Race Director Hub
Policymaking should be pursued with the utmost care, attention, and relevant counsel. To support Race Directors who want to address controversial subjects through race policies we have compiled the following examples from notable trail races. This language can be copied and used as a starting point to develop your event’s specific policy language.
Thank you to the Race Directors who so generously shared and granted approval for others to use their work.
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One of the things we strive for is to create inclusion and equality in the running community. As much as we want to say that all you need to run is a pair of shoes, we know the reality is much more complex. To create intentional space for people, the Yetis want to make it clear that our races are for everyone.
We strive to create an event where everyone feels like they belong.
We will accept each entrant’s declared gender at face value, and no additional supporting
evidence is required. Athletes may register as the gender they identify with.
We will accept each entrant’s declared gender at face value, and no additional supporting evidence is required.
A transgender female (male-to-female) entrant can register to compete as a female, provided they have undergone continuous, medically supervised hormone treatment for gender transition for at least one year prior to the race.
A transgender male (female-to-male) entrant can register to compete as a male. Transgender male runners cannot register to compete as a female if they have begun hormone treatment for gender transition, which includes testosterone or any other banned substance (as defined by the World Anti Doping Agency).
Runners may compete in the category of their sex assigned at birth if they have not undergone hormone treatment.
Transgender entrants, at their option, may provide medical documentation related to their transition to the Race Director and/or Medical Director(s) prior to the race. All information about a runner’s gender identity and medical information, including any information provided pursuant to this policy, will be kept strictly confidential.
Western State 100 Mile Endurance Run (Transgender and Non Binary Policy):
To establish rules to encourage and facilitate the participation of transgender and nonbinary runners at RACE with the goal of ensuring fair and inclusive practices that respect the personal rights and dignity of transgender and nonbinary entrants while preserving the integrity of competition for awards and records.
Transgender women can register to compete:
- in the female category provided they have been undergoing continuous, medically supervised hormone treatment for gender transition for at least one year prior to the race, or
- in the male category with no restrictions.
Transgender men can register to compete:
- in the male or female category, unless they are undergoing hormone treatment related to gender transition that includes testosterone or any other banned substance in which case they must register in the male category.
During registration all entrants will have the opportunity to select their gender category – male, female, or nonbinary. Entrants who select nonbinary will also be asked to select a category (male or female) for results and awards.
- Nonbinary entrants who are male assigned at birth must select male as their category for results and awards, unless they meet the requirements for transgender women to compete in the female category under this policy.
- Nonbinary entrants who are female assigned at birth can choose the female or male category for results and awards, unless they are undergoing hormone treatment related to gender transition that includes testosterone or any other banned substance, in which case they must select the male category.
Enforcement and Challenges of Results Involving Transgender Athletes
The race has adopted this policy and the ability to challenge results out of a desire for inclusion and fairness. As such we expect all parties to behave in a manner that is honest, compassionate, and respectful. We will not tolerate hateful or discriminatory behavior by any of our runners, or those associated with the race, regardless of the cause.
Challenges may be made to results directly related to a runner’s self-declared gender, only when a top 5 position is at stake. A challenge must be made in writing or by email to the Race Director within 10 days of race completion and must be submitted privately and with the utmost discretion and respect for all parties involved.
Neither party may publicly post or discuss the challenge until a decision has been reached by the race. Challenges not related to a runner’s gender status, such as course cutting or other rule violations, will be handled in the normal process.
In the event of a challenge, or as deemed necessary, the race may request supporting documentation from a medical professional. All information about the runner’s gender identity and medical information, including any information provided pursuant to this policy, will be kept strictly confidential. The Race Director, with input from the Medical Director(s), will review the relevant facts and make a final decision.
If the runner is not in compliance with this policy, they will forfeit any place positions but will retain their official finish. Any announcements made by the race will simply state whether a runner was or was not in compliance with our policy and the associated action taken by the race. We will not disclose unless requested or allowed by the transgender runner, any medical information related to the decision.
A runner’s self-declared gender and results/awards category selected at registration will be accepted at face value. The sole reason for this policy is to ensure fairness regarding competition for awards. Therefore, there shall be no basis for, or tolerance of, any challenge to a runner’s self-declared gender or results/award category unless a top 10 finish or age group award is at stake.
RACE shall have the sole authority to review any challenge under this policy. Any such challenge must be made in person or writing to the Race Director prior to 11:30 a.m. on Sunday of Run weekend, with the utmost discretion and respect for the privacy of all parties involved. Under certain circumstances RACE may consider a challenge brought after the Sunday deadline. RACE in its sole discretion will determine whether there is a legitimate basis for the challenge and whether the challenge was made in a timely manner.
Challenge Review Process
In the event of a challenge involving a top 10 finish or age group award, RACE may ask to meet with the interested parties and may request documentation to help resolve the dispute. In the case of a challenge involving a transgender woman competing in the female category, RACE may request documentation from a medical doctor or healthcare provider or other qualified professional certifying that the entrant has undergone continuous, medically supervised hormone treatment for gender transition for at least one year prior to the race. (See RACE Medical Clearance for information that may be required.) Transgender and nonbinary entrants, at their option, may provide medical or other documentation related to their results/awards category to the Race Director prior to the race. Any such medical or other personal information provided for this purpose shall be kept confidential.
The final decision regarding any dispute under this policy shall be within the sole discretion of RACE. If it is determined that the runner is not in compliance with RACE’s rules for transgender and nonbinary entrants’ awards under this policy, the runner will be allowed to keep their RACE finisher’s buckle but any top 10 finisher or age group awards shall be returned to RACE.
People whose gender is not male or female; including but not limited to: genderqueer, agender, and bigender. We want to acknowledge, respect, and provide opportunities in the registration process to express their desired pronouns. Please email the race director after registration and we will amend our records as Ultrasignup does not currently have that option.
Some people feel that their gender identity cannot be simply defined by the expected binary terms of ‘man’ or ‘woman’. Instead, they experience their gender in another way. Typically, we refer to this group of people as being ‘non-binary’. The term non-binary refers to a person:
Identifying as either having a gender which is in-between or beyond the two categories ‘man’ and ‘woman’, as fluctuating between ‘man’ and ‘woman’, or as having no gender, either permanently or some of the time.
We will provide an opportunity in the registration process for transgender and non-binary runners to express their desired pronouns. Please note there will be no awarding in the nonbinary category. If you identify as non-binary but would like to compete for place awards we ask that you sign up for your birth gender pool.
We plan to periodically review this policy to be sure it is up-to-date and equitable.
Equal Podium Spots and Awards for all Genders
We offer equal podium spots and awards between men, women, and non-binary runners in each division.
Starting Line Opportunity
Races will create a designated area for women on the starting line or make multiple announcements welcoming them on the starting line.
Provides a race entry deferral to any future race (not time limited) to anyone who is or becomes pregnant prior to race day. Eligible runners include anyone who:
- Is pregnant at the time they enter the lottery and get selected
- Becomes pregnant after the lottery and prior to race day regardless of how they obtained their race entry
- Is an automatic entrant and becomes pregnant or gives birth after obtaining their race entry and prior to race day.
Athletes with Disabilities Policies
We welcome Visually Impaired and Mobility Impaired athletes to participate in the Vermont 100. Full details of the rules and accommodations are listed here under ‘Athletes with Disabilities.
Athletes with Disabilities Policy:
- AWDs must be able to run the course.
- Tethers may be used for athletes with a visual impairment.
- Leg prosthetics may be used for amputees.
- Crutches, braces, or poles may be used if indicated/necessary, with approval from the RD.
- AWDs must be able to finish within the cutoff
Blind and Visually Impaired Runners Policy
Following the guidelines of United in Stride, we added a Visually Impaired Division to the [RACE]. This is to encourage and let runners know we will do our best to involve anyone that is interested and prepared to run our race course.
Volunteer Service Requirement Policy
Runners must complete at least _ hours of volunteer service to the greater running community, within X months preceding the race. Crewing and pacing does not count toward the volunteer requirement.
Examples of eligible volunteer service include:
- Volunteering at a trail, ultra, or road running events
- Volunteering for an adaptive sports program
- Completing maintenance on a running or community trail
- If volunteering is a hardship, you may buyout of the volunteer requirement
This race has an _hour service requirement. This can be done in service of another ultra-marathon or for an environmental group doing work that impacts the trail running community. Note that generic trail work is not acceptable – it must be a trail on which an ultra is run, and must be coordinated with the race director of that ultra. Pacing another runner at an ultra does not count. The environmental work must be dedicated to a specific project or issue, just filling out surveys or other forms of clicktivism do not count.
Runners must carry their own water bottles, bladders, or reusable cups to get fluids on the course.
This is a cupless race. Cups will not be provided at Aid Stations or the Start/Finish line. Please bring your own reusable cup and/or bottle/hydration pack.
Single Use Plastic Prohibited
No single-use plastic vessels will be allowed at the event. There will be free water filling stations and canned products available for purchase. There will not be any beverages available for purchase in single-use plastic bottles. Additionally, you will not be able to bring any single-use plastic bottles (including but not limited to water, sports and energy drinks, juice, tea and coffee drinks, etc.) to the event. XTERRA USA Championship and the Town of Avon, Colorado,
Event organizers and their providers shall eliminate single-use plastic and polystyrene items in all possible ways and scenarios. We respectfully request that providers, vendors, attendees, and spectators eliminate their use of single-use plastic and polystyrene products and packaging.
Leave No Trace
The Seven Principles of Leave No Trace provide an easily understood framework of minimum impact practices for anyone visiting the outdoors and are easily adapted by event organizers, runners, crews, and volunteers.
Runners are disqualified if found littering.
Social and Environmental Purchasing Policy
We seek bids/quotes from at least [X] businesses/providers for any new purchase beyond [$X]. At least one bid/quote shall be from a minority or women-owned business.
No policy above should be understood to represent the official views of Runners for Public Lands or the Council for Responsible Sport, and our organizations do not imply that all events should implement all of the policies below.