Contracts in the Sport of Trail Running

If you are putting on a trail running event, there are many times when contracts are important. While it used to be common to go without formal agreements, these days the old handshake promises and arrangements are seldom worth the risk. Written and signed agreements not only help protect you and your vendors legally, they also help protect your relationship with the vendor when things become ambiguous. If you have a friend run your event timing and you did not sign an agreement with them, it could hurt your friendship if they remember the "terms" of the verbal agreement differently than you do and you find yourself in disagreement.

Contracts should be used for all aspects of event operations whether getting a land permit, obtaining insurance, or things like using a photographer, creating a logo or merch design, or any other service that you might need at your race or in the planning and marketing of your event. Here are some guidelines to what a written contract does and also how it can help you within your trail running business. 

Written Contracts

• Nature: Documented, signed agreement detailing each party’s rights and obligations.
• Pros:
  • Clarity – Everyone knows the scope, deadlines, payment terms, and responsibilities.
  • Proof – Provides a legal record if disputes happen.
  • Prevention – Forces both sides to think through details up front.
  • Relationship Protection – Keeps disagreements from becoming personal by referring back to agreed terms.

Examples of Contracts for Race Directors

Here are a couple instances where you may encounter different types of contracts when putting on a trail race.

• Venue/Land Use Contracts
• Photography Agreements & Contracts

How Written Contracts Protect Relationships

• Avoids Misunderstandings – People can interpret verbal promises differently; written terms keep expectations aligned.

• Reduces Conflict – If an issue comes up, you can point to the agreed language instead of debating memories.

• Sets Boundaries – Clearly defines what each party isn’t responsible for, preventing resentment.

• Demonstrates Respect – Shows you value the deal and the other person’s time and effort enough to document it.

• Preserves Trust – Trust is built on keeping promises; a contract helps ensure those promises are met.

We will be going over in this series some of the contracts that you might need or want for your business. 

Those will include land/use permits, photography contracts, 3rd party contracts and those needed to obtain insurance for your event.