Event Permitting & Support
Event Guidance & Support
We rely on volunteer and commercial event organisers to provide triathletes in Scotland and the UK with races to test their skills and fitness. We offer a range of support to organisers of triathlon events in Scotland with a focus on raising the quality of events and improving the competitor experience. Support for event organisers includes:
- Guidance to bring your event ideas to life
- Access to event guides, manuals and templates
- An annual event organiser training course
- An annual event organiser gathering with our Technical & Moto Officials
- Risk assessment review and issue of event permit certificates
- Event listings on our website and the British Triathlon website
- Social media promotion including links to encourage sign ups
- Access to national branding materials (flags, banners etc)
- Allocation of a qualified Technical Official (expenses apply)
- Support to bid for Scottish Championships status
- Support to bid for GB Age Group Qualifier & British Championship status
- Eligibility to win Triathlon Scotland and British Triathlon Awards
- Regular updates and news and dedicated Facebook Forum
- Event organiser insurance for affiliated clubs*
- Provide all your competitors who are not members of the Home Nations Associations with third party public liability insurance through the day membership scheme
*Independent race organisers must have a minimum insurance cover of £5 million.
Event Guidance and Support
We are here to help you to bring your event ideas to life, so please get in touch whatever your question is about organising your triathlon race. Whether you need advice about course design, first aid cover, water quality or where to go to source event equipment, timing and supplies, we can help!
Event Permitting
To ensure our events are safe and fun, event organisers must complete the Triathlon Scotland event permitting (sanctioning) process. Event organisers submit a risk assessment form and are subsequently awarded an event permit certificate which can be shown to your local authority and local police that your event has been approved by Triathlon Scotland.
Event Advertising
The most visited part of the Triathlon Scotland website is unsurprisingly our events search function! By permitting your event with us, your event will be listed on our website. You can upload your competitor notes, an event image, a youtube video and more on your listing. To get started, email events@triathlonscotland.org and we will send you a link to log in. We also share links to your events on our social media and our printed materials.
Event levies
Each event permitted by Triathlon Scotland is charged a levy to cover event insurance and contribute to the event support services support outlined above. We reinvest event levies to develop triathlon in Scotland, up-skill our technical official workforce and host training courses to improve event delivery.
Event Organiser Training
The Event Organisers Course is run in partnership with British Triathlon and covers a wide range of useful skills from project scoping and course design to financial planning. For more information, please visit our course page.
Document downloads
Event Permitting (sanctioning)
- Event Permitting Guide (updated 01/19)
- Event Levy Guide (updated 02/20)
- Upload Your Event Guide
- Risk Assessment Form (updated 11/22)
- Event Management & Safety Template (updated 11/16)
- Emergency Action Plan Template
- Incident Report Form Template (updated 04/19)
- Event Technical Officials – Guidance for Event Organisers
- Transgender Policy Implementation Guidance
Event Organising Guides
- Event Organiser Guide
- Making Your Event More Inclusive
- Open Water Safety Guide (updated 02/22)
- Water Quality Guide (updated 01/23)
- Buoy Laying and Course Measuring (updated 01/23)
- Cycle Course Design Guide
- Draft Legal Race Guide
- BTF Medical Provision at Events Guide (updated 09/18)
- SAS Medical Provision at Events Guide
- Event Suppliers and Contacts
- Event Budget Template
- Event Marketing How To Guide
- Sponsorship Matrix
Youth Event Guides
Rule book
- British Triathlon Rule Book
- Important Rules Poster
- Drafting Poster
- Parent Code of Conduct Poster
- Transgender Policy
Useful links
- Good Practice learnings from Covid-19
- Privacy Notice – Event Permitting
- Technical Officials Expenses Guide
- Event Organiser and Technical Official responsibilities
- British Triathlon Event Registration
- Events on Forestry Commission Land
- Scottish Natural Heritage Outdoor Event Guide
- Guidance on concussions – if in doubt, sit them out
- Event Impacts – Measure the Impact of your Event
- Event Impacts Example – 2010 World Duathlon Championships, Edinburgh