A general guide to the promotion of an Open Event

These notes are written on the basis that you have studied and generally understand the Cycling Time Trials Rules and Regulations.
The practical running of an event is largely a matter of routine where things have to be done in a certain order and at appropriate times. Experienced promoters usually have their own methods, but the following standard routine, set out in calendar form, should be helpful to any official promoting an open event for the first time.

In August/September
Obtain the agreement and support of your club to promote the event. Fill in an application form obtainable from the District Secretary of the area where the event is to be run. These are normally sent out to club secretaries in July/August. You will need to fill in details such as: - the proposed date, distance, course key number, entry fee (including Cycling Time Trials Levy), start time, name of promoting club/association, whether the event is restricted to a particular category of rider or has any special entry conditions and your name and address as the event secretary.
The normal closing date for entries is 6pm on the Tuesday 10 to 13 days prior to the date of the event for those held Friday to Monday, and 12 noon on the Saturday, 11 to 13 days prior to the date of the event for those held Tuesday to Thursday. If you wish to have a non-standard closing date you must state when this is to be.

If your event is eligible and you wish it to be included in the BBAR Competition, make sure you indicate this as well. Events nominated as BBAR events, have specific entry conditions which must be adhered to. These are detailed in the handbook under BBAR Competition Conditions. If your event is to be eligible for the Women's BBAR you must reserve 20% of the field for women.
Your District Council will organise a date fixing meeting. Make sure that you or a representative from your club attends this meeting. No event can be organised without District Committee approval. Should any part of the course you are using extend into another District you must submit details of your proposed event to the appropriate District Secretary, not later than 1st October.

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

In January
Check that the details of your event are correct in the Cycling Time Trials Handbook. If they are incorrect notify your District Secretary immediately. Book your event headquarters and appoint your timekeepers and a handicapper if appropriate.

Eight Weeks before the event
Obtain an up-to-date description of the course from your District Secretary and appoint club officials to represent your club at the start and finish. These should not be the timekeepers. 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 must have his copy at least six weeks before the event.

The Road Traffic Act demands that Police have at least 28 days clear notice of a time trial; any less and they can refuse you permission to run the event or impose special conditions.

Make arrangements to have your start sheet printed and appoint competent observers and marshals to cover all points of the course where the riders change direction. Checking cards for marshals may be purchased from the National Secretary. Arrange for a checker to record the numbers of the riders in the order they finish and for this information to be passed to the timekeeper. Make arrangements for the times to be communicated to the result board, which should be situated away from the finish area (preferably at the event headquarters).

As Entries Arrive
Check:

• The entry form is of current Cycling Time Trials issue

• The entry form is signed by the entrant

• Any cheque is properly completed

• The entrants club is affiliated to Cycling Time Trials If the entrant is under 18 years of age, a parental consent form has been 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 will enable the rider to enter another event if he so wishes.
ALL ENTRY FORMS MUST BE SIGNED BY THE RIDER, PHOTOCOPIED SIGNATURES ARE NOT VALID.

On the closing date for entries
Select the field of riders in accordance with the method stated on your prospectus and return immediately by first class post 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.

1. The event is being "Promoted for and on behalf of Cycling Time Trials under their Rules and Regulations".

2. The title of the event.

3. The date of the event.

4. The name & address of the event secretary (telephone number is helpful).

5. The name(s) of the approved timekeeper(s).

6. The name (if applicable) of the approved, handicapper.

7. A full description of the course, with precisely stated start and finish points, turning points and intermediate distances (the course key number is useful).

8. Any applicable local regulations.

9. Details of the prize awards stating whether medals, trophies or prize values. The method (if applicable) of selecting special groups for awards.

10. The number, names and clubs of the competitors in their starting order, with their time of start.

11. In events open to both sexes, women riders must be indicated, by the symbol 'W'.

12. Designated point for collecting numbers and. signing-on.
    Ensure that, details of the field are forwarded, to the Company Publicity Officer, and. your club's publicity/press officer.

At least 5 days before the event
Despatch a copy of the start sheet, by first class post, to the District Council Secretary, all competitors and officials, including the timekeepers. Include specific instructions to all marshals and checkers. (See CTT Guidance Note 11 - Marshals and Checkers). 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 clerking sheets and marshals checking cards.

On the day of the event
At the start
Identify the precise point of the start and check the arrival of: The officials named on the Police Notification Form
The official observer
The Timekeepers
The competitors rear body numbers and the stewards to hand them out
The starting stewards (or pushers off)
All marshals should wear a fluorescent jacket or bib to indicate their association with a cycle race. Ensure that you, or somebody appointed by you, checks overseas (including Irish) riders' racing licences and Scottish club riders' S.C.U. membership cards or racing licences. This is best done when the riders are collecting their race numbers. Take with you the riders completed entry forms and police correspondence. Arrange if possible for a pilot car to precede the first rider, carrying spare marshals, to cover any breakdown in the checking arrangements. Ensure that First Aid equipment is available at the event headquarters.

At the finish
Identify the precise finish point and mark it with a chequered flag or board. Check the arrival of the officials named on the Police Notification Form.

After the event and prior to the prize giving
Check in conjunction with the timekeeper that the times recorded are correct on both the official finishing sheet and the result board. Check that all competitors who are credited with a time or distance have completed the course. Telephone the result as soon as possible to the national press, Snowdon Sports Editorial, (Tel: Free phone - weekends only 0800 252841), Tel: 0114 230 3093. Fax: 0114 230 3094, e-mail: results@snowdons.co.uk and make arrangements for the local media to be informed.
Refer any objections to the event or to the conduct of riders in the event to the District Council Secretary. Report any accidents to both the District Secretary and the National Secretary.

Within 7 days of the event
Prepare the finish sheet 'copy' for the printer. This must include the following information in order to comply with Cycling Time Trials regulations:

1. That the event was "Promoted for and on behalf of Cycling Time Trials under their Rules and Regulations".

2. The title of the event.

3. The date of the event.

4. The name &. address of the event secretary.

5. The name(s) of the approved timekeeper(s).

6. The name (if applicable) of the approved handicapper.

7. Details of the prize winners and their awards stating whether medals, trophies or prize values.

8. The names and clubs of the competitors in order of the principal award.

9. 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 greatly appreciated.

Within 28 days of the event
Post a copy of the Result Sheet to all competitors (including the non-starters) and officials. A copy must be sent 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.

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.