Joining T.O.U.R.S

To be eligible for membership of T.O.U.R.S your organisation must agree to and abide by these by-laws:

BY-LAWS AND OPERATING CODE FOR T.O.U.R.S. (Tour Operators United for Runners)

 

ARTICLE I – NAME AND LEGITIMACY

T.O.U.R.S. (Tour Operators United for Runners) is a legally registered organization, established in accordance with the laws of (country), with headquarters in (city), (country). The name may be marketed as T.O.U.R.S or TOURS.

 

ARTICLE II – PURPOSE

• Unite leading running travel companies globally.
• Act as a joint spokesperson to race organizers and organizations.
• Serve as a central platform for industry information.
• Promote joint agreements with suppliers.
• Establish international guidelines for running travel.
• Increase participation in international races.
• Foster a community for collaboration, networking, and knowledge sharing. The organization shall remain inclusive, representing a diverse range of companies across markets, sizes, and types of travel services.

 

ARTICLE III – MEMBERSHIP & ELIGIBILITY

Membership is open to companies that:

• Operate full-time in the travel industry.
• Been in business for at least two years.
• Comply with all legal obligations in their operating country.
• Sell at least 7 trips annually to international running events (including at least 3 trips to World Marathon Majors)

and/or

• Handle a minimum of 1,000 international incoming guests per year for one or more running events. Incoming tour operators must clearly demonstrate professional engagement in organizing running travel, such as through contractual relationships with race organizers, consistent product offerings, or specialized services aimed at international runners.

Additional Requirements:

• Active contribution via Board, committee, or assigned roles.
• Expansion to new countries requires meeting full membership criteria in each.
• Changes in ownership or management must be reported within two weeks to the board.
• Board and committee members must be employees or owners of a member company. Duties end if employment ends.

ARTICLE IV – FEES

• Members must pay an annual fee (new members pay, based on the quarter of approval 1st year). Example: A new member joining in April (Q2) pays 75% of the annual fee.
• A joining fee is required for new members.
• Members operating in multiple countries may opt out of the fees but forfeit voting rights and subsidies.
• Board members receive a 50% fee reduction.
• Fees are determined by majority vote at the November annual meeting.
• No refunds are given for suspension, expulsion, or resignation.

 

ARTICLE V – MEETINGS & CONFERENCE

• Two annual meetings: April and November.
• One annual conference.
• The Board must schedule meetings for the upcoming year by December each year. Board meetings must be held at intervals of no more than two months.
• Dates are set by the Board at least six months in advance.
• Proxy voting is allowed (one per member).
• A quorum is two-thirds (2/3) of the voting members. No decisions shall be valid unless at least two-thirds of the members are present. Once a quorum is established, decisions shall be made by a simple majority of the members present.

 

ARTICLE VI – STRUCTURE: BOARD OF DIRECTORS

The Board consists of 5 to 7 members:

Chairperson
The Chairperson of the Board serves as the coordinator of the Board’s work. The role is primarily administrative and facilitative rather than executive. The Chairperson is responsible for organizing meetings, ensuring that decisions are followed up, representing the Board externally when required, and maintaining an inclusive and structured working environment within the Board. The Chairperson does not have unilateral decision-making authority beyond that granted by the Board.

Vice Chairperson
The Vice Chairperson supports the Chairperson in carrying out the above responsibilities and assumes the Chairperson’s duties when the Chairperson is unavailable. The Vice Chairperson also contributes to maintaining effective communication and cohesion within the Board.

Treasurer
The Treasurer oversees all financial transactions, prepares and presents financial reports at board meetings, and ensures compliance with applicable financial regulations and internal policies.

Secretary
The Secretary is responsible for keeping accurate minutes of all meetings, maintaining organizational records, and ensuring members are informed of decisions and official communications.

Director-at-large

The Board shall also include 1–3 Directors-at-Large.
The responsibilities of these positions will be determined on a case-by-case basis, depending on the needs identified by the Board at any given time.

Terms of Office:

• Chairperson, Secretary, and Treasurer: 2 years.
• Vice Chairperson and Director-at-Large: 1 year.

Elections:

• Held annually in November.
• Nominations due by October 1.
• Each member company appoints one voting representative.
• Voting is by secret ballot.
• Board members cannot simultaneously chair a committee (to avoid conflicts of interest).

 

ARTICLE VII – BOARD DUTIES

• Oversee daily operations and decision-making.
• Appoint an Executive Director if needed.
• Supervise committee work.
• Decide any subsidies for annual conference travel.
• Decide which committees, beyond the permanent ones, should be active.
• Appoint official spokespersons for specific races or organizations.

 

ARTICLE VIII – COMMITTEES

The following committees are permanent:

1. Board Election Committee

Role of the Board Election Committee:

• The Board Election Committee is responsible for ensuring a transparent, fair, and inclusive nomination and election process for the organization’s board.
• Elected every two years in April, the committee’s mandate includes actively identifying and proposing candidates who bring geographic, company size, gender, and experience diversity to the board.
• 3–5 members from different companies and countries.
• 1 person appointed as chairperson of the committee.
• Elected in April for a 2-year term.
• Ensures geographic, company size, gender and experience diversity.
• Nominations due by March 15.

2. Membership Committee

Role of membership committee:

• The Membership Committee ensures that all new members meet the organization’s professional and objective membership criteria. It promotes diversity, processes applications within 90 days, and avoids subjective decisions by using clear, standardized evaluation methods.
• 5 members from different companies and countries.
• 1 person appointed as chairperson of the committee.
• Appointed in April for a 2-year term.
• Ensures compliance with membership rules.
• Promotes new members, especially from underrepresented countries.
• Applications must be processed within 90 days. Decisions require no vote if criteria are fulfilled and must be reported to the Board.
• Board is informed immediately after decisions.
• Nominations due by March 15.

3. Auditing Committee

Role of the Auditing Committee:

• The Auditing Committee plays a key role in ensuring transparency, accuracy, and accountability in the organization’s financial reporting.
• 2 members from different companies and countries.
• Appointed in November for a 2-year term.
• Responsible for reviewing the annual financial report.
• Nominations due by October 1st.

ARTICLE IX – SUSPENSION & EXPULSION

TOURS is an organization whose success relies on the active engagement of its members.
Members who do not actively contribute may be excluded from the organization by decision of the Board.
In addition, the following situations may result in exclusion:

• Violating the by-laws.
• Bringing disrepute to the organization.
• Missing three consecutive meetings or two consecutive conferences (in person).
• Failing to meet membership criteria.
• Failing to pay fees on due date.

Expelled members receive written notice and the right to respond.

ARTICLE X – AMENDMENTS

• Proposals must be submitted to the secretary at least 30 days before a meeting.
• The Board must notify members of votes at least 14 days in advance.
• Amendments require a vote at a meeting or conference with at least 50% of members present or represented by proxy.

ARTICLE XI – RESIGNATION

• Members may resign at any time by submitting written notice to the Chairperson.
• Resigning members forfeit any claim to organization assets. This applies both to individuals and organisations.
• Former members may not reapply for two years.
• No refunds are provided.