Step-by-Step:

1. To begin, log in or create an account with USA Cycling. Then click here.
2. Click “Add New Event,” and fill out the necessary information (i.e. name, event date, location, etc.).  You will be able to duplicate events in the NextGen permit system in the future. 
3. If you would like to just list your event, then you can do so now and it will show up on the USA Cycling event calendar for your area.  This will not provide you with insurance coverage, or additional benefits of a USA Cycling permitted event.  
4. If you are permitting for the additional benefits then you will click on "Permit Your Event With USA Cycling" and answer the permit questions that apply specifically to your event and event discipline.
5. After you pay and submit your online permit, the permit automatically goes to the Event Services Coordinator for your area for approval before submission to our insurance company.
6. From there, insurance certificates will be issued and sent to the email address you provide.
   
7. You're ready to roll!  

Some Things to Note:

• The online permit process takes approximately 15 minutes, though you can save and return at your convenience without losing your work.
• Once the permit for the event has been approved, no changes can be made unless authorized by the Event Services team.
• Be sure to complete the permitting process at least eight weeks prior to the event date if not sooner to avoid late fees.
• To ensure insurance coverage, the event must be permitted three days prior to the event date.
• The entire permit process takes approximately 7 business days to complete and does not include the processing of insurance certificates. The time needed for producing insurance certificates can vary depending on current volume and how many are required for your event.  Special Endorsements on certificates take 3-4 weeks to process.
• Though unusual, any changes that might be needed after fulfillment of your initial request may take a week to process so we encourage you to plan ahead!

Fees: All fees are addressed on the Schedule of Fees page.

Membership Fees

Participants taking part in traditional racing disciplines permitted with USA Cycling must hold a valid annual or one-day racing membership. For those participating in gran fondos, fun rides and gravel events a racing membership is not required. However, all participants and event volunteers are required to sign a waiver.

Permitting Fee and Insurance fees:

• Permit fee of $135 per day.
• For Track, Camps, Clinics, and Training Rides, the permit fee is $50 per day.
• Fees are based on how many days the event covers.
• Surcharge of $5.30 per rider, per day
• If you are holding another event type "companion" ride or clinic prior to the event to prepare participants, make sure you permit that event as separate from the main event. This offers more coverage for your entire event.

*We offer complimentary race director licenses to people interested in permitting their gran fondo, gravel event, fun ride, or charity ride with USA Cycling. You will be able to proceed through the permit process without a license being added to the cart now.

Set-Up and Teardown Days

• These can be covered for an additional $50 per day

Practice Days

• There is no charge for the practice days that are held during the permitted event dates.
• There is a $100 fee per practice day for mountain bike, road, cyclo-cross, and track events.

Cancellation Fees

• If the event is cancelled, there is a $50 fee.
• If the permit was submitted late and a late fee was charged, the late fee will not be returned. 

Official Fees

• For traditional cycling races to qualify as USA Cycling sanctioned racing event, USA Cycling officials must be present.
• Traditional races include road races, criterium, TT, cyclocross races, mountain bike races, etc.
• Officials are not required for gran fondos, fun rides, or gravel events.
• Please see the Officials section for a full breakdown of costs.
• In addition to these daily fees, there are additional fees associated with overtime races, site visits, overnight lodging, and any other necessary expenses an official may incur.    
• Officials are assigned according to Policy IV: Officials Assignment Guidelines. 

 Race and Ride Types:

• National Championships and international races are designated by USA Cycling and the UCI.
• Non-championship final trials for Olympic, Pan American, and World Championship teams are designated by USA Cycling.
• State Championships and Regional Championships are secured by contacting USA Cycling or your Local Association.
• Stage Races and Omniums are event types that can be selected when permitting the event. An organizer will pay the daily permit fee for these event types.

Post Event Reporting:

Post-event reporting and fees are due to the USA Cycling office within 21 days after the event.

Failure to comply will result in additional mandatory fees:

• $100 if not paid 21 days after the event

Event Insurance:

Umbrella Policy (additional $2 million optional insurance):

• 5000+ participant days – $3,125
• 1,000-4999 participant days – $1,800
• 250-999 participant days – $1,350
• 100-249 participant days – $975
• 1-99 participant days – $625

To purchase the umbrella policy, please call our Event Services team at 719-434-4200. Since the umbrella policy is purchased prior to your event, we will look at your actual participant numbers when post-event paperwork is submitted to finalize your fee. 

Insurance Certificates:

Will automatically be issued for the race director and each sponsoring club free of charge. If another party is required to be named as an additional insured, the cost will be $15 each.

• This $15 fee will apply each time your certificate needs to be reissued, so we encourage you to communicate with the insured and make sure that your request is complete and accurate the first time including spelling, addresses, and the proper way to list the insured on the certificate.
• To request Additional Insured certificates after your initial application, please go to your list of permits with USA Cycling, click on the event you'd like to add Additional Insured to, and then click on "Add Additional Insured". 
• If a special endorsement is required for the insurance certificates there is a $75 fee per request and takes 3-4 weeks to process.
• If you are organizing a competitive event, officials MUST be present. You as the race director will be responsible to pay licensed officials a daily fee based on the race category. 

Post Event:

After the event there are several items that need to be turned in as part of the permitting process.

You will need to calculate and pay the rider surcharges at the end of the event. For traditional competitive events where an official was present, the official will assist you with this. For gran fondos, gravel, fun rides and other non-competitive events, you will need to do this yourself.   

When calculating your rider surcharges, please note that the surcharge is calculated on the unique rider (and not the number of events they participated in per day). You may also have sold USA Cycling annual memberships or one day licenses during the onsite registration process. The amount for these fees and licenses is totaled and payment made with the online post-event report form.

Contact Us:

Event Permitting & Post-Event Processing

Inquiries about USA Cycling sanctioned events (including race director accounts, event permitting, insurance information, injury reporting, and post-event processing), can be directed to our Event Services staff:

EventServices@usacycling.org
(719) 434-4200, extension 3

Sanctioning Your Event

If you're interested in sanctioning your event with us or learning about how to grow your event, contact us at eventservices@usacycling.org. One of our team members will reach out and assist you with your needs and questions.