Event Organiser's Guides - Club and Open

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.
If you are interested in organising an event and would like some more advice then feel free to contact any of the Committee members or often you will find your club has someone that has done it in the past and has good local knowlledge too.

Note that full guidance is given on the CTT main website: https://www.cyclingtimetrials.org.uk/documents/index/organisers 

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 rear light (turned on) at the start.
  Juniors must wear a Hard shell helmet
  Other riders are advised to waer a Hard Shell helmet, but it is not mandatory.
 

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

  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.
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.

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.
Check they are on the current issue form.
Check they are completed correctly, signed and the rider is a member of an affiliated Club.
Return, or contact any rider that has sent an incomplete form.
Juniors must have sent in a signed Parental Consent form too.
Ideally start to prepare your entry list as the forms come in. As soon as you reach the limit of your field you must start to return the entries for riders that will not get a ride. Places are allocated to the fastest riders unless there has been a special condition declared in advance.

Closing Date

Select your final field and return any entries that have not qualified
Prepare your start sheet.
The Start sheet must contain the following information:

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.

 

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.
Prepare the signing on sheet.

Ensure you know the precise start and finish.

At least two days before the event

Check availabilty of marshal, helpers and HQ.
Check you have a full set of race numbers, with pins.
Prepare results board.
Prepare prize money (unless being sent out with results).
Check you have all the signs required, including the finish board or flag.

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.
Riders must sign on and should only get their number once they have done so. If you have any outstanding problems with entries, put the riders number to one side and only issue it when the problem has bee resolved.

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.
If prizes were not presented at the event include them with the results sheet.

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.