Paperwork!
Why is it that even the most fun of experiences involves paperwork? While event planning is exciting it is not without its fair share.
Yes, I am talking about the waiver form. Working with smaller charity events at the community level, I find this is something that is often overlooked. While it is true many participants barely read it, the text on that page is incredibly important.
While we all want our event to run smoothly and safely, accidents can occur. It is these unexpected events that can present a scary situation for you as the race planner and for your organization.
A signed waiver for each participant is a necessity to release you from any liability in the event of a participant injury along the way. People must participate in fitness events at their own risk. There is no way for a sponsoring organization to know the health history of each person or whether or not it is safe for them to take part.
When the issue of the waiver first presents itself it can be a bit overwhelming. Just take it step by step and you’ll have the exact waiver you need ready once registration begins.
The easiest method for creating a sufficient waiver is to call on the resources that are already out there. If you are organizing an event as part of a larger entity such as a university, business or community group it is likely there is one developed that could be modified. You can also check out other races online and send emails to coordinators asking for a copy as a reference.
Once you have a good example of a waiver it is time to seek some legal counsel to make sure it will work for your event. Use lawyers that might represent your organization or consult with a local law agency in town. They will be able to break down the text and tell you where you should add information or eliminate it if necessary.
Does your event involve the participation of kids under 18 years of age? This is something to think about as well. You may need another clause within the waiver and a place for a guardian’s signature.
Your waiver will be included with the registration packet and it is wise to assign one of your volunteers the job of making sure each one is filled out appropriately. These types of forms should be stored for at least one year after the race. Some professionals recommend storing them up to five years.
Yes, the waivers can seem a little extreme, warning participants of possible death by competing in the event, but they are an essential part of any fitness fundraiser. It really isn’t as difficult a task as it may seem initially. Just make it the first thing you do when planning. That way you’ll get the ball rolling on it and be ready come race day.
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