This is a brief guide to help you run a safe, fun well organized event. All events should be run in accordance with the rules of USSA the national governing body.  Publications on rules and guides for our sport are available by contacting U.S. Ski and Snowboard Association, Box 100,1500 Kearns Blvd., Park City, UT 84060. Phone: 435.649.9090  Fax: 435.649.3613 web site: www.ussa.org
 
 

• Membership: All event organizers must be members of NYSSRA Nordic.  Volunteers, and competitors do not need to be members.  Please note: Only nyssra members will count for points in an esg qualifier.
• Sanctioning Deadline:  All ESGQ and JOQ races must be scheduled by the NYSSRA spring Meeting, which is held the last Sunday in april of each year.  Sanction forms and fees are then due by July 1st prior to the start of the season.
• Forms to Use: You must fill out and sign the Sanction agreement which can be found on the previous page Go back to forms.
• Race Fee Obligations:

If a skier is not a member of nyssra, nensa, or ussa there is an additional $5 fee collected at registration this fee is sent to nyssra along with the below stated fees
    Empire State Games Qualifier
                    $50 non refundable sanctioning fee paid at the time of scheduling race.
                    $2/competitor NYSSRA head tax. Due at the completion of the event
                    $2/competitor insurance fee. Due at the completion of the event
                  Payable NYSSRA Nordic. 

   Junior Olympic/ Empire State Games Qualifier
                    $50 non refundable sanctioning fee paid at the time of scheduling race.
                    $2/competitor NYSSRA head tax. Due at the completion of the event
                    $2/competitor insurance fee. Due at the completion of the event
                    Payable NYSSRA Nordic. 
                    $2/competitor Mid-A head tax.  Due at the completion of the event
                    Payable USSA Mid-Atlantic Division.

   Citizen Race/Ski Clinic/Ski Camp
                    $50 non refundable sanctioning fee paid at the time of scheduling event.
                    $2/competitor insurance fee. Due at the completion of the event.
                    Payable NYSSRA Nordic. 

• Send NYSSRA Forms and Fees Payable: NYSSRA Nordic, Inc. to: 

Lee Mahood 
9249 Route 20A
Hemlock, NY  14466
• Send Mid Atlantic Fees Payable: USSA Mid-Atlantic To:

Rob Hinsdale
161 Kenwood Ave
Oneida, NY  13421
 

• Pre-registration is defined as sending a entry form, not an entry fee, unless "pre-registration must include entry fee" is specifically noted in the race listing in the manual.
• Late registration for all ESG/JO races occurs after the Wednesday before the race.
• Late registration fee is set by the race organizer and must be noted in the race listing of the manual.
• Day of race registration can mean an additional late fee if so stated in the race listing in the manual
• Set a time to stop day of race registration so that a complete start list can be printed for the starters prior to the start of the race.  30 min is recommended. Pre registered racers can continue to pick up there bibs as they are already on the start list.
• Competitors do not have to be members of nyssra to compete However, there is an additional $5 fee for non-members. NENSA members are treated as NYSSRA members
• NYSSRA Points Series. You must be a current NYSSRA member to receive points in an ESG race. Non-members will be displaced prior to awarding points. you may not join after the fact to receive points.
• Accepting membership.  Race organizers are asked not to accept membership forms.  The skier is responsible to fill out and send the membership form to the correct address given on the form.  Race organizers should either have copies of nyssra membership forms available or provide the interested skier with the NYSSRA web site address www.nyssranordic.com.   Non members will be charged the extra $5 and can deduct the $5 from the membership fee when they send it in.  Please write NON in place of their nyssra number on the results.  They will not be scored until the membership is received. It must be received within four days of the race for the skier to receive points for that race.
  Have nordic entry forms available for day of race registration
• Results Must be computerized. They should be posted immediately following the race.  If the results are not contested with in 45 min they are official.

Results  and fees should be sent to Larry Wilkinson, 7 Ramblewod Drive South, Utica, NY 13502 immediately following the race.
Please email the results following the race to nordic@roadrunner.com
Awards must be given at a minimum to scholastic men, scholastic women, open men, open women, master men and masters women. Awards should be given to the top three in each class. The type award ribbon/medal/certificate/other is determined by the race organize
Cancellation/changes  Race organizers must contact Larry Wilkinson, 315-797-9341 or nordic@roadrunner.com no later that 4pm on Thursday for a Saturday race and by 1pm on Friday for a Sunday race.  timely notification is necessary so that details can be posted to the nyssra web site. 
 

• Parking - the location should have plenty of room for parking.  If on road parking is required you should to contact the local police or sheriffs in advance to inform them to avoid problems on the day of the race.
• Facilities - the location should have at least a warming hut and rest rooms.  If it does not you must provide port-a-johns.
• Grooming - The course must be machine groomed. 
• Distance - The course should be measured for an accurate distance.  This is best done with a measuring wheel but as not everyone has access to one a mountain bike will do. 
• Course markings - the course must be well marked with flags, ribbons, signs or cones (please use colors that are highly visible). The start and finish line need to be well marked and a line in the snow defining the actual start and finish line with a pole, cone, or sign defining each end of the line . This line can be made with colored water, chalk or spray paint( (dark colored water is most common).
• Course Map - A course map must be provided at the registration area. This map can be hand drawn.  The start, finish and lap area along with the direction of travel and number of  laps for different age groups must be marked on the map.  If groups will be racing different courses or laps they should be highlighted on the map in different colors or use separate maps.
• Course Safety - The complete course must be inspected prior to the race for safety issues. Any hazards should be removed, snow should be added to areas of thin cover, dangerous areas or down hills that cannot be fixed must be removed from the race course and the trail rerouted.  Attendants should be placed in trouble areas to warn the racers of the problem and keep the area safe by shoveling snow.  If the race course cannot be made safe for the competitor and there equipment the race must be canceled.  Consider running the race course backward if it will be safer in the opposite direction
• Feed Stations - Because cross country skiing is an endurance sport, competitors need access to water and or feeds.  Specifically  water and/or sport drinks should be available at the finish line of all races.  In Events over 15k feed stations should be located at least every 8 to 12 k.  Feed stations should include food that is easy chew and swallow such as pre-cut bananas or oranges, soft cookies, figs, fruit bars ( hard dry or snacks with crumbs should be avoided as they can cause a racer to choke). All fluids should be served at normal temperatures. Not hot or ice cold.
• Phone - You need to have quick access to a phone or cell phone for emergencies.
• First Aid/ Medical:  You need to have a volunteer on hand that is at least certified in first aid to deal with any emergency that may arise.  You also might want to contact the local fire or ambulance service to inform them of the time and location of your event and how to contact them in case they are needed.   You will also need to have a toboggan or rescue sled along with blankets in case someone is injured on the course and can't ski out on their own.
• Radios - Radios are not needed, but, if they are available, they can make running a race a whole lot easier.

• Chief of race
• Chief of course
• Chief of timing and calculations
• Chief of medical
• Race Secretary plus helpers for registration
• Starters(2)
• Finishers(2 teams, official and backup)
• Timer
• Time recorder
• Bib order of finish recorder
• Bib collector
• course officials - such as; lap checker, course controllers for keeping the course clear in the start/finish/stadium areas and controlling intersections, feed station workers, PA announcer, parking, ski marking, course checkers for skating in a classical race, etc..
• Jury - name 5 people to include the Chief of race plus another race official and three other members that are knowledgeable on the rules of xc skiing such as coaches or upper level athletes. If there is a TD this person would chair the jury.

• The Racer is responsible to know the course, their bib number and their start time.  However, the race organizer is responsible to provide a well marked course, start and finish line, to post a well marked course map, to post a start list and to start bib numbers in consecutive order.  There should be no way that a skier can get off course unless they go through a barrier or off the groomed course.
• Each racer must start/finish and wear their correct bib through out the entire race.  Due to extenuating circumstances prior to the start of a race a racer may be given a new start time and bib.  however, this cannot be done to benefit the racers chance of performing better. This would have to be approved by the race jury.
• In electronic timing a racer may start up to three seconds prior to their posted start time. 
• In hand timing a racer may not start until the starter gives the signal
• The finish time is recorded when the leading foot crosses the finish line.
• In a false start situation the competitor must return to the start gate and start again with out interfering with the next competitor.  The original start time is counted
• If a racer misses their start the clock is running.  They must report to the starter prior to entering the course. The starter will note the late start on the start list, however, their original start time is counted and may not be changed.   
• If a racer goes off course they must return to the spot where they left the course before continuing or they are disqualified
• A racer must give way to a faster skier upon the first request. If there are two sets of tracks this rule does not necessarily apply. In a freestyle race if the trail is to narrow to ski side by side the overtaking skier has right of way and the slower skier must yield long enough for the faster skier to get by.  if the track is wide enough the faster skier goes around.  
• In the final 200 meters prior to the finish line the leading skier has the right of way. however they must hold there line, they cannot deliberately block a passing skier.
• In an individual race a skier may not exchange or replace a ski during the course of the race and must finish with both skis that they started with. Broken poles may be replaced.  In a relay a broken ski may be replaced.  However, this is not enforced in nyssra events.  If a race organizer wishes to enforce this rule the skis have to be marked prior to the start.
• A racer must follow the course from start to finish.  
• If a skier skis the wrong distance such as completing only one lap of two they are disqualified.  however, if they ski an extra lap their official time is not counted until they cross the finish line. 
• If a skier skis outside the Finnish line such as finishing in the lap lane, their time does not count until they ski back to where they left the finish lane an then continue through the finish line. 
• Rules governing Ski length and pole length do not apply at our level of competition