HILL RACES IN SCOTLAND

Event:
Location of Registration and Start:
Date and Start Time:
More than One Race?	If Yes, please list details separately.
Race Category: (Note 10)
Race Distance: (Note 10)
Course Record Holders
Male:	Time:	Year:
Female:	Time	Year:

Further Information Required

The Event caters for the following age groups. Enter the distances to be run in the age group box(es).

Vets.	Senior	U18	U16	U14	U12
Males
Females

Note - Race Organisers must stipulate age limits for their events and the minimum age for competition is 6. The requirements for younger runners are:

Race distance (km)	Up to 3km	3.1 to 5km	5.1 to 7km	7.1 to 10km	10km +
Minimum age (on day of race)	Organiser's discretion	12	14	16	18
Minimum Age Category	Under 12	Under 14	Under 16	Under 18

Is your event part of a local festival, highland games or other associated competition?

If yes, please give details

It /intended to offer monetary awards either as appearance fees or performance awards (See Guidance Note 5).

If the event is being held on public roads, can you confirm consultation with both Police Scotland and the Local Authority?

(see Guidance Note 8)

The distance on roads is	Metres.

Has permission been obtained from the relevant landowners?

(see Guidance Note 9)
If No, please advise why not.

Is adequate First Aid Cover confirmed??

(see Guidance Note 15)
If No, please advise why not.

DECLARATION

An undertaking is hereby given to:

Adopt and comply with the UK Athletics Rules for Competition.

Include the words “Under UK Athletics Rules” and “scottishathletics Permit Event” upon all advertisements, programmes and printed matter issued in connection with the Meeting or Event.

Submit a complete copy of the full results, entry list and levies as appropriate from the Event/Meeting to scottishathletics within twenty eight days of it taking place (See “Scope of Permit” below).

Include no event on the day, which is not listed on the Permit Form and Entry Form except by special permission of scottishathletics.

Display the permit(s) in a prominent position at the Event/Meeting.

Submit to scottishathletics, if called upon, all documents, vouchers, accounts, books etc. dealing with the Meeting or Event for which the Permit is sought.

Road, cross-country and hill races only – ensure that no railway crossings are included in the course unless a written guarantee has been obtained to the effect that the line will not be in use.

Risk Assessment – to conduct a Risk Assessment, retain a copy of the completed Risk Assessment and return this to scottishathletics if requested. (See Notes on Page 3 re Risk Assessment).

Read and comply with the scope and guidance given and to deliver the event at described herein.

Inform scottishathletics of any material change to the information above, as soon as possible.

I/we have enclosed a copy of the entry form

Name of affiliated organising club/body
Signed on behalf of organising club/body
Please PRINT NAME:
Digital Signature - by checking this box I agree to all conditions as stated above:
Date:
Full postal address:
Post Code:
Contact Details (See Note 7)
Telephone No:
Email Address:
Website:

GUIDANCE NOTES RELATING TO PERMIT APPLICATION

1	Permits are NOT required for competitions confined to one club or firm, HM Services, youth organisations, schools, nor for contests between not more than two clubs as long as there is no entry fee charged or awards offered.
2	In order for any event to be recognised for ranking, record or selection purposes they must hold a valid permit and be run in accordance with UK Athletics Rules.
3	Race organisers or event promoters who are not currently affiliated to scottishathletics must become a Corporate Member for an annual fee of £50. Although this bestows no voting rights it does mean that permits can be obtained free of charge for a year. If the organiser is jointly promoting the event with another organisation then all event promoters must be affiliated to scottishathletics.
4	A copy of the entry form should be forwarded with this application. This should specify all the events being held at the meeting. It must include name, club, contact information including emergency contact number, and individuals scottishathletics membership number. The entry form will be put onto scottishathletics web site if supplied by e-mail. If in doubt organisers can check with scottishathletics to ensure that all essential information is included in the entry form. Adequate contact information is particularly important in hill races.
5	Such awards, if approved, may be paid direct to the athlete.
6	If it has been agreed to accept entries on the day, an entry form must be completed by all competitors.
7	To help publicise your event and to help maximise entries telephone number/e-mail and website addresses will be included in the published fixture list if the date of application allows.
8	For events held on public roads there must be consultation with the relevant Police and Local Authorities.
9	For all races, permission must be sought from the relevant landowner(s).

NOTES RELATING TO EVENT ORGANISATION

(These are not an exhaustive guide to race organisation – inexperienced organisers must obtain competent advice.)

10	Organisers must inform competitors that they shall carry sufficient safety clothing, fluid and sustenance to protect themselves in the worst foreseeable weather conditions during the race. Organisers should specify minimum safety kit requirements for their event based on their experience and conditions on the day. See the Scottish Hill Runners Safety Guidelines for further advice. Race categories are: ‘A’ Should average not less than 50m of climb per km. Should not have more than 20% of race distance on road. Should be at least 1.5km in length. ‘B’ Should average not less than 25m of climb per km. Should not have more than 30% of race distance on road. ‘C’ Should average not less than 20m of climb per km. Should not have more than 40% of race distance on road. Should contain some genuine fell terrain. Race lengths are A category “L” (long) race is 20km or more A category “M” (medium) race is over 10km but less than 20km. A category “S" (short) race is 10km or less.
11	Should weather conditions on the hills be of such severity as to endanger competitors, or prevent marshals carrying out the race checking procedures efficiently, the race must either be abandoned or a bad weather alternative route used. Bad weather routes should be included as part of your risk assessment as contingency plans. Races are organised under the Safety Rules and Guidelines published by Scottish Hill Runners.
13	If any part of the event is held in a public park there should be consultation with the relevant Local Authorities.
14	Suitable first aid facilities should be provided.

15	Submission of results help scottishathletics to keep abreast of current performances, ensure fair selection of International teams, examine trends in participation, compile ranking lists etc. Please help by submitting your results promptly. These will be put onto the scottishathletics web site if supplied by e-mail.

Additional Requirements

Non-Members of scottishathletics

A payment of £2 is required for each non-member of scottishathletics (payable within 28 days of the event). The organisers may recoup this through a differential charge, with members of scottishathletics qualifying for a reduced entry fee. Note this payment of £2 is not required –

If the event entry fee is £2 or less, or

From juniors.

Risk Assessment

It is essential that all event organisers carry out a risk assessment of their event. To assist with this there are a number of proformas, codes of conduct and guidelines to assist you with conducting your assessment. There may be other hazards that could present a ‘risk’ to your event that you should identify clearly in your Risk Assessment. It is essential that you keep a copy of your completed Risk Assessment and permit form and send a completed form to scottishathletics.

Avoidance of race calendar conflicts

As far as possible permits will be issued in order to avoid conflict with other similar events. Attempts must be made to avoid clashes with scottishathletics championships dates. While every effort will be made no guarantee can be given that you will be granted a permit for the date you request.

The Benefits to Permit Holders

All Athletic events organised within Scotland (See note 1) should hold a scottishathletics Permit. scottishathletics will provide the following benefits to permit events:

scottishathletics as a constitutional member of UKA will provide 3rd person public liability Insurance cover for the event. A link to the letter outlining the Insurance cover is available to from the scottishathletics website (Get involved / Organising an event).

The event date and contact number/e-mail/website will be included in the scottishathletics fixtures list.

The event entry form with race details will be promoted on the scottishathletics website if supplied by e-mail.

The event results will be posted on the scottishathletics website if supplied by e-mail to events@scottishathletics.org.uk.

scottishathletics

Caledonia House, South Gyle, Edinburgh EH12 9DQ

Tel: 0131 539 7320	Fax: 0131 539 7321	E-mail: events@scottishathletics.org.uk