FAQ

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FAQ Organizer

Organizer member account and membership

To see the answer, click on the question

To create an organizer account click on the “Create an account” button at the top right of your screen, then click on “I am a race organizer” and then follow the steps.

If you don't have an account click on : "CREATE AN ACCOUNT" an then click on "I am on organizer". Fill in all the required information and then click on "Become a membre" and follow all the instructions to calculate your membership fee. Once the total registration fees know you can click on "pay by card" in front of the amount concerned. You can also pay by bank transfer (validation in 10 days for the transfer)

If you have already created an account, please log in to your organizer account and click on the "Organizer" page and then click on: "Become a member".

 

Your organization member subscription fee is based on the total yearly income from registration fees paid by runners for all trail-running races you organize during the year.

A tool is available here to help you calculate the fees.

The table below will help you to calculate the annual ITRA subscription fee.

Calculation formula:  Annual fee = (Number of runners) X (bib price)

Note: Please include all races you organize and wish to have evaluated in this calculation

Annual Fee

Annual budget for inscription (minimum)

Annual budget for inscription (max)

100€

0€

20 000€

150€

20 001€

30 000€

200€

30 001

50 000€

250€

50 001

75 000€

300€

75 001

100 000€

350€

100 001

150 000€

400€

150 001

200 000€

450€

200 001

300 000€

500€

300 001

50 000€

550€

500 001

 

A receipt is available to download in your organizer space.

If you need a more detailed invoice, please send us an email clearly listing all the information you require to be listed on the invoice: contact@itra.run

We will reply to you email with your invoice as soon as possible.

Payment by credit card is directly updated on your account.

Payment by bank transfer may take a few days to validate. We generally enter bank transfers on Mondays.

 

 

 

Click on the "Organizers" page and then click on "Manage my events" and then click on "Create a new event".


When your event is created, you can create races attached to this event. Once the races are created, they will appear in the ITRA calendar with your event just after your event is validated by our teams. This can take 1 to 2 business days.

Once your event has been created, click on “Access/ Edit event” button and then click on “Add a new race”.

"coming soon"

To have your race course evaluated:

  • Subscribe to the "Organizer member offer": this is a yearly membership starting from 100€. This fee is based on the total of your race(s) registration budget. (all races)

Once your membership has been validated, you can request as many course evaluations as you wish during the validity period of your membership.

Once you have selected your subscription method, you can complete in your race details in 3 steps :

  1. Create an event from your ITRA account
  2. Add race(s) to this event
  3. Link the course to the race (GPX format) and click on "Ask for evaluation"

If there are ANY CHANGES in the actual race course from the evaluated course, the organizer must update their GPX file and ask for a new race evaluation.

If the race is canceled, please kindly inform us by email: contact@itra.run

To upload the result file of a race, you must supply us with an excel file must containing the following data with the EXACT excel column heading.

Information

Excel File Column Heading

Finishing position of the runner

Ranking

Race time of the runner (hh:mm:ss)

Time

Last name

Last name

First name

First name

Full Birthdate (YYYY-MM-DD)

Birthdate

Gender

Gender

Nationality (NOT COUNTRY OF RESIDENCE)      

Nationality

City of residence (optional)

City

Race/ Bib Number (optional)

Bib number

 

Any incomplete file may be refused.

More information on the result file (data and formatting) can be found in the mandatory result formatting guideline.

1) If the mistake is in relation to the personal information of a small number of runners (First name / Last name / birthdate / nationality) you have two options

  • Runners easily can claim or fix these results themselves by creating an account on our website. You can send them the following link with will describe the process https://itra.run/register
  • You can send us an email clearly explaining the changes (contact@itra.run) and we will proceed with the required update.

2) The mistake is in relation to the ranking or finish time of one or more runners

Please re-submit the full and corrected result file through your organizer account.

NB: To make changes to the current year’s results, you are able to upload a new result file at any time using your organizer space. To make changes to a previous year’s results file please contact us by email.

To obtain ITRA points, you must request a race evaluation through the organizer space on our website.

The evaluation requires either an annual membership (starting from 100€)

Please note that the number of points awarded after the evaluation of your course may vary from 0 to 6. Simply requesting an evaluation does not guarantee the awarding of ITRA points.

Please use our  Itra points calculator (.xlsx) to simulate your race and find out how many ITRA points your race will gain

To ensure your results are complete and correct we have in place several filters that check your results file before it is accepted into the ITRA results database.

If there is a problem, a message in red letters will tell you precisely which row (line) of your excel sheet contains the error.

You will need to make ALL the necessary changes before the file is accepted by our system.

Please use our  Itra points calculator (.xlsx) to simulate your race and find out how many ITRA points your race will gain

 

For standard races (not a multistage race), ITRA uses a validated method to calculate the level of difficulty of a race and this method is based on the notion of ‘Km-effort’.
The total “Km-effort” of a race are calculated by taking into account both the distance and the elevation gain as follows:

 

Distance

1km = 1 Km-effort 

 Vertical 

+100m vertical meters = 1 Km-effort


Based on the number of Km-effort, each race is then classified according with its level of difficulty with ITRA Points ranging from 0 to 6 as follows:

 

ITRA Points

Km-effort

0

0 - 24

1

25 - 44

2

45 - 74

3

75 - 114

4

115 - 154

5

155 - 209

6

210+

If a race has a large number of aid stations in relation to the distance, it will be deemed to not require self-sufficiency and therefore, the number of effort points will be reduced

The average interval (AI) between 2 aid stations is calculated as follows:

  • Distance = distance expressed in kilometers
  • Ascent gain/loss =a hundredth of the ascent expressed in meters
  • Number of aid stations =number of refreshment posts on the route (excluding start and finish line)

The average interval = Number of effort points / Number of aid stations

Average Interval

Number of aid station penalty points

Equal to or greater than 13

No aid station penalty points

11.0 – 12.99

Minus 10 points

9.0 – 10.99

Minus 15 points

7.0 – 8.99

Minus 20 points

5.0 – 6.99

Minus 25 points

Less than 5

Minus 30 points

 

Example: 40km / 1500m+ course with 6 aids stations:

AI = (40+ (1500/100)) / 6 = 9.16   Penalty points = - 15 effort points

Effort points final = 55 - 15 = 40 effort points

This race course would obtain 1 ITRA points

For a race with multiple identical loops, the number of effort point will be affected according to the following rule:

  • 1 or 2 loops / 1 round trip = no penalty
  • 3 loops = -10
  • 4 loops = -15
  • 5 loops = -20
  • 6 loops = -25
  • 7 loops = -30
  • 8 loops = -35
  • 9 loops = -40
  • 10 loops = -45
  • 11 loops or more = -50

Example: Race with 65km with 3500m vertical gain containing 5 loops of 13km

Effort points preliminary = 65 + 35 = 100

Penalty points = -20

Final number of effort points: 100 – 20 = 80

No.
To have your race on the UTMB qualifying list, please go here : https://utmb.world/fr/apply

ITRA points are awarded based on the evaluation, therefore the actual race course must be exactly the same as the evaluated race course.

In the case of a mistake on the GPX file, or a last-minute change of course, it is up to the organizer to make sure that the new course contains the same number of effort points as the original course.

If incorrect data or mistakes are found in the information supplied for the initial evaluation, ITRA reserves the right to perform a new evaluation and therefore potentially change the number of ITRA points awarded.

If you are uncertain about this please contact us.

Stage races are assessed using a slightly different method, taking into account the number of stages, the distance and the vertical gain of the longest stage.

The longest stage serves as the basis for calculating the number of effort points. Each additional stage is evaluated based on its characteristics and an additional adjustment is added accordingly.

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