Below is a guide to what is involved with organising each type of event and a schedule for how and when things need to be done, they are designed to allow events to run smoothly, and are not a daunting as they might first appear. Note that full guidance is given on the CTT main website: https://www.cyclingtimetrials.org.uk/documents/index/organisers |
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Information for Club Event Organisers | |
October/November | Decide what events your club wants to run the following year, when they want to run them and on which course |
December | Apply to the Club Events Secretary for permission to run the events Submit the .csv file downloadable from the club section of the CTT Website |
At least 28 days before the first event. | Complete and send a Notice of Time Trial Form (Police Notification) to each Constabulary that your events pass through. Send a copy to the Club Events Secretary at the same time. Failure to send these forms in time enables the police to refuse permission for the event. |
Risk assessment. Obtain an up to date risk assesment for each course you are using from the RA Secretary. This will show you where you need to place signs and any restrictions on the use of the course. | |
Prior to the Event |
Signs. Ensure the signs are correctly positioned. |
Risk Assessment. If you spot any new hazards make a note of them on the On the Day Risk Assessment form and what action, if any, you took. Complete the On the Day Risk Assessment form. (This need only be returned if an additional hazrd was noted). Save the form. | |
Riders must complete the signing on sheet. | |
Riders not from your club. Riders must be a member of another club affiliated to the CTT, unless the event has been officially designated as a Come and Try It event. For those riders you must have a record of their name and address and an emergency contact. | |
During the event | Riders must have a 20 x 20cm flourescent number pinned on their back. |
All riders must have a working front and rear light (turned on) at the start. | |
All riders must wear a Hard shell helmet | |
If a problem occurs during an event, the Organiser is responsible for taking whatever action they deem appropriate to ensure the riders safety. Delay, cancel or put out additional signs or marshals |
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If an accident occurs firstly ensure the safety of other riders. An accident report form must be completed and sent to the District Secretary as soon as possible. |
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After the event | Notify the riders of their times. For any doing personal bests they will need to know the course number and the winners time should they wish to compete in an open event. |
Payment of levies. The levy is £4 per rider in each event. Ensure that your records of riders is kept up to date and send the total levy to the treasurer very shortly after your last event. | |
Information for Open Event Organisers | |
August | Decide what events your club wants to run the following year, when they want to run them and on which course, note any special conditions (limited field, priority to women or Juniors, a fastest limit, etc). Nominate an organiser. |
1st September | Apply to the Open Events Secretary for permission to run the event(s) |
Late September | Attend the District date fixing meeting |
At least 28 days before the first event. | Appoint your helpers, including the timekeepers and your Headquarters, don't forget the catering too. Complete and send a Notice of Time Trial Form (Police Notification) to each Constabulary that your events pass through. Send a copy to the Open Events at the same time. Failure to send these forms in time enables the police to refuse permission for the event. |
Risk assessment. Obtain an up to date risk assesment for the course you are using from the RA Secretary. This will show you where you need to place signs and marshals and it will detail any restrictions on the use of the course. Check the course against the risk assessment. Note any chandes or additional hazards that may require additional safety measures. |
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As entries arrive |
Most entries are now on-line A few diehards may use paper and if so you will need to: Collect your entries in a safe place. |
Closing Date |
Select your final field and return any entries that have not qualified Promoted for and on behalf of Cycling Time Trials under their Rules and Regulations It is also recommended that you include: In the interests of your own safety Cycling Time Trials and the event promoters strongly advise you to wear a Hard Shell Helmet that meets the internationally accepted safety standard. It should also include the riders number, his name, club and start time. Details of the HQ, how long it takes to get to the start and a safe route to and from the start/finish. Names of the time keepers Course details. The timekeepers names. Prize list, including how the prize money will be presented, and organisers contact details. Any safety notes from the RA or other safety measures you wish to draw to the riders attention.
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At least 5 days before event |
Send out your Start Sheets. Don't forget the time keepers, marshals and District Secretary and Treasurer. The £5 levy is deducted automatically by the CTT who will pay the entry fees to your club account when the start sheet is published on line. Ensure you know the precise start and finish. |
At least two days before the event |
Check availabilty of marshal, helpers and HQ. |
On the day |
Check the Risk Assessment and complete the On the Day Assessment Form, this can be done as you are setting up the signs. Note any new hazards and draw them to the riders attention at the sign on area. At the HQ check arrival of all officials and ensure the marshal have jackets and flags and know where they are stationed. Allocate an area for the riders to sign on and have the numbers ready. As close to the start as is practical make a final check of the course. Check the finish area, arrange how the finish times are to be relayed to the HQ, mobile phones are the easiest option. Check that all riders that started the event are accounted for, either with a completion time or a DNF. Phone or e-mail the results to the press. Refer any complaints, or any accident reports, to the District Secretary. |
Within 28 days of the event |
Prepare and despatch a results sheet to all the riders, checking the times against the timekeepers list. Include a copy to the officials and the District Secretary. Return the On the Day risk Assessment form to RA Secretary. |
Finally |
Relax. Enjoy the thought that you have put on a good event and a lot of riders have had a good day thanks to you and your team. |
Contacts | |
Full details of all the open events in the UK can be found in the CTT Handbook or online, together with lots more information. Copies can be purchased from CTT. |