Sanctioning and Organizing an Event

Whether your GBC Member Club is hosting an event or meet, you have athletes travelling out of the province or country for a competition, or you have participants taking part in a parade or gymnastics display the event MUST be sanctioned by Gymnastics BC.

Hosting competitive and recreational events are great opportunities to promote gymnastics while providing participants with fun opportunities. All GBC club events (competitive, Interclub & recreational) MUST be sanctioned by Gymnastics BC.  Please note, GBC does not sanction High School competitions. 

GBC member clubs that wish to host a GBC sanctioned competitive event must complete and submit a Sanctioned Event Application Form to Gymnastics BC by the May 31 deadline to be considered on time.  

Only complete applications, with payment included, will be considered. Applications made by email with no form and/or insufficient payment will not be processed.

As several clubs may request competitions on the same weekend, clubs are strongly encouraged to provide alternate dates for their competitions as first choices cannot be guaranteed. GBC will notify clubs if weekend selections are highly requested, making suggestions for alternative dates if necessary. It is also recommended that clubs contact other clubs in their zone to discuss dates and to avoid conflicts with other events within their zones. 

How to Sanction a Club Event

  • Step 1: Review the Sanctioning Info Package 
  • Step 2: Complete an Artistic Gymnastics Sanctioning Form or Trampoline Gymnastics Sanctioning Form and submit to GBC alongside the appropriate fee
      • AG applications received by May 31: $30
      • AG applications received after May 31: $200
      • TG applications received by May 31: $30
      • TG applications received after May 31: $30
  • Step 3: Contact your zone judging chair and submit your GBC-approved event sanction form to notify them of the event
  • Step 4: Verify that all athletes registered in your event are registered with GBC
  • Step 5: Respect the GBC equipment norms for all sanctioned events

Equipment norms

It is the host club’s responsibility to ensure equipment is set up safely and properly, and to develop and share an emergency plan with the host venue. 

Equipment norms for both artistic and trampoline gymnastics are in place for GBC sanctioned events. If a club is unable to meet the requirements, this must be indicated on the sanctioning request form.

See also

Note: Do you need to rent equipment for your event?  Please refer to the GBC Equipment Rental tab below.

Gymnastics BC member clubs may rent the GBC / Spieth America equipment for their club competitions.

Gymnastics BC does not rent equipment to non-members.

If you would like to rent GBC equipment for your event, please submit an Gymnastics BC Equipment Rental Agreement to GBC with your Sanctioned Event Application. A $1500 deposit is required with all equipment rental applications. 

Equipment rentals available

Available Equipment
Single MAG/Single WAG w/Additional Bar and Beam Set-up, One Floor$5200.00 + tax
Single WAG w/Additional Bar and Beam Set-up, One Floor$3825.00 + tax
Single MAG w/One floor$3825.00 + tax
Free-standing Equipment Required (weights to be provided by host club)N/A
Second Artistic Competition Floor$1600.00 + tax
Trampoline & Tumbling w/Two Competition Trampolines and End Decks, One Power Tumbling Floor, Two Double Mini Trampolines, Equipment Matting and (only) 2 Landing Zones $3500.00 + tax
** If both double minis and tumble track are going to be used at the same time, the renter will need to provide an additional landing zone


Gymnastics BC responsibilities

  • Contact club four weeks before the competition to confirm the delivery details and set-up time.
  • Supply a set of equipment with appropriate mats.
  • GBC representative to supervise set-up, take down and loading of equipment.

Host club responsibilities

  • Complete and submit the Gymnastics BC Equipment Rental Agreement by October 15 of the current year.
  • Submit a security deposit ($1,500), dated for the first day of the competition, with the signed rental agreement.
  • Minimum 15 adult volunteers per set of equipment at set up and take down.
  • Report any liability or accident claims arising from the meet.
  • Report any damaged or missing equipment.
  • Provide all scoring stands, measuring tapes, duct tape and miscellaneous supplies.
  • Modified pieces of equipment (mushroom or other pommel horse equipment for example), mini trampoline, etc.
  • Weights, if free standing equipment is being used.
  • Freight costs, which will be invoiced after the competition, along with the rental feel balance.

GBC Equipment Coordinator:  equipment@gymbc.org

Any club, group and/or individual wishing to participate in events outside of B.C. must complete and submit the Request for Sanction for Competition Outside of British Columbia form to Gymnastics BC for approval.

All requests must come from a GBC full member club or a national or international-level athlete, coach or judge registered with GBC as an independent member. Multiple requests can be made with one application.

Permission to travel outside of British Columbia will only be granted to clubs and/or groups who are members in good standing and all traveling participants must be members in good standing with GBC in order to be covered by GBC insurance

DEADLINES AND SANCTION FEES

Applications received less than 30 days prior to departure may not be approved.

Sanction fees (once request approved by Gymnastics BC):

  • Received 45 days or more before departure: no charge
  • Received between 30 and 45 days before departure: $25
  • Received less than 30 days before departure: $50
  • Received less than 48 hours before departure: $100 (provided GBC can complete sanction application)

The fee applies per application, not per event. Clubs may apply for sanction for as many events as they wish in a single application.

Should there be a change to an event previously sanctioned (date change, venue change, cancellation), GBC must be notified and the change will be processed at no additional cost.

PARTICIPANT LISTS

Participant lists for each sanctioned event must be submitted to GBC no less than seven business days before the event. There is no additional charge for participant lists. Changes to the participant list may be also made up to 24 hours prior to the event at no additional cost.

See also

Gymnastics Canada requires members/registered participants who would like to participate in any type of activity, including competitions, training camps, clinics and/or courses outside of Canada to request authorization to travel.  Authorization form for event and/or activity outside of Canada.

Permission to travel outside of Canada will only be granted to clubs and/or groups who are members in good standing and all traveling participants must be members in good standing with GBC, GCG and FIG.

  • All requests must come from a GBC full member club.  
  • Applications will be reviewed and signed by GBC, sent back to the full member club.  
  • The application must then be submitted by the GBC member club to GCG (Denise Gauthier – dgauthier@gymcan.org) for approval.  

See also

Hosting international participants

GCG authorization forms must be completed for all international competitions and activities that will occur in Canada.  Activities include (but are not limited to) events, competitions, training camps, clinics, courses, etc., which include participants from a foreign country.

  • All requests must come from a GBC full member club.  
  • Applications will be reviewed and signed by GBC, sent back to the full member club.  
  • The application must then be submitted by the GBC member club to GCG (Denise Gauthier – dgauthier@gymcan.org) for approval. 

Gymnastics BC events are managed and hosted by GBC full member clubs across the province every year.  The host club manages the event’s organization, including finances, human resources and operations with guidance from Gymnastics BC.  

The following Gymnastics BC events are co-hosted and co-managed by Gymnastics BC and a GBC full member club. 

FAQS

  • Ensures a commitment by the event organizer that the event will be conducted in accordance with the FIG, Gymnastics Canada and Gymnastics BC rules.
  • Ensures the event will be conducted in a fair and safe manner.
  • Ensures the recognition of results (provided there is compliance with number 1 above).
  • Ensures that the event meets a standard of quality required for sanctioning by Gymnastics BC.

Yes – GBC has negotiated a partnership with SOCAN to minimize the costs of license fees to our member clubs and the sanction fee includes the $5 SOCAN fee. SOCAN is a Canadian based organization that collects license fees, as set by the Copyright Board of Canada, for the playing or broadcasting live or recorded music.

Yes – clubs are required to sanction Interclub events with GBC. The sanctioning policy must be followed but no late fees will be applied. If the events are in conjunction with a competitive sanctioned event, there are no additional fees. Interclub events may occur on the same weekends as competitive events or other Interclub events.

All clubs must inform Gymnastics BC of any out of facility activities to ensure appropriate insurance coverage is available. This may include, but is not limited to, mall displays, parades, performances, demonstrations, hosted competitions).

Resource order forms are available for purchase through the GBC Store. 

CONTACTS

Administration and Events Coordinator, events@gymbc.org

GBC Equipment Coordinator, equipment@gymbc.org

Men’s Technical Coordinator, jcarroll@gymbc.org

Women’s Technical Coordinator, cgilhooly@gymbc.org 

Trampoline Technical Coordinator, dmcboyle@gymbc.org 

Technical Director, amontreuil@gymbc.org

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