Commissaries & Race Organisers
Race Organising
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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:
- Competitors
- Spectators and officials
- 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:
- Sign-on is progressing and closed at least 15 minutes prior to start,
- Car draw should be held 30 minutes prior to start,
- 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.
Criteria for Organising a Mountain Bike Race
Pre-Calendar Deadline
Submit details of the event to the mountain bike commission showing all relevant information including; Date, Location, Contact details etc.
Before the Race
Three Months
Decide on the course route to be used on race day. Ensure that the relevant landowner has granted permission for use of the land and they approve of the course.
Contact the chosen organisation to provide ambulance and first aid personnel. The civil service may also be required to provide assistance as stewards.
Contact the provincial federation to ensure that a commissaire will be provided for the race.
One Month
Start to circulate information about the event. Send posters to bike shops, gyms etc. in the vicinity of the event and to cycling clubs throughout the country. Post information on Aertel and on various cycling websites. Distribute leaflets at races leading up to your race.
One Week
Telephone all support personnel including ambulance, civil defence, stewards, etc. to ensure that they are all still available. Send relevant race details to national media.
Ensure that you have all equipment required for the race including the following:
Stationery
- Sign-on Sheets
- Timekeeper sheets for recording the riders numbers and laps
- Clipboards and pens
- Results Sheets
- Envelopes for prizes
- Change (notes and coins)
- Scissors and / or pliers
Equipment
- PA system
- Race number plates and string / cable ties
- Course marking tape
- Stopwatches
- Start / finish banner
- Rope
- Catch netting / hay bales
- Direction arrows for racecourse
- Tent / Table & chairs for sign on
- Litter Bins
Day Before Race
Mark the course and ensure it is safe / obstacle free.
Day of Race
Ensure all direction signs are in place so competitors have no difficulty in finding the venue. All races should start on time.
After the Race
Remove all litter and course marking tape from the course. Leave the place cleaner than you found it. Return race sign-on sheets to Cycling Ireland.
Compile race results and send them to results co-ordinator, Cycling Ireland, Aertel, local and national press.
General Safety Precautions
The course should be properly marshalled and all marshals should be easily identifiable. Whistles should be provided to warn approaching riders. At least one ambulance is required. First aid area should e identified to all riders and centrally located. First aid crews must be provided for both race and practice. Ambulance access must be provided to all parts of the course and provide for emergency exit of the course.
Downhill specific safety precautions
Walls, tree trunks, gate posts etc. to be covered by straw bales or other protective covering to protect riders.
Steep drops along the side of track to be fenced with catch netting.
Wooden ramps to be covered with anti-slip material.
Where possible roots, stumps and protruding rocks to be sprayed with biodegradable fluorescent paint. This is particularly important in darker sections of the course.
Communications should be provided between start and finish area. All communications should be capable of covering the course.
A shelter should be provided at both start and finish areas for race officials / time keepers.
The wearing of full-face helmets is compulsory for all racing and training runs at downhill events.
In the interest of personal safety, it is strongly recommended that the following protective equipment should be used;
- back, elbow, knee and shoulder protection with a rigid surface,
- eye protection,
- thigh padding,
- shin padding,
- long pants,
- long sleeved shirts,
- long fingered gloves.
