Weather and Refund Policy

Refund Policy

KY NICA is committed to providing world-class events and strong resources for our student-athletes, coaches, families, and volunteers. Delivering those resources requires ongoing investment in insurance, training, and event planning. These costs are continuously incurred and are only partly covered by participation fees.

To keep KY NICA sustainable for every rider and team, it is necessary that we implement a NO-REFUND policy.

We greatly appreciate you being part of the KY NICA family. We look forward to seeing you at the next event!

Kentucky League Weather Policy

Our Priority
When weather turns challenging, safety comes first. We consider the well-being of student-athletes, coaches, staff, volunteers, and visitors, along with potential damage to the venue’s trails and infield.

Who Makes the Call
Decisions to cancel, postpone, or adjust an event (including start times, lap length, or number of laps) are made jointly by the KY NICA League Director, Chief Course Marshal, Race Director or Event Director, and the Land Manager.

When We Decide
Wet and stormy weather can be unpredictable, so some decisions can’t be made until the day of the event. When possible, we will announce any cancellation, venue change, or rescheduled event by noon on the Friday before event weekend.

How You’ll Hear From Us
Delays, schedule changes, cancellations, and other updates will be shared as early as possible through:

  • Email (sent to the rider, parent, and coach addresses entered at registration in Pit Zone)
  • Socials: Facebook & Instagram
  • SLACK Channel

Emergency Alerts
KY NICA uses Rainedout to send emergency text alerts only during event weekends, such as when lightning is in the area. Some venues have limited cell service, so please check for updates before you head out and listen for announcements on site. *Rainedout is not used to announce delays or schedule changes.*

Sign Up for Emergency Alerts: Text KENTUCKYMTB to 84483, or opt in here RAINEDOUT OPT IN

Kentucky League Weather Guidelines

Event Day Conditions
Races run on their scheduled dates unless the course is unrideable or dangerous on the day of the event. If weather creates dangerous conditions, KY NICA may delay start times from the published schedule.

Course and Lap Changes
Courses and lap lengths may be altered or shortened because of weather. Last-minute changes will be announced by the event announcer at the start of each wave. If the number of laps changes during a race, a course marshal at the lap line will notify riders.

When extremely wet conditions threaten the trails, KY NICA may use an alternate wet-weather course.

Lightning
All racing stops immediately when lightning is present. The Chief Course Marshal will call the stop; spectators and riders will be notified through on-site announcements, RainedOut Emergency Text Alert, Course Marshals, and social media.

Racing resumes only after the League Director, the Race Director or Event Director, and the Chief Course Marshal agree that lightning is no longer a threat.

Restarting After a Lightning Stop

  • Depending on the schedule and laps completed, the race may be declared over.
  • If time allows, riders will resume racing from the lap line.

Event Day Communication
Delays, start time changes, and course updates will be shared through:

  • The event announcer on site
  • Course marshals
  • Social media
  • SLACK Channel

*Rainedout text alerts are reserved for emergencies, such as lightning in the area, and are not used for delays or schedule changes.*

Refunds and Transfers
Pre-registration fees are not refunded due to inclement weather. Please refer to the refund policy for full details. Registrations cannot be transferred to a later race because of weather.

Race Points During Inclement Weather Event

If a race is cancelled (not able to be moved or rescheduled):

  • No team points will be awarded, and the race will not be included in the season overall team point standings.
  • No individual points will be awarded, and the race will not be included in the season overall individual point standings. Riders will still have a “drop race” available from the remaining races (IE: season overall standings will be calculated based on 3 of 4 per NICA rule 8.1), and the 25 series bonus points will be awarded based on completion of all races in the shortened series.

If a race is partially completed (some fields complete their race and others do not):

  • No team points will be awarded, and the race will not be included in the season overall team point standings.
  • Individual points will be awarded in all of the fields that completed their race, and those fields will proceed through the season as normal.
  • No individual points will be awarded in the fields where races were not completed, and the race will not be included in the season overall individual point standings. Riders will still have a “drop race” available from the remaining races (i.e., season overall standings will be calculated based on 3 of 4 per NICA rule 8.1), and the 25 series bonus points will be awarded based on completion of all races in the shortened series.

If you have any questions, please contact Kentucky League Director Denile Hill via email at denile@kentuckymtb.org