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Background and Context
The Nanaimo trail networks are largely situated on private forest lands owned by Timberwest and managed by Mosaic Forest Management. with some trail network situated on public lands managed by the City of Nanaimo or the Province of BC (Rec-Sites and Trails of BC). The Nanaimo Mountain Biking Club (the society) is a non-profit society that manages and maintains the authorized trail networks in Nanaimo. While most of the trails have been built over many years by volunteer trail builders, access to the lands and the responsibility for the trails have been formalized through land agreements with the landowners.
In accordance with the management framework and land agreements, third-party event organizers and commercial operators must work with the society to seek support prior to hosting events/operations on the trails. This must also be done before permits can be issued by the landowners.
Purpose
As the society holds responsibility for managing and maintaining the trails within the network, it needs a process for engaging with third-party event organizers and commercial operators wanting to use the trails. There is a cost to preparing and maintaining trails with these activities over and above regular (i.e. member or public) trail use.
This document is intended to provide guidance and expectations for organizations interested in holding events, and/or organizations conducting commercial (i.e. fee for service) guiding, coaching or leading group rides (“third party use”) in the Nanaimo trail networks. All contributions received under this policy are invested back into the trail management and maintenance program.
Requirements for all Third-Party use in the Trail Network
Insurance
All third-party operators and event organizers must have a commercial general liability (insurance) policy for their event or activity, including a coverage limit amount required by the society. The insurance obtained will need to include naming the ‘Nanaimo Mountain Bike Club’ as an additional insured. Proof of insurance in the form of a Certificate of Insurance must be provided to NMBC prior to any operations proceeding in the Nanaimo trail networks.
Sustainability
The society encourages all third-party organizations to consider the ecological footprint of their activity and to take all necessary steps to reduce it.
Trail use financial contribution
Due to the hard work of both professionally paid trail crews and the use of many volunteers, it is customary and common practice for events to contribute to the security of a well-managed trail network. In recognition of these costs and the time associated to manage and maintain the trails, it is expected that third-party events will provide a financial contribution to the NMBC. The minimum contribution for events will be $5 per event participant. The exact amount will be negotiated with the NMBC based on but not limited to the following variables: type of event, scope and size, timing of the event (season), number of event participants. The NMBC recommends that event organizers build this cost into event registration fees as a contribution towards ongoing trail management and maintenance.
NMBC rights
Due to the variable nature of the weather, and other external circumstances that can make use of the trails Hazardous, the NMBC reserves the right to revoke, restrict, and cancel trail access or events for any reason without notice.
Requirements for Third-Party Event Organizers
This section of the policy is aimed at organizers planning one-day or multi-day events such as bike races, running races etc., within the trail networks.
Event route
Consultation and approval of the event route will include considerations such as weather, the timing of the event, planned trail maintenance projects, sustainability factors, and other such items. The organizer will provide the route at least 6 months prior to the event to provide enough time to undergo the approval process. The NMBC will work collaboratively with the event organizer to ensure the approved route is prepared to the same high standards that all trail users can expect throughout the managed network. Event organizers should report any trail safety concerns or significant issues.
Event notices
Will be posted at least one week prior to the event and meet the following criteria
- The notices will have the event name, organizer name and, contact details; Type of Event; Date(s) including set-up and teardown Trails in Use; and route map including start/finish and staging areas
- The notices will be posted at the main entrances to the trail network
- Event notices will also be provided to the NMBC in digital format for sharing on social media channels.
Race route marking/flagging
Courses can be marked/flagged a maximum of one week prior to the event. No permanent or semipermanent (e.g., paint or flour) materials are to be used for course marking unless permission is received from the NMBC. Nailing and screwing course markings into live trees is prohibited. All course marking material should be removed by the event organizers and must be removed within 3 days following the event.
Requirements for Third-Party Operators
This section of the policy is aimed at third-party operators leading group rides, coaching sessions, filming, or paid media creation, within the trail network.
Access Gates/Vehicle access
Attaining the use of access keys or gaining and vehicular access is not permitted for third-party operators.
Trail uses financial contribution
Third-party operators leading group rides, coaching sessions, and other similar operations are expected to contribute an annual fee or trail usage contribution. NMBC and the operator will agree on a financial contribution that will align with projected trail user numbers and frequency prior to authorized use of the network. This contribution may take the form of an NMBC Corporate Membership purchase with permission of the NMBC.
Process for Third-Party Event Organizers and Third-Party Operators
To engage with the NMBC regarding third-party use, please;
- Proposed dates of the event or operations;
- A summary and type of the event or operations;
- Number of participants;
- For events, provide proposed route map(s);
- For operators, provide a proposed usage zone or area.
- NMBC will either support or not support the request based on date conflicts, or any other reason that NMBC will provide the organizer/operator.
- If NMBC supports the event or activity, all organizers will complete the Third-Party use form online agreeing to the terms of the Third-Party Use Policy and trail use contributions.
- NMBC will then provide a letter of support to the landowners for the event or activity.
- The organizer must then seek any required permits from applicable landowners and land managers.
Permits
All third-party operators and event organizers must contact the land owners regarding any permit requirements that they need to conduct their event or activity on the trails within the network. Please use the following contacts for permit information/application:
- For Timberwest lands, contact Mosaic Forest Management:
https://www.mosaicforests.com/access#recreationalaccess
- For Nanaimo’s Municiple lands, contact the City of Nanaimo: https://www.nanaimo.ca/your-government/departments-contacts/contact-us
Trails NMBC Maintains
Doumont Trail Network
Westwood trail network
The NMBC originally began as a social group to help residents meet other riders. Since it’s inception in 2000, it has evolved into a robust organization involved in several trail enhancement initiatives, while still offering weekly organized group rides for its members.