WL Rules and Regulations

Everything you need to know

1.      GENERAL REGULATIONS

1.01   Name: The name of this Association shall be Worldloppet Ski Federation. (Hereinafter referred to as Worldloppet).

1.02   The official language of the Association shall be English.

1.03   Logo: The Worldloppet shall have a Logo that has been approved by at least two-thirds of its Full Members who may change or modify this Logo from time to time at the Annual General Meeting (hereinafter referred to as the AGM).

1.04   Flag: The Worldloppet shall have an official flag that displays its logo and shall be shown at all Worldloppet races and at the AGM as well as at any other official Worldloppet gathering or function. The flag shall be attractively designed and may be changed from time to time at the AGM.

2          AFFILIATION WITH INTERNATIONAL SKI FEDERATION

2.01   Worldloppet shall be independent of any other association.

2.02   In order to keep a consistently high standard and uniformity in cross-country ski racing, the Member races shall recognize and honour the International Ski Federation (hereinafter referred to as FIS) rules, when applicable, and not in conflict with the Worldloppet rules.

3          MEMBERSHIP

3.01  The Members of the Association shall be legal entities who organise long distance cross-country races, applying a principle that only one Member per nation is admitted. The race organization must meet the high standards of quality, which are evidenced by the other Worldloppet races. Any Member must demonstrate financial stability and popularity among its local skiers.

3.02  If a Worldloppet Member has not fulfilled the intent for admission to Worldloppet as stated in Article 4. for 3 consecutive years, it will have to comply with the Executive Board's corrective action plan. This includes, but is not limited to, the quality of the events, geographic inclusion, growth in participants, fulfilment of financial and reporting obligations, etc.

3.03  If a Worldloppet Member has not fulfilled the Executive Board´s corrective action plan, the AGM will decide on its Worldloppet Membership.

3.04  Any new Full Member admitted shall be required to pay an initial once-only fee which shall be established by the AGM.

3.05  Any new Associate Member admitted shall be required to pay an initial once-only entry fee fixed at 50% of the current once-only entry fee for Full Members (amount which shall be established by the AGM).

3.06  Each Full Member shall be charged an annual fee in order to cover the financial interests of the Worldloppet association. This fee shall be set forth annually at the AGM. Any Full Member, who has outstanding in the payment of the annual fee, shall be denied voting rights until the outstanding is settled. If a Full Member has a two year debt of the annual fees, it will result in expulsion from the association if approved by a two-third vote by the Full Members at the AGM. Associate Members shall be charged an annual fee fixed at 50% of the Full Member annual fee in order to cover the financial interests of the Worldloppet association. This fee shall be set forth annually at the AGM.

3.07  Any Member of the Association shall have the right to leave the Association on the following conditions:

  1. After expiration of a term of two years for advance notice to the AGM (handing in their written resignation to the Executive Board) and settlement of potential debts to the Association.
  2.  Before the expiration of the term of two years for advance notice, in case such proposal has been made by the Executive Board and approved by the AGM.

4         NEW MEMBERS AND MINIMUM REQUIREMENTS FOR ADMISSION TO WORLDLOPPET

4.01   The applicant shall be an organiser of a traditional long-distance cross-country skiing race in its country that has gained sufficient popularity among local skiers.

4.02  New Members shall be admitted on the condition that they demonstrate as high standards in organising long-distance races as the founders, and do not have permanent financial difficulties.

4.03  Admission criteria for new Members:

Adequate proof must be submitted that the applicant clearly represents the major event in the nation concerned and that it is the choice of the National Ski Federation which represents this race.

4.04  Full Member minimum requirements for admission to Worldloppet:

  1. The distance of the main race must be at least 50 km to be valid for the Giold Master award. For races held at the altitude of or above 1,500 metres sea level, the minimum distance is 42 km. A short race must have a minimum length of 20 km to be valid for the Silver Master award.
  2.  The race must have taken place at least 3 consecutive times before the request for admission can be submitted.
  3. The total number of skiers participating in and completing the entire distance of the main race must have exceeded 1,000 in each of at least 3 previous years. However, the AGM may take well founded exceptions, in order to promote cross-country skiing in that special geographical region.
  4. It must be guaranteed that the race takes place annually at the same date, but this date should not be in conflict (if possible) with an already established Worldloppet race.
  5. The recording of the results must be done digitally.
  6. The secretary of the race must be available during the entire year to answer correspondence and telephone calls. Internet connection is necessary.
  7. It must be guaranteed that participants from all nations can participate at the race without having any visa or admittance problems or difficulties in leaving the country.
  8. In any other case, the official rules and the constitution of Worldloppet have to be observed.

4.05  Associate Member minimum requirements for admission to Worldloppet:

  1. Associate membership will be opened to all long distance races, including those races not currently eligible for Worldloppet Full membership because of their size.
  2. The race must have taken place at least 3 consecutive times before the request for admission can be submitted.
  3. It must be guaranteed that the race takes place annually at the same date, but this date should not be in conflict (if possible) with an already established Worldloppet race.
  4. The recording of the results must be done digitally.
  5. The secretary of the race must be available during the entire year to answer correspondence and telephone calls. Internet connection is necessary.
  6. It must be guaranteed that participants from all nations can participate at the race without having any visa or admittance problems or difficulties in leaving the country.
  7. In any other case, the official rules and the constitution of Worldloppet have to be observed.

4.06  Procedure for Admission.

  1. The following documents must be presented to the Executive Board:

                       i.          a written application by the legal entity responsible for race organization, which would like to be admitted;

                     ii.          a supporting letter from the National Ski Federation, confirming their choice of this race for representing their country in Worldloppet (this should be sent by the National Ski Federation to the President);

                    iii.          the official results of the main race of the last three competitions.

  1. An applicant for Full membership is required to invite 3 delegates of Worldloppet, including at least 1 popular skier, for 3 days in order to inspect the race. All expenses (travel, accommodation and meals) have to be paid by the applicant.
  2.  An applicant for Associate membership is required to invite 1 or 2 delegates of Worldloppet for 3 days for a one time inspection. All expenses (travel, accommodation and meals) have to be paid by the applicant.
  3. Following the inspection, the decision of admission will be made at the next AGM based upon the report of the delegates.
  4. A one-time entry fee of 13.000,0 EURO has to be paid by the Full Member applicant upon acceptance in order to cover the costs for changing various printed material, medals, flags, passports, etc.
  5.  A one-time entry fee of 50% of the Full Member entry fee has to be paid by the Associate Member to cover the cost of general organization.

5          WORLDLOPPET RACES

5.01  Responsibilities:
It shall be the responsibility of each individual Member organization to provide a safe and efficiently organized race in general accordance with the FIS rules. A current edition of the FIS rules for cross-country ski races and the Worldloppet Rules and Regulations shall always be available at every race office.

5.02  Race dates:
Each Member must submit a tentative race date for the following two seasons in writing to the Worldloppet office. All race organizers shall endeavour to avoid duplication of dates and work closely together with other races in their respective geographical region to promote the Worldloppet world-wide.

5.03  Substitution of races:
Substitute race dates cannot be considered.

5.04  After the AGM has approved the next season´s calendar, the Members are not allowed to change their race distance or location of the start and/or finish places or to add into the programme new accompanying races, valid for a Worldloppet stamp, except in case of extreme weather conditions.

5.05  Shortening of races: In case a Worldloppet (main or short) race is shortened or altered due to bad weather conditions, the race will remain valid for a Worldloppet stamp if the distance is not shorter than 50% of the original course.

5.06  Technical Delegates (TDs) shall be appointed by FIS from a list of qualified TDs having a specialisation in popular racing and, wherever possible, experience and knowledge of Worldloppet races.

5.07  Accommodation:
Each WL Member shall provide free accommodation for at least 2 persons for 2 nights during their race for the official delegations of the other WL Members. Official delegations shall consist only of Members or VIP-s of the organizing committees of WL races.

5.08  Free starting fees:
Each Member has the right to receive five free starting tickets at each other race, the entry has to be made by the office of the respective Member.

5.09  Doping control.
Every Worldloppet Member must:

  1.  invite their national doping agency in order to carry out doping tests during their race.
  2.  ensure that all necessary facilities are available at their race to ensure doping tests can be carried out.

6          PROMOTION

6.01  Each Member shall take all necessary steps to ensure that the ideas of Worldloppet and FIS Worldloppet Cup are commercialized effectively at their race:

  1. by providing well-organised races to large numbers of participants of various ages and abilities by the Members of the Association,
  2. by selling and stamping Worldloppet passports at the visible location at the race centre,
  3. by using Worldloppet logos and flags at the race venue and printed materials.

6.02  At each individual event advertisement material for Worldloppet shall be available in the language of the respective host nation.

6.03  Each Member shall send the results to the Worldloppet office in digital format by the deadline decided on at the AGM.

6.04   Each Member shall send to the Worldloppet office a minimum of 5 high definition race images free of rights no later than one week after the race.

6.05   Each Member shall provide race highlights video according to the length, format and deadline decided at the AGM.

6.06  Each Member shall make supreme efforts to promote the popularity of Worldloppet through information to the racers and media. Each Member shall also provide the Worldloppet office with press releases according to the frequency and deadlines decided on at the AGM.

6.07  Each Member is obliged to register participating Worldloppet Passport holders, arrange a reception for Worldloppet Masters and announce it officially in the race programme and other information materials.

6.08  Each Member race is recommended to ensure the possibility of registration for the race via Internet and to pay the entry fee with credit card.

6.09  Results and Information.
Each Member is obliged to ensure the following:

  1. actual latest information about the race is immediately published on its web site and forwarded to the Worldloppet Media Coordinator for diffusing on Worldloppet web site and social media networks;
  2. the web site contains a link for press information.
  3. the preliminary start lists are published at least 1 week before the race on its web-site.
  4. the result lists of the awarded racers, the photos of female and male winners and a press release both in native language and English are published on the race's web site within 2 hours after the finish of the winner and by 15.00 by the local time at the latest.
  5. the unofficial complete result list is published on the race's web site within 12 hours after closing of the finish.

7          THE ADMINISTRATION OF THE ASSOCIATION

7.01  The AGM shall be the highest body of the Association which shall be held once a year generally in June.

7.02  The President shall be the highest representative body of the Association.

7.03  Between AGMs the Association’s work shall be managed by the Executive Board, which shall decide on the issues out of exclusive competence of AGM and shall be an advisory body for the AGM.

7.04  The Executive Board Members shall be nominated by the Full Members of the Association from the regions and approved by the AGM as follows:

  1. One Member of the Executive Board shall be appointed by the Full Member associations registered in the Scandinavian countries (Finland, Sweden, Norway, Estonia and other Members in that region);
  2. One Member of the Executive Board shall be appointed by the Full Member associations registered in the Central European countries (Germany, France, Italy, Switzerland, Austria and other Members in that region);
  3. One Member of the Executive Board shall be appointed by the Full Member associations registered in the East European countries (the Czech Republic, Poland, Russia and other Members in that region);
  4. One Member of the Executive Board shall be appointed by the Full Member associations registered in the overseas countries (USA, Canada, Australia and Japan and other Members from outside Europe);
  5. The President can be the representative of a region;
  6. The regions may be revised with new Members joining the Association;
  7. Associate Members shall belong to the regional groups of their choice as observers.

7.05  The Members of the Executive Board shall be appointed for a term of four years. The principle is applied that changing of the Members shall take place two years after the election of the President.

7.06  The day to day operations of the association shall be delegated to the Worldloppet office lead by the Chief Executive Officer (hereinafter referred to as CEO) hired by the Executive Board.

  1. The CEO shall be responsible for the job tasks laid out by the Exeutive Board: leading the daily office work, hiring office staff if necessary, web control and developments, operation in the limits of the budget confirmed by the Executive Board, secretary of Executive Board meetings, preparing all meetings with the President, fulfilling all previous Race Director´s functions, sponsor contracts, preparing budgets with the President, co-operation with the Media Coordinator and others.
  2. In the execution of these duties, the policies, as established for this association, must be observed according to the Worldloppet Constitution.

8          PRESIDENT

8.01  Term of Office:
The term of office for the President shall be four years. The President 's term may be extended for one year or he may be re-elected for an additional four year term.

8.02  Electoral Procedure:

  1. Election for the office of President shall take place at the appropriate AGM.
  2. The President shall be voted for as a person and not a Member race.
  3. In the event that the President is unable to fulfill the responsibility of the office the Executive Board shall appoint a temporary replacement.
  4.  Before the 4-year term of office of the President has expired, the Executive Board shall prepare a list of 2 candidates agreeing to accept the nomination.
  5.  All candidates nominated should be individuals dedicated to the positive future of Worldloppet and with background in business along with the ability to coordinate and direct an international association such as Worldloppet.

8.03  Duties of the President:

  1. President shall be a member of the Executive Board arising form his/her position (ex officio) and shall manage the work of the Executive Board.
  2. The President shall be responsible for the administration and operation of the Association: the official representative of Worldloppet (image, direction, leadership); overview of economy and sponsorship; spokesperson for official communications; communication and visiting Races; co-operation with the CEO and the Media Coordinator; the Chairman of the Executive Board; chairing the of AGM.
  3. In the execution of these duties, the policies, as established for this association, must be observed according to the Worldloppet Constitution.

8.04  Salary:
The President shall not receive any salary for the execution of his office, however reasonable expenses shall be reimbursed.

 

9          MEETINGS

9.01  The Annual General Meeting shall be the highest body of the Association.

9.02  The site and date of each AGM shall be decided by simple majority vote at the Annual General Meeting held two years in advance.

9.03  Each Member has the right to speak at the AGM, using the official language. If a Member does not speak the official language, he must make his own arrangements for translations.

9.04  The President must ensure that proposals for constitutional amendments, additions or deletions are forwarded to each Full Member in writing at least thirty (30) days prior to the AGM.

9.05  Every Member race shall attend the AGM at their own expense.

9.06  The agenda for the AGM shall be prepared by the Executive Board. Those Members wishing to submit items for the agenda must send them to the Executive Board in writing at least 40 days prior to the meeting.

9.07  Responsibilities of the host of the AGM:

  1. The host Member shall be responsible for all hotel and meeting arrangements. This has to be done in time to provide a notice together with an estimate cost to each Member at least 90 days before the meeting.
  2. The host Member shall be responsible for arranging a social calendar for evening events; it also should attempt to arrange daytime activities for visiting spouses.
  3. If the host Member has special arrangements with an airline they should try to assist overseas Members with arranging the best possible fares.
  4. No expenses for particular programme points, tours or other events shall be charged to Worldloppet, unless they are approved by a two-thirds majority of the Members.
  5. The CEO shall provide a secretary for the minutes in the official language of Worldloppet. The charges for this (travel excluded) shall be paid by Worldloppet.

10     WORLDLOPPET PASSPORTS - WORLDLOPPET MASTERS (GOLD AND SILVER)

10.01      Each cross country skier shall be able to buy a Worldloppet passport in which the Worldloppet races he/she has completed are certified.

10.02      All cross country skiers world-wide are eligible.

10.03      The Worldloppet passport can be obtained at the Worldloppet office or from any Worldloppet Member race.

10.04      The price is decided at the AGM (same price for gold and silver).

10.05      The passport expires with the completion of a Master title.

10.06      Worldloppet Gold Master:
After having completed the official races (main races) in 10 different countries, at least one of them overseas, the skier shall receive a diploma, confirming his/her status as a Worldloppet Gold Master. In order to receive this diploma the Worldloppet passport has to be mailed to the Worldloppet office. A Worldloppet Master also has the right to purchase a Master Medal at the Worldloppet office.

10.07      Worldloppet Silver Master:
The Worldloppet also recognizes skiers who have completed the official short races in 10 different countries, at least one of them overseas. These skiers shall receive diplomas, confirming their status as Worldloppet Silver Masters. Skiers completing a mixture of 10 races (official main and short races) will be eligible to receive Worldloppet diploma and medal in silver.

10.08      Silver and Gold pins:
Every new passport holder shall receive a pin from the Worldloppet office; a special gold pin shall be mailed to all new Worldloppet Gold Masters and a special silver pin to all new Worldloppet Silver Masters.

11      FIS WORLDLOPPET CUP

11.01      The Worldloppet association shall work in partnership with the FIS to promote annual FIS Worldloppet Cup, based, if possible, on the Worldloppet races.

11.02      The objectives of the FIS Worldloppet Cup are to improve the status of ski marathons by attracting the World's best skiers to long distance races, to increase media and spectator interest in the Worldloppet races and in popular cross-country ski racing in general.

11.03      Rules for the FIS Worldloppet Cup are established by the FIS Sub-Committee for Popular Cross-Country Skiing, working in conjunction with the Worldloppet Executive Board, and must be approved by both the Worldloppet Executive Board and the FIS Cross-Country Committee. These rules may be amended from time to time with the agreement of both bodies.


  
WORLDLOPPET
SKI FEDERATION

Laulupeo pst. 25
51007 Tartu, Estonia
Phone: +372 7421 644
Fax: +372 7422 536
Email: info@worldloppet.com

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