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Celebrating 135 Years

Rules, Regulations & Policies

Sanctioned by ROWING CANADA AVIRON (RCA) & THE CANADIAN HENLEY ROWING CORPORATION (CHRC) Races are 2,000 Metres; Dashes are 500 Metres; Races for Masters are 1,000 Metres.

ROYAL CANADIAN HENLEY REGATTA - RULES INDEX:

  1. EXEMPTIONS: RCA RULES OF RACING
  2. ENTRIES: DAILY RACE LIMITS
  3. DEFINITIONS
  4. APPLICABILITY OF RULES AND REGULATIONS
  5. CLUB ELIGIBILITY
  6. COMPETITOR ELIGIBILITY
  7. HENLEY MASTERS ROWING ELIGIBILITY
  8. HEALTH & SAFETY
  9. RULES OF GENERAL APPLICATION
  10. FEES, PENALTIES AND FINES
  11. SCHEDULE A: CERTIFICATE OF CLUB OFFICIAL
  12. SCHEDULE B: FEE SCHEDULES
    1. Late Additions To Club Eligibility Rosters
  13. POLICY ON DISCRIMINATION AND HARASSMENT

 

 

1.0 EXEMPTIONS: RCA RULES OF RACING

 

RCA Rules of Racing:

1.6 Excemptions from the RCA Rules of Racing are listed below. An Organizing Committee of a Regatta may depart from the RCA Rules of Racing only if:

1.6.1 the "local" rules to be applied are clearly outlined in the application for RCA Sanction, and are approved by RCA beforehand,

1.6.2 all participants are notified of the "local" rules prior to the regatta in the pre-event information: and;

1.6.3 the "local" rules provide a level of safety and fairness equal to those in the RCA Rules of Racing.

 

The Royal Canadian Henley Regatta has applied to Rowing Canada Aviron (RCA) for exceptions from the following rules. Please see the Royal Canadian Henley Regatta rules for competitors to see how each is handled at this regatta.

2.1 Foreign competitors participating in an RCA Regatta must be a member of a Club in good standing of their National Rowing Federation (NRF) which is recognized by FISA or it’s National Olympic Committee and must compete for that Club. 

2.5 Coxswains Weights: Coxswains shall weigh-in each day they compete and shall be allowed to step on the scale once. If underweight, a coxswain shall carry sufficient deadweight to compensate for the underweight condition to a maximum of 10 kg. Such deadweight shall be placed as close as possible to his/her person in the boat but not attached to his/her body. No article of racing equipment shall be considered as part of this deadweight. At any time, before or immediately after the race, the Control Commission or the Umpire may require the deadweight to be reweighed.

2.6 Weighing of Coxswains: Henley Masters coxswain weigh-ins Masters Sunday 7:00am to 9:00am.

Tuesday to Saturday: two hours before the first race of the day to two hours after the first race of the day. Actual times will be posted once the draw is complete. Final Sunday: 9.00am to 11.00am. Practice scales are located underneath the stairs between the two boathouse and are calibrated each day of competition.

2.7 Masters Competitors: A coxswain is exempt from only competing in the Masters events. Coxswains are eligible to coxswain both the Masters events and regular Henley events.

2.8 Masters Handicap System: Handicaps will be used based on the Henley Handicap System (HHS). See details posted in the Henley Masters chapter. All competitors in a Race will start at the same time.

2.11 Weighing of Athletes in Weight Restricted Events: Henley Masters Lightweights will weigh-in Sunday 7:00am to 9:00am. Scales will be open for two hours.

Tuesday to Sunday: two hours before the first race of the day to two hours after the first race of the day. Actual times will be posted once the draw is complete. Final Sunday: 9:00am to 11:00am. Athletes will only be allowed to step on the scale once each day that they are competing.  Max weight for males 72.5kg and females 59kg. Practice scales are located underneath the stairs between the two boathouse and are calibrated each day of competition.

2.12 Para Athletes: Athletes need to be classified prior to the competition. If an athlete cannot show documentation verifying their eligibility, placement in their final result will not be approved.

6.0 Advertising: The RCHR does not monitor the size or number of advertising on equipment during the championships.

6.5 Rower’s Blades: The RCHR does not track the use of blades that do not match the club colours as far too many blades are shared at this regatta.

9.3 The Draw and Progression System to Finals (Including Appendix 2): The RCHR does not include repechages in its progression system.

10.5 Dead Heat: If in a Heat or Semi there is a Dead Heat and room is available in the next progression level, then all crews involved will be advanced. If there is no room available, then a re-row with those crews involved will take place.

10.9 Damage in the Start Zone: There wil be no stopage of races for equipment broken while in the Start Zone and there will be no delay in the start time for crews who have equipment issues before their scheduled start.

 

2.0 ENTRIES: DAILY RACE LIMITS

2.1 There will be a maximum of 100 races per day with a maximum entry limit. This limit has been based on the entries per event over the last few years. Each limit will be posted on the RCHR Registration System. The online registration system will accept requests to be added to the Wait List on any event that has exceeded the entry cap with paid entries. Once the Entry Cap has been met for an individual event, Clubs who's Club Caps for that event have not been exceeded for that event will be eligible to create an entry in that event's Wait List. Please visit the Entry, Refund, Wait List & Late Entry Policies chapter for detailed information.

3.0 DEFINITIONS

3.1 For the purpose of interpreting these Rules and Regulations (hereinafter the Rules), the following words and phrases shall have the following meaning:

Qualified Club

a rowing club that is a member in good standing of their respective national rowing federation/association and of the Royal Canadian Henley Commission;

Certificate

the document in the form shown in Schedule A hereto, attached to and forming part of the Club Eligibility Roster;

Waivers

all participants must sign a waiver as a condition to participation in the Regatta. No athlete will be permitted on the course prior to completing his/her waiver;

Club Eligibility Roster

Competitors or potential Competitors listed by name, birth date, national registration number inputted into the RCHR Registration System certified by the Club Official of the Qualified Club as being in compliance with these Rules in accordance with the attached Certificate;

Club Official

the President or Captain (or other title used by a Qualified Club to designate their chief executive officer) of any Qualified Club from time to time. In the absence of the President or Captain, any two directors of the Qualified Club may act in his/her stead;

Competitor

an individual, whether rower or coxswain, who is a member in good standing of a Qualified Club as of the date outlined in the Registration Dates & Deadlines Chapter of this website, in the year he or she proposes to compete in the Regatta and has been identified on the Club Eligibility Roster and certified as such by the Club Official of the Qualified Club in accordance with Schedule A;

Coach

an individule who is a member/staff of a Qualified Club, and has been identified on the Clubs roster and certified accordance with Schedule A;

Composite Crews

Crews that are made up of Competitors from more than a single Qualified Club. Composite Crews do not qualify for competition in any Club Event; Composite Crews may compete in Championship events;

Club Event(s)

those regular events that are ordinarily identified at the Regatta as being open to Qualified Clubs and specifically do not include Championship Events or other special events that may be identified as such by the Commission from time to time;

Late Entry

any entry submitted after entries close. A Late Entry shall be accepted if an open lane is available and inclusion will not cause an additional race accompanied by the Late Fee payment. Please visit Entry, Refund, Wait List & Late Entry Policy section, as well as the Fees chapter.

Restricted Athlete

any Competitor who has competed as a representative of his/her country at the World Rowing Championships | Olympics | World Cup | World Under 23 Championships | World Junior Championships | in the current year, excluding CANAMEX athletes;

Substitute Competitor

an individual who meets all the requirements of a Competitor, who is a member in good standing of the same Qualified Club as the Competitor he/she is replacing, is shown as listed on the Club Eligibility Roster and, except in extraordinary circumstances which with the permission of the Chief Umpire, is substituted for the Competitor he/she is replacing not later than 4:00pm on the day immediately preceding the scheduled event for which the substitution is intended. 

Non-Complient Club

any Club that has not fulified the requirements of the regatta as set out in the Registration, Dates and Deadlines section | Schedule A

RCHR Registration System

Regatta Central

Crew

two (2) or more Competitors in a single boat;

RCA

Rowing Canada Aviron;

CHRC

Canadian Henley Rowing Corporation;

Regatta (RCHR)

the Royal Canadian Henley Regatta as staged in any year;

Commission

the Royal Canadian Henley Joint Commission (RCHJC) is a 5 member board as appointed by the Canadian Henley Rowing Corporation (CHRC)  and Rowing Canada Aviron (RCA) or otherwise constituted from time to time;

Chief Umpire

the individual appointed to that position by the Henley Commission;

Jury

the group of RCA Umpires whose duty is to ensure that a regatta is run safely and in accordance with the RCA Rules of Racing;

Board of the Jury

the Chief Umpire and two other Umpires to be determined each day of the regatta;

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4.0 APPLICABILITY OF RULES AND REGULATIONS

4.1 These Rules shall apply to both eligibility for and the staging of the Regatta.

4.2 Unless these Rules otherwise provide, the RCA Rules of Racing, as amended, shall apply to all events staged at the Regatta.

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5.0 CLUB ELIGIBILITY

5.1 Only Qualified Clubs and their members, provided they have complied with all of the requirements of these Rules, may participate in Club Events.

5.2 In order to participate in the Regatta, a Qualified Club shall comply with all of the following:

5.2.1 Submit all entries on-line, not later than the date outlined in the Registration Dates & Deadlines Chapter of this website. Entries will not be accepted if submitted by phone, e-mail or facsimile. Boating lineups can be changed online no later than the date listed on the Registration Dates & Deadlines chapter of this website.

5.2.2 Payment will be in accordance with the Schedule of Fees which is attached as Schedule B. Payment made on line by credit card at the time of submission of entries. 

5.2.3 Each Club is responsible for submitting to the RCHR Register, a complete Schedule A certified by the Club Official. Submission shall be into the RCHR's On-Line Registration System no later than the date outlined in the Registration Dates & Deadlines Chapter of this website. If a certified Club Eligibility Roster is not entered into the RCHR's On-Line Registration System by the closing date, then Schedule B fees becomes in effect.

5.2.4 It is the responsibility of each Qualified Club to ensure that they carry a zero balance of any monies owing not only towards the current years regatta, but, from any previous years regatta. All and any outstanding balances from previous years and/or Fees, Fines and Penalties associated with that Club become the responsibility and ownership of that associated Club as signed by a Club Official in accordance to Schedule A.

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6.0 COMPETITOR ELIGIBILITY

6.1 Only those individuals who meet the definition of Competitor as herein defined and whose names appear on the Club Eligibility Roster of his/her Qualified Club may compete in a Club Event. Please visit the National Team Members / Restricted Athlete definition as listed on this website.

Age Categories:

Under 17

A rower or coxswain shall be defined as an Under 17 competitor until the 31st of December of the year in which he or she reaches the age of 16. After that date, the athlete shall be classified as a Junior athlete.

Under 19

A rower or coxswain who is no longer an Under 17 competitor shall be classified as a Junior competitor until the 31st of December of the year in which he or she reaches the age of 18. After that date the athlete shall be classified as an Under 23 athlete.

Under 23

A rower and coxswain who is no longer an Under 19 athlete shall be classified as Under 23 until the 31st of December of the year in which he or she reaches the age of 22. After that date, the athlete shall be classified as Senior.

Senior

A rower or coxswain who is 23 years or older during the calendar year in which he or she is competing.

Master

A rower may compete as a Master from the beginning of the year in which he or she reaches 21.

A rower may compete in non-Master events during the same year the rower competes as a Master, provided all the following requirements are met:

  • The rower is not a Restricted Athlete;
  • The rower competes exclusively in Masters events or non-Masters events in any one regatta;
  • The rower still meets other event requirements of the category in which he or she is entering (weight, etc.).

A Master shall be placed in the age category shown in 7.2 Masters Rowing Eligibility.

Classifications:

6.3 The following weight restrictions shall apply for all Competitors other than Coxswains in any Club Event staged on the basis of weight categories:

 MALE LWT.MALE 64 kgFEMALE LWT.FEMALE 52kg
MAXIMUM 72.5 kg 64 kg 59 kg 52 kg

6.3.1 The following weight restrictions shall apply to Coxswains by way of minimums:

  • Male Crews Coxswains: 55kg
  • Female Crews Coxswains: 50kg

6.3.3 Failure to meet weigh-in requirements excludes the Competitor from competing in that event. Each Competitor shall be appropriately dressed in his/her club racing uniform for the purpose of the weigh-in.

6.4 A Competitor may only compete for his/her Qualified Club at the regatta. A Competitor who is a member of more than one (1) Qualified Club must elect which club he/she will represent. A Competitor may only appear on the Regatta Central Club Eligibility Roster of one (1) Qualified Club. A Competitor who breaches this Rule may be disqualified from further participation in the Regatta, his/her Crew will be scratched and his/her Qualified Club(s) may be fined, all in accordance with the provisions of 10.0 Fees, Penalties and Fines hereof.

6.6 Each Competitor must have on his/her person, readily available for inspection, personal identification which includes photo identification documents (I.D.) and which also specifies his/her full name and date of birth. I.D. presented must be available for inspection at the dock prior to the launch for any Event or heat. Failure to provide such I.D. may result in exclusion of the Competitor or crew from the event.

6.7 A Competitor listed as a member of a Crew may only be substituted by a Competitor of the same Qualified Club in accordance with the filing of the appropriate name change at the Regatta Office. Substitutes may only be made in accordance with the RCA Rules of Racing and must be made by 4:00pm on the day prior to the scheduled date of the race. Name changes are subject to the payment of the Fees specified in Schedule B hereto.

6.8.0 Regatta Packets and Admissions Wristbands will be distributed in the Regatta Office (Henley Monday forward). The RCHR can refuse to distribute Regatta Packets and/or Admissions Wristbands to any/all Non-Complient Clubs.

Waivers:

6.9.0 All participants must sign a waiver as a condition to participate in the regatta. Online waivers must be submitted before the regatta registration deadline. To submit a waiver follow instructions on RCHR Registration System.

 

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7.0 HENLEY MASTERS ROWING ELIGIBILITY

7.1 All Club and Athlete Eligibility Rules apply to all Henley Masters Events.

7.2 The following age restrictions shall apply to the following Henley Masters Events categories. In all cases a Master athlete shall be placed in a category shown below corresponding to the age reached by the Competitor in the year the Regatta is staged:

Master Categories (Men, Women & Mixed)

  • AA - 21 years & over
  • A - 27 years & over
  • B - 36 years & over
  • C - 43 years & over
  • D - 50 years & over
  • E - 55 years & over
  • F - 60 years & over
  • G - 65 years & over
  • H - 70 years & over
  • I - 75 years & over
  • J - 80 years & over

7.3 Various age categories may be raced in the same event.

7.4 Composite crews are not permited Masters events.

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8.0 HEALTH & SAFETY

8.1 It is the responsibility of each Competitor and his/her Qualified Club to assure that the Competitor is in good health and physically fit to participate in the Regatta. In permitting the Competitor to participate, the Commission assumes no responsibility whatsoever for the health and physical fitness of any Competitor and none shall be implied.

8.2 It is the responsibility of each Qualified Club that each Competitor shown on the Club Eligibility Roster is a competent swimmer able to swim to shore, if necessary, on the Royal Canadian Henley Course. In certifying the Club Eligibility Roster, the Club Official is deemed to have confirmed this fact.

8.3 The safety and well being of any Competitor while participating in the Regatta, whether off or on Henley Island or other parts of the Regatta venue is the responsibility of the Qualified Club to which the Competitor belongs and their represented officials.

8.4 If for any reason the Competitor comes under the auspices of the Regatta Medical Personnel (by reason of a substitution or otherwise) the decision of said Medical Personnel as to whether the Competitor is fit to further participate in the Regatta shall be final and binding and the Competitor shall not participate further in the Regatta without clearance of said Medical Personnel.

8.5 Only the Chief Umpire may amend, vary or otherwise abrogate any of these Rules in the interest of on-water safety of the Competitors and the decision of the Chief Umpire and the Jury shall be final, binding and unappealable on any issue of safety.

8.6 Each and every Competitor, by participating in the Regatta, is deemed to agree that he/she may be subject to Doping Control Tests as that term is defined and applied in the RCA Rules of Racing.

8.7 All boats shall be equipped with shoes that have automatic or speed safety releases and heel tie-downs. Boats that do not have such equipment will not be permitted to be raced. All boats shall be equipped at the bow with a soft white ball of rubber or similar soft material.

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9.0 RULES OF GENERAL APPLICATION

9.1 All Competitors must be suitably attired in singlets, unisuits or shirts generally consistent amongst all members of the same Crew;

9.1.1 The Competitors' uniforms for race events shall be representative of the Qualified Club's colours as submitted to the Regatta Office. All members representing a rowing club at the Royal Canadian Henley Regatta must be represented in consistent club colours. Although it is understood that a variety of rowing uniforms are available such as singlets, unisuits etc., officials of the Regatta must see a clear consistency in the colour and pattern worn by all members, male and female, representing one club;

9.1.2 Each Competitor shall be in uniform for each race event whether in the launch area, finish area or on the water;

9.1.3 No Competitor is allowed to be bare torso in the launch area, on the water, or in the finish area, whether during or after a race or during a practice period;

9.2 Crews for Club Events will be called to launch approximately thirty (30) minutes before the start of any heat or semi-final, forty (40) minutes for any heat and semi-finals for an Eight (8+). Crews will not be called for finals and will bear the responsibility to be prepared to launch at the appropriate time. In all circumstances for all races, it is the responsibility of each Crew to be at the starting gates on time. No Crew will be allowed to launch earlier than thirty (30) minutes before their race unless otherwise allowed by the Regatta Chair and/or Chief Umpire;

9.3 Training: ALL Crews and Scullers Must be registered and active on the RCHR's Registration System and must be scheduled in the competition. Crews and Scullers who have completed all their events must have permission from the Organizing Committee to continue to train during scheduled training times;

9.3.1 For the Henley Masters Competitors only, the Regatta course will be open for training from 2:30pm to 6:00pm on the Saturday prior to the Henley Masters Event. See Daily Calendar for details. Yellow cards will be issued for course violoation to non-Masters competitors;

9.3.2 For the Henley Competitors, the Regatta course will open for training following Henley Masters Regatta. All training will be conducted in strict accordance with practice times posted on Henley Island and the Regatta's website. All practices will be conducted in strict accordance with the posted traffic patterns. Breach of these patterns or infringement of practice times is considered a breach of a safety rule and may result in a yellow card penalty being assessed on the offending Crew or sculler. This yellow card will remain with the crew/scullers until the completion of their Event.

9.4 Except for consumption of alcoholic beverages in Provincially Licensed establishments/areas, either on Henley Island or in the Grandstand, the keeping or consumption of alcoholic beverages on Henley Island is strictly forbidden regardless of whether the individual in question is of legal drinking age in Ontario. Because of the provisions of Provincial legislation, this is considered to be a zero tolerance rule. A breach of this may result in any or all of the following: if the offender is a Competitor, the disqualification of that Competitor from competition in the Regatta; if the breach is or should be within the knowledge of the Qualified Club or any of their officials, the disqualification of the Club from Henley Island and the possible disqualification of all Competitors of that Club from competition in the Regatta. Local Authorities will be called about offences;

9.5 Each Crew or individual Competitor listed in the draw of events is responsible for showing up and participating in the scheduled event. Any Qualified Club whose Crew or individual Competitor fails to participate in the event they have entered (scratches) without the permission of the Regatta Chair, shall be fined the sum of Seventy Five ($75.00) Dollars and shall automatically be assessed a penalty by way of deduction to their aggregate point score. A Qualified Club wishing to avoid the assessment of the automatic point score penalty shall complete and file with the Regatta Office the requisite scratch application forms duly completed with the Shell I.D. number and shall pay the requisite scratch fee as set out in Schedule B by 4:00pm of the day prior to the scheduled race event. All scratch fees shall be assessed against the Qualified Club's Regatta Central account;

9.6 Any Crew or Competitor requiring hot seat return to the dock shall notify the Dock Marshall at the Clerk of the Course Booth who will use his/her best efforts to arrange the return of the Competitor to the launch area. No race shall be delayed to accommodate a crew that is hot seating;

9.7 Weed fouling shall not be a reason for protest.

9.10.0 DRAFT  Back Bay Training - Rowing in the Back Bay (behind the Island and below the Island Bridge) will be permitted during the hours posted in the Daily Calendar chapter of this website. Training in the Back Bay is for ACTIVE competitors only, unless otherwise approved in writing by either the Regatta Chairman or Chief Umpire. Shell types permitted in the Back Bay - Singles, Doubles and Pairs ONLY. Under no circumstances are any other shell type permitted in the Back Bay area.

9.10.1 DRAFT Back Bay Procedures - Active competitors will be permitted on-water training in one (1) hour shifts on the hour. Prior to launching, All Active competitors must register, Full Name, Club Name and Shell ID with the Dock Master. Registration will be permitted no sooner than 90 minutes in advance of launch. At the hour, 15 boats will be permitted to register, 30 minutes past the shift, 7 boats will be permitted to register, there is a Maximum of 15 boats on the water during any given shift. All boats will logged for time on/off the water.

9.10.2 DRAFT Back Bay Traffic Pattern & Safety - Entry from the Race Course and rowing past the Island Bridge is strictly forbidden. Boats will be required to launch upstream towards the Island Bridge, and then following a Clockwise pattern arounf the line of small buoys. Do not veer close to the race course. There will be two safety boats monitoring the Back Bay Training area.

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10.0 FEES, PENALTIES AND FINES

10.1 Any and all fees payable for entry and other participation in the Regatta shall be set out from time to time in the Fees Chapter and Schedule B attached hereto and shall be set out and posted during the Regatta. Such fees shall be set annually by the Commission and are subject to possible revision. All participants should confirm current status of fees by contacting the Regatta Office or checking the Regatta's website.

10.2 Unless otherwise provided herein, all penalties or fines assessed against a Competitor or a Crew on racing protocol shall be in accordance with the provisions of the RCA Rules of Racing.

10.3 Penalties and fines may be imposed on a Competitor, a Crew or a Qualified Club for breaches of these Rules. Such penalties and fines at the discretion of the Chief Umpire and/or of the Regatta Chair, may include but not necessarily be limited to: suspension from participation in the Regatta for up to two (2) years, revocation of medals and prizes, deductions in point standing and fines in an amount of up to Two Thousand ($2,000.00) Dollars. Non-payment of fines assessed will be cause for assessment of further penalties.

ENTRY FEE SCHEDULE 2017

Entry Fees

Canadian Dollars
Singles $75.00*
Doubles & Pairs                                   $90.00*
Coxed Fours $135.00*
Fours & Quads $120.00*
Eights $195.00*

Late Entry Fees

Canadian Dollars
Singles $150.00*
Doubles & Pairs $180.00*
Coxed Fours $270.00*
Fours & Quads $240.00*
Eights $390.00*

Name Change Fees

 
For each name: $10.00*

Protest Fees

 
For each protest: $100.00*

Scratch Fees

 
For each occurrence $75.00*

Administration & Late Payment Charges

For each occurrence per club $50.00*

 

* Denotes Fee Plus HST

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11.0 SCHEDULE A: CERTIFICATE OF CLUB OFFICIAL

Download a copy of Schedule A

 

12.0 SCHEDULE B: FEE SCHEDULES

THIS IS SCHEDULE B TO THE RULES AND REGULATIONS OF THE ROYAL CANADIAN HENLEY REGATTA (RCHR)

Please note these fees are subject to change and/or amendments from time to time. You are requested to inform yourself that this is the current Fee Schedule.

 

12.1 Club Eligibility Roster Incremental Late Fee Structure

# of Days After Roster Cut-off DateBase Fee+Rate Per NamexDays Latex# Names Added=Total
Day 1$200+$5.00x1x5=$225*
Day 2$200+$5.00x2x5=$250*
Day 3$200+$5.00x3x5=$275*
Day 4$200+$5.00x4x5=$300*
Day 5$200+$5.00x5x5=$325*
Day 6$300+$5.00x6x5=$450*
Day 7$300+$5.00x7x5=$475*
Day 8$300+$5.00x8x5=$500*
Day 9$300+$5.00x9x5=$525*
Day 10$300+$5.00x10x5=$550*
Day 11$400+$5.00x11x5=$675*
Day 12$400+$5.00x12x5=$700*
Day 13$400+$5.00x13x5=$725*
Day 14$400+$5.00x14x5=$750*
Day 15$400+$5.00x14x5=$775*

A Club has missed the cut-off and wants to add 5 names. Go to # of days late and follow formula across to find fees.

Eg. 5 Names @ 5 days late: $200 + ((5 days x $5.00) x 5 names) = $325.00*

* Denotes Fee plus HST

After the posted cut off date, please contact RCHR Registration System via email if you need to make late additions to your Athlete Roster.

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Entry Policy

For each boat entered, entry fees are due at the time entries are submitted to the RCHR Official Registrar. Entries are not processed, valid and final until all fees have been paid in full. 

Refund Policy

After payment has been made, there will be no refunds for entry cancellations or withdrawals. 

Wait List Entry Policy

  • All Events have an Entry Cap; once the cap has been met for an individual event, any club whose club cap for the event has not been exceeded will be eligible to create an entry. All entries in excess of the entry cap will be Wait Listed in order by which they are received;
  • If/when an entry cancellation takes place prior to publication of the Final Draw; (NOTE: Cancellation and withdrawals of entries will NOT be refunded), Wait List entries will automatically be accepted in the order by which they are received;
  • Once a Wait List entry is accepted as an Event Entry, payment will automatically be processed;
  • Once the Entry Deadline has passed, no further entries will be accepted to the Wait List;
  • Wait List Entries are assessed the same fee as Event Entry fees.

Late Entry Policy

Late Event Entry fees are double the original Entry fee for that event Late Event Entries will only be considered at the RCHR in cases where:

  • The event has open lanes;
  • All Wait-list Entries have been exhausted;
  • All athletes are on their Club Eligibility Roster and eligible for a late entry (Schedule A)
  • Late Entry forms (available in the Regatta Office) are completed and submitted with the Late Entry Fee to the Regatta Office by 3:00pm one day prior to the race In the event that multiple clubs meet the aforementioned criteria, the decision will be made by lottery;
  • All clubs and/or crews will be contacted regarding the lottery outcome;
  • Late entry fees will be returned to all clubs/crews not selected in the lottery;

Late Entries will not be accepted for Henley Masters in cases where:

  • A single sculler or crew is entering an age category that is lower than their actual age category (eg. No late entries accepted for crews rowing down a category)

INTRODUCTION

1. This document sets out the policy and procedure for appeals by all categories of members of Canadian Henley Regatta Joint Commission Corp. (CHRJCC) against decisions that affect them. It provides for an internal process and, in most cases, a final external process. The purpose of this Policy is to enable disputes with members to be dealt with fairly, expeditiously and affordably within CHRJCC and without recourse to external procedures.

PRINCIPLES

2. Any member of CHRJCC who is affected by a decision taken by CHRJCC specifically with regard to that member by the Board, by any Committee of the Board or by any body or individual within CHRJCC who has been delegated authority to make decisions in accordance with CHRJCC’s constitution and governance policies, shall have the right to appeal that decision subject to the terms and conditions set out in this Policy below.

3. This Policy will apply to decisions made by CHRJCC relating to discrimination or harassment and discipline issued under any CHRJCC policy.

4. For further clarity, this Policy will not apply to matters relating to:

  • Matters of general application such as amendments to the CHRJCC;
  • Issues of budgets and budget implementation;
  • Employment matters or matters of operational structure or staffing or volunteer opportunities;
  • Matters relating to regattas in Canada governed by Rowing Canada Aviron (RCA) or other Provincial or International organizations;
  • Policies and procedures established by entities other than CHRJCC;
  • Policy and procedures established by any other agency, association or organization external to CHRJCC;
  • Disputes over competition rules;
  • Contractual matters between CHRJCC and its members for which another dispute resolution process exists under the provisions of the applicable contract.

5. A decision cannot be appealed simply because a member does not like or agree with it; there must be sufficient grounds for the appeal. The possible grounds for appeal are that the individual, group or committee making the decision:

  • Did not have authority or jurisdiction as set out in governing documents to make the decision;
  • Failed to follow procedures as laid out in the Constitution or approved policies of CHRJCC;
  • Made a decision which was influenced by bias, bias being defined as a lack of neutrality to such an extent that the decision-maker is unable to consider other views;
  • Exercised its discretion for an improper purpose;
  • Made a decision that was grossly unreasonable or unfair.

6. CHRJCC shall appoint a Case Manager to oversee management and administration of appeals submitted in accordance with this Policy. The Case Manager has an overall responsibility to ensure procedural fairness is respected at all times in this Policy and to implement the Policy in a timely manner. More particularly, the Case Manager has a responsibility to:

  • Receive appeals;
  • Determine if appeals lie within the jurisdiction of this Policy;
  • Determine if appeals are brought in a timely manner;
  • Determine if appeals are brought on permissible grounds;
  • Appoint the appeal panel to hear appeals and/or determine the preliminary questions set out in paragraph 6 (a) to (d) above;
  • Determine the format of the appeal hearing;
  • Coordinate all administrative and procedure aspects of the appeal;
  • Provide administrative assistance and logistical support to the appeal panel as required; and
  • Provide any other service or support that may be necessary to ensure a fair and timely appeal proceeding.

PROCEDURE

General

7. The following timelines shall govern this Policy. Note that “days” refers to the total number of calendar days including weekends or holidays. The Case Manager reserves the right to modify these timelines to accommodate the particular circumstances of any appeal.

8. Unless otherwise specified in this Policy, a member wishing to appeal a decision must submit a written Notice of Appeal to the Case Manager within fourteen (14) days of being notified of the decision.

9. The appeal must be accompanied by the sum of Five Hundred Dollars ($500.00) (cash, certified cheque, bank draft or credit card). This sum shall be refunded if the appeal is upheld.

10. The member appealing a decision (the “Appellant”) will bear the onus of proof in the appeal and therefore must be able to demonstrate, on a balance of probabilities, that the Respondent to the Appeal has made an error as described in paragraph 5 above.

11. Within the appropriate time lines, the Case Manager shall in consultation with the Commissioner of CHRJCC, appoint an appeal panel consisting of a single adjudicator to hear the appeal. In extraordinary circumstances and in the sole discretion of the Case Manager an appeal panel of three (3) persons may be appointed to hear and decide a case. In this event the Case Manager will appoint one of the appeal panel’s members to serve as the Chair of the Appeal Panel and the Appeal Panel Chair shall appoint the remaining two (2) members of the Panel. Each member of the Appeal Panel shall be appointed for their independence and expertise.

12. The Case Manager will first consider whether sufficient grounds for making an appeal have been demonstrated and will reject the appeal without further consideration if it determines that the required criteria for an appeal set out in paragraph 5 have not been met. If satisfied that there are not sufficient grounds for an appeal, the parties will be notified of this decision in writing with reasons. If satisfied that there are sufficient grounds for an appeal, then a hearing will take place in accordance with the provisions of this Policy.

13. The Case Manager has the authority to establish the appeal panel’s process provided that it respects the basic principles of fairness – the right to know the case to be met and the right to make a case in response. All parties are entitled to receive all material put before the appeal panel.

14. The Case Manager shall give the concerned parties at least fourteen (14) days’ notice of the time and date at which the appeal is to be heard and whether the hearing will be on the basis of documentary submissions or whether it will be expanded to allow verbal submissions. In the latter case, all parties have the right to be present at the same time and to rebut information.

15. The Appeal panel is expected to render its decision within seven (7) days of receipt of the written appeal but the Case Manager may vary this time frame according to the circumstances and complexity of the matter.

16. The appeal process is confidential involving only the parties, the Case Manager and the appeal panel. Once initiated and until a decision is released, none of the parties or the appeal panel shall disclose information relating to the appeal to any person not involved in the proceedings save and except legal counsel.

17. The decision of the appeal panel shall be final and binding upon the parties and upon all members of the CHRJCC subject to the right of any party to seek judicial review of the appeal panel’s decision subject to the following limitations:

  • In the event that a member is successful during the process of judicial review the Tribunal/Adjudicator/ Court shall only have the jurisdiction to remit the matter back to CHRJCC to correct the error identified by the Tribunal/Court, unless it is not practicable in the circumstances or the parties agree otherwise;
  • The parties will execute an agreement that shall confirm the jurisdiction of the Tribunal/Adjudicator/Court to decide the matter, specifically the precise decision under appeal and the issues in dispute and shall specify other matters that the parties agree will be binding.

Disputes Arising Under The Terms Of An Agreement With A Member, including but not limited to hosting agreements

18. The manner of resolving disputes arising under the terms of an Agreement is usually spelled out in the agreement between the parties. In cases where this is not so, CHRJCC will agree to enter into arbitration of such disputes in accordance with the provisions of paragraphs 7 to 17 above.

  1. The Royal Canadian Henley Regatta (RCHR) is committed to providing a sport, work and volunteer environment in which all individuals are treated with respect and dignity. Each individual has the right to participate and work in an environment that promotes equal opportunities and prohibits discriminatory practices.
  2. This policy applies to all employees and people under contract as well as to all directors, officers, volunteers, coaches, athletes, officials, members of RCHR and all participants in RCHR events. The RCHR encourages the reporting of all incidents of discrimination or harassment, regardless of who the offender may be. Individuals whose conduct is found to constitute discrimination or harassment as defined in this policy may face disciplinary action.
  3. This policy applies to discrimination or harassment that may occur during the course of all RCHR business, activities and events. It also applies to harassment between individuals associated with RCHR but outside RCHR business, activities and events when such harassment adversely affects relationships within RCHR’s work and sport environment.
  4. Discrimination is any distinction, whether intentional or not, but based on prohibited grounds, which has the effect of imposing burdens, obligations or disadvantages on an individual that are not imposed on others, or which withholds or limits access to opportunities, benefits and advantages available to others. The prohibited grounds of discrimination under this Policy are age, ancestry, citizenship, colour, creed or religion, disability, ethnic or national origin, language, marital/family status (defined to include common law relationships, and to not preclude anti-nepotism policies), place of origin, race, sex (defined to include pregnancy), sexual orientation, record of offences (pardoned Federal or provincial).
  5. Harassment takes many forms but can generally be defined as a course of comment, conduct, or gesture directed toward an individual or group of individuals, that is known or ought to be known to be unwelcome, insulting, intimidating, humiliating, malicious, degrading or offensive. Single acts of sufficient severity may constitute harassment. Any type of hazing is also seen as harassment.
  6. For the purposes of this policy, sexual harassment is defined as unwelcome sexual advances, requests for sexual favours, or other verbal or physical conduct of a sexual nature when:
    • submitting to or rejecting this conduct is used as the basis for making decisions which affect the individual;
    • such conduct has the purpose or effect of interfering with an individual's performance;
    • such conduct creates an intimidating, hostile or offensive environment.
  7. Types of behaviour which constitute harassment include but are not limited to:
    • Criminal conduct such as stalking and physical or sexual assault or abuse;
    • written or verbal abuse or threats;
    • the display of visual material which is offensive or which one ought to know is offensive;
    • unwelcome remarks, jokes, comments, innuendo or taunting about a person's looks, body, attire, age, race, religion, sex or sexual orientation;
    • leering or other suggestive or obscene gestures;
    • condescending, paternalistic or patronizing behaviour that undermines selfesteem, diminishes performance, or adversely affects working conditions;
    • practical jokes that cause awkwardness or embarrassment, endanger a person's safety, or negatively affect performance;
    • unwanted physical contact including touching, petting, pinching or kissing;
    • unwelcome sexual flirtations, advances, requests or invitations;
    • use of inappropriate or derogatory sexual terms;
    • promises or threats that are contingent on the performance of sexual favours.
  8. Personal harassment involves excessive, unwelcome behaviour, directed at an individual, not linked to the prohibited grounds, which is known or ought reasonably be known to be unwelcome/unwanted, offensive, intimidating, hostile or inappropriate. Examples may include, but are not limited to:
    • Physically intimidating behaviour and/or threats;
    • Use of profanity (swearing) or vulgarity;
    • Ridiculing, taunting, belittling, humiliating or other conduct of a bullying nature;
    • Derogatory name-calling.
  9. Any individual may make a complaint under this Policy to the Commissioner of RCHR, who will investigate the complaint in a timely manner. The Commissioner may designate another individual to conduct an investigation on his behalf.
  10. The Commissioner will have the authority to impose discipline on individuals found to have breached this policy. In making his decision, the Commissioner will consider the findings of the investigation and will obtain information from affected parties and witnesses, including the individual who is the subject of the complaint.
  11. Disciplinary sanctions imposed by the Commissioner may include, either singly or in combination:
    • issuing a verbal or written reprimand;
    • requiring a verbal or written apology;
    • ordering service or other voluntary contribution to the RCHR;
    • suspension from the current activity or competition;
    • suspension from future activities or competitions;
    • suspension from other RCHR activities such as competing, coaching, judging or volunteering for a designated period of time;
    • suspension from all RCHR activities for a designated period of time;
    • expulsion from membership or participation in RCHR;
    • publication of the disciplinary decision; or
    • other sanctions as the Commissioner may consider to be appropriate for the offense.
  12. The Commissioner may determine that the alleged conduct is of such seriousness as to warrant immediate suspension or removal of the individual pending an investigation and decision.