AVA Handbook

(NOTE: In these POLICIES, the word "club" is used generically to designate any Regular Member Club, State Organization, or the AVA National Headquarters )

4.01 GENERAL RULES FOR EVENTS

I. GENERAL

The American Volkssport Association (AVA) as a member of the International Federation of Popular Sports (IVV) is the only organization in the United States authorized to sanction volkssporting events. This allows validation of participation for use in the IVV Achievement Awards Program.

II. POLICY

A. Noncompetitive volkssport events normally are conducted by Member Clubs and are intended to provide stress-free activity for everyone. All events will have unrestricted registration. Clubs will not allow competitive time keeping.

B. Other groups, either for-profit or not-for-profit, may cosponsor volkssporting events provided the events comply with AVA Policies. A for-profit organization will never receive any of the net profits from the volkssport event.

C. Clubs may offer a volkssporting event one day or on two or more consecutive days.   Except for Year Round, Seasonal, All-Season Cross-Country Ski events, and approved special events, clubs may not sanction volkssporting events for more than seven consecutive days.

D. The AVA will not sanction events on aircraft, trains, ships, buses, or other multiple passenger conveyances. This should not be interpreted to preclude the use of tandem bicycles in sanctioned bicycle events.

E. Clubs may conduct volkssport events only after the AVA has sanctioned them. Neither the AVA nor IVV will list an unsanctioned event in its calendar of events. A club must agree to the following requirements as a condition for an event sanction:

1. A club must prepare an event brochure and distribute it free of charge. A club will produce an adequate number of brochures to distribute outside the volkssporting community to properly advertise the event in the local area. The publication of event information in State Organization publications and other volkssporting publications, either official or unofficial, does not satisfy this requirement.

2. Clubs are encouraged to provide for preregistration of participants. Clubs will establish preregistration fees and day-of-the-event fees; however, the fee for IVV credit only will be no more than $2.00. Clubs may allow participants who do not want the event award or IVV credit to walk without paying a fee. If the club holds an event in a facility (such as a State park) that charges an entrance fee, the club will note the required fee in the event brochure.

3. On the day(s) of an event, traffic routes to the start point will be clearly marked. The start point, itself, will be easily identifiable with the IVV and/or AVA banners, if available, displayed.

4. The start/finish area should have free water, garbage containers and rest rooms available. If rest rooms are not available at the start/finish, a notice will be placed in the event brochure. The club should ensure that rest room facilities are available approximately every ten(10) kilometers along the selected trail.

5. If the actual length or rating of the trail is different from that advertised, the club will place a sign at the start showing these differences. The club must award any additional distance. It must report the additional distance on the event after-action report.

6. Clubs must set start times and finish times so that each participant can complete the offered distance without stress.

a. Clubs must offer continuous start times for all events. Start times for all events, except swimming, should be at least three (3) hours (e.g., 8:00 a.m. to 11:00 a.m.). They may shorten this time to allow for such factors as extreme weather conditions. If the club offers more than one distance, they may shorten the length of the start time for the longer events.

b. Except swimming events, clubs must offer participants a minimum of three (3) hours after the close of the start point to complete a short distance event. The club must offer at least six (6) hours to complete a medium distance event and nine (9) hours to complete a long distance event.

c. For swimming events, clubs must offer participants at least one (1) hour after the close of the start point to complete the distance.

7. Event trails will be clearly marked. The markings will be distinctive and easily recognizable by the participants. In locations where clubs may not use trail markers, they must provide the participant a map and/or directions for the route.

8. Clubs will use start cards to record participation, to control distribution of event awards, and to control the issuance of IVV credit. Start cards must show the participant's name. Clubs will issue start cards for preregistered participants only to the individual named on the card. Participants must obtain a start card each time they go out on the trail. The only exception is if the participant is completing the same short walking trail twice on the same day instead of the club providing a medium distance walk. Clubs must retain all start cards for seven(7) years after the last day of the event.

9. Clubs will use manned checkpoints to monitor and help participants if necessary. Clubs will mark start cards at the checkpoints with any kind of stamp or punch. Self checkpoints may replace manned checkpoints if the club has another means of monitoring participants. For long distance events, to include Marathons, clubs will establish manned checkpoints no more than six (6) kilometers apart. Additionally, for long distance walks, to include Marathons, telephone and/or radio communication must be available between manned checkpoints and the start/finish area.

10. During all events, medical assistance will be reasonably accessible. For long distance events, including Marathons, medical assistance must be readily available and must be directly accessible by telephone and/or radio.

11. Free water will be provided at each checkpoint or participants will be required to carry water. The club will note any requirement for the participant to carry water in the event brochure. For long distance events, to include Marathons, AVA recommends that clubs make available, free of charge, a nonsugared, sodium-restricted drink. Clubs should consider hot drinks or soups when the temperature is less than 40 degrees F. They must ensure that there are garbage containers available at all checkpoints where possible.

12. IVV Record Books and New Walker Packets will be available for purchase at all regular events except Year Round and Seasonal Events. Clubs may also sell items that are necessary for the comfort of the participants, items that promote volkssporting, and refreshments.

13. A club may set up one or more workers' events to allow workers to become acquainted with the start/finish and the trail. These events can also allow them the opportunity to earn the award and IVV event and distance credit for the event. However, no IVV stamp may be placed in a worker's event and/or distance book until the day of the actual sanctioned event.

4.02 EVENT SANCTIONING

I. GENERAL

AVA and IVV require an event sanction for an event to have official status. The sanction allows the publication of the event in AVA and IVV calendars of events. It also provides liability insurance for the event and authorizes the use of an official IVV certification stamp to record participation in the event.

II. POLICY

A. Executive Council Special Fund Raising Events will be sanctioned in accordance with the procedures in Appendix D.

B. A club that wants to conduct a volkssport event will submit a completed Event Sanction Request to the State Organization (if applicable), the Regional Director, or the Regional Director's Designee (sanctioning authority). The sanctioning authority will sanction the event only after he or she has ensured the club will follow the rules for events and is in good standing. Clubs may appeal sanction denial first to the AVA President and then to the National Executive Council.

C. The club decides the type, location, and date(s) for an event. The club will submit a separate Event Sanction Request for each event. They will submit it to the State Organization (if applicable), the Regional Director, or the Regional Director's Designee.

1. For each volkssporting event, except Year Round and Seasonal Events, the club will submit a completed AVA Form 402E, Event Sanction Request (Figure 4.1). The State Organization(if applicable), Regional Director, or Regional Director's Designee must receive the request by 90 days before the event.

2. For each Year Round and Seasonal Event, the club will submit a completed AVA Form 402Y, Year Round/Seasonal Event Sanction Request (Figure 4.2). The AVA National Headquarters must receive it by September 1 of the year before the start of the event. AVA will sanction additional Year Round and Seasonal Events scheduled to begin on the Memorial Day weekend in May or later. The AVA National Headquarters must receive these event sanction requests by March 1 of the year in which the event begins.

3. The State Organization, Regional Director or Regional Director's Designee will review all event sanction requests to ensure they are complete and correct. If approved, the sanctioning authority will assign an event sanction number (except Year Round and Seasonal Events) and forward the request to the AVA National Headquarters.

(Figure 4.1)

4. Once an event has been approved, the AVA National Headquarters will enter the event in the AVA Calendar of Events. Approved events will receive the appropriate event material from the AVA National Headquarters. A Regional Director may stop shipment of event materials, for cause, by notifying the AVA National Headquarters. The Regional Director may also withdraw a sanction before or during an event if there is reason to believe the club is not following the policies for events or if the event is unsafe.

5. Clubs must submit a proposed event brochure and award design for the event to the Regional Director or the Regional Director's Designee for review and approval. He or she must receive these at least sixty (60) days before the event. If the Regional Director or the Regional Director's Designee disapproves the brochure and/or award, final sanction approval may be withdrawn.

6. Changes in event date, location, contact person, address or telephone number will be submitted through the State Organization (if applicable), Regional Director or Regional Director's Designee to the AVA National Headquarters as soon as possible so that the event will appear correctly in AVA publications and on the AVA Event Hotline. It is not necessary to submit insignificant changes to an event listing such as changes in distance or cosponsorship. There is no charge for the first change a club makes to an event. The AVA National Headquarters will charge a fee for all subsequent changes.

7. To cancel a sanctioned event, a club must send a copy of the original event sanction request marked CANCEL (Figure 4.3) through the State Organization (if applicable), Regional Director, or Regional Director's Designee to the AVA National Headquarters. If the event is canceled due to weather or safety conditions, including a government authority's declaration of a state of emergency, the club may reschedule the event without paying an additional sanction fee. In this case, the club may give a rain check to any person who has already paid the registration fee. The sanction fee for a canceled event will not be refunded if the National Headquarters has mailed the event stamp.

4.03 EVENT LIABILITY INSURANCE

I. GENERAL

The AVA provides liability insurance for all sanctioned events. The insurance covers each sanctioned event for its duration as listed on the sanction request. The insurance provided is liability insurance purchased to pay third party claims against the AVA or its Member Clubs.

(Figure 4.3)

II. POLICY

A. The insurance policy covers only the AVA and the sponsoring club unless the sponsoring club requests a Certificate of Insurance specifically naming cosponsors, property owners, and /or other entities participating in the event.

B. Requests for additional insured parties for a specific event must be requested by the sponsoring club on AVA Form 403, Certificate of Insurance Application (Figure 4.4). This application must arrive at the AVA National Headquarters at least sixty (60) days before the date the club needs the certificate. The insurance company charges a fee for each certificate requested. There is an additional fee for applications received by the AVA National Headquarters after the 60-day deadline.

C. Sponsoring clubs must ensure each adult participant signs a Waiver and Release of Liability (Figure 4.5) and that the parent or guardian of any minor child who participates signs a Waiver and Release of Liability for that child. The AVA will provide these forms. The sponsoring club must keep these completed forms on file for seven years after the event.

D. All accidents occurring at events must be reported to the AVA National Headquarters within ten (10) days of the accident. A club officer must submit a completed AVA Form 403IR, Incident Report Form (Figure 4.6), a copy of the event brochure, the individual's start card, the signed insurance waiver form, and statements from any witnesses.

4.04 EVENT AWARDS

I. GENERAL

The event award provides a memento of an event and is an added incentive for a person to participate in volkssporting events.

II. POLICY

A. Awards must be in good taste and uphold the reputation of the AVA and Member Clubs. A variety of items such as medals, patches, trophies, figurines, plates, cups, and T-shirts are acceptable. Alcoholic beverages, food and inappropriate types of clothing are not acceptable awards. Clubs may not use copyrighted materials and trademarked items, even if modified, as awards unless they obtain written permission from the owner. All chartered AVA affiliates may use the trademarked AVA logos.

(Figure 4.4)

(Figure 4.5)

(Figure 4.6)

B. The words American Volkssport Association or the initials AVA or AVA/IVV must be on the award. Clubs may not use the copyrighted IVV logo on the award.

C. Awards may be differentiated by class -- Bronze for short distances, silver for medium distance and gold for long distances. Awards will not show the number of kilometers unless it is an award for a special event that lasts more than a single day or an event that is more than 30 kilometers long.

D. Awards may be acquired by participants who have completed the event to the satisfaction of the sponsoring club. Clubs may give awards for distances greater than 30 kilometers only after the participant has completed the actual event distance. The sponsoring club will establish the terms and conditions for participation that will allow event workers to receive the event award.

E. An award, newly designed for a specific event, will be designated as an A Award. Clubs may use awards remaining from previous events as B Awards. These awards may appear in the event brochure if the club identifies them as B Awards.

F. Awards remaining from previous events may be purchased in addition to the current event A Award, offered as an award for credit only events, purchased in unlimited quantity by event participants, donated to related sports events (e.g., Special Olympics), or traded between clubs.

G. Selling of awards to nonparticipants is strictly prohibited.

H. A club may limit the number of awards available at a specific event provided the club publishes the limit in the event brochure.

4.05 EVENT BROCHURES

I. GENERAL

Event brochures are the AVA's and clubs' most effective, grass-roots advertising medium. These brochures provide the active volkssporter and the new walker with a snapshot view of an upcoming event.

II. POLICY

A. Clubs must print a brochure for each event; however, they may include more than one event and/or more than one club in a single brochure. The publication of event information in state, regional or national volkssporting publications does not satisfy the requirement for an event brochure.

B. Brochures may be folded or unfolded and of any size and color. Clubs must provide brochures free of charge and distribute them in the local community and at volkssporting events.

C. As a minimum, event brochures must contain all the information listed in the Required section of AVA Form 405, Checklist for Event Brochures (Figure 4.7).

D. The brochure will identify a trail rating for all events except swimming events. This is a numerical rating that suggests the level of difficulty of the event. The sponsoring club will decide this rating based on the scale given below. The State Organization and/or the Regional Director should work with Member Clubs in an attempt to achieve uniformity in assigned trail ratings. If an event trail falls between two of the ratings, a "+" may be added to the lower number.

RATING TRAIL DESCRIPTION

1 An easy route. This type of route is normally on pavement or well-maintained trails. There are no significant hills. The trail is usually suitable for strollers and wheelchairs.

2 A fairly easy route. This type of route normally has some pavement and some woodland and poorly maintained field trails. There is no significant difficulty because of hills. This trail is probably not suitable for strollers and wheelchairs.

3 A moderate route. This type of route is in a setting with some difficult terrain and one or more substantial hills and/or steps. The suitability of this trail for strollers and wheelchairs is questionable.

4 A difficult route. This type of route is in a natural setting with poorly maintained trails and steep or hilly inclines. This trail is not suitable for strollers, wheelchairs or people with severe health problems.

5 A very difficult route. This type of route is on rough fields, trails, or roads. There are many steep hills, high altitude, very rough and uneven terrain, and steep or unstable inclines. This trail is not suitable for any person who is not in good physical condition.

4.06 AFTER ACTION REPORTING

I. GENERAL

The event After Action Report, the associated IVV stamp(s) and all appropriate fees must be forwarded to the AVA National Headquarters within the established time limits for a club to remain in good standing.

II. POLICY

A. The IVV Stamp used for an event must be received at the AVA National Headquarters by the tenth day after the final day of the event. If post marked within three days after the event, the stamp will be considered on time regardless of its arrival date.

B. For regular events, except Year Round and Seasonal Events, an After Action Report (i.e., the bottom portion of AVA Form 402E, Event Sanction Request) (Figure 4.8) must be completed and returned to the AVA National Headquarters. The AVA National Headquarters must receive this report by the thirtieth day after the last day of the event.

C. For Year Round and Seasonal Events, After Action Reports will be made at the end of each calendar year quarter (March, June, September and December). Clubs will submit these reports on AVA Form 406YS, Year Round/Seasonal Quarterly Participation Report (Figure 4.9). The AVA National Headquarters must receive these completed reports by the thirtieth day after the last day of the reporting quarter.

(Figure 4.8)

(Figure 4.9)

D. After action reporting requirements for special events will be provided to the clubs by the AVA National Headquarters when the sanction for that special event is approved.

E. Failure to meet these time requirements will result in a club being declared not in good standing. The AVA National Headquarters will assess a late fee for failure to meet the original time requirements. It will charge an additional late fee every thirty days until it receives the IVV stamp or After-Action Report.

4.08 IVV CERTIFICATION STAMPS

I. GENERAL

The AVA will provide an official IVV Event Stamp with a specific control number for each sanctioned event. This stamp provides certification of an individual=s participation in a particular event.

II. POLICY

A. The AVA National Headquarters will mail the event stamp to the sponsoring club at least fifteen (15) days before the event, provided the club is in good standing. If the club has not received the event stamp three (3) working days before the event, the club must immediately contact the AVA National Headquarters.

B. Clubs may use the IVV Event Stamp only to certify participation in the event for which it was issued. The club may use the stamp only on the day(s) of the event. The stamp normally is placed only in official IVV Record Books; however, clubs may use it in internationally recognized event souvenir books and other event records approved by the AVA and/or IVV.

C. To receive the IVV Event Stamp, an individual must present his or her IVV Record Books and the event start card with all appropriate checkpoint marks to the personnel at the finish table. The only exception is for functionally disadvantaged persons who may receive the stamp without all checkpoint marks.

D. If an individual completes the trail more than once, the IVV Event Stamp will be placed in the IVV Distance Record Book each time an individual completes the distance. The stamp may be entered only once in the Event Record Book.

E. The IVV Stamp used for an event must be received at the AVA National Headquarters by the tenth day after the final day of the event.

4.09 FUNCTIONALLY DISADVANTAGED PARTICIPANTS

I. GENERAL

In keeping with volkssporting's philosophy to provide everyone the opportunity to participate in a program of untimed, noncompetitive, family oriented, participatory, lifetime sports, the AVA is committed to making it possible for functionally disadvantaged persons to take part in as many of its events as possible.

II. POLICY

A. Clubs sponsoring events will make every effort to ensure functionally disadvantaged participants may safely participate in those events. When possible, clubs will identify a section of the trail for the functionally disadvantaged and apply a specific trail rating.

B. Functionally disadvantaged persons will receive IVV event participation credit for each event in which they participate, no matter the number of checkpoint stamps obtained or distance accomplished. They will receive IVV distance credit based upon the number of actual kilometers completed.