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Duties of Promoting Secretaries

(A General Guide to the Promotion of an Event)

This guidance is written to supplement your reading and understanding of the Rules and Regulations as detailed in the current copy of the Cycling Time Trials Handbook.

The practical running of an open event is largely a matter of routine where actions require to be undertaken in a specific order, at an appropriate time.  Experienced promoters generally have their own methods, however they broadly follow a standard routine.  The following actions, set out in calendar form, have been provided, as a guide, for Promoting Secretaries.

AUGUST/SEPTEMBER
Obtain the agreement and support from your club/organisation to promote an event.  Complete an Open Event Application Form, obtainable from the District Secretary of the district in which the event is to be held. These forms are generally sent out to club secretaries in July/August/September. Completion of the form is self explanatory.

If the event is eligible and you wish it to be included in the National Best All Rounder (BBAR) Competition, you need to indicate this on the form, in the appropriate section with a letter “B”.  Events nominated as BBAR events, have specific entry conditions (detailed in the handbook under BBAR Competition Conditions) which must be adhered to.  If the event is to be eligible for the Women's BBAR Competition you must reserve 20% of the field for women.

The event application needs to identify if internet entry will be accepted and if the organiser’s personal details can be published on the CTT website.

The District Secretary on behalf of the District Council (in whose district the event will be run) will organise a date fixing meeting.  Make sure that you or a representative from your club/organisation is in attendance at this meeting.  No Cycling Time Trials event can be organised without the appropriate District Committee approval.

Should any part of the course you are to use extends into another District(s) details of the proposed event must be submitted to the appropriate District Secretary, not later than 1st October.  This is often undertaken by the District Secretary on behalf of the event secretaries.

Having been allocated a date for your event, you are expected, with the assistance of your Club/organisation or District Committee if necessary, to organise the event through to a successful conclusion.

JANUARY
Following publication of the year’s open events in the handbook and on the Cycling Time Trials website, arrange for or check that the details of your event are correct.  If any of the details are incorrect, notify your District Secretary immediately, so that action can be taken at national level to publicise the amendment.

Book your event headquarters and arrange for your timekeepers (and a handicapper if appropriate).

FEBRUARY
Ensure that if the event has been identified for Internet Entry (IE designation in Handbook) that your nominated bank details have been provided to the National Secretary, so that monies received from the entries received through the system can be forwarded to the appropriate bank account.  An Internet User Guide for Event Organisers is emailed out by the National Secretary to each event Secretary.  A copy is also available from the Cycling Time Trial’s website.

EIGHT WEEKS BEFORE THE EVENT
Secure from your District Secretary, an up-to-date description of the course to be used, together with a copy of the current risk assessment for that course.  Identify a club official(s) to represent your club at the start and finish. Timekeepers should not undertake this role.  Additionally appoint a person to oversee the signing on of riders and the collection of numbers.

Complete the Police Notification Form and send copies to the Chief Constable of each police area through which the course passes and send one copy to the District Secretary. Retain a copy for your file. The District Secretary requires his copy at least six weeks before the event.  Some police forces will accept notification by email, however it is always prudent to send a copy by recorded post.  As acknowledgement of receipt of the notification is not consistent across the country, confirmation of receipt by recorded delivery provides some confidence that the notification has been delivered.

The Road Traffic Act demands that Police have at least 28 days clear notice of a time trial taking place.  Giving less than 28days, the police can refuse you permission for the event to take place, or can impose special or onerous conditions.

Make arrangements to have your start sheet prepared and printed, whilst also appointing competent observers and sufficient marshals to cover all points of the course, as indicated on the course risk assessment.  In addition, the person who is tasked with the erection of safety signage in accordance with the course risk assessment should be identified.

Checking cards for use by marshals may be purchased through the on-line shop or from the National Secretary.  Arrange for a number checker at the finish to record the numbers of the riders in the order they complete the course and for this information to be conveyed to the timekeeper.  Also make arrangements for the times to be communicated to the result board area, which should be situated away from the finish area (generally at the event headquarters).  Beware that mobile phone reception varies, especially out in the countryside, so it is worth checking prior to the event if this form of communication is to be adopted

FOUR WEEKS BEFORE THE EVENT
Check the course against the generic Risk Assessment and note any additional risks identified and which are likely to be permanent and/or remain until the event takes place. Take appropriate action, such as notifying the highway authority of serious road defects, etc. Notify the District Secretary of the defects found and the action taken to modify the generic Risk Assessment.

Read notes in the handbook on event cancellation, postponement and delayed start.

AS ENTRIES ARRIVE
Check that:

  • The Cycling Time Trial’s entry form currency is acceptable (see note at bottom of Regulation 11) and has been signed by the entrant

ALL ENTRY FORMS MUST BE SIGNED BY THE RIDER, PHOTOCOPIED SIGNATURES ARE NOT VALID.

  • Any cheque included is properly completed
  • The entrant’s club is affiliated to Cycling Time Trials.
  • If the entrant is under 18 years of age, a parental consent form has been included and signed.

Return any form not properly completed to the prospective entrant.  You may return entries which will not be accepted before the closing date if you already have received more than a full field.  This should enable the rider to enter another event if he so wishes.

If the event has been identified as “Internet Entry” (IE in Handbook), check the website to download entries made through the system.  Monies received via the website will be transferred, generally within 2 days of the event closing date, to the nominated bank account by the National officials administering the internet entry system.

ON THE CLOSING DATE FOR ENTRIES
Whether received by either post, hand delivery or through the website, the closing date for event entries, unless it is a National Championship or is annotated with “NS” (Non Standard) that state a non standard closing date, should be at 6pm, 10 days prior to the event.   

Select the field of riders in accordance with standard conditions as set out in the Cycling Time Trial’s Handbook and/or any published special conditions specific to the event.  Return immediately, by first class post or through the website, all excess entries.

Arrange the field of riders in accordance with Regulations (Cycling Time Trials Guidance Note No 8 is available to assist you in this important task). If the event is to be handicapped your handicapper may agree to arrange the field for you. When preparing the start sheet 'copy' for the printer it must include the following information in order to comply with Cycling Time Trials regulations.

  • The event is being "Promoted for and on behalf of Cycling Time Trials under their Rules and Regulations".
  • The title of the event.
  • The date of the event.
  • The name & address of the event secretary (telephone number is helpful).
  • The name(s) of the approved timekeeper(s).
  • The name (if applicable) of the approved handicapper.
  • A full description of the course, with precisely stated start and finish points, turning points and intermediate distances.
  • Any applicable local regulations.
  • Details of the prize awards stating whether medals, trophies or prize values. The method (if applicable) of selecting special groups for awards.
  • The event start time.
  • The number, names and clubs of the competitors in their starting order.
  • In events open to both sexes, women riders must be indicated, by the symbol 'W'.
  • Designated point for collecting numbers and. signing-on. 
  • Forward the event start sheet to the Cycling Time Trial’s National Secretary for publishing on the website and if appropriate to your club's publicity/press officer.

AT LEAST 5 DAYS BEFORE THE EVENT
Despatch a copy of the start sheet, by email or first class post, to the District Council Secretary, all competitors and officials, including the timekeepers.  Include any specific instructions to the marshals and checkers. (See CTT Guidance Note 11 - Marshals and Checkers).  If considered appropriate, prepare clerking sheets and marshals checking cards.

Note: To comply with CTT Data Protection Policy, Start sheets, when emailed, should be sent using the BCC function, thus avoiding distribution of personal email information

ON THE DAY OF THE EVENT
At the Start/Headquarters
Prior to the event commencing, an appropriate person should travel the course to identify if any additional issues have arisen that are not detailed on the Course Risk assessment I.e. broken down cars/trucks, road works, local shows, etc..  Details of any such issues should be recorded on the “On the Day Risk Assessment” and displayed next to the signing on sheet, so as to bring to the attention of all the riders.  Event official’s attention should be drawn to any such identified issues.  This individual may also be the person identified to position the signage.

Confirm that  appropriate signage has been positioned in accordance with the requirements of the course risk assessment.  Guidance Note 17 “The Erection of Cycle Event Signage” provides information on the safe erection and positioning of signage.

Check on the arrival of, whilst ensuring they are adequately briefed, as to their duties:-

  • The official(s) named on the Police Notification Form,
  • The official observer
  • The Timekeepers
  • The appointed person to supervise:
    • the signing of the signing-on sheet,
    • the collection of competitor’s numbers
    • if necessary the drawing of the rider’s attention to any additional instructions arising from the latest inspection of the course
  •  The starting stewards (or pushers off)

In accordance with the course risk assessment, Locate the precise starting point and ensure all marshals and officials are wearing a Hi Vis jackets to indicate their association with the event.

Ensure that checks are undertaken on overseas riders' racing licences and Scottish club riders' S.C.U. membership cards or racing licences. This can be best carried out when the riders are collecting their race numbers.

Take with you the rider’s completed entry forms, emergency contact details of any Internet Entrants and police correspondence. It is important that the emergency contact details of all competitors are retained at the headquarters during the event, in case there is an incident/accident. 

Arrange, if considered appropriate, for a pilot car to precede the first rider, carrying spare marshals/spare Hi Vis jackets, to cover any breakdown in the arrangements.

Ensure that a First Aid kit is available at the event headquarters.

At the Finish
Confirm the position of the finish point and mark it with a chequered flag or board.

Check on the arrival of:

  • the official(s) named on the Police Notification Form
  • the timekeeper
  • number checker
  • timekeeper’s recorder

and ensure the means of transferring the results to the result board is working satisfactorily

After the event and prior to the prize giving
On all competitors being accounted for, check, in conjunction with the timekeeper(s) that the recorded times are correct on the result board.  Establish that all competitors who are credited with a time or distance have completed the full course.

IMMEDIATELY AFTER THE PRIZE GIVING (if appropriate)
If possible email the full result to results@cyclingtimetrials.org.uk  This will ensure that the results are published on the Cycling Time Trials website and are passed onto the national press.

Refer any issues relating to the event or of the conduct of any riders in the event to the District Secretary.  Report any accidents to both the District Secretary and the National Secretary.  Notify the District Secretary of any updates required to the generic Course Risk Assessment.

WITHIN 7 DAYS OF THE EVENT
Send a signed copy of the start sheet and the appropriate amount of levy to the District Treasurer. Make your cheque payable to “Cycling Time Trials”.

Prepare the finish sheet 'copy' for the printer. This must include the following information in order to comply with Cycling Time Trials regulations:

  • That the event was "Promoted for and on behalf of Cycling Time Trials under their Rules and Regulations".
  • The title of the event.
  • The date of the event.
  • The name &.address of the event secretary.
  • The name(s) of the approved timekeeper(s).
  • The name (if applicable) of the approved handicapper.
  • Details of the prize winners and their awards stating whether medals, trophies or prize values.
  • The names and clubs of the competitors in order of the principal award.
  • In events open to both sexes, women riders must be indicated, by the symbol 'W'.

A note of thanks to all those who helped to make the event possible is generally greatly appreciated.

WITHIN 28 DAYS OF THE EVENT
Post or email a copy of the Result Sheet to all competitors (including the non-starters) and officials. A copy must be forwarded to the District Secretary and in the case of a BBAR event to the National Competitions Secretary. Prizes other than certificates, medals or trophies should be despatched to the prize winners. Certificates, medals or trophies should be despatched or presented within 12 months of the event.

Note: To comply with the CTT Data Protection Policy, result sheets, when emailed, should be sent using the BCC function, thus avoiding distribution of personal email information

GENERAL NOTE
Entry forms and Signing-On sheets should be retained for at least one year. If there is an accident, they should be retained for at least seven years.

IF YOU ARE IN ANY DOUBT, OR SIMPLY WISH TO HAVE SOME ASSURANCE CONTACT YOUR LOCAL DISTRICT SECRETARY OR CHAIRMAN FOR ADVICE.


Check List

September

Apply to The District Committee to run your event and confirm if the event is to accept internet entry that “IE” annotation is included on application form.  In addition, confirm that the organisers details are (or not) to be published on the CTT web site  

 

 

 

 

January

Check details as published in the handbook/on the website are correct

 

Identify and appoint Timekeepers

 

Book event headquarters

 

 

 

February

Ensure that if the event is to accept internet entry that your nominated bank details have been provided to the National Secretary

 

 

 

Eight weeks before event

Obtain an up to date course description and risk assessment from District Secretary

Appoint officials for start and finish and headquarters

 

Send the Police Notification to appropriate Police Forces (copy to District Secretary)

 

Confirm availability of event headquarters and access to the premises (key holder)

 

Appoint competent marshals and observers

 

Make arrangements(if appropriate) for the printing of the start and result sheets

 

Identify availability of safety signage and who is to erect it around course

 

 

 

Closing date for entries & following days

Select the field of riders from those entries received by hand, post or through the internet entry system

Return excess entries by first class post or through the internet entry system

Have entries handicapped (if applicable)

Produce the start sheet (include in the course description any  warnings of particular risks identified on the generic Risk Assessment),  whilst also ensuring that any local guidelines are stated  

 

Confirm that the internet entry fees have been received into the designated bank account

 

 

 

At least 5 days before events

Despatch, by first class post or by email, copies of the start sheet, to all riders, officials, timekeepers, marshals and the District Secretary 

Include specific details for each marshal

 

Prepare result board

 

Prepare the signing on sheet and identify official to monitor and issue numbers

 

Check availability of chequered flag or board to mark finish

 

Confirm that the person erecting safety signage is still available and that the appropriate safety signage is available   

 

 

 

At least 2 days before event

Check a set of numbers (with pins) is available, sufficient in number for number of riders competing

Prepare timekeepers recording sheets and marshal checking cards

Confirm details for access to the premises (key holder) for event headquarters have not changed

 

Print off emergency contact details for those riders who have entered through the internet entry system

 

 

 

At the start

As late as practical before the event, ideally immediately before it, arrange a final check of the course and complete the “on the Day Risk Assessment” and draw to rider’s attention by placing next to signing on sheet

 

Confirm that the appropriate signage has been erected in accordance with Risk assessment requirements

 

Check on arrival of all officials (especially those named on the Police Notification(s), timekeepers, start officials, marshals, and observers.  Ensure they are all provided where required with HI Vis jackets

 

Ensure emergency contact details for all riders are available at the event headquarters

 

Check the set of numbers (with pins) is available, sufficient in number for number of riders competing

 

Ensure that officials, marshals and observers have, in case of emergency, a contact telephone/mobile number

 

 

 

At the finish

Ensure precise finish point is identified and a that a chequered flag or board is in place

 

Check on arrival of all officials (especially those named on the Police Notification(s), timekeepers, number catcher/clerk 

 

Confirm that arrangements are in place to transfer times from timekeeper(s) to event headquarters

 

 

 

After event at Headquarters

Check that all riders have completed the course or have been recorded as “non-finishers” (DNS)

Confirm, using the timekeepers report sheets, that result board reflects the times recorded by the timekeeper(s)

 

If any complaints received, try & resolve or failing that, refer to the District Secretary for resolution

 

Confirm all numbers have been returned 

 

Ensure that the headquarter is left in a tidy and clean condition

 

Confirm all safety signage has been collected

 

Collect signing on sheet, marshal check cards together with the timekeeper’s record sheets and the number takers’ record sheet for future record/reference.  In addition, collect the “On the Day Risk Assessment” form

 

Collect issued Hi Vis jackets from event officials

 

 

 

Within 7 days following the event

Telephone or email  the Press with the result

Prepare and print  the result sheet in accordance with regulations, ensuring that all awards are identified

Forward the event levy to the District Treasurer

 

Communicate to the District Secretary, any information identified on the “On the Day Risk Assessment” that has a lasting impact that will affect the generic risk assessment

 

 

 

Within 28 days of the event

Issue the result sheet via post, hand or email to all riders and officials, including the District Secretary

In the case of a British Best All Rounder event, a copy of the result sheet must be sent to the National Secretary (Competitions and Development)

Despatch all prizes, other than certificates, medals or trophies

 

 

 

 

 

 

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