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VHTRC Support for Trail Runs
Summary: We intend that a portion of the Club's financial reserves be distributed to events and
activities that benefit the trail running community. We solicit requests for financial support from
those organizers whose events and activities fall within the guidelines presented in the Q&A
format below. The resources to fund this policy come from membership dues and the entry fees
of runners in the club's three "big" events, Bull Run Run, Massanutten Mt. Trails 100, and the
Women's Half Marathon.
Goal: Our goal is to further low-key trail running and to support those individuals putting on trail
events for fun rather than profit.
Policy: Our policy is set out below in question and answer format. This policy covers financial
support. It does not cover support in the form of lending club property.
- What events will we consider supporting?
- We will consider supporting low-key training runs, trail work parties, and trail run events
with no entry fee or a small entry fee ($25 or less). We will not generally give money to
events put on by for-profit organizations or with entry fees over $25.
- What makes an event eligible for funds?
- The event must be public -- publicized at least on the VHTRC listserv or on a public Web
site. It must be open to all, but it may have a size limit on the entry field, and there may be
qualifications for participants ("not for newbies," "prior experience on this trail required"
etc.). The field may be limited to VHTRC members only, but we are not encouraging
that. Organizers may give early, private notice of the event to prior participants as long as
there is an opportunity for new people to enter. We don't want to support "private"
The event must be primarily on trails. It need not be all on trails.
- The event should be located within the "commuting" area of the majority of club
members, but we will consider requests from events further away if the fields of
participants have a large percentage of VHTRC members or runners who were entrants in
- We will consider the timing of the event seeking funds. A scheduling conflict is not an
automatic disqualifier, but we do not want to be seen as supporting events that compete
with other popular events.
- If the request is for more than the minimum training run money, we may consider the
demonstrated competence of the requester to put on a good event.
- How much money will we give?
- The standard amount for a training run is $25. We would consider more if the organizer is
planning extra aid or post-run refreshments. For events, the support is usually between
$200 and $400 depending on several factors. Some, but not all of those factors are: total
number of participants, number of VHTRC participants, and amount of aid or post-run
Support is limited to $5 per expected participant with a minimum of $25. Support will not
- How must you use the money?
- We just want you to put on a good event. We will not look over your shoulder to see
how you used the money. The best use of our money would usually be for improved aid
station support and post run refreshments. The worst use would be for t-shirts or awards.
We expect that you will comply with the relevant rules of the owner of the land over
which you will run. Our relationship with the authorities that control the land we use is
very important to us.
- Does your event become a "VHTRC event" if you take our money?
No. You are responsible for putting on the event. We just gave you some money. You are
not a VHTRC event. You may thank us publicly if you like, but we don't want to run your
event for you. Please don't imply that we have responsibility for your event.
- Do you have to give us a post run report?
- How do you apply for money?
- Just send an e-mail to Anstr Davidson. Tell him about your event. If you have had it before, he
probably knows about it and you need not explain it to him. Tell him how much money
you want. There is no form to fill out.
- How will we treat your request?
If the request is for less than $100, Anstr can approve your request and send you the
money. If the request is for $100 to $200, he will consult the VHTRC president, Mike Bur. If Mike agrees, Anstr
will send you the money. If the request is for over $200, the request will go to the
VHTRC board for action. If either Anstr or Mike disapproves a request, you may ask that
the matter go to the Board for review.
- How much money have we allotted for this program?
We have not set aside a specific amount for 2008, but we believe we can fund events at least to the extent we have in the past. There is a chance we will have run out of money for this purpose when you ask, but that is unlikely. We consider funding low key runs a high priority object of the club's funds.
- What about solo runs?
- In the past, the club has supported solo, multi-day runs when they were of significance to
the membership. There are several factors that bear on whether we would support such
runs in the future, and it is difficult to articulate those factors in advance. Any request for
support of a solo or small group run will be handled on a case-by-case basis by the full
- What about a situation not covered by or otherwise not clear within this policy?
- Any such issue will go to the VHTRC board for a case-by-case decision. The Board
reserves the right to amend any policy here and to override any provision here on a case-by-case basis.
Adopted by the VHTRC Board, October 2006
Revised, April 2008