Criteria for Organising a Road Race

With the increase of insurance premiums and the possibility of litigation, it is essential that all organisers appoint a Safety Officer for each event. The appointment will ensure the race is run in a safe environment and that all precautions are taken to ensure the safety of:

1. Competitors
2. Spectators and officials
3. Non-participants i.e. residents, pedestrians, motorists etc.

Should any incident occur, the organiser should be able to show that a pre-event plan was in place, taking into consideration the safety of the above personnel.

The Chief Commissaire and Safety Officer will enforce the above safety measures and may cancel or alter the event if all available requirements are not met.

Timetable for Planning Event

Pre Calendar Deadline

• Submit details of the event to the Sporting Committee showing all relevant information e.g. date, course, time, distance, categories plus other benefits which could influence committee’s decision between your event and another one seeking the same date.

Three Months Prior to Race

• Finalise the route and check with Local Authority re planned road works, or if unhappy with quality of certain sections of the route advise them and they should be pleased to assist, thereby preventing possible claims against them. Select the Start/Finish areas trying to avoid as much as possible interference with normal traffic. Remember a severe downhill finish is not permitted. Arrange Race Headquarters with showers and adequate changing facilities. This aspect is important not only to the competitors but also for the good image of the sport to the public.


• Write to the Police, both at the start/finish area and to stations on the planned course giving them all the relevant information.


• Contact the chosen organisation to provide ambulance and first aid personnel, remember all these bodies now charge for their services.


• The Civil Defence, if in the area, may also provide assistance with stewards. Prepare entry or other information ready to be circulated within the weeks prior to the event.

Six Weeks in Advance (Northern Ireland)

• Ensure relevant notice has been sent to P.S.N.I in accordance with the “Cycle racing on public highway order”. This applies to both Road Race and Time Trials.

One Month in Advance

• Start to circulate entry forms and press details to the media. Write the information in bulletin typed double-spacing with the important points highlighted.


• Arrange a meeting with the Traffic Section of the main Police Station plus a visit to the other stations.


• Check with the Chief Commissaire about his/her travel arrangements and provide all current information.

Start to prepare a list of personnel for the event-

i.e. 2/3 lead cars, vehicle for Commissaires, possibly 2 Motor Cycle Marshals, Static Marshals, Judges, Sign-on Controller, Time-Keeper and Recorder plus caller and Holder if Time Trial, Neutral Service Cars etc.

One Week in Advance

• Recheck with your officials and revisit or phone the Police stations, also remind the First aid organisation of the exact time.

2/3 Days to go

• Check the course for any hazards. Possibly sweep any gravel from the corners. Determine the position of direction signs and ensure that these are erected prior to the race start – but remember to remove them after the event.
• Check that race HQ is clean and arrange provision of tables etc. plus the obtaining of keys on race day. It may also be possible to arrange refreshment facilities in the premises.

Race Day

Arrive at least 2 hours prior to start. Check all officials are present . Discuss any alterations with Chief Commissaire and ensure all route details are provided for competitors plus prize list. Check ambulance personnel and police are present and ive details of route.

Ensure:

1. Sign-on is progressing and closed at least 15 minutes prior to start,
2. Car draw should be held 30 minutes prior to start,
3. Race must start on time.

After Event

Phone Results to Cycling Ireland results service and /or the media. Clean up Race HQ. Thank all outside helpers and pay expenses.

Send letters of thanks to all who supported your event in any way including the Police, and Local Authorities if they conducted road repairs or helped in any way.

Remember it is your sport and there may e a potential sponsor watching who might be impressed enough to help next year.