A run club partnership agreement should record the schedule, responsibilities, facilities, attendance limit, runner offer, promotion, data handling, safety process, review date and exit terms. It can be short, but it should remove the assumptions most likely to cause a dispute.
This checklist is general information, not legal advice. Paid sponsorships, exclusivity, intellectual property, significant liability or long commitments may justify advice from a qualified professional.
What basic details should appear first?
Name the club, venue and people responsible on each side. Record the legal or trading entities where relevant, the pilot start and end dates, event schedule, expected attendance range and agreed location. Attach or link the current route and identify the exact meeting point.
Use RunClub's route creator to document the planned loop. If the route changes regularly, state who approves and communicates each change.
Which responsibilities should be allocated?
| Topic | Points to allocate |
|---|---|
| Run operation | Leaders, route, briefing, pace groups and participant management |
| Attendance | RSVP method, cap, check-in and notice to venue |
| Premises | Assembly area, capacity, access, toilets, bags and water |
| Safety | Risk assessment, incidents, emergency contacts and review |
| Offer | Eligibility, products, timing, limits, expiry and staff process |
| Promotion | Approved names, logos, posts, signs and review process |
| Measurement | Metrics, reporting frequency and access to aggregate results |
The agreement should reflect how the partnership really operates. Copying a long sponsorship template can create irrelevant obligations while missing practical issues such as wet bags beside a fire exit.
How should the runner offer be written?
Use the exact customer-facing terms: who qualifies, what they receive, which products or locations are included, valid dates and times, redemption limit, verification method and exclusions. State who funds the offer and who handles complaints or refunds.
The ASA promotional marketing guidance says significant conditions should be clear and that the rules can cover co-promotions where more than one party benefits. Review the terms before either party advertises them.
See how to structure a runner discount or explore the member experience in RunClub deals.
What should the agreement say about member data?
Default to sharing aggregate results, not names, emails or attendance histories. State which party collects information, why it is needed, how long it is kept and whether anything is shared. A partnership does not automatically give the venue permission to market to club members.
The ICO's direct marketing guidance explains that organisations need a valid data protection reason, clear information and respect for preferences. If the venue wants its own mailing-list sign-up, present it as a separate voluntary choice.
How should logos and social posts be handled?
Give each side permission only for the agreed use. State which logo files and names are approved, where they may appear and whether the other party reviews campaign copy. Do not imply endorsement beyond the real partnership.
Promotion commitments should be specific and realistic. "Tag the venue in the weekly event post" is measurable. "Provide substantial exposure" is not. Link members to the relevant RunClub venue page so the current details and deal are in one place.
How does the partnership end?
Include the review date, notice period and reasons either party can stop immediately, such as safety concerns, repeated misuse or a material breach. Say what happens to live offers, event copy, signs, logos and unredeemed benefits after termination.
For a first local partnership, use a four-week pilot and an explicit decision date. Continue only after staff and organisers have reviewed the operation and results.
What should the review clause measure?
Name the few measures both parties will actually collect. These might include verified attendees, runner transactions, redemptions, service problems, incidents and repeat visits. State who provides the summary and when the review occurs.
The clause should allow a change as well as a yes or no renewal. The venue may want a lower attendance cap, a different arrival time or a new offer. The club may need clearer facilities or a more reliable staff process. Writing down the test makes the review a business decision rather than a conversation based on whoever remembers the busiest week.
Does every partnership need a formal contract?
Not every low-value pilot needs a long contract, but every partnership benefits from a written record. The complexity should match the money, risk, rights and duration involved.
Should a venue ask for exclusivity?
Only with a precise category, area, duration and benefit. Broad exclusivity can restrict a club without giving it meaningful value. Review it separately rather than hiding it in general terms.
Who owns content created during the partnership?
State who owns photographs, video, designs and campaign copy, and what licence the other party receives. Obtain appropriate permission from people appearing in promotional content.
Where should the final details appear?
Keep the signed record with both named contacts, then publish the current member-facing information through the event and venue listing. Businesses can review RunClub's venue partnership route before starting.
