Make The Trails Your Venue
Hosting Events At Trails
Host your event at one of our six trail networks! We’re all about sharing great trails and keeping the good times rolling. To ensure our trails remain in the condition expected by riders, the city, and governing bodies, we have a few simple requirements to support a successful event while keeping the trails minty fresh. In return for a rider-based event fee, we’ll provide a letter of support and help promote your event.
Fees & Policy
Our Ask
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Race
$20 per rider, per event day (ex: 100 riders, 2 days between practice & race, 100 × 20 × 2 = $4,000)
Brand Event (with casual riding, i.e Demos)
Drop in style (uncounted riders) $1,000 donation
Ticketed/exact rider count $15 per rider per event day
Brand Engagement (no riding)
$500 donation per activation day -
The fee structure applies to the following networks:
Smith Creek, Gillard, CrawfordFor events at Knox and Lake Country Jack Seaton. Feel free to reach out for more information or contact the respective city.
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To make sure our trails maintain a level of standard expected by our members, the city, and governing bodies, these fees are in place to help maximize your event success and keep the trails minty fresh.
The three applicable trail networks (Smith Creek, Gillard, Crawford) are 100% supported by volunteer efforts and member dollars/donations. They are the largest networks under our jurisdiction and requires an immense amount of volunteer hours to maintain. Your event fee bolsters our volunteers' resources and allows for a quick revival of any damaged trails back to pre-event conditions.
After years of advocacy work, MTBCO has secured a baseline level of support directly from the City of Kelowna and Lake Country to help maintain Knox and Jack Seaton/LC bike park. For these locations, please follow the municipality's guidelines. -
Our fee structure is in place based on stakeholders and members' feedback over the years to prevent rapid degradation of trails. As an organization we believe select groups are exempt as they do not impact the trails to this extent and/or have formed partnerships with MTBCO.
Exempt:
- Local bike shop group rides
- local bike coaching groups
- smaller (under 40 participants) exclusive non-public facing and non-paid casual team rides (ex: Local business team ride)
How It Works
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1. Get in touch
Let us know what kind of event you're hosting (Race, demo/brand initiative, etc) and the exact or approximate rider numbers, along with the core trails that will be ridden.
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2. Pay the requested event fee
A representative of MTBCO will reach out with an invoice. This fee goes directly to a trail maintenance team that repairs and refreshes the trails to pre-event conditions.
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3. You're granted a letter of support
Not only do you have our show of support, we will also gladly add your event to our event calendar and inform our members making sure your event is a success!
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MTBCO — Mountain Bikers of the Central Okanagan
Commercial Events & Operators Policy
Effective 2025 | Kelowna, BC
1. INTRODUCTION
Mountain Bikers of the Central Okanagan (MTBCO) is a volunteer-led trail association dedicated to building, maintaining, and advocating for mountain bike trails in the Central Okanagan. Our trail network is the product of thousands of volunteer hours, and it is central to the riding experience that makes this region special.
This policy establishes the terms and conditions under which commercial events, races, and brand activations may use MTBCO-stewarded trails. It applies equally to race organizers, brand representatives, and commercial operators. By submitting an event application or operating commercially on the trail network, you agree to the terms outlined in this document.
MTBCO is here to support your event's success. In exchange for meeting the requirements below, approved applicants will receive promotion through MTBCO's communication channels and a letter of support for municipal and governing body permits.
2. WHO THIS POLICY APPLIES TO
This policy applies to any individual, business, or organization that:
- Organizes a race, competitive event, or timed activity on MTBCO trails
- Hosts a brand event, product demo, media shoot, or sponsored activation on MTBCO trails
- Operates commercially on MTBCO trails in a guiding, or shuttle operating capacity.
Non-commercial, member-organized group rides, informal club events and coaching operators are exempt from this policy.
3. ADVANCE NOTICE & APPLICATION
All event organizers and commercial operators must submit a completed application to MTBCO before any event is confirmed or promoted.
- Applications must be submitted a minimum of 90 days before the event date.
- MTBCO will review the application and respond within 30 days of receipt.
- Approval is not guaranteed. MTBCO reserves the right to decline applications that conflict with trail conditions, existing approved events, or community interests.
- Trail and route information shared during the application process will be kept confidential.
Your application must include:
- Event name, date(s), and type
- Organizer name, legal entity, and primary contact
- Estimated participant count (range)
- Proposed trails or riding areas
- Staging area and parking plan
- Proof of $5,000,000 third-party liability insurance naming MTBCO as additional insured
- Any permits already obtained or in progress (municipality, Crown land, etc.)
4. ORGANIZER & OPERATOR REQUIREMENTS
All approved applicants must meet the following requirements.
4.1 Insurance
- Maintain a minimum of $5,000,000 third-party liability insurance.
- Provide MTBCO with a certificate of additional insured prior to the event.
4.2 Permits & Approvals
- Obtain all necessary permits for your event, including any municipal, provincial, or Crown land authorizations required.
- If serving food or alcohol, obtain the appropriate Special Events Permit.
- MTBCO's approval does not substitute for any government permit or landowner authorization.
4.3 Trail Care
- Leave trails in at least as good condition as they were found. The standard is "leave it better than you found it."
- Pre-event trail maintenance (minor) is permitted with prior approval from the MTBCO Trails Committee.
- Any new trail construction, significant reroutes, or changes to trail character require a minimum of 60 days advance discussion and written approval from MTBCO.
- All flagging, course marking, and signage must be fully removed within 48 hours of the event's conclusion.
4.4 Event Operations
- Organizers are fully responsible for all event logistics including registration, marshalling, first aid, sweep, parking, and safety planning.
- An inclement weather contingency plan must be submitted with your application.
- Any course safety concerns must be communicated to MTBCO no less than two weeks before the event date.
- Behaviour that is disrespectful, dangerous, or damaging to trails or community relationships may result in revocation of approval and may affect future applications.
4.5 Trail Etiquette
- There is no exclusive use of any trail or riding area. Other trail users must be respected at all times.
- Commercial operators (guides, coaches, shuttle operators) must not monopolize trails or trailheads during peak hours.
- All litter must be packed out. Trails must not be modified without explicit MTBCO approval.
5. TRAIL CONTRIBUTION FEE SCHEDULE
Commercial use of MTBCO trails requires a trail contribution to support ongoing maintenance and stewardship.
Race Event
$20 per rider per event day
Example: 100 riders × 2 days = $4,000
Brand Event — Drop-in / Demo (uncounted riders)
$1,000 flat donation
Example: Flat rate regardless of attendance
Brand Event — Ticketed (exact rider count)
$15 per rider per event day
Example: 50 riders × 1 day = $750
Brand Engagement (no riding)
$500 per activation day
Example: 2-day activation = $1,000
All fees are reviewed annually by the MTBCO Board of Directors and may be adjusted based on inflation or operational costs.
5.1 Payment Terms
- 50% of the estimated contribution is due 30 days before the event.
- The remaining balance, adjusted for actual participant count, is due within 30 days of the event date.
- Payments can be made by e-transfer or cheque payable to Mountain Bikers of the Central Okanagan.
6. WHAT MTBCO PROVIDES
MTBCO values partnerships with operators and organizers who contribute to the trail network. Approved events in good standing will receive:
- Promotion through MTBCO's social media channels and email newsletter
- Listing on MTBCO's events calendar (where applicable)
- A formal letter of support for municipal or Crown land permit applications
- Trail condition input and course consultation from the MTBCO Trails Committee
These benefits are contingent on the applicant meeting all requirements in this policy, including timely payment of trail contributions and compliance with trail care standards.
7. ENFORCEMENT & COMPLIANCE
MTBCO reserves the right to:
- Revoke event approval at any time if the terms of this policy are not met
- Decline future applications from organizers or operators who have previously violated these terms
- Communicate non-compliance to relevant municipal bodies, provincial agencies, and land managers
In cases of significant trail damage caused by a commercial event or operator, MTBCO may require additional remediation contributions beyond the standard trail fee.
8. SEASONAL CONSIDERATIONS
MTBCO strongly discourages events that risk damage to dry or wet trails:
- High-impact events (enduro, downhill, large group activities) are not recommended between July 1 and September 1 due to dry and fragile trail conditions.
- Spring events must account for soil saturation and the potential for lasting trail damage.
- MTBCO's Trails Committee may recommend alternative trails or dates if conditions are unsuitable.
9. AGREEMENT & ACCEPTANCE
By submitting an event application or operating commercially on MTBCO trails, the organizer or operator acknowledges that they have read, understood, and agree to abide by this policy in full.
Questions about this policy or the application process can be directed to:
MTBCO — Mountain Bikers of the Central Okanagan
Kelowna, BC
Special Sponsor partnerships
Have Other Partnership Ideas?
From trails to events, we’re excited to showcase your brand in ways that stand out. Have a unique idea or want to get involved? Reach out and let’s make it happen.