Event Organizer FAQ
SCA Event Organizer FAQ
Note: This document is intended as a living resource. The guidelines and interpretations may evolve over time. Please check back regularly or contact the SCA to ensure you’re working with the most current information.
1. Do I need to sanction my event with the SCA?
Yes, if you want:
- Insurance coverage through the SCA (required for most venues)
- Official recognition of your event on the provincial calendar
- Access to SCA equipment, promotional tools, and support
You must submit an Event Sanctioning Application at least 45 days before the event.
2. Is my event a race or a recreational event?
If you’re unsure how to classify your event, here’s a quick guide:
Your event is considered a race if it includes any one of the following elements:
- It is timed — this includes chip timing, manual timing, or GPS-based timing apps like Strava.
- Awards or prizes are given based on performance.
- Results are ranked or published.
If your event includes none of these features and focuses on group participation, skill-building, or recreational riding, it likely qualifies as a non-race event.
Still unsure? Reach out to the SCA to confirm your classification and ensure participants have the correct license type.
3. What types of events can be sanctioned?
There are two broad categories:
Race Events
- Competitive (e.g., gravel races, road races, MTB XC, BMX, Enduro, time trials)
- Require trained Commissaires (race officials)
- Must follow SCA rules for timing, results, and safety
- Require Race Licenses for any participant if the event meets even one of the following three criteria:
- The event is timed (including through platforms like Strava)
- Awards are given based on performance
- Results are ranked or published
Even if your event only meets one of these, it qualifies as a race and requires participants to have a race license.
Note: Enduro races often use segment-based timing via GPS apps like Strava. If these segments are timed and results posted or used to determine rankings, they are considered races under SCA policy.
Non-Race Events
- Recreational rides (gravel fondos, group rides)
- Skills clinics or training camps
- No Commissaires required
- Participants can hold General Memberships
- Flexible format focused on experience, learning, and fun
4. What does SCA insurance cover?
Sanctioned events are covered under the SCA’s $5 million third-party liability policy. Coverage includes:
- Organizers and volunteers
- Riders with valid SCA membership
- Venue liability requirements
Requirements:
- Incident reports filed promptly when necessary
More info: saskcycling.ca/insurance
5. What license do riders need?
| Event Type | Required Membership |
|---|---|
| Race Event | Provincial Race License or UCI License (if any one of the 3 race criteria apply) |
| Non-Race Event | General Membership |
Licenses can be purchased at saskcycling.ca/membership.
6. What are my responsibilities as an organizer?
- Submit sanctioning form and event details
- Ensure all participants are licensed and waivers collected
- Promote the event (SCA can assist)
- Prepare course, volunteers, signage, and safety plans
- Post results (for races)
- Submit post-event and incident reports
7. What support does the SCA provide?
- Insurance and legal protection
- Event promotion (website, social media)
- Access to equipment (radios, signage, timing gear, etc.)
- Templates for waivers, registration forms, planning checklists
- Access to grants and club development support
8. What’s different about organizing a non-race event?
| Feature | Race Event | Non-Race Event |
| Timed/Competitive | Yes | No |
| Commissaires Required | Yes | No |
| License Requirement | Race License | General Membership |
| Results Posted | Yes | Optional |
| Recreational Focus | Low | High |
Non-race events are often more inclusive, community-focused, and suitable for riders of all levels.
9. Can I apply for funding to support my event?
Yes! Clubs can apply for the Membership Assistance Program (MAP) to help cover:
- Hosting costs (Commissaire fees, venue rentals)
- Marketing and promotions
- Volunteer support
- Equipment or training
Deadline: June 1st annually
More info: saskcycling.ca/about/sca-policies
10. How early should I start planning?
A good timeline:
- 60 days out: Confirm venue, route, budget
- 45 days out: Submit sanctioning paperwork
- 30 days out: Launch registration, confirm volunteers
- 14 days out: Final logistics, course checks
- Race day: Deliver a great event
- After: Submit reports and results (if applicable)
11. How do I get started?
- Contact the SCA for guidance — especially if this is your first event
- Submit an Event Sanctioning Form
- Confirm license requirements for participants
- Promote and deliver your event!
Email: info@saskcycling.ca
Website: saskcycling.ca
Office: Regina, SK
12. What’s a “Mullet” event and how do I organize one?
A “Mullet” event is a gravel-style ride that blends racing with social riding:
“Race in the front, party in the back.”
It lets riders choose how seriously they want to take it:
- Front-runners race competitively (chip-timed, segment-timed, or Strava-based results)
- Others enjoy the ride, often untimed, with a more relaxed atmosphere
Important Licensing Note:
If any part of the event meets even one of the race criteria (timed — including via Strava, awards, or rankings), that portion of the ride is considered a race under SCA guidelines, and those participants must hold a Race License.
Organizer Tips:
- Offer both race and recreational registration options
- Clearly indicate during registration which category the rider is signing up for
- Ensure participants are licensed appropriately
- Design your course and timing to allow both experiences to coexist
- Include food, music, or celebration at the finish to keep it fun for all
Consider sanctioning it as a hybrid event — the SCA can guide you through license requirements, logistics, and formatting your event for both competitive and social riders.