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Race Waiver FAQs

What is a race waiver?

A race waiver is a legal contract between you—the event organizer—and a participant. It primarily serves as a release of liability, meaning that participants are responsible for their personal safety. 

Participants who sign the form acknowledge the inherent risks involved in the activity (e.g., a 5K fun run, obstacle course, or auction) and agree not to hold the organizer liable for injuries or damages.

What is the purpose of an event or race waiver?

The purpose of a race waiver is to effectively manage risks and mitigate costly legal issues. Races and other events involve inherent risks, such as tripping on uneven pavement or heat exhaustion. Listing out these risks in your waiver ensures that participants are fully informed. 

Legally, waivers are intended to protect the event organizer from costly lawsuits. This way, your organization can freely operate without worrying about litigation for ordinary mishaps.

How do waivers work?

Waivers work by establishing informed consent and securing a formal release of liability. When a participant signs, they are confirming that: 

  1. They understand the specific risks of the event.
  2. They voluntarily accept those risks. 

If a participant gets injured and tries to sue, the signed waiver serves as evidence that they agreed not to hold the organizer responsible for ordinary negligence. Keep in mind that regulations around waivers can vary depending on your location, so always consult a lawyer.

Are event and race liability waivers actually enforceable?

The simple answer here is yes—but as with any legal matter, there are caveats. 

In many states, courts will enforce a properly drafted waiver that protects against ordinary negligence. This type of negligence is a simple mistake or lapse in judgment that results in unintentional harm or injury. For example, spilling ice or liquid and neglecting to clean it up, resulting in a runner slipping and getting injured, would fall under this category.

However, waivers are almost never enforceable if the injury was caused by gross negligence, which is a severe, reckless disregard for participants’ safety (e.g., starting the race knowing that there is a risk of lightning strikes in the area). The waiver must also be unambiguous and easy to read—hidden clauses or confusing jargon could render a waiver void in court. This is why it’s always best to get help from a legal professional.

Can minors sign event or race waivers?

No, minors do not have the legal capacity to enter into binding contracts—in other words, their signature would not be valid. Therefore, a parent or legal guardian must sign the waiver on their behalf. Smartwaiver’s digital waiver software can easily manage these scenarios by requiring that any participants below the specified age of majority must have the waiver completed by their parent or guardian.

Make the Move to Digital Event and Race Waivers

If you are still using paper waivers, it is time to go digital. Smartwaiver makes the transition easy by converting your existing waivers into digital versions at no cost.

Affordable
User Friendly
Hands-Free
Other

Affordable

Smartwaiver offers an affordable way for race organizers and event planners to modernize waiver management without adding complexity or high costs. By eliminating printing, storage, and manual processing, Smartwaiver helps reduce administrative expenses while keeping event operations efficient.

Digital waivers save time for staff and volunteers and scale easily for events of any size.

With Smartwaiver, race and event teams can:

  • Reduce costs tied to printing and paper waivers

  • Minimize staff and volunteer time spent collecting forms

  • Avoid purchasing clipboards, pens, or extra supplies

  • Use a cost-effective solution that scales with participant volume

User Friendly

Smartwaiver simplifies the waiver process for races and events, making it easy for participants to complete required forms without slowing down registration or check-in. Digital waivers are clear, simple, and quick to complete, helping events start on time and run smoothly.

Participants can complete waivers in advance on their own devices or on-site using a QR code or tablet, reducing confusion during busy event check-ins.

With Smartwaiver, you deliver:

  • A clear, easy signing experience participants understand quickly

  • Simple navigation that requires little explanation at check-in

  • A familiar process across phones, tablets, and kiosks

  • Faster check-ins for large groups and high-volume events

  • A system volunteers and staff can manage with minimal training

Hands-Free

Smartwaiver supports a hands-free, contactless waiver process that keeps race and event check-ins moving efficiently. By eliminating clipboards and paper forms, you reduce congestion and speed up participant flow.

Waivers can be sent in advance via email, registration confirmations, or text messages. On event day, participants can scan a QR code and complete the waiver instantly on their own device.

With Smartwaiver, you provide:

  • A contactless waiver experience for races and events

  • Fewer shared touchpoints during registration and check-in

  • Flexible signing options for pre-registered and walk-up participants

  • Quick QR code access for last-minute signers

  • A smoother, more organized event start

Other

Smartwaiver combines convenience and security, giving race organizers confidence that waivers are easy to manage and properly protected.

Convenience

  • Instant access to signed waivers from a centralized digital vault

  • No paper stacks or manual searching after events

  • Quick retrieval for incidents, insurance needs, or compliance

  • Automatically organized records by event or participant

Security

  • Legally enforceable waivers with certificates of authenticity

  • Secure cloud storage for sensitive participant information

  • Identity verification at the time of signing

  • Reduced risk of lost, altered, or incomplete waiver records

Event & Race Liability Waiver Templates

Race Waiver Template

An example of a race liability waiver template.

An example of a race liability waiver template.

Event Waiver Template

A general event waiver template that could be used for various types of events.

A general event waiver template that could be used for various types of events.

 

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Connect Easily to Your Everyday Tools.

Connect Smartwaiver with the systems your business already uses to keep operations smooth and consistent. Sync waiver data with reservation platforms, send contacts to your email tools and streamline guest intake while reducing manual entry, errors and unnecessary steps.

With Smartwaiver, you get more than just a signature.

Simplify your workflow, protect your business, and collect data smarter—all in one place with tools that keep your operations efficient and organized.