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5K Run/Walk Application, Policy and Procedures

Sponsorship for outdoor 5K Run/Walk events is required to be sponsored by registered student organizations or campus departments.  When associated with an academic course the sponsorship and supervision of the event must be approved by the faculty member and the academic department.

Procedures:

Registered student organizations requesting permission for a fire must complete the application form and get approval a minimum of 30 days in advance of the requested date.  The application form must be completed and submitted to Event Services.  Notification of approval will be confirmed via e-mail. The event coordinator will then set up a meeting with the Assistant Director of Event Services to review policies and procedures.

Policy:

  • Event course for run/walk is a standard course layout.  Any changes must be approved by the Assistant Director of Event Services.

  • Event sponsor is responsible for all financial costs associated with event.  All anticipated costs will be identified while planning the event.  Additional charges that may result from the event will be assessed to the event coordinator and/or sponsoring student organization or department.

  • Event sponsor is responsible for supplying adequate water sources along the course.

  • Event sponsor to provide all staffing for event and develop communication plan for all involved on course.

  • Event sponsor must print, distribute, and insure all event participants complete a GVSU 5kRun/walk Registration and Waiver Form. A copy of the forms must be kept on file for a minimum of 6 months.

  • Event sponsor will copy and distribute emergency procedures to all event staff and run/walk course volunteers.

  • Event coordinator will review suggested safety checklist for conducting event and implement appropriate measures.

  • Event sponsor may engage services of professional race management services.  Additional insurance requirements are required by the Risk Management Office.  A contract for services or letter of understanding must be submitted and approved by the Assistant Director of Event Services.

  • In the event of severe weather the Grand Valley Police Department will make final approval in regards to weather conditions.  Events may be cancelled or delayed at the last minute if conditions are not safe.

  • Event sponsor must provide and complete evaluation and participation data within 5 days of event.


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