Sabah Trail Running

Introduction

SaTRA registered as a Sports Body on 18 June 2017 Under the Sports Development Act 1997 with Registration Number 02/6030/2017 (SBH). Inspiration for the creation of a charter of ethics for runner’s and race directors/event organizers and stakeholders comes from the International Trail Running Association (ITRA) and the values in which SATRA wishes to introduce within the trail running community.

Equality, respect for other people and the environment, mutual assistance and solidarity are fundamental principles of the ITRA charter.

The SATRA ethical charter shall form the backbone of all trail running events in which a system of honesty, integrity, and an understanding of what trail running values are shall be the guiding principles for all events in Sabah.

These principles and values will also apply to runners, event organizers and race directors of trail running in Sabah.

Definition

Trail-running is a pedestrian race open to all, in a natural environment (mountain, desert, forest, plain etc.) with minimal possible paved or asphalt road (which should not exceed 20% of the total course). The terrain can vary (dirt roads, village gravel roads, single track jungle trails, trails through villages and plantations) and the route must be properly marked. The race is held in respect of sporting ethics, loyalty, solidarity and the environment.

Classification of Trail running races

Trail: Under 42 km

Trail Ultra Medium (M): 42 km to 69 km

Trail Ultra Long (L): 70 km to 99 km

Trail Ultra XLong (XL): 100 km and more

"Properly marked" means that the runners will receive enough information to complete the race without getting lost. That includes physical markings (Marking tape, signage)and as an option, GPS tracks and map indications for technical races.

"Self-sufficiency or semi self-sufficiency" means that the runner has to be autonomous between aid stations, regarding clothing, communications, food and drink.

Definition of self-sufficiency and semi self-sufficiency.

Self-sufficiency; Whereby a runner is expected to carry all the necessary items needed in order to complete the race between start and finish. A runner will be provided clean drinking water on the race course at key locations within reasonable distances and reasonable elevation gains at staggered intervals along a race course.

Semi-self-sufficiency: Whereby a runner is expected to carry all the necessary items needed in order to complete the race between start and finish but will be provided clean drinking water and meals as well as basic assistance on the race course within reasonable distances and reasonable elevation gains at staggered intervals along a race course.

Objectives

To develop, encourage and promote the sport of Steeplechase at the state level.

To plan and develop athletes, officials, coaches and unearth new talent.

To represent the state of Sabah in the governing body at the municipal level representing the sport of steeplechase.

To join the governing body at the national level.

To encourage sports development at the grassroots level through the establishment/acceptance of district-level coalition member.

Logo

Mount Kinabalu

Fostering and strengthening sports in Sabah.

Green

To encourage the practice of respect for the environment and the sustainable development of the sport.

Blue

Symbolizes importance, safety and health.

White

Strong values, legitimacy, humility, respect and unity.

Blue running man

Symbolizes the parties involved in the sport moving in one direction for the good of the sport.

Trail-Running Ethics for Trail Runners

Environment

Safety Protocol

Runners Responsibility

Medical

Do not sell or swap race bibs and race slots without the permission of an organizer as this is not only illegal but ethically wrong. Swapping bibs/selling race slots illegally can cause both legal and medical issues for an organizer and may mean there is no insurance coverage for the individual or individuals who have conducted an illegal bib swap or sale of a race slot.

It is always the runner’s responsibility to read all terms and conditions of the event before registering and paying an entry fee to participate. The onus must always be with the runner to ensure they accept and understand the terms before paying their entry fees and other costs for participation in any event. It is also the runner’s responsibility to ensure they are aware of any changes to the race course, itinerary and/or event format by ensuring they keep up to date with information from the organizer at all times.

If you, as a runner are unhappy with an event organizer or a member of the staff, communicate with the event organizer either by email explaining who you are, what your bib number is and what specifically you are unhappy about. Explain as detailed and as honestly what aspects of a race disappointed you and if a runner feels the event has not fulfilled expectations, explain why and make suggestions to the organizer on how they can improve the event standards in the future. Allow the organizer to reply officially and to try to look into a runner’s issues in a sensible time frame. Social media should be a last resort if the issue cannot be resolved.

Always close gates in village areas after passing through. Never assume the runner behind you will close it unless they inform you they will close it. These gates are used by villagers to prevent their life stock from escaping from their land and destroying or damaging crops on other people’s land.

A runner is always responsible for ensuring their name is listed and spelt correctly on official event name lists before an event. Always inform an organizer in advance or as soon as you spot the error and do not wait to inform them at the last minute.

Always give way to faster runners. Do not block runners from passing you unless the path is narrow and you need to thread carefully.

Cheating during races is unacceptable. Utilizing transportation or taking short cuts off the marked route during a race to gain an advantage over other runners is unethical and wrong and can result not only in disqualification. Trail runners are expected to be honest in their conduct on the race course and to compete within the “spirit of the race.”

If you feel the results of an event are not correct, speak to the organizers in a calm manner privately. Explain why you feel there has been an unjust situation that has resulted in an in-correct result in your finish time or your final finish position. If the event organizer requests you to email them officially about it, follow protocols and do so within a reasonable time frame. If you have evidence to submit, do so to help prove your case.

If a runner is unhappy with a safety aspect of an event either before, during or after, they should inform the organizers accordingly and if the matter is serious enough that warrants the attention of SATRA, then the runner should also inform SATRA.

Race Oganizer's Ethics charter & Obligations

A race or event organizer shall be referred to as an organizer in this charter and a race director shall be referred to as a Race Director. This charter shall cover both the trail running event and the Ultra Trail Marathon event.

Responsibilities of SATRA

SATRA may be invited to act as a mediator in the event of any disputes between the organizer and...

Responsibilities of Race Organizers

The organizer shall state officially on their event website/brochures:...

River Crossings

An organizer is responsible in monitoring weather conditions in the lead up to an...

The organizer shall state officially on their event website/brochures:

Contact person

the name of the event organizer,

official operating address,

office phone contact number; and

official email address of the organization.

Sanctioning process:

An organizer shall attain a sanctioning permit from SATRA before announcing an event, event date, location and the launching registrations of the event and to begin collection of fees from runners by completing an application form and paying RM200 fee (non-refundable) up to 1 year before an event date.

An organizer must submit final copies of the documents required for a SATRA event licence as listed and required by the Sports Commissioner’s office at least 45 days before an event date. This includes final proposed race course map, course data (distance/elevation gain/elevation loss/distance of water stations between each check point), cut off times, and a basic risk assessment plan to SATRA for assessment.

An organizer should immediately proceed and submit their application to the Sports Commissioner’s office.

The above step by step guide should allow for sufficient time for approvals and necessary replies from government agencies and no organizer should take for granted immediate approvals will be granted for what is considered “last minute application.” SATRA recommends the submission of necessary documentation to SATRA and the Sports Commissioner’s office should be done at least 60 days in advance.

SATRA will issue a sanctioning letter and approval to organize the said event upon the approval of the Sports Commissioner’s office. The approval from the Sports Commissioner’s office is paramount to getting SATRA sanctioning and for an event to be legally organized with the sanctioning of both SATRA and the Sports Commissioner’s office.

An organizer shall ensure they inform SATRA of any changes of their operating office address, contact numbers.

An organizer should publish truthful releases to the media and general public and thus avoid misleading or inaccurate information so as to bring the sport into disrepute.

An organizer shall always offer equal prize money or awards to both male and female competitors when prizes are awarded for top finishing positions. Correct prize money information according to entry fees paid and categories must be clearly stated to all runners at the very beginning of the start of the launch of an event and should not be changed or modified.

The complete list of prizes should be reflected on the official event website and should be honoured at the prize giving ceremony on the event date or event finish date.

An organizer shall always provide accurate information relating to the distance, elevation gain, itinerary, start times and cut off times to all competitors. If there are check points and water stations, the locations of these check points and water stations should be indicated on a clear Goggle Earth map for runner’s to be able to download in advance of the event so they may plan their race.

All markings shall be spaced apart at reasonable intervals from start to finish of an event.

The use of signage at key junctions is highly recommended which should include the event organizers logo and a clear red/orange arrow pointing towards the direction runners must turn to. Markers should be visible at the junction turn leading runners on the correct path.

All markers and signage should be removed immediately after the event within reasonable time frame (1 week). All rubbish on the event route should be collected and disposed of appropriately.

The organizer is responsible in attaining all permissions from land owners, village heads and relevant village committees for routes that involve jungle trails in village areas in remote locations. Co-operation is essential in this regard.

The organizer is responsible in informing the relevant authorities in advance of the event date and to provide all necessary information and details related to the event together with a SATRA sanctioning letter for that event.

The organizer must ensure there is sufficient clean drinking water at all water stations relevant to the number of participants involved in the event. A lack of clean drinking water at any water station that see’s runner’s having to proceed without clean drinking is a serious violation.

An organizer must ensure there are marshals to sweep a race course behind the last runner’s during a race and they are able to communicate with the race director during a race on the race course or be able to relay information to the organizing team.

An organization is obligated to always ensure they are aware of the names and bib numbers of each participant that starts a race and to have contact details of that competitor at all times during an event so they are able to contact that competitor in the event of a need to communicate directly with that runner or in the event of an emergency.

It is recommended that all race bibs should contain the emergency contact number of the event organizer.

An organizer should have a comprehensive medical plan for an event that caters for the distance, number of participants, level of difficulty and terrain.

A Race Director must submit an Incident Report to SATRA in the event a competitor has to be evacuated off the race course within 48 hours of the end of the event by email providing the full name and bib number of the injured party, type of injury, possible causes and actions that occurred in the evacuation of the injured party off the race course and subsequent actions thereafter and latest medical condition update (if it is a serious medical incident).

ATRA maintains the right to request more details from an organizer if they feel the Incident Report is too vague or does not touch on the reasons of an incident.

The organizer is responsible in informing the runners emergency contact as soon as possible in the event of an emergency.

A Race Director may appoint an assistant to follow the injured runner to the hospital and to provide progress reports about the injured party and to keep the race director informed if there are complications. The RD’s priority is always at the race venue and to ensure all runners have safely finished.

Trail-Run Sanctioning Procedure For Organizer

The organizer shall submit to SATRA the following details and information up to 1 year before an event date for a trail run event:

A completed registration form and payment of RM250 preliminary sanctioning fee which is non-refundable.

A route map for each category including elevation chart and course data indicating:

Estimated total distance for each category

Total elevation gain for each category

Total Distance/Elevation gain between each water station and Cut off times

Indicate on maps with a red circle of any potential river crossings on foot

A copy of the Mandatory kit list for runners participating in the event

A complete list of prizes to be awarded for each category and gender for the event

Event itinerary (including start times/expected finish times for each category)

Number of participants expected per category

Entry fee structure per category

Proposed Evaluation and Sanctioning Pre-Race

SATRA shall reply with an official letter of endorsement including sanctioning within 14 days after submission of the above documents to the organiser via email if there are no objections to the application or documents submitted for the planned event provided by an organizer to the association.

If SATRA feel the organizer needs to re-evaluate its event routes or to review safety protocols or if SATRA is not comfortable with an aspect of the event after the submission of the above documentations for sanctioning purposes, SATRA shall inform the organiser officially soon as possible to go over any issues and request any technical changes.

If after discussions SATRA would like an organizer to re-consider their event route or safety protocols, SATRA will issue the organizer with an official letter stating what aspects of the race they would like to see changed. An organizer shall re-submit their documentation/maps/course data as requested before the event date according to a deadline given by SATRA.

The organizer will receive via email a SATRA sanctioning logo with permit number which must be applied to the event website if approval is given for the event and on all event posters, advertising and materials used to promote the event after the sanctioning date till the end of the event only. The SATRA sanctioning logo may not be used after the event date.

SATRA will add the event to its official list of sanctioned races on its website and via social media.

An organizer shall email SATRA a complete competitor’s name list at least 24 hours before an event start date which includes BIB NUMBER/FULL NAME/NATIONALITY/GENDER according to category in a excel spreadsheet for all competitors competing in the event.
Pre-Race Course Modifications

If there is a need by an organizer to amend or adjust a race course route, and to modify the distances of the event or categories due to factors beyond their control, they may do so for the safety of runners and volunteers. If this needs to be done in the lead up to an event, the organizer should inform SATRA by email officially and to explain the reasons why the course change or distance changes are necessary and to re-submit a simple course data package which includes the new event distances, elevation gains and revised distances between water stations. This can be done up to 72 hours before an event.
“Last Minute” Course Modifications

For race course modifications just before a start or during a race due to factors beyond the control of the organizer and in the interest of safety, the organizer may modify the course as necessary bearing in mind the well being and safety of runner’s and volunteers and shall send an SMS to SATRA to inform them of the need to make course changes before the start of the event. A brief reason should be given in the SMS to SATRA for their update.

Any modifications of a race course before or during a race shall be done as to increase the level of safety of runner’s and not to compromise runners’ safety.

A simple report shall be submitted by the organizer to SATRA explaining what changes needed to be made and for what reason after the race when submitting event results to SATRA.
Post Race

The organizer shall submit to SATRA the following details and information within 10 days after the event has finished for a trail run event the following details:

A complete set of results by category and gender on excel spreadsheet by category which includes:

1.Full name
2.Gender
3.Category
4.Finish Time
5.SATRA membership number (runners)
6.Nationalities
Standard of Event Organization

An event organizer may not collect race entry fees or to sell packages for the event until preliminary approval has been attained from SATRA.Laoreet sit amet cursus sit amet dictum sit amet justo. Mauris vitae ultricies leo integer malesuada nunc vel. Tincidunt eget nullam non nisi est sit amet. Turpis nunc eget lorem dolor sed. Ut venenatis tellus in metus vulputate eu scelerisque.

The SATRA preliminary sanctioning logo shall be displayed on the event website once officially sanctioning has been approved and on all social media outlets including posters, buntings and advertising for the duration of the lead up to the event date and conclusion of the event only. The SATRA sanctioning logo may not be used again for that event unless a fresh application is submitted again and approval has been granted.

Misuse and abuse of the SATRA logo or SATRA sanctioning logo may result in a suspension from event sanctioning and a warning from SATRA. Suspension and a ban from organizing events may follow if this illegal practice is done more than once by the same organizer. The SATRA logo’s must be respected as must the sanctioning logo.
Charity Trail Run Events

The collection of donations from runner’s via entry fees for trail running events for a designated charity or charities may be done provided:

Any event organized in the name of “Charity” shall have a minimum donation percentage from all race fees collected of 30%. The name or names of the charities to be awarded any donations must be clearly indicated on the event website, in all correspondences with the media, SATRA, the police and the running community.

The percentage of donations to be paid out to a charity or charities from entry fees collected for the event must be stated in the terms and conditions of the event. The cost of event tee’s, finisher tee’s and event finisher medals shall not be calculated from the minimum 30% of funds to be channelled to a charity but from the remaining 70% of entry fees collected.

At the end of the event, the organizer is obligated to email a scanned excel report of the number of participants who paid entry fees for the event, the amount of money collected and the amount of money to be donated to the charity or charities. This can be done within a 30 day period of the end of the event.

Donation of the 30% of entry fees collected must be completed within a 30 days period of the end of an event and a scanned copy of the donated amount must be emailed to SATRA in the form of a bank slip or official receipt from the charity or charities that received the donations clearly stating the amount donated in Malaysia Ringgit and to whom the payment has been made to.

Clear charity body to be listed by the organiser.

The SATRA Ethical Charter