Permits for a Charity Poker Run
A charity poker run can look like one event, but it may involve several different permissions: access to the route, trail permits for participating machines, approval for stops, and insurance. In West Virginia, the requirements depend on where the ride goes and who controls that land or road. Sorting those questions out early helps protect the charity, riders, volunteers, and host locations.
Separate trail access from event approval
A trail permit and permission to organize an event are not the same thing. A rider’s permit may authorize that rider to use a managed trail under its rules; it does not automatically approve a group event, reserve a trailhead, authorize a checkpoint, or allow riders onto land outside the permitted route.
Start by drawing the proposed route on a current map and listing every planned stop. Then identify who controls each part: a managed trail system, a town or county road, private property, or another public land area. If the route crosses more than one type of property, you may need to speak with more than one organization. Do not assume one approval covers the whole poker run.
For a run on the Hatfield-McCoy Trails, contact the trail authority before advertising the route or collecting registrations. Ask whether the proposed event needs advance approval, whether group-size or scheduling limits apply, and whether any planned trailhead or stopping area can accommodate the event. Confirm the route is open for the event date; access can change because of closures or landowner arrangements. General trail information is available in West Virginia’s Hatfield-McCoy Trail Permit Explained, but event organizers should verify event-specific instructions directly.
| Event activity | What to confirm | Why it matters |
|---|---|---|
| Riding on a managed trail | Whether the route is open and the event is approved | A regular rider permit does not necessarily authorize an organized event |
| Entering a town or using a public road | Which local authority controls the road and what approval is needed | Trail access does not automatically grant road-use permission |
| Using a trailhead or parking area | Whether the location can be reserved or used for a group | Registration and staging can create congestion |
| Stopping on private property | Written permission from the owner | A route crossing nearby does not imply permission to stop |
| Drawing or awarding prizes | Whether the fundraising format complies with applicable rules | A charitable purpose does not by itself settle gaming requirements |
| Collecting participant information or money | Who handles funds, records, and refunds | Clear procedures reduce disputes and confusion |
If the course uses roads, distinguish a road crossing from riding along a road. The rules and permissions can differ. Ask the relevant local authority about the exact segment, event timing, traffic control, and whether any special authorization is needed. Do not rely on a trail permit or a general statement that a town is ATV-friendly as proof that your event can use a particular street. West Virginia’s ATV-Friendly Towns and What You Can Ride explains why local access should be checked town by town.
Also check whether the planned route uses private land, mine roads, or other property outside the managed trail boundary. Obtain permission from the responsible owner or operator before including it. Avoid publishing a route until you know it is valid; a charity event should not put riders in the position of trespassing or following an outdated map.
Confirm permits, rider requirements, and event details
Once the route is approved, work out what each participant must have. In a managed trail system, a group organizer should not assume that one event approval or one group registration covers every machine. Confirm whether each machine needs its own trail permit, whether passengers have separate requirements, and how permits should be displayed. The rules can depend on the system and the rider’s circumstances, so verify the details with the authority responsible for the route.
Do not treat a charity event as an automatic exception to ordinary rider requirements. Participants may still need to follow applicable age, supervision, helmet, eye-protection, and machine-use rules. If riders are coming from outside West Virginia, ask what documentation or permits apply to them. Out-of-State Riders on West Virginia Trails and Do Other States’ Registrations Work in West Virginia? can help frame those questions, but confirm current requirements with the trail operator before the event.
A practical process is:
- Build a route and stop list. Include staging, registration, checkpoints, breaks, and the finish. Note where the route crosses roads or leaves managed trails.
- Contact each controlling authority. Explain that it is an organized charity poker run, give the expected attendance and machine types, and ask about approval, capacity, dates, and restrictions.
- Confirm rider and machine requirements. Ask what permits, safety credentials, equipment, and age rules apply to every participant.
- Get permissions in writing. Keep written confirmation for trail access, property stops, parking, and any local road use.
- Set the participant instructions. Identify the approved route, prohibited areas, permit expectations, safety rules, and what to do if a segment closes.
- Recheck close to the event. Confirm trail status, weather-related changes, road conditions, and any revised instructions before riders depart.
Be specific when you contact an authority. “We are hosting a poker run” may not provide enough information to answer your questions. Share the date, approximate number of machines, start and finish locations, expected time window, route, planned stops, whether you will collect entry money, and how you will manage parking. Ask whether the event requires a permit separate from each rider’s trail permit, and who has authority to approve the event.
If a participant is renting a machine, clarify who is responsible for the permit and whether the rental package includes it. Do not assume a rental automatically includes trail access. The organizer should make the responsibility clear in registration materials and point riders to Does a West Virginia Rental Include the Trail Permit? for the separate rental question.
Plan for changes. A trail segment may close, a road may be unavailable, or a stop may become unsuitable. Have a route coordinator who can communicate a change to riders, and do not improvise a detour onto land that has not been approved. Checking West Virginia Trail Status Before You Drive is a useful reminder to verify conditions rather than relying only on a map saved earlier.
Manage fundraising, safety, and liability
The poker-run format raises a separate question from trail access: how the cards and prizes are handled. If participants pay an entry fee for a chance to win a prize, or if the event includes a raffle or other drawing, ask the charity and appropriate state or local authorities whether the format must meet specific charitable-gaming requirements. Do not assume that calling the event a fundraiser makes every prize arrangement permissible. Get guidance before selling entries or promising a prize, and keep the written answer with the event records.
Make the fundraising structure easy to understand. State what the entry payment covers, whether it is a donation or participation fee, how hands are assigned or scored, how winners are determined, and how prizes are awarded. Keep event income and expenses organized, and have the nonprofit or charity confirm how funds should be received and recorded. If another organization is handling the proceeds, document that arrangement before registration opens.
Insurance is another issue to resolve early. Ask the charity, event venue, trail authority, and any property owners what coverage they require, and ask an insurance professional what the organization’s existing policy actually covers. General liability coverage may address some claims involving event operations, but it does not necessarily cover every rider, machine, crash, or property damage scenario. Do not describe an event as insured until the policyholder or insurer confirms the relevant coverage and any exclusions.
Prepare a safety plan that fits the route and group size. It should cover check-in, rider briefings, spacing between machines, emergency contact procedures, lost riders, mechanical problems, and how to report a crash. Make sure participants know they must stay on approved routes and obey trail signs, closures, and local rules. Trail Rules Every West Virginia Rider Signs Up To can help organizers identify subjects to include in their briefing, while Trail Rescue in West Virginia and Who Responds can help prompt practical questions about communications and emergency response.
At checkpoints, avoid blocking trail traffic or creating a hazard at a road crossing. Use locations approved for stopping, keep volunteers out of active travel lanes, and make the route easy to follow without encouraging speed. A poker run is not a race: put that plainly in event materials and at the start briefing. If the route includes public roads, coordinate with the authority responsible for those roads rather than directing volunteers to control traffic without approval.
Registration materials should state the event’s operating boundaries. Include the authorized route and event window, machine and rider expectations, permit responsibilities, check-in and finish locations, emergency contact method, cancellation or route-change process, and the organizer’s contact details. A signed waiver may be appropriate, but a waiver does not replace permits, insurance, safe planning, or legal advice. Have a qualified professional review documents when the stakes or event scale warrant it.
A useful final check is to keep an event file with route maps, written approvals, permit guidance, insurance confirmations, property permissions, the safety plan, and participant communications. Assign one organizer to hold the file and another to monitor event-day changes. If an authority cannot confirm a route segment or a stop, remove it until approval is clear. A shorter confirmed route is safer than a larger event built on assumptions.
Disclaimer
This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.
