RUN WILD MISSOULA RACE CANCELLATION POLICY AND GUIDELINES
One of the primary purposes of Run Wild Missoula, Inc. (“RWM”) is to provide its members and other participants with the ability to participate safely in RWM races, training runs and track workouts. These events are, at times, at the mercy of the unforeseeable circumstances that are beyond RWM’s control. As such, RWM must have the ability to postpone or cancel these events when health and safety concerns (or other unforeseeable acts) warrant.
No Refunds: Most RWM races require an extensive amount of planning and pre-event expenses that include proper permitting, course control, and the purchase of food and beverages, shirts, and race awards. As such, if a race is cancelled, RWM will not provide refunds to participants, sponsors, vendors, or others who have expended funds on the race. The Board of Directors, with consultation with the Race Director and the RWM Executive Director, may, however, authorize partial or full refunds (or other accommodations such as deferred payment for a year) at their discretion under extraordinary circumstances.
Circumstances for Cancellation or Postponement: By definition, all unforeseeable events or occurrences that may affect RWM events cannot be succinctly defined. RWM acknowledges that its events are in Western Montana where cold and icy days are common in any season, and hot, smoky or rainy days exist in the summer. As such, RWM events generally shall occur come rain, snow or shine because RWM understands the training and expense participants have invested in competing in RWM races and training.
However, sometimes unusual events -- weather and otherwise -- demand changes. The health and safety of RWM members, other participants and the community at large, are the overarching criteria RWM will follow in deciding whether a race should be postponed or cancelled.
Weather: Unusually hot, humid, wet, cold, or icy conditions may cause the postponement or cancellation of a race, training run or track workout. This also includes the existence of visible lighting, strong or dangerous wind conditions, hail, heavy rain and flooding.
Fires and Air Quality: The presence of forest fires and poor air quality in and around the race, training run or track workout location may cause the postponement or cancellation of an event. In deciding whether to cancel or postpone an event due to smoke from forest fires, RWM shall consider the Missoula County Air Quality Guidelines as part of its decision-making process.
Other Circumstances: Unforeseen actions by others that affect a RWM race, training run or track workout may cause postponement or cancellation of an event. These include, but are not limited to, actions by governmental entities, actions by law enforcement, unanticipated road/trail closures, the existence of dangerous animals on the course, civil unrest, acts of terrorism, war, and other natural or unnatural acts that have historically been attributed to God, the Devil or any of the lesser-known deities.
Postpone/Cancellation Procedure: RWM will strive to keep participants and the community apprised of any postponement or cancellation of its events. It will do this through its website, email, traditional media outlets and social media. All participants are urged to check the RWM website in the days leading up to an event for the most current event conditions and updates.
The organizers of RWM training runs and track workouts have the discretion to postpone or cancel these events based on the above criteria. Any cancellations shall be reported to the RWM Executive Director.
Before a RWM race is cancelled or delayed by more than one hour, the race director shall confer with the RWM Executive Director to discuss options. Prior to cancelling a RWM race or delaying the race by more than one hour, the Executive Director shall use his/her best efforts to communicate the issues and a recommendation to the RWM Board of Directors. The Board of Directors, in consultation with the race director and the Executive Director, shall make the ultimate decision to cancel a race.