Race Organisers Guide - Track

RACE

ORGANISERS

GUIDE TRACK

Contents Chapter 1: The organiser 2 Chapter 2: Key Personnel and Local Authorities 6 Chapter 3: Organiser Responsibilities 8 Chapter 4: Sanctioning and Calendar 10 Chapter 5: The Organisation 12 Chapter 6: Technical & Sport 14 Chapter 7: Medical Services 16 Chapter 8: Partners 18 Chapter 9: Budget and financial management 20 Appendix 1: Equipment List 22 Appendix 2: CV Club & Combine - Track Timeline Tick Box 24 Appendix 3: CV Open Event - Track Timeline Tick Box 26 Appendix 4: Risk Management 29

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Cycling Victoria

Chapter 1 The organiser 1.1 ORGANISING A CYCLING RACE

Organising a track cycling event can be a highly rewarding process when executed successfully. A sanctioning by Cycling Victoria (CV) means making a commitment to safety, quality standards and regulations. This booklet is designed to help support your race organisation and standardise the safe operation of track events.

Conducting events is the core activity of CV and our clubs. CV has recognised the increasing demands on event organisers imposed by authorities in response to changing regulations and requirements. It also remains aware of the resources and limitations of clubs (as event organisers) in meeting extensive event demands.

As a result, the sport is determined to take a leadership role in addressing risk management in a way that instils confidence in authorities whilst at the same time assists clubs conduct their events in an efficient and effective manner.

This guide covers the requirements and key areas to consider no matter what level or the location of your track event. From major international events at either Hisense Arena or DISC or at one of the many suburban and regional velodromes.

1.2 TYPES OF RACES

Sprint Sprint races are typically shorter in length, averaging between 3 and 8 laps. The main focus is on sprinting prowess and strategy/tactics. Events include: ff Sprint ff Team Sprint ff Keirin ff Track Time Trial ff Sprint Derby Endurance races are held over longer distances than Sprint events, averaging 16 – 20 laps and can even range upwards of 200 laps for Madison-style racing.

Endurance events are both individual and mass start in nature. Events include: ff Individual Pursuit ff Team Pursuit ff Scratch Race ff Points Race ff Elimination Race (Miss & Out, Devil Take the Hindmost) ff Handicap ff Madison ff Omnium Organisers have the ability to change the distances and composition of these events depending on the level of the race sanction and regulations governing the race.

Race Organisers Guide | Track

1.3 TRACK EQUIPMENT

The type of equipment required for a track event can vary based on the discipline and level of event. The following table provides an overview of some of the equipment that should be considered for track events.

Club or Combine

Equipment

Timing and Judging

Sprint / Flying 200m Lap Board / Camera (desirable)

200m + Start/Finish

Team Sprint

2x Gates / Lap Boards/ Pads / Cones

Pursuit A + B

Individual Pursuit

1x or 2x Gates / Lap Boards/ Pads / Cones

Pursuit A + B

Team Pursuit

2x Gates / Lap Boards/ Pads / Cones

Pursuit A + B

Time Trial

1x or 2x Gates / Lap Boards/ Pads / Cones

Pursuit A + B

Keirin

Keirin Bike / Lap Board

Camera (desirable)

200m, Start/Finish

Motor Paced Events Keirin Bike / Lap Board Camera (desirable)

Start/Finish

Points Race

Lap Board / Camera (desirable)

Start/Finish

Scratch Race

Lap Board / Camera (desirable)

Start/Finish

Elimination Race

Whiteboard & Markers

Start/Finish

Handicap

Lap Board / Camera (desirable)

Start/Finish

Madison

Lap Board / Camera (desirable)

Start/Finish

Open / National Events

Track Equipment

Timing and Judging

Sprint / Flying 200m Lap Board / Camera

200m, 100m + Start/ Finish

Team Sprint

2x Gates / Lap Boards/ Pads / Cones

Pursuit A + B

Individual Pursuit

2x Gates / Lap Boards/ Pads / Cones

Pursuit A + B

Team Pursuit

2x Gates / Lap Boards/ Pads / Cones

Pursuit A + B

Time Trial

2x Gates / Lap Boards/ Pads / Cones

Pursuit A + B

Keirin

Keirin Bike / Lap Board / Camera

200m, Start/Finish

Motor Paced Events Keirin Bike / Lap Board / Camera

Start/Finish

Points Race

Lap Board / Camera

Start/Finish

Scratch Race

Lap Board / Camera

Start/Finish

Elimination Race

Camera / Whiteboard & Markers

Start/Finish

Handicap

Lap Board / Camera

Start/Finish

Madison

Lap Board / Camera

Start/Finish

Notes Holders

One per rider

Gate Operators

Ideally two (2) per gate - One on Gate / One on cable for gas operated gates

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1.4 CATEGORIES OF EVENTS

CV has adopted a National standard for event categorization. Each level has a varying requirement and expectation of their management. The following table outlines the levels of categories for all events in Australia.

Category Event Type

Event Examples

Comments

1

ff National Championships - Open

ff National Track Cycling

ff The pinnacle (non-UCI) events on the National Calendar. There is an ‘Organising Committee Handbook – Australian Championships (Road and Track)’ for the operation of these events

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ff National Championships - Masters, Juniors and AWD

ff Bendigo Madison

ff *National Profile Events – this refers to events such as the Bendigo Madison and The Austral are both historic and prestigious events.

ff The Austral

ff *National Profile Events

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ff Victorian ff State Championships Junior Track - Open, Masters, Junior and AWD

4

ff State Open Events

ff Track

5

ff Interclub, Club Combine

ff Track

ff Regional 6

ff Club (only)

ff State Championship events conducted by (or on behalf) of the State/ Territory body

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Cycling Victoria

Chapter 2 Key Personnel and Local Authorities ‘The planning of a track cycling event is a process that involves the organiser, sanctioning body and local council/ government department (where applicable). Planning for track racing event involves the logistics of handling the expected numbers of riders and spectators, the technical aspects of the schedule of events and the review of the proposal to ensure the safety of the competitors and the general public. The following are areas that organisers will review and pertain directly to the race permit certification process.

2.1 VELODROME OWNERS

Local councils play a critical role in the approval and support of track cycling depending on the event being held. Each Council has varying terms and conditions regarding the lease and/or use of velodrome(s) within their municipality. The Event Organiser should check with the relevant local council in seeking permission to conduct the event.

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Chapter 3 Organiser Responsibilities The organiser is responsible for ensuring the overall smooth operation and must strive to achieve an optimal quality of organisation. Most importantly the organiser is responsible for working closely with CV, and other key stakeholders to ensure that the event is run to the appropriate standard.

The organiser must always remember that the various participants involved in the event should be given the opportunity to be confident in the safe operation of the event.

Above all, safety must be a priority throughout the planning and subsequent safety of the track event.

For club or combine track events the overall planning may be streamlined as a week-to-week program which can be replicated on an ongoing basis.

No matter the level of event the organiser should also ensure that the event fully complies with all venue requirements, Cycling Australia/Victoria Rules & Regulations.

3.1 EVENT PLANNING

The Event Management Plan (EMP) forms the basis of a standing plan for conducting an event that can be developed and adapted for use in future years.

The objectives of the EMP are to: ff Assist Event Organisers to deliver a well-prepared, safe, legally/financially sound and ultimately successful event ff Ensure that the risk management standards for the category of event are addressed ff Provide all relevant authorities with a detailed event plan that covers their requirements ff Provide CV with a document that meets their sanctioning requirements The first step is to receive a Cycling Victoria permit. To obtain this organisers must complete the Cycling Australia online permit application and event management modules.

Race Organisers Guide | Track

Before the event consideration can be given to the following topics: ff Level of event ff Event Program ff Procurement of required resources ff Marketing the event ff Charging and receipting event entry fees ff Managing and responding to participant queries ff Inspection of the venue The level of depth in each plan should reflect the category of the event. For example a Club or Combine event will require a less stringent standard to that of Open or National events. Nevertheless, the planning principles and execution are the same.

3.2 RISK MANAGEMENT

Risk management is a critical part of any event sanctioned by CV. The risk management processes developed by Cycling Australia is an integral part of good management practice. CV is committed to establishing an organisational culture ensuring that risk management is embedded in CV activities and business operations.

The National Risk Register is a documentation of the risks associated with all levels of events, their severity and the treatment actions to be taken. The Risk Register is a valuable resource for ensuring that risk treatment strategies and plans are incorporated into event management practices. It can be utilised by event organisers as an event planning checklist and as a guide to developing event specific Risk Management Plans. It is a reference for administrators and officials when reviewing event policies and procedures. The Risk Register will require a process of continual review and updating in response to new issues that are identified or may arise.

Part of the sanctioning process requires all event organisers to complete the online event risk management process.

Additionally a visual venue inspection should be undertaken by the Chief Commissaire prior to the start of any event.

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Chapter 4 Sanctioning and Calendar

4.1 STATE CALENDAR

Cycling Victoria has a calendar on our website that has a list of all State, National and International events taking place in Victoria. The calendar can be found here: http://vic.cycling.org.au/Track/Events Cycling Victoria has two seasonal calendars that change every year – Winter & Summer. Around every six months CV asks for expressions of interest for dates for proposed Winter or Summer calendar.

4.2 CLUB AND COMBINE CALENDARS

4.3 SANCTION PROCESS

While CV does not publish Club & Combine events it is strongly recommended that each Club and Combine has their dates released on the Club websites and Combine website (if applicable).

Clubs must send a sanctioning form with Event details to CV for approval. Failure to submit the sanctioning form has insurance coverage and membership implications for both the competitors and organising club(s).

As previously stated all events in Victoria need to be sanctioned in order for them to be covered by insurance and licensed riders to be allowed to compete in them.

In order to be a sanctioned event the club or promoter must meet all requirements in the ‘Risk Management Guidelines’ (appendix 5). Through agreement that the event will meet these requirements CV provide a provisional sanction to the event. This sanction will only be finalised on the day of the event when the Chief Commissaire has checked that all requirements are in place.

Race Organisers Guide | Track

4.4 SANCTIONING FEES

The level of fee is dependent on the level of event that is being hosted. These fees are set annually by CV.

4.5 EVENT MONITORING

It is important that events follow UCI, CA & CV and venue owner protocols must be followed or event organizers risk losing their sanctioning from CV.

Any races organised by private companies (‘promoters’) are required to purchase a Private Event Promoters license through Cycling Australia.

At all events Commissaires will be representing Cycling Australia and CV. Commissaires and are obligated to report to CV about each event. In particular the Chief Commissaires will report in particular if the course & racing is safe and fair, as well as the assistance they receive from the organiser.

It is obligatory for all events to provide a results report within 24 hours of the event concluding. Accident report forms and any race fines or protest form (if they occur) will need to be reported also.

As well as the Commissaires and officials, CV may also have staff in attendance at major events within the State.

In conjunction with the Chief Commissaire, the staff member will compile a list of recommendations for future events and will hold a debrief with the organiser.

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Chapter 5 The Organisation The key elements in forming an organisation team are professional competence, experience and knowledge of cycling, irrespective of the size of the event. A skilled team is indispensable to the proper running of the event, and in particular to guarantee the safety of all involved.

5.1 THE EVENT DIRECTOR/ PROMOTER 5.2 OFFICIALS AND ANCILLARY POSITIONS

The Event Director / Promoter has the most important role in the organisational team for the event. They are responsible for organising all racing aspects of the race in conjunction with CV and the Chief Commissaire. After the event the Event Director / Promoter will hold an event debrief with CV.

Successful official supervision of events depends on the appointment of competent commissaires and assistants, each having very specific tasks to fulfil and performing these tasks discreetly and efficiently, while also working together as a team.

Race Organisers Guide | Track

TRACK KEY POSITIONS AND ANCILLARY ROLES Event Type

Key Positions

Posts

Anciliary Roles

1

National Chief Commissaire, Championships - Assistant Open Commissaires, Timekeepers, Computer Operator, Medical Service

Secretary, Starter, Finish Judge, Referee, Lap Counter & Bell (appointed from Assistant Commissaires)

Commentators, Start/Finish Camera Operator, Video Camera Operator, Volunteer(s), Ceremonial Officer(s), Rider Wrangler(s), Track Manager

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National Chief Commissaire, Championships - Assistant Masters / AWD Commissaires, Timekeepers, Computer Operator, Medical Service

Secretary, Starter, Finish Judge, Referee, Lap Counter & Bell (appointed from Assistant Commissaires)

Commentator(s), Start/Finish Camera Operator, Video Camera Operator, Volunteer(s), Ceremonial Officer(s), Rider Wrangler(s), Track Manager

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State Championships

Chief Commissaire, Assistant Commissaires, Timekeepers, Computer Operator, Medical Service

Starter, Finish Judge, Referee, Lap Counter & Bell (appointed from Assistant Commissaires)

Commentator(s), Video Camera Operator (volunteer role), Volunteer(s), Ceremonial Officer(s), Rider Wrangler(s), Track Manager

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State Open Events

Chief Commissaire, Assistant Commissaires, Timekeepers, Computer Operator, Medical Service

Starter, Finish Judge, Referee, Lap Counter & Bell (appointed from Assistant Commissaires)

Commentator(s), Volunteer(s), Track Manager

5

Club Interclub & Combines

Chief Commissaire, Assistant Commissaires, Timekeeper, Timing & Results, Registration

Starter, Finish Judge, Referee, Lap Counter & Bell (appointed from Assistant Commissaires), Medical Assistance

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Chapter 6 Technical & Sport 6.1 USE OF THE TRACK – SAFETY

When the track is being used the organisers and commissaires must ensure that certain security measures are observed.

The organiser must ensure that: ff persons authorised to have access to the inside of the track are issued with accreditation when applicable; ff the track manager or person from the organisation in charge is present. ff No person is allowed to be on or cross a track whilst the race is in progress. ff For an Indoor veldrome the direct entrances onto the track are guarded or shut, forcing people to use the underground or overhead walkways.

6.2 PREPARING THE TRACK

The role of the venue manager or organiser responsible for the track is of vital importance to everyone using the track. He/She must ensure at all times that: ff the track is in a suitable condition; ff the safety zone inside the track is clear; ff a duty doctor or first aiders are always in attendance during training / racing hours; ff the track equipment (lap counter, time strips, starting block, flags) is suitable for the event taking place; ff a waiting area is provided for riders, with seating (desirable) for their use.

6.3 START & FINISH AREAS

For most track cycle races, a Start/Finish area has excellent visibility for monitoring / judging the finish of each race and provides a central area for event officials and volunteers to co-ordinate the efficient running of the event.

Race Organisers Guide | Track

6.4 SPECTATORS

The beginning of a track cycling event is a great opportunity for the riders to be interviewed and/or introduced to spectators and it’s something that spectators tend to appreciate. Riders will often sign autographs or chat to their supporters.

A track cycling event also provides numerous opportunities through the event program to intersperse other various entertainment; this is always popular with spectators.

Photo finish Photo-finish equipment is desirable for all track cycling events and is the only way to accurately judge a close or crowded finish.

Photographers Photographers must be authorised by the Promoter and wear a HiVis vest and comply with all instructions from any race official.

Car Parking Depending on the size and classification of your track cycling event you may need to consider car parking and assigning parking attendants to assist with traffic management.

6.4 CEREMONY AREA

The ceremonial area is the area including the official podium and the surrounding zones (riders’ waiting area, area reserved for photographers, etc.). This area can only be accessed by accredited persons. ff The ceremony platform must be large enough to accommodate the riders, officials, partners, and master of ceremonies. ff The organiser can put a backdrop in place behind podium. This can be used to advertise the organisation’s partners. ff An area is reserved for photographers below the front of the podium. This is required for major events attended by large numbers of photographers.

Official ceremonies may take place between events and not left only to the conclusion of the event. Placing an official ceremony for the award of medals or prizes helps break-up program, can provide a rest period for race officials and volunteers and is an excellent opportunity to recognise the efforts and achievements of riders.

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Chapter 7 Medical Services 7.1 BASIC PRINCIPLES

A high-quality medical service is a vital element of a track cycling event, providing optimal treatment for any riders, officials, team members, organisation staff, media representatives or other accredited persons who are victims of an accident or illness.

The medical service should be in operation at least one hour before the start of the event and until one hour after the finish.

Each intervention by the medical services varies in terms of the number of patients, the seriousness of the injuries, the methods of evacuation and the proximity to hospitals or clinics. Nevertheless, the following basic principles should apply to all types of intervention: ff The major objective at the site of an accident is to provide care in order to stabilise the patient’s condition. Medical care should be available as soon as possible after an accident or the appearance of symptoms: this is the first intervention time. ff While taking into account the need to ensure the safety and the protection of other riders and race followers and respecting the regulations, medical assistance should be provided as quickly as possible. Progress made in the field of emergency pre-hospital care means that the medical assistance provided should, in the event of a medical emergency, allow the victims to receive the best care possible before being transferred to an appropriate establishment. ff Evacuation to the most appropriate care establishment as quickly as possible.

The medical assistance provided in a cycle race should be of the highest standards and efficiency in all respects. Any delay, error or indecision may have a particularly negative effect.

7. 2 FIRST AID

All events must have first aid on site to ensure safety of the event. In many instances they will have a mobile ambulance or emergency response vehicle.

A first aid plan should be put in place depending on: ff Type of event ff Courses ff Number of competitors ff Proximity to hospital These factors will determine the first aid requirement for the event.

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Chapter 8 Partners By associating themselves with a track cycling event, advertisers gain the opportunity to project values of strength (such as courage, effort, pushing oneself to one’s limit, etc.) and cooperation (team spirit, etc.) to the public. A cycling event is also a unique, concrete occasion at which a sponsor can meet its clients, consumers, users and prospective customers. In this way, involvement in an event as an «Official Partner», «Official Supplier» or an exhibitor is an opportunity to give value to a brand by means of a non-media route.

This involvement can take very different forms. The objective is to give value to a brand through different approaches so that it is seen by as many people as possible and the enterprise positions itself as engaged in cycling and identifying with its values.

The subsequent media focus on the event through TV, print press, Internet and social media plays a major role in the coverage. This is the goal that is indirectly sought by brands: benefiting from very high visibility at minimal cost in order to expose the brand on a national basis. The effects of sponsorship activities and the return on investment can be measured through a range of consumer surveys.

Increasing Visibility This is the main objective of many companies. It is a matter of showing the logo and getting their name known with the general public. The audience consists of the spectators watching the event at the velodrome and those following the event via the media (newspapers, website, social media etc.).

Developing Recognition This is a corollary of visibility: after the brand and message have been disseminated, efforts must be made to ensure that the public remember these. Recognition can be measured: partners may conduct studies before and after the competition to check the level of brand recognition among consumers during the sponsorship campaign.

Race Organisers Guide | Track

Getting Closer to the Consumer Track cycling is a popular sport appreciated by very many people of all social classes and ages. In contrast to many other sports, track cycling is predominantly a free show that does not require spectators to pay to go into a stadium. By associating with a track cycle race, a brand can get closer to consumers and build an emotional bond with them.

Increasing Internal Motivation and Uniting Staff Sponsoring a track cycle event or race allows a company to unite its employees around a sports project. Employees can become attached to the event and feel proud to see their company’s colours paraded before a mass audience. However, care should be taken because some employees may consider that the money spent on sponsorship could be better used in other areas. The company executives should ensure that they carefully inform their employees of the objectives and effect of the sponsorship project. They may also set up a number of internal activities to allow employees to feel fully involved. The organiser can offer to arrange meetings, invitations to attend the event, regular progress reports, the screening of a film, etc. for the company’s employees.

Raising Product Awareness / Allowing Product Sampling Association with a track cycle event (one-off or series) allows a company to show off its products. The company can use the occasion to put on demonstrations and/or distributions of its products (at the start and finish areas, etc.) to give them exposure to the general public. If this is of interest to the partner, the organiser should make sure that it offers structures to allow this contact to take place (stands, exhibition areas, publicity, etc.).

Conducting Public Relations Exercises Many companies are interested in offering their clients, partners and VIPs a special day out at a sporting event. This is an excellent means of cementing links with these groups of people.

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Chapter 9 Budget and financial management Financing and financial management are vital to a successful project.

Whatever the size of the event, large or small, a race needs careful financial management. It is advantageous to have a person with a good knowledge of accounting involved.

The overall budget of a track cycle event depends on the event and should be scalable. The organiser should be aware that the higher the class of event, the more expensive the project will be.

Club & Combine events should establish a simplified budget. This can be done by estimating expenses, costs incurred in running the event (including prize money) against revenue received from race entries.

Open or National Events should take the budgeting process further. There must be a clear understanding the cost elements of the Event being held (Single Session, Track Carnival, Event Series or Open) and then establish an Operating Budget.

The Operating Budget should only comprise of envisaged and traceable income and expense line items, obtained from proven sources. In principle, the budget should be based solely on definite income (e.g. a signed sponsorship contract).

Income that is uncertain and conditional (e.g. bonus from sponsor for media interest) must be excluded, unless this covers expenses of the same type.

Once a budget is been drawn up, it should be evident whether the event is feasible or not.

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Appendix 1

Equipment List Programs – Required for officials and spectators at club, open and national events Gold Coin Donation Box - Event participant pay donation for program at DISC events Manual Lap Numbers – 2 sets required. 1 for each side of the track Whiteboard & marker pen – Required for mass start events (eg. Elimination / Madison) Keirin Numbers – Required for keirin events to rank cyclists for start Radios - Normally list in brackets how many and the number range Radio Chargers - List how many in brackets. Not required to be given out if event is only 1 day Medals - Championship Events Only (review on a per event basis) Stopwatches (Printable) - List in brackets how many print and how many are handheld.

License Box - Some events require more than one. If so, list how many in brackets.

Camera/Laptop - Camera used for some events. Check with Chief Commissaire if required.

Weather Station - DISC events only Weigh Scales - National events @ DISC only Bike Jig - National events @ DISC only

Race Organisers Guide | Track

Pins – for race numbers, you can never have too many Cable ties – for signage, again you can never have too many Track Tape – have gaffer tape, track line marking tape (black, red, white), double-sided tape Eskys/Ice/Drinks/Food - For Commissaires, Officials and Volunteers Rider Apparel List - Print from website Contact number of Promoter - Usually list this on the document with Commissaire contacts Maps & Event Info - Print from the event page on the calendar Prize money pay out sheets - Not required for events where medals are only prize Rollout - Used for all Junior Events. Check with Chief Commissaire if needed Foam Pads – Used in Flying Lap, Flying 200, Individual Pursuit, Time Trial Timing Plungers (if available) & Witches Cones – Used in Pursuit and Team Pursuit events for lap timing Operations – Event Plan, Run Sheet(s) Volunteers – Recruited, Rostered and Thank-you letters/emails ASADA – Room set-up/aside for testing (set aside two rooms at MCOW/ Australian Madison) First Aid - Organised and scheduled (to arrive when track opens for warmup) Photographer(s) – Event dependent, ensure suitable accreditation Commentator(s) – Organise and schedule in advance Catering – request catering for all volunteers, commissaires and first aid PA System – Test PA system (including microphones) Parking – directional signage Venue Setup – Officials area, Starter’s Platform, Registration desk, Signage, Bike racks and Chairs Venue Close – Check start gate gas is off, clear rubbish, audio off, lights, close doors, lock velodrome

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Appendix 2

CV Club & Combine

Race Organisers Guide | Track

Track Timeline Tick Box 6 MONTHS + 1 MONTH PRIOR

Submit and set calendar dates for each track event Appoint Race Commissaires and First Aid Promote your calendar (additional marketing efforts can be assisted through Cycling Victoria)

WEEK PRIOR TO EVENT

Prepare Venue and Racing Equipment (3 months prior and to be checked weekly) Finalise the Schedule of Events

DAY OF THE EVENT

1-2 hours prior – Arrive at site and finalise setup 1 hour prior – Chief Commissaire and First Aid to arrive Event is held Confirm Event Results, submit to club website and file Event Close – Venue Pack-up, return equipment and submit any incident reports to CV

POST EVENT

Receive Chief Commissaire’s Race Report Check equipment and inspect venue

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Appendix 3

CV Open Event

Race Organisers Guide | Track

Track Timeline Tick Box 6 MONTHS + 3 MONTHS PRIOR TO EVENT

Submit and set calendar dates for each track event Confirmation of date(s). CV to send at least 3 months out Appoint an Event Promoter/Organiser Submit the Event Agreement form to CV (include event schedule of events and prizemoney

2 MONTHS TO 1 MONTH PRIOR

During this period the Event should be open for entries.

Race Officials such as Chief Commissaire, Commissaires and Volunteers and First Aid Draft Program (Open, National Event) Promote your calendar (additional marketing efforts can be assisted through Cycling Victoria)

WEEK PRIOR TO EVENT

Close entries / process manual entries Send list of entries to applicable Junior/Senior Handicapper Send out confirmation email to Event Officials and Volunteers and prepare Official paperwork Prepare Venue and Racing Equipment Finalise the Schedule of Events Produce Registration List Produce a printable and downloadable Event Program

DAY OF THE EVENT

3 hours prior – Arrive at site and finalise setup 1 hour prior – Chief Commissaire and First Aid to arrive Event is held Confirm Event Results, submit to CV to post to website and file Event Close – Venue Pack-up, return equipment and submit any incident reports to CV

POST EVENT

Receive Chief Commissaire’s Race Report Sign-in event equipment and inspect venue Scan and file all relevant documentation for audit and review Debrief with CV, Chief Commissaire and Event Organiser/Promoter

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Appendix 4

Risk Management Event Criteria

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Recommendations CATEGORY

DEFINITION

CRITERIA FOR EVENT APPROVAL

Club Level Events

Event conducted by a CA affiliated club for members of that club only. Visitors from other clubs may be accepted if they reside more than a State-approved distance from the location of the event.

ff ‘Request for Club/Interclub/Regional Events’ form must be submitted to the State association at least 1 month prior to the first event ff The ‘Club/Interclub/Regional Risk Management Compliance Form must be submitted at least 14 days prior to the first event (note: only 1 form is required for each event type for a circuit) ff The ‘Risk Management Plan – Track Cycling – All Events’ must be referred to when planning the event ff All relevant permits must be in place (e.g. Police, State Government, Local Council) ff All event categories must adhere to the Cycling Australia Technical Regulations (e.g. distances, gear restrictions) ff A Level 1 Commissaire (minimum) must be appointed as Chief Commissaire ff First Aid Action Plan must be provided ff A Communications Plan for key event personnel must be provided ff All participants must be CA Licence holders. Day Licences may be accepted at the hosting Club’s discretion (maximum of three) ff All event motorbike or derny riders must be members of Cycling Australia

Interclub Level Events

Event conducted by a CA affiliated club/s for members of up to a maximum number of nominated clubs as determined by the State body only.

Visitors from other clubs may be accepted if they reside more than a State- approved distance from the location of the event

ff ‘Request for Club/Interclub/Regional Events’ form must be submitted to the State association at least 6 weeks prior to the first event ff The ‘Club/Interclub/Regional Risk Management Compliance’ form must be submitted at least 1 month prior to the first event (note: only 1 form is required for each event type for a circuit ff The ‘CA Track Cycling Risk Management Plan’ must be referred to when planning the event ff All relevant permits must be in place (e.g. Police, State Government, Local Council) ff All event categories must adhere to the Cycling Australia Technical Regulations (e.g. distances, gear restrictions) ff A Level 1 Commissaire (minimum) must be appointed as Chief Commissaire ff First Aid Action Plan must be provided ff A Communications Plan for key event personnel must be provided ff All participants must be CA Licence holders. Day Licences may be accepted at the hosting Club’s discretion (maximum of three) ff All event motorbike or derny riders must be members of Cycling Australia

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Recommendations CATEGORY

DEFINITION

State Regional Event conducted by Level Events CA affiliated club/s for members of all clubs in that designated region. The region is determined by the State body.

CRITERIA FOR EVENT APPROVAL ff ‘Request for Club/Interclub/Regional Events’ form must be submitted to the State association at least 6 weeks prior to the first event ff The ‘Club/Interclub/Regional Risk Management Compliance’ form must be submitted at least 1 month prior to the first event (note: only 1 form is required for each event type for a circuit) ff The ‘CA Track Cycling Risk Management Plan’ must be referred to when planning the event ff All relevant permits must be in place (e.g. Police, State Government, Local Council) ff All event categories must adhere to the Cycling Australia Technical Regulations (e.g. distances, gear restrictions) ff A Level 1 Commissaire (minimum) must be appointed as Chief Commissaire ff First Aid Action Plan must be provided ff A Communications Plan for key event personnel must be provided ff All participants must be CA Licence holders. Day Licences may be accepted at the hosting Club’s discretion (maximum of three) ff All event motorbike or derny riders must be members of Cycling Australia

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