CSA event sanctioning requirements

[MilkManMike]

Hi guys, hope someone here can point me in the right direction. Where can one find out what is required in order to either have an event sanctioned, or exempted from CSA sanctioning? The CSA website is not really proving helpful, and my emails have gone unanswered since last week.

 

I know lots of events are run every weekend that are not sanctioned, but unfortunately, this is not an option for an event we are planning in November. I work in corporate advertising, and we are planning a three day event for one of our clients launching a new product. It’s an invitation only industry event, and not open to the public, but each day on the event kick off with a “fun” race. 10km trail run on day 1, XCO race on day 2 and a 70km XCM race on day three, all on private property and closed trails, no crossing of public roads or anything that requires special permissions. The brand in question (which I prefer not to name at this point) happens to sponsor a number of professional athletes, and some of them will also be participating in the events. But one of the riders agents let us know that they can only participate if its officially sanctioned, because they could lose their racing license if they participate in an unsanctioned event.

Edited May 3, 2023 by MilkManMike

[madmarc]

Pvt event, by invite only - "How will they know?"

[Jimmy 2.0]

If its a private race I don't think you need to worry about CSA. Especially if the riders wont be paying an entry fee.

Just note that making it a CSA event you have to pay CSA to host the event, if the riders aren't registered with CSA then they have to pay for day license per day. You also have to pay for and look after a CSA official as well as getting a professional time keeper.

Edited May 3, 2023 by Jimmy 2.0

[The Ouzo]

could calling it an untimed demonstration / promotion not exempt it from needing to be CSA sanctioned ?

[Danger Dassie]

You don't need CSA sanctioning to host or attend an event, whether you're a CSA member or not. The rule only really applies to holders of a domestic racing licence, even then it's shaky ground and not really enforceable. Freedom of association supersedes, IMHO anyway. 
Especially if it's an invite only/industry event. 

You do need to be compliant with the SASREA act though. - https://www.gov.za/sites/default/files/gcis_document/201409/safetyatsports.pdf

[The itch]

register on the csa portal as an event organiser - fill in all the details of the event - and select it as a regional or club event with less than 200 entrants, i think it is a class E event. the rules & regs state you can appoint your own 'race officials' and determine the starting order. rather tick all the boxes than have a rider sue you for loss of earnings for staging an unsanctioned event. you also need to apply to the local event office and comply ito all their criteria. the local SAPS need to risk grade the event as well. anything can happen at any event , the onus is on the organiser to mitigate the risk. Murphy's Law 

[Shebeen]

1 hour ago, MilkManMike said:

Hi guys, hope someone here can point me in the right direction. Where can one find out what is required in order to either have an event sanctioned, or exempted from CSA sanctioning? The CSA website is not really proving helpful, and my emails have gone unanswered since last week.

 

I know lots of events are run every weekend that are not sanctioned, but unfortunately, this is not an option for an event we are planning in November. I work in corporate advertising, and we are planning a three day event for one of our clients launching a new product. It’s an invitation only industry event, and not open to the public, but each day on the event kick off with a “fun” race. 10km trail run on day 1, XCO race on day 2 and a 70km XCM race on day three, all on private property and closed trails, no crossing of public roads or anything that requires special permissions. The brand in question (which I prefer not to name at this point) happens to sponsor a number of professional athletes, and some of them will also be participating in the events. But one of the riders agents let us know that they can only participate if its officially sanctioned, because they could lose their racing license if they participate in an unsanctioned event.

i don;t think this qualifies as an event. it's a product activation. Maybe get the agent to earn his RRRs and let you know what part of CSA event it triggers?

 

songo.info hold a charity cycling event in the week before the Cape epic, as a fundraiser.

there is cycling involved

there is money raised, but not sure of entry fees

there are definitely UCI registered pros competing.

doubt CSA need to sanction it.

Edited May 3, 2023 by Shebeen

[MilkManMike]

1 hour ago, madmarc said:

Pvt event, by invite only - "How will they know?"

It’s a private event, but it’s to launch a product, so their will be lots of photos floating around on social media after the fact…. So “they” will definitely know, whoever they might be.

1 hour ago, The Ouzo said:

could calling it an untimed demonstration / promotion not exempt it from needing to be CSA sanctioned ?

But it will be timed, not professionally, but it will be timed.

34 minutes ago, Danger Dassie said:

You don't need CSA sanctioning to host or attend an event, whether you're a CSA member or not. The rule only really applies to holders of a domestic racing licence, even then it's shaky ground and not really enforceable. Freedom of association supersedes, IMHO anyway. 
Especially if it's an invite only/industry event. 

You do need to be compliant with the SASREA act though. - https://www.gov.za/sites/default/files/gcis_document/201409/safetyatsports.pdf

Thanks, yes, this is exactly the issue. They mentioned the UCI forbidden race rule. I did look it up, and it doesn’t seem like it applies to one off/special events. But I will need to have our legal guys make extra sure of that. 

10 minutes ago, Shebeen said:

i don;t think this qualifies as an event. it's a product activation. Maybe get the agent to earn his RRRs and let you know what part of CSA event it triggers?

 

songo.info hold a charity cycling event in the week before the Cape epic, as a fundraiser.

there is cycling involved

there is money raised, but not sure of entry fees

there are definitely UCI registered pros competing.

doubt CSA need to sanction it.

My first thoughts when this came up was related to the songo.info event. I think the main issue is that none of the riding they do is timed. So maybe we just drop the timing.

 

It does look like we should be okay in terms of the UCI rule that applies, but like I said, I will get a legal expert to confirm. The riders themselves are keen, but this issue did crop up from the management side, and I had to look into it.

 

With regards to the other event rules and so forth, we are fortunately familiar with all the requirements there. Safety manuals, SOPs, medics, site assessments etc will all be in place.

 

[PhilipV]

30 minutes ago, MilkManMike said:

It’s a private event, With regards to the other event rules and so forth, we are fortunately familiar with all the requirements there. Safety manuals, SOPs, medics, site assessments etc will all be in place.

 

You'll probably find that you are in the clear with CSA's requirements anyway, so registering with them might just cost you some blood money. 

[Frosty]

3 hours ago, MilkManMike said:

Hi guys, hope someone here can point me in the right direction. Where can one find out what is required in order to either have an event sanctioned, or exempted from CSA sanctioning? The CSA website is not really proving helpful, and my emails have gone unanswered since last week.

 

I know lots of events are run every weekend that are not sanctioned, but unfortunately, this is not an option for an event we are planning in November. I work in corporate advertising, and we are planning a three day event for one of our clients launching a new product. It’s an invitation only industry event, and not open to the public, but each day on the event kick off with a “fun” race. 10km trail run on day 1, XCO race on day 2 and a 70km XCM race on day three, all on private property and closed trails, no crossing of public roads or anything that requires special permissions. The brand in question (which I prefer not to name at this point) happens to sponsor a number of professional athletes, and some of them will also be participating in the events. But one of the riders agents let us know that they can only participate if its officially sanctioned, because they could lose their racing license if they participate in an unsanctioned event.

Which province are you in?

Who at CyclingSA are you trying to contact?

[The itch]

CSA will tell you to sanction - they will never tell not to sanction - UCI calls these events 'ride for all' , here PPA call them 'fun rides' , CSA call them community / club event. it will cost a few 100 bucks which will be cheaper than a lawyer.

Edited May 4, 2023 by The itch