattas and large instructional programs (e.g. junior sailing program) where the participants typically pay a fee to participate. The policy doesn't apply to free demo days, practice races, etc.

To facilitate USC’s schedule, requests to hold events should be presented to the board no later than March 1st. Events not on the schedule by March 1st will be considered on a case by case basis.

Background:

USC provides a quality facility and equipment and one of the best venues for racing and other sailing/sculling related events in Colorado.

USC shall strive to accommodate, in the capacity of an events coordinator, the requests of its members and members of the sailing/sculling community at large interested in making a particular event happen at Union Reservoir. It is the policy of USC that it shall help event organizers with several key tasks; however, event organizers shall not expect USC or the USC Board members to organize an event. Permission to hold an Event at USC allows participants the use of the agreed upon USC facilities and assets, but does not give the Event exclusive access to the Club facilities. Club members must still be able to access their boats and share the ramps and docks with the Event participants.

Events are a building block for the club, but shall not be a cost risk for the club. USC shall receive the non-refundable event fee of $100 per day 30 days in advance. The fee will compensate the Club for fixed costs and to offset the impact to non-participating members – e.g. weekly club races will be canceled, and facilities will be burdened.

USC shall provide the following at USC expense (as applicable depending on the event – written for sailing club, but sculling club shall be entitled to benefits commensurate with their membership in USC):

This policy framework and assistance with application/proposal

Liaison with park officials for scheduling the event and gaining necessary permits (Because of insurance/liability requirements, USC may not apply for an alcohol permit – but can assist organizer in obtaining proper documentation)

Three Race Committee volunteers

A committee boat and mark boat, including their fuel

All marks and RC flags

Insurance for the event (tentative, this is being confirmed)

Use of the USC docks and non-motorized launching ramp

Use of USC giant bar-b-q grill and picnic tables currently on site

One (or two?) port-o-lets

Gated overnight storage

Club boats for rent (as available)

Space for a temporary shelter (eg. tent)

Use of USC floating clubhouse (if available)

Liability waiver forms

Other requests of organizers will be considered

Organizer Framework:

Unless otherwise agreed to by the USC Board (as applicable depending on the event):

The applicant and at least one event participant must be a member of USC

Liability Waivers: Organizer shall collect liability waivers (provided by USC) from entrants at registration, and deliver these waivers to USC committee boat prior to commencement of the event.

Motor Boat Operation: Insurance requires that only USC members may operate USC owned boats

All participants must abide by the USC Rules and Regulations. Organizer shall post Rules and Regulations at registration or distribute them to all participants in another prudent manner.

Organizer must provide its own principal race officer (PRO), otherwise USC’s RC volunteers will operate to the best of their ability in such a capacity.

Organizer must provide its own certified sailing instructors, if applicable.

Additional costs of insurance, if any, for an event shall be born by the organizer.

Organizer shall provide all entertainment, shelter (tent, tables/chairs), and food.

Organizer shall pay any park facilities reservation and permitting fees when required by city

Organizer shall ensure that all entrants have paid for the park daily or annual pass and shall require that all boats entered are properly registered for sailing in Colorado.

Organizer shall provide all trophies

Organizer may collect and retain all revenues from ancillary activities including food and clothing sales (Organizer shall be permitted to use USC logo at no charge).

Organizer and USC may independently solicit, collect and retain all revenues from event sponsors.

USC reserves the right to cancel any event and retain the Event Fee should these requirements not be fully satisfied by event organizer.

See "Junior Sailing Program Requirements" for additional policies.