Policies and procedures

We provide safe, well designed and fun running events on South Australian trails. View our policies, procedures and race rules.

Table of Contents

Trail running is a physically demanding activity that takes place on challenging and remote terrain, sometimes through areas without mobile phone or radio coverage. 

To enter a Trail Running SA event you will need to sign our waiver and agree to our conditions of entry and warning.

Requirements

  • You are physically fit, in good health, and adequately prepared to participate in our event. 
  • You will withdraw if you succumb to any injury or illness from which you have not fully recovered by the time of the event. 
  • You are participating in our event entirely at your own risk, which means that no person or organisation involved in conducting, promoting or supporting the event is liable to you for your  injury, illness or death, or any loss or misfortune which may occur as a result of your participation. 
  • None of these terms applies if they contravene any statute.
  • You consent to the free use of your name and your images in any broadcast, telecast, print publication, email or web page by TRSA and/or event sponsors in relation to the event. 
  • You authorise information given on the event entry form to be passed on to third parties. 
  • You agree to obey the published rules and conditions of our event, as well as any other rules and conditions announced to participants on the day of the event. 
  • You agree to obey any directions given by any race marshal.

Warnings

Remember over exertion & inadequate fluid intake can be dangerous.

We recommend that you:

  • exercise within your capabilities and drink before, during and after exercising
  • wear protective clothing, sunglasses & use SPF 30+
  • do not participate if undertrained, unwell or injured.

Insurance

The organiser of the event, Trail Running SA, has public liability insurance and volunteers insurance cover. 

Your event entry fees do not include personal accident insurance for competitors. 

We highly recommend that you arrange your own personal accident insurance, ambulance cover and income protection insurance before participating in the event.

For information regarding costs of ambulance or helicopter rescue refer to the SA Ambulance Service website.

Find the conditions of entry for running a TRSA event

Conditions of entry

We prioritise the safety of our volunteers and participants at all events and have a zero-tolerance policy for any behaviours that make any member of the community feel unsafe.

In line with this, we have the right to accept or refuse entry to one of our events if valid concerns are raised.

If you have any concerns, please speak to a Trail Running SA committee member.

We treat the safety of our volunteers and runners seriously

Safety policy

These rules apply to all Trail Running SA events.

Purpose

The TRSA race competition rules are intended to:

  • create an atmosphere of sportsmanship, equality and fair play
  • optimise safety and protection
  • penalise competitors who seek to gain an unfair advantage.

Competitor conduct

Competitors are expected to practice good conduct at all times:

  • Be responsible for their own safety, and be considerate of the safety of others.
  • Comply with all race rules and conditions.
  • Be responsible for keeping on their official course.
  • Obey instructions from event officials and marshals.
  • Treat other competitors, officials, volunteers and spectators with respect and courtesy.
  • Not obstruct or interfere with the forward progress of another competitor, or jeopardise the safety and welfare of another competitor or race official or volunteer or spectator or member of the public.
  • Withdraw immediately from an event if deemed and informed by the event medical personnel or organisers that they appear to present a danger to themselves or others.
  • Clearly display the race bib on their front at all times on the course.
  • Not swap, sell or use a race bib belonging to someone else.
  • Run in the event they nominated and complete the full course within the time allowed.
  • Inform the Race Director or timing official if they leave the course without crossing the finish line, ensuring that we can account for their safety.
  • Inform the Race Director or timing official if they have not completed the full course.

Penalties

Failure to comply with these rules may result in a competitor being disqualified, or banned from future TRSA events.

A competitor may be disqualified by the Race Referee, or given a time penalty or other penalty, on the personal observation of an official, a finding by the Race Competition Jury, or other evidence such as information provided by a timing company.

Race referee discretion

In the instance of a participant making a small navigational or other error, the Race Referee may decide to not penalise the participant if the error is deemed insignificant, unintentional, does not unfairly affect other participant’s results, and if not penalising the participant is deemed the fairest outcome.

Note: A participant who believes they have gone off course should always retrace their steps and return to the course as this is the only way to guarantee a confirmed race finish.

Protests

A competitor may file a protest with the Race Referee. The protest must be lodged using the TRSA Protest Form by 5.00 pm on race day. The Race Referee will investigate the protest and advise the competitor of any action taken.

Run in a TRSA race

Race rules

UTMB

In 2024, all TRSA races of distance 20km and greater will be registered as an UTMB Index race. The benefits will be to a small group of participants looking to enter other UTMB events.

For further information about the UTMB Index please visit the UTMB website

ITRA

In 2024, all TRSA races will be registered in the ITRA race calendar as an ITRA National League event. Read more.

ITRA ranks events on a 0-6 point scale. In general, TRSA events score 1 or 0 on this scale. Five Peaks 58km is the exception with an ITRA score of 3.

Runners achieve an ITRA Performance Index for completing these events. More

Associations with external bodies

UTMB index and ITRA association

logo-utmb-index
INL-BW - Edited
1 point itra
2 points itra
3 points

How and why we calculate race finishing times

Course closure time is the required finishing time for all courses where subsequent finishers will be recorded as Did Not Finish (DNF)

Cutoff time and location on a course is where the Race Director has determined that an entrant will clearly not make the finish line by the course closure time.

The Race Director has the task of setting the courses, start times, cut-off locations and times, course and closure times, and all other course details.

In general:

  • ex-long course starts at 7.00 am
  • long course starts at  8.00 am
  • medium course starts at 8:30am
  • short course starts at 9.00 am
  • course closure for the “On the Trails” series is usually at 11:30 am.

Considerations

TRSA sets the course closure and course cutoff times:

  • Course distances, start times, and closure times allow entrants who have selected a distance that is appropriate for their ability, to finish in time.
  • Each required course pace takes into consideration the distance, elevation change, course gradients, track conditions and terrain.
  • Slower runners have sufficient choice of distances to choose from, for their ability.
  • Generous cut-off paces apply for the medium-distance runners and short-course entrants.
  • Slower short-course walkers do not have an unreasonable pace and can complete the course within time.
  • The volunteer experience enables TRSA to retain and recruit new volunteers by:
    • allowing drink station and course marshal volunteers to finish at an appropriate time
    • Ensuring pack-up volunteers can finish at a known time
  • Timing the award presentations such that the fast runners and placegetters will stay around for the presentations.
  • Timing the award presentations such that the overall majority of runners have finished and they are happy with the wait before the presentations
  • Ensuring that the event starts and ends promptly for all our supporters and the commitments made to our location provider.

Other

  • The events page will clearly show the course details, downloadable maps and describe the “toughness” of each course so that entrants can make an informed course choice.
  • In the event of an entrant not making the cutoff time, they will be assisted in getting back to the finish location.
  • Past results to help entrants decide on a suitable course distance are available on the EventStrategies website.

About race paces and overall times

Course closure and cut-off times

Querying results

If you have a question about event results, age group categories or On the Trails series scores, you can submit a query:

  • If you did not complete the event, you will be classified as DNF (did not finish).
  • Your age group is calculated as at 1 January of the current year. This keeps you in the same age category throughout the series.

Still concerned about the results?

We aim to have final results posted by the Wednesday after the event.

Find out how to check your query

Querying results

Age categories

Your age category is calculated according to your age as at 1st January on the year of the event you are entering.

Supervision of runners under 18

It is up to the responsible parent or guardian of junior runners taking part in our events, to determine the level of supervision required.

We highly recommend that children who are running in our kids’ fun run events, be accompanied by a responsible adult.

Racing for all

Age categories and supervision of junior runners

Dangerous weather conditions

We may cancel or modify an event or an organised social run or activity if by 4.30 pm the day prior to the event:

  • the Bureau of Meterology (BOM) predicts a maximum temperature of 38 degrees or higher for the area where the activity is to take place
  • the BOM warns of severe weather conditions, which may include flooding, gales, lightning or hail storms
  • conditions may be unsafe, regardless of the forecast temperature
  • the Country Fire Service (CFS) declares that there is extreme or catastrophic fire danger.

Land closures

National parks are closed during days of catastrophic fire danger and Forestry SA land is closed on all days of total fire bans. 

Entrants to TRSA events will be informed of cancellation or change of an event by email, and announcements on the TRSA Facebook page and website. 

Find out more

For more information on fire warnings visit the CFS and for weather warnings visit the BOM

Learn how we treat extreme and high risk weather

Extreme weather policy

Cancellations

If you apply to cancel your registration before entry cut off time, you will receive a refund minus a $10 cancellation fee. This is because we incur a fee regardless of whether you cancel.

Sorry – there are no refunds if you request a cancellation after the registration cut-off time which is usually 5pm Thursday before the event – you will forfeit your entry.

Changing your event distance

Prior to 5.00 pm. on the Thursday before the event follow these steps.

Last-minute changes:

Come and see us at the registration tent on the day. Allow at least 30-45 minutes prior to your preferred event start time.

TRSA cancellations

Sometimes due to situations beyond our control, we may need to cancel an event. As the racing calendar is very full, it is unlikely that it will be rescheduled. In this instance we will offer 80% of your entry fee either as a credit towards a TRSA series race or a refund. A full refund is not able to be provided as we will have already incurred significant costs for the event despite the cancellation.

Transferring your entry or race bib to another participant

For safety reasons you must not give, transfer or sell your race bib to another participant. 

If you are caught transferring an entry, neither entrants will be permitted to enter future TRSA events.

If you are unable to attend the event, refer to cancellation procedures.

Transferring your entry to a future TRSA event

Sorry, we are unable to do this. You will need to cancel your entry and register for the future event.

Making sure your rego is correct

Registration changes

Incorrect details or missing confirmation email

If you haven’t received a confirmation email search your email inbox with the subject of “Registration confirmation” and look in your junk folder.

Check your registration details using the link on the event webpage. These details are normally published 2-3 days before the event.

If your details are incorrect on the registration board on the day of the event, head to the Registration Manager to get it corrected. This includes:

  • misspelt or incorrect names
  • event distances
  • emergency contact details.

Discount not applied

If you were emailed a link for a discount, you must use it before it expires. 

Check that the discount has been applied before paying. We are unable to apply the discount after you have paid.

We cannot extend discounts or early bird deadlines.

Already registered message

If you receive a message that you have already registered it is usually because there is already a registration for that event associated with the email address you are using, e.g. if you registered a family member before registering yourself.

The easiest way to resolve this is to register using a different email address. Note that this email address will be used to send you your registration ID, race briefing and results.

If you need to change or cancel your registration later on, you will need to check this email address to find your registration ID.

If you have tried this and are still having problems, please email activeworks support at apac-support@activenetwork.com.

Technical troubles

Please send a screenshot of the error to registration@trailrunningsa.com.

We are unable to shift deadlines or issue new discounts even when technical problems arise, so don’t leave your registration to the last moment.

Payment problems

To keep our registration process simple and costs down, we only accept Visa, MasterCard and debit cards.

Please contact our volunteers if you have any payment problems you can’t resolve.

Problems or errors during registration

Trouble-shooting

Bib collection

You must collect your bib from the registration tent on the morning of the event.

Arrive around 30 minutes prior to your event start time to collect your bib and chat with other excited trail runners. 

Follow these steps on arrival:

  1. Go straight to the “entry details” display boards. Names are listed and sorted by surname. Find your race number. Check that your entry details are correct.
  2. Go to the bib collection area. Tell our amazing volunteers your number and they will find your race bib.
  3. If you are changing distances we will need to amend your bib, so please go to the registration area as soon as possible.

Attaching the bib

Attach the bib at waist height to the outside front of your top. The number must be clearly visible at all times during your race.

Your race number has a timing tag attached to it. Do not bend, fold or tamper with the tag.

Timing procedures

Your time and number will be recorded as you pass through a timing point as long as your race number bib is visible. Do not cover it with clothing or your hands as this will prevent it from recording.

If there are several starts for different races, make sure you start at the correct time.

When you cross over the timing mat your time will start. This lets us know you are on the course.

When you cross the finish timing point, make sure you walk past the backup cameras in the finish chute.

If you cut the course short (e.g. by skipping a lap or taking a shortcut), do not cross over the mat as we may think you have won the race.

If you do not complete your course please return your bib to the timing van near the end of the finish chute.

If you lose your race number bib during the race please go to the timing van near the end of the finish chute as soon as you cross the finish timing mat.

We will phone and search for anyone who has a start time but no finish time, so please ensure your start and finish are correctly recorded.

What you need to know about your bib and timing

Race bibs and timing procedures

Course marking

The signs to look out for:

  • Red arrows at turnoffs. All turnoffs will be marked with arrows. Ribbons are not used for this purpose.
  • Red-and-white ribbons 200-400m apart to confirm that you’re on the right track.
  • Wrong way signs where needed.
  • Course divergence signs where needed.

If you stop seeing any signs, turn back. Do not carry on and get yourself even more lost. 

We strongly recommend that you carry a mobile phone. Contact the TRSA safety number on the back of your bib if you need help.

Learn what to look out for on the course

Course marking