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Coronavirus Emergency
Guidance for Organisers

Latest update - 18th July 2021

From Monday 19th July 2021 most restrictions in England relating to COVID-19 will be eased.

Event organisers applying for permits after this date are no longer required to:

  • Enforce social distancing
  • Maintain gathering restrictions
  • Collect track and trace information
  • Require the use of face coverings

Please note that UK Government guidance on international travel must still be followed.

Race directors should continue to review all risks relating to COVID-19 and this must still form part of your general risk assessment. Any safety measures put in place should be clearly communicated to participants.

Organisers should continue to advise participants not to attend an event if they are suffering from COVID-19 symptoms, or have been requested to self-isolate.

The TRA strongly recommends that you consider maintaining some safety protocols in order to reduce potential transmission and increase participant safety and comfort. 

To read the full update from England Athletics, click here.

We are currently working through a backlog of applications and will be responding to all pending permits in due course.

 


 

RACE PERMITS

Introduction to the TRA Permit Process

Race organisers of trail events taking place in England may obtain from the TRA a race permit granted under the authority of UK Athletics. (Race organisers of trail events taking place in Scotland, Wales, or Northern Ireland should apply through their National Association.)
 
To obtain a permit it is necessary to conform to UK Athletics Rules. Click here to download the latest rule book.
 
IMPORTANT:  Permit applicants must pay particular attention to RULE 141 S 5 UKA – TRAIL RUNNING which sets out the maximum distances permitted for younger athletes.  Permit applications will be declined if races that do not clearly state in their promotional material and on entry forms age limits that comply with this rule.
 
Maximum distances permitted under this rule are as follows:
Age under 12 years.   3,000m
Age 12-13 years.        5,000m
Age 13-15 years.        6,000m
Age 16                       10,000m
Age 17                       25,000m
Age 18-19                  45,000m
Age 20 and over.       No maximum distance

The rules include the requirement that the organiser must impose, in addition to the basic entry fee, an additional fee of £2 (and no more) on every entrant in an open senior trail race who is 'unattached'. An unattached runner is one who is NOT a member of a UK Athletics affiliated club NOR a member of the TRA.  (Note that it is not necessary for a runner to be registered as a competitive athlete with their National Association for them to be classified as 'attached'.) 
 
Organisers should note that UK Athletics rules also require that running with dogs is not permitted. 
 
For further information about TRA race permits, see the Race Permits FAQ page.  All applicants should read this before applying for a permit.
 
Race Permits must be applied for on-line - see below. Please allow sufficient time for the application to be processed (the TRA is run entirely by volunteers and we like to take a holiday from time to time). Each permit is valid for the named event and any supporting race on the same day at the same venue (long-distance races may continue for than 1 day).
 
If you are using an on-line entry system please make sure that it applies the UK Athletics Rules correctly as regards attached and unattached runners for trail running. In particular, note that 'attached' entrants do not need to be registered with their National Association, and therefore England Athletics registration numbers are NOT required for entrants in trail races.
 
Requests for further details should be addressed to the Permit Secretary (permits@tra-uk.org).
 
Races granted a TRA Permit will be authorised to display the TRA logo on entry forms and other promotional material.  The logo may be copied from this page, or downloaded from here. (Note that the copyright of the logo resides with the TRA, and it should not be altered in any way.)
 

Important:TRA Grants

Race organisers may also apply for a TRA grant, to help purchase specific items of equipment needed to stage the race in successive years. Click here for more details.  When a permit application has been successfully approved, the on-line application system will send an automatic email confirming approval.  This email will also include a link to a simple form through which a grant application may be made.
 

On-line Permit Application Process

Permits can only be applied for using the on-line application process, using the link below.  Once your permit application has been completed you will immediately receive confirmation by email. Please take note of the permit number and use it in all communications with the TRA. When your permit has been authorised your permit will be sent by email to you - take note of the Permit Secretary's comments on the permit as it may affect your insurance cover. After the event, reminders to submit your race report and payment will be sent to you via email - just follow the instructions in the email reminders. To prevent emails from being diverted to your spam folder please add permits@tra-uk.org to your contacts.
 

Risk Assessments

Permit applicants will need to submit an electronic copy (pdf, or Word) of a risk assessment for the race. This shall include a Covid-19 risk assessment, either as a separate section or as an additional document, 
The TRA has has prepared the follwing Risk Assessment template, which may be adapted for use in a specific race.  Note that the list of activities included in the template is not a definitive list, and may therefore be expanded or contracted to suit local circumstances.
 


IMPORTANT: Permit applications should, ideally, be made at least three months ahead of the race.  Permit appIications made less than four weeks before the day of the race may be declined. 

 Click here to start your on-line permit application

Permit applications made since September 2017 require the applicant to set up an e-permit account, with a login ID and password. (TRA members should use their membership login ID and password.) Once an applicant has done for the first time, future applications are streamlined as the applicant's contact details are pre-populated on the form, and past permits (created since September 2017) may be copied and used as templates to create new applications.

The Trail Running Association welcomes feedback on the epermit process. If you wish to submit feedback please contact
permits@tra-uk.org.

Please note: only events granted a TRA permit will be able to apply for a grant from the TRA.

TRA RACE DIRECTORY

The TRA maintains an on-line directory of trail races that have TRA Permits. The benefits to event organisers are:

  • It will make it easier for us to publicise your event within the trail running community.
  • It will become eligible for selection as the venue for the UK Trail Running Championships

Every race granted a TRA Permit will be listed in the TRA Race Directory, unless the organiser opts for it not to appear when applying for the permit.