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What Clubs Need to Know

Deadlines

The Northwest Pathfinder

The following are due dates for materials to be published in the Northwest Pathfinder (a bi-monthly ESVA publication).

It is the responsibility of each club to submit its Northwest Pathfinder ads in time to meet the printer's deadline.
Ads MUST be in the ESVA Office no later than 3:00 PM on the deadline date.
Items received after the deadline date will not be included in the upcoming Northwest Pathfinder!
All event ads will be returned to clubs for review prior to publication.

Northwest Pathfinder event ad format in Word'97

Go to the Northwest Pathfinder Web Page to get further details on advertising rates/requirements and other pertinent Northwest Pathfinder information.

Issue Event Ads/Articles Paid Ads
January/February/2008 October 26, 2007 November 6, 2007
March/April/2008 February 1, 2008 February 8, 2008
May /June/2008 February 29, 2008 March 7, 2008
July /August/2008 May 1, 2008 May 7, 2008
September /October/2008 July 3, 2008 July 10, 2008
November/December 2008 August 29, 2008 September 5, 2008
January 2009/February 2009 October 31, 2008 November 7, 2008

Seasonal/Year-Round Event Sanction Requests!!
The deadline for submitting sanction requests for 2008 year-rounds/seasonal is July 1, 2008. Send directly to the AVA Northwest Region Director . Be sure to send four (4) copies of: sanction request(s), written route direction(s), map(s) of route, and event brochure(s).  One copy of everything must be to the ESVA office by July 1st. The event brochure must be current and complete. Go to Sanction Fees below to be sure you know how the fees are computed!
A second window for submitting sanction requests for seasonal events closes on February 1, 2008.  Events submitted during this window may not start until Memorial Day weekend, 2008.

Sanction Requests!!

All AVA sanction requests MUST be received by the AVA Northwest Region Director 90 days prior to the event date (or more if the Northwest Pathfinder deadline is sooner). The Region Director will review the sanction requests and forward them  to the AVA (American Volkssport Association) After approval.

Sanction fees are $30.00 for regular walking events (guided walk, marathon, map walk, night walk) and $20.00 for other regular events (bike, swim, ski, snow shoe). The sanction fee for YRE and seasonal events is $20.00. Hint: If your seasonal event has a day (or more) that falls into a calendar quarter, you must submit after action reports for that quarter and pay an additional $5.00 to AVA. Therefore, it is wise to have your seasonal event dates begin and end within a calendar quarter period--April 1st to September 30, for example.

Go to the AVA Forms Web Page to select, download,  a copy of the AVA Sanction Request  OR get the Sanction Request form from your club president.

Event Stamps

For a regular event, the stamp must be returned to the AVA within 10 days after the event.
For a seasonal event, the stamp must be returned to the AVA within 10 days after the end of the event period.
For a year-round event, the stamp is ONLY returned to the AVA (within 10 days after the end of the event period) IF the year-round is NOT renewed for the next calendar year; then the stamp  must be returned as described above.
If the year-round event is renewed, the AVA sends a rubber insert for the new year to change last year's stamp.

AVA and ESVA After Action Report & Fees

For a regular event, the AVA and ESVA After Action Reports & Fees are due within 30 days after the event. The AVA report and fees are mailed to AVA headquarters. The ESVA report is mailed to the ESVA President.
For a seasonal/year-round event, the AVA and ESVA After Action Reports & Fees are due within 30 days after EACH calendar quarter ends.

Go to the Forms Web Page to select, print, fill out, and mail a copy of the appropriate ESVA After Action Report form to the ESVA President.

Event Brochures

Event brochures for regular events must be approved by your club's Regional Director prior to printing and distribution.
Go to the Officers Web Page to find your club's Regional Director and then send a copy of your event brochure to that Regional Director to get approval prior to printing and distribution.

Event Brochures for seasonal/year-round events must be approved by the ESVA President prior to printing and distribution.

Insurance

Insurance Waivers
(accesses AVA Web Site at "http://www.ava.org/avaforms.htm")
Waiver Form for Adults: Each walker at your event needs to sign this form. Save copies for seven years.
Amateur Athletic Minor Waiver and Release of Liability: Signed by parents of minors who attend events. Save copies for seven years.
Certificate of Insurance
(accesses AVA Web Site at "http://www.ava.org/avaforms.htm")
If needed, the Certificate of Insurance (Form 403) is $10.00 if requested more than 60 days before the event and $15.00 if requested less than 60 days before the event. Submit the request to the ESVA President along with the Sanction Request and the appropriate fee.

Supplies

The following partial list of supplies is available FREE, for checkout, or for sale.
The "Request for Supplies" Form has a more complete list.
Requests for supplies must be submitted at least 2 days prior to pick-up date.

Go to the Forms Web Page to print out a copy of the required form to check out supplies from ESVA.

Item Availability
The Northwest Pathfinder FREE
Start Cards FREE
Trail Marking Ribbon (in 3 colors) $1.50 per roll
IVV Event/Distance Books $5.00 each
IVV Banner Check out
New Walker Packets $5.00 each
Measuring Wheel Check out
CONTROL POINT ITEMS
Control Point Stamps/Pads
Dog Dishes
First Aid Kits
Water Coolers
 Check out
SIGNS
Caution Walker
Control Point
Cross with Care
Restrooms
Volkssport Road (Orange with arrow)
Water		 Check out
DISPLAY BOARDS
Brochure
New Walker
A $25.00 late fee if not returned by Tuesday after event; $150.00 if damaged!!		 Check out
Tarps & Poles Check out
Tables & Chairs Check out

Supplies must be checked out two (2) days before pick up date
and returned by the Tuesday after the event.

Club Officer Changes

Whenever there is a change in the Officers of your club, submit an ESVA Club Roster. Go to the Forms Web Page to select, print, fill out, and mail or fax a copy of the ESVA Club Roster form to the ESVA Office at the address listed below.

Also, be sure to send an update to the AVA Office on Form 201U. Go to the AVA Forms page to select, download, print, fill out, and mail or fax a copy of the new club roster to the AVA; OR get a copy of the form from your club president.


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To find events anywhere in the USA: 1-800-830-WALK

Evergreen State Volkssport Association

As of now, please send all correspondence to:

PMB 134, 17404 Meridian E, Suite F, Puyallup, WA 98375

10kwalk@comcast.net

Last Updated on 04/20/2008

© Copyright 1997-2008 Evergreen State Volkssport Association

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