Policy 5: Arrangements for Club Participation in Competitive Walking Events

 

Adopted at AGM of 29 January 2006: Changes approved at the AGM of 26 January 2014: Changes approved at Board Meeting 10 June 2023

PREAMBLE

For the purposes of club participation, competitive walking events fall into one of the following
categories:

1. Local All-comers
2. Designated
3. Independent
4. Representative and High-Level

Arrangements for any competition that does not clearly fall within any of the following definitions will be discussed by the coaches and/or the Board.  Decisions will be made on the model and within the spirit of this policy.

DEFINITIONS

1. Local All-comers Competitions may be large or small, judged or unjudged. But they are open to all and require no travel requiring overnight accommodation.  A club coach or contact may be named to support and assist club members.
2. Designated Competitions are competitive walking events identified by the Technical Director/Coaching Team. They may be judged or unjudged, and are chosen because they provide safe and technically appropriate conditions conducive to a challenging and fulfilling athletic experience.  Club participation in these events may take the form of a “road trip” that requires travel outside Ottawa and overnight accommodation.  Club participation is organized and led by a designated event coach.
3. Independent Competitions are chosen by club members as being important to them for a
   variety of reasons (such as personal travel, association with the event and scheduling
   convenience). An Independent Competition may not also be in Categories 1, 2 or 4.  It is
   expected that members will inform the coaching staff of their choice of Independent
   Competitions at least one month prior to the competition.  Members are entitled to coaching advice about the appropriateness of, and planning for, the competitions.
4. A Representative or High-Level Competition is one for which performance-based qualification is normally required, either because of the nature of the event itself or because participation is restricted to selected athletes. They normally, but not exclusively, take the form of a “road trip” that requires travel outside Ottawa and overnight accommodation.  Arrangements are organized, coordinated or led by the Club on behalf of an outside host or organizer and, to the extent possible, on the model and within the spirit of this policy.  A Club Coach is appointed for this purpose, though the Club Coach may not have to travel to the competition in all cases. 

POLICY

It is the policy of Bytown Walkers Club de marche that members participating in competitive walking events do so as athletes representing the club and as members of larger sport organizations, all with expected and demonstrable standards of practice and conduct.

The categories of competition to which each provision apply appear under the section heading.  Additional specifics, if any, are found in each provision itself.

APPAREL

a) Bytown Walkers competition apparel must be worn in all competitions in Categories 1 and 2 (and Category 4 unless another uniform is required by the host or organizer). Requests for exemptions to this provision must be received by the Technical Director/Coaching Team in time for approval at a regular Board meeting and publication in the itinerary of club arrangements. For competitions in Category 3, Bytown Walkers competition apparel is recommended.

RACE ENTRIES

b) For all club competitive events, race entries are made by members, unless otherwise advised by the Technical Director/Coaching Team, who may submit club entries.

c) Race entries are normally at the members’ expense. Entry fees are payable to the Club Coach prior to entry or directly to the competition, as directed by the Club Coach.  Members are responsible for the payment of entry fees for a race they have asked to enter, even if they are not able to participate.

OPERATIONAL PERIOD

d) An “operational period” will be designated for all competitions in Categories 2 and 4 that require travel outside Ottawa and overnight accommodation. During the operational period, all team logistics and scheduling are under the direction of the Club Coach.  The operational period corresponds to the time at the event community and venue deemed necessary for adequate preparation, participation and performance.

e) An itinerary of club arrangements will be published, and confirmation of participation requested, normally at least one week in advance of competitions in Categories 1, 2 and 4.

The club will coordinate arrangements (travel, accommodation and on-site scheduling, logistics and meetings) for the operational period of competitions in Categories 2 and 4 unless otherwise advised by the Club Coach.  Arrangements are made at participating members’ expense, but are made consistent with the sport’s normal practices and with a view to keeping costs at a reasonable level.

f) For events in Canada in Category 2, but not those in Category 4, members may make their own arrangements for the operational period at their own expense, ensuring that the Club Coach has been made aware of the alternate arrangements before the itinerary of club arrangements has been published.

g) For events outside Canada, and for all events in Category 4, members may make alternate arrangements for the operational period with the prior agreement of the Technical Director/Coaching Team.

Members are advised that competitions in Category 4 are by nature significant events held under the national or international rules of the sport of Athletics.

As a result:

1. club participation in meets outside Canada is enhanced (technically, logistically and
   administratively) when group arrangements are coordinated; they are diminished,
   complicated or jeopardized when they are not. Alternate arrangements should not normally be considered and may be made only as described in section (g);
2. operational periods and arrangements for representative and high-level events may well be
   established by the competition host or team organizer. Alternate arrangements may not be
   possible and may be made only as described in section (g)

i) When members have confirmed arrangements, they may be responsible for costs associated with their subsequent cancellations and changes of plan. While a reasonable attempt will be made to reduce these costs, they may also include costs incurred by the club or other members, as a result of the cancellations or changes.

SUPPORT FOR REPRESENTATIVE AND HIGH-LEVEL COMPETITIONS

A Race Walker competing at a high level in Athletics Ontario (AO) or Athletics Canada (AC)
competition may be eligible for additional club support. To be eligible, an athlete must be a regular or student member for the year in which the support is requested, and be:

1. ranked in the top 10 nationally, or top 5 provincially , in an event in the recognized program for the appropriate age-group in the current or preceding year, or
2. otherwise eligible for the competitions described in (k) and (l) by virtue of actual and current competitive performance.

k) An athlete or coach selected to an official provincial athletics association, e.g., AO, or Athletics Canada national Race Walk team will receive at least a portion of any “self-funded” amount levied by the selecting body, or of required expenses not paid by them.

l) An athlete required to travel to a competition not on the Club list of activities in order to seek selection for an official provincial athletics association or AC Race Walk team may receive a portion of the expenses required to do so. This provision also extends to the expenses required for a Club coach to accompany the athlete.