Race Services Contract 

    ​This agreement is made between
    ​
    Commonwealth Timing and Race Management LLC
    P.O. Box 113 Midlothian VA 23113

    And
    RACE SERVICES CONTRACT
    Commonwealth Timing (CTRM) agrees to provide timing and general race support services for the above race to include, but not limited to timing your race; providing a PA system for announcements and race day music that we play; a finish line with corral and chute, time clock, race bibs; safety pins; race results posted to our website in a timely manner; promotion of your race on our website; posting of race photos on our website; providing race planning consultation and any other services agreed upon.  As with all electronic equipment, weather and other circumstances can adversely affect the performance of equipment.  We will do our best to have all equipment in operational order but cannot guarantee operational status.  Wind and weather may also affect the finish line set up.

    ​The race organization will be responsible for course management; cost of any event liability coverage if desired; police and emergency support costs; permit and facility fees; recruiting of volunteers and staff; cost of race supplies such as printed materials, awards, t-shirts, food and drink etc. It is also the responsibility of the race organization to ensure that runners wear their bibs correctly. The race organization acknowledges that no timing system is guaranteed to read every participant, but the chances are greatly enhanced if each runner wears their bib on the front at chest level. CTRM uses  advanced technology  for race timing, however even this technology cannot eliminate equipment malfunctions or human error. CTRM will provide the most accurate and timely results possible but, will not be held responsible for unforeseen equipment malfunctions or human error. The race organization acknowledges that in case of inclement weather safety , concerns may necessitate that some or all  equipment may not be able to be used for the race. In case the race is cancelled for any reason (except inclement weather on race day) , the race organization agrees to pay CTRM 25% of the fixed timing fee if cancelled more than 45 days prior to race day; 50% if cancelled between 14 and 44 days prior to race day and 75% if cancelled with 13 days or less before race day. In the case of inclement weather CTRM will make every effort to work with the race organization to find a suitable time to reschedule the race at no additional charge. The race organization also agrees to send a runner database on an excel spreadsheet via email each Thursday by 3PM beginning 5 weeks before your race unless you use RunSignUp as your on-line registration portal and assign Commonwealth Timing as your timing company.  If using another on-line provider the emailed database must include the following information in a Microsoft Excel Spreadsheet utilizing the following columns: Column 1- Bib Number, Column 2-First Name, Column 3- Last Name, Column 4- Age, and Column 5- Gender. You may also include additional columns for the city and/or team assignments of each participant. If the database is not received by 3PM each Thursday (unless agreed upon in advance) there may be additional administrative costs to the race organization. CTRM acknowledges that the race organization owns the rights to the event and event logo but will have the right to use the event name in organizing, promoting, advertising and supporting the event and for future publicity purposes. This agreement does not constitute a partnership, joint venture or principle-agent relationship between CTRM and the race organization and may not be assigned by either party .  This agreement  will be governed by the laws of the Commonwealth of Virginia. It is complete and represents the entire agreement between the parties.

    CONTRACT DETAILS
    1. Your race will is scheduled to be chip timed but may be manually timed depending on the number of participants.
    2. You will be charged a timing fee of $575.00 that will cover the first 100 registered participants.
    3. A per participant fee of $2.50 will be charged for each registered participant over the initial 100 registered runners  covered by the timing fee.
    4. A mileage fee of $0.50 will be calculated round-trip from Midlothian, VA if total travel mileage exceeds 50 miles. .​
    5. The race organization agrees to provide two race T-shirts to Commonwealth Timing either by mail or on the day of the race.
    6. The race organization agrees to provide two volunteers to the lead race timer at least 30 minutes before the start of the race.
    7. Payment for race services must be made within ten days of receiving the race invoice unless otherwise agreed upon.

    Entering your name below constitutes a legally binding electronic signature. Please review this document carefully and consider printing a copy for your records before pressing the "submit" button.

    ​Please read the informational icon (?) next to the information fields below

    Race Director Contact Information

    We want to be sure we know how to contact you to discuss your race. Please fill out the information below.

    Race Details Confirmation

    Please give us as much information as possible so we can serve you and your cause as best as we can. Any details you provide help us better plan and prepare for your event. Please especially let us know of any unique aspects of your race or things that you consider essential to consider your race a success!
    Thank you for trusting us to help you with your race. The race contract is a legally binding document and the contact information and race details section will help us better prepare for your race, so please take a minute to review what you have entered (and consider printing a copy) before you press submit. Thank you!
Commonwealth Timing and Race Management