UCI Gran Fondo World Series
ORGANISATIONAL GUIDE
Summary
1. UCI Gran Fondo World Series Events p 3
2. Participation Rights p 3
• License
• Age Groups
• Participation rights for the World Championships
3. Qualification for the 2025 UCI Gran Fondo World Championships p.4
• Qualification through the UCI Gran Fondo World Series
• UCI Gran Fondo World Champions
• Masters national champions
• Masters Continental champions
• National Federation of the country of the UCI Gran Fondo World Ch
• Wildcards
4. The Course p 6
• Length, Track, Start, Start Grid
• Feed Zone
• Display Panels, Leading Cars
• Bikes allowed, jerseys allowed
• Mechanical assistance
• Timekeeping
• Authorizations
• Exceptions
5. Start-Finish-Village p.9
• Access Map, Registration Office
• Starting Grid/Boxes
• Announcer
• Toilets, Information park, Information boards
• Podium and sound system
6. Entries and Race Numbers p.11
• Means to be implanted
• Preparation
• Maximum number of participants
• Encouragement to register on-line
• Availability
• Information
• Participation of Foreign Cyclists
• Race Numbers
7. Award Ceremony
8. Safety Regulations
• Participants, course and first aid
9. Website
1. UCI Gran Fondo World Series Events
The UCI Gran Fondo World Series is composed of individual Cycling for All road cycling competitions.
A UCI Gran Fondo World Series event is a competitive mass participation event with a mass start (or in waves with intervals between the start groups) which is fully timed for all participants and splits results per age group and gender.
A UCI Gran Fondo World Series Event has three different categories:
• Full closed roads: Competitive mass participation event with a mass start in which riders can use the whole road during a certain time frame (time to be set by the organisers). Roads are closed for the full length and duration of the event for all participants. No traffic on the course (except event vehicles).
• Rolling road closure: Competitive mass participation event with a mass start in which riders can use the whole road during a certain time frame (time to be set by the organisers). Roads are closed from the moment the first riders approach until a dedicated time after the first riders have passed (time to be set by the organisers) Road traffic regulations must be respected for all riders being outside of the defined time set by the organiser.
• Open roads: Competitive mass participation event with a mass-start in which riders must respect road traffic regulations during the whole course
The UCI Gran Fondo World Championships is the last event of the series, open to riders qualified through the series.
2. Participation rights UCI Gran Fondo World Series
Licenses
Riders can take part in the Gran Fondo World Series if they hold any of the following licenses:
• No license, under conditions laid established by the organiser’s National Federation.
o Some national federations require a day license which can be bought on-site.
o Certain countries also require a medical certificate.
• Amateur license
• Master license
• Cycling for All license
• Elite license with exception of:
a) Any rider who has during the current year been a member of a team registered with the UCI.
b) Any rider who has taken part in a World Championships, the Olympic Games, Continental Games, Regional Games, the Commonwealth Games, or a World Cup during the current year.
c) Any rider who has scored UCI points in the year of the World Championships.
Note: Riders qualified for the UCI Gran Fondo World Championships, must hold a valid licence issued by their respective national federation (day licences being excluded), must hold a UCI ID and must be adequately insured against accidents and civil responsibility in the country in which the UCI Gran Fondo World Championships are held.
Age groups
The UCI Gran Fondo World Series event must provide results for the following different age groups, for both women and men:
• 19 – 34y
• 35 – 39y
• 40 – 44y
• 45 – 49y
• 50 – 54y
• 55 – 59y
• 60 – 64y
• 65 – 69y
• 70 – 74y
75 – 79y
Etc. (any further 5-year category for which riders have entered)
Age Groups applicable to the UCI Gran Fondo World Series are defined by the rider’s age on December 31st of the year of the qualifier event. Riders who qualify in September-December for next year’s World Championships and change age group in the following year will automatically take their qualification to the next age group so don’t need to qualify again in their new age group in the year of the World Championships. As per the regulations applied for the UCI Gran Fondo World Championships, medals and titles will be awarded for men and/or women as soon as 1 rider is registered in the respective 5-year age category.
3. Qualification for the 2025 UCI Gran Fondo World Championships
1. Qualification through the UCI Gran Fondo World Series
Each UCI Gran Fondo World Series event of the 2024-2025 seasons grants qualification rights for the 2025 UCI Gran Fondo World Championships. Based on the results of each race, the first 25% of athletes in each age group will be qualified for the UCI Gran Fondo World Championships. The 25% is calculated based on the number of starters in each age group, and not on the number of riders having finished the race.(2)
In addition, the first three riders of each official age category will qualify directly for the UCI Gran Fondo World Championships, independently of the number of starters in that age group. Riders must finish the race to gain qualification.
• Qualifier events of the UCI Gran Fondo World Series hosting only a road race will grant qualification for both the road race and time trial at the UCI Gran Fondo World Championships.
• When qualifier events of the UCI Gran Fondo World Series host both a time trial and a road race, a rider takes part in the UCI Gran Fondo World Championships in each event for which he has obtained a qualification – i.e time trial and/or road race.
• Qualifier events of the UCI Gran Fondo World Series only hosting a time trial will grant qualification for the time trial only at the UCI Gran Fondo World Championships
The names of riders having gained qualification through the UCI Gran Fondo World Series will be communicated on the UCI Gran Fondo World Series website and will receive an official email
from the UCI inviting them to register for the UCI Gran Fondo World Championships via the dedicated online registration portal.
All riders (whether license holders or not) completing the same distance in a qualifier event are officially considered as participants in the UCI Gran Fondo World Series, i.e. they must be part of the same ranking list, independently of the wave in which they started.
2. UCI Gran Fondo World Champions
The UCI World Champions of the last edition of the UCI Gran Fondo World Championships in the time trial and road race may take part in the first UCI Gran Fondo World Championships following their title, in both the time trial and road race.
3. Masters National Champions
All Masters national champions from the current year (in road race and individual time trial only) may enter the UCI Gran Fondo World Championships, in both the time trial and road race, without qualification via the UCI Gran Fondo World Series. The Masters national champions in road race and time trial are confirmed to the UCI by the respective National Federation.
4. Masters Continental Champions
All Masters continental champions from the current year (in road race and individual time trial only) may enter the UCI Gran Fondo World Championships, in both the time trial and road race, without qualification via the UCI Gran Fondo World Series. The Masters continental champions in road race and time trial are confirmed to the UCI by the respective Continental Confederation.
5. National Federation of the country of the UCI Gran Fondo World Championships
The National Federation of the country of the UCI Gran Fondo World Championships may award an additional 20 wildcards (to 10 women and 10 men), which allow athletes to participate in both the time trial and road race. These wildcards are confirmed to the UCI by the respective National Federation.
6. Wild cards
The following wildcards allow riders to participate directly in the UCI Gran Fondo World Championships:
• Each UCI Gran Fondo World Series qualifier event of the 2024-2025 seasons may grant 5 wildcards to riders who participated in their respective qualification event – i.e time trial and/or road race. These wildcards are confirmed to the UCI by each UCI Gran Fondo World Series organiser.
• All countries not hosting a UCI Gran Fondo World Series qualifier event during the 2024-2025 season may grant 10 wildcards (5 men / 5 women) to riders of their choice. These wildcards are confirmed to the UCI by the respective National Federation.
4. The Course
To standardize all the events in the UCI Gran Fondo World Series and render them accessible to all levels of cyclists, the UGFWS has standard course formats for all qualifier events. In addition to providing maximum safety guarantees, each UGFWS course must have the following features:
Format
All organizers have the possibility to apply the following formats to their event:
• A Time Trial and a Road Race organized within the same week
• A single Road Race
• A single Time Trial
• A stage race consisting of a Time Trial and two Road Races, all held over three consecutive days
The objective of the series being to allow both competitive and recreational riders (and riders with or without a license) to compete in a single mass participation event, it is therefore not possible to create a separate UCI wave within a single event.
Course distances
For the road races:
The length of the course must be between 80 and 225 km, considering course difficulty and elevation gain Race organisers can propose a shorter distance for older age groups. There shall only be one official qualifying distance per age group.
If the UGFWS event features different courses, the organizer must confirm the official qualifying distance applicable to each age group and publish such information before, both online and in briefings and communication materials shared with the riders.
For the time trial:
The length of the course must be between 15 and 40 km. If the time trial is a mountain time trial, the distance may be shorter.
Deviations from the official course length may only be allowed after evaluation by the UCI Gran Fondo World Series technical delegate
Course formats
Two different types of courses may be applied:
• A course consisting of multiple laps on a circuit (min. 10km circuit for the road race, min. 5km circuit for the time trial)
• A city-to-city race either with a point-to-point course with the same start and finish venue, or with different start and finish venues This option is preferred and more widely applied across all UGFWS events.
Feed Zones
The local organizer must provide feed zones where participants have access to drinks and food. It is possible to hand out food and drinks as a private helper/team to your rider outside the official feed zones, except for downhill sections.
All feed zones must have:
• Beverages: water, isotonic drinks and, if the temperature is low, a hot drink
• Food: fruits, cereal bars, a food item with high nutritional content
• A sufficient number of mobile toilets must be provided.
For races with on a circuit:
• There must be a feed zone delimited by signs at the start and end of the zone
For city-to-city races:
• Less than 150 km: minimum 2 feed zones are required.
• More than 150 km: minimum 3 feed zones are required.
• An additional beverage per rider at the finish line is required.
• Signs must be placed to indicate the presence of each feed zone at least 5 km ahead of each zone
For the time trial:
• A beverage per rider at the finish is required.
Display panels
In addition to standard signs warning participants about dangers along the course or indicating the direction to follow, specific panels must also be installed on both sides of the road as follows:
For races with multiple laps on a circuit and for the time trial:
• Panels must be placed to indicate the last 5km, 1km, and 500m before the finish line
• Panels must be placed to indicate the start and end of each feed zone
• Panels must be placed to confirm the number of laps remaining
For city-to-city races:
• Panels must be placed to indicate the last 50km, 25km, 10km, 5km, 1km, and 500m before the finish line
• The presence of the next feed zone must be indicated at least 5 km ahead of each zone
• All the technical characteristics of the climbs must be indicated at the bottom of all difficult climbs; this includes: the name of the pass or hill, the average and maximum gradients and the distance to the summit.
Leading cars
The race must be preceded by a car with a visible red flag. The last rider is followed by a car with a visible green flag. This rule can be adapted if local habits are different or if local authorities prescribe a different way of announcing cycling races.
Bikes
Riders may use any type of bike (road bike, mountain bike, city bike, hybrid bike, cross bike, etc.) with the exception of tandem or recumbent bikes. In the road race event, time trial bikes are forbidden.
At the UCI Gran Fondo World Championships, all bikes will be checked for compliance with the UCI Regulations
For more information please consult the following additional explanatory documents:
• Clarification guide of the UCI Technical Regulation
• List of Approved Models of Frames and Forks
Jerseys
Riders are free to wear any type of jersey in the qualifier events, with the following exception:
Reigning World Champions are obliged to wear their official jersey in UGFWS qualifier events in the event (road race or time trial) in which they won the World Title
Mechanical assistance
The Organiser shall provide mechanical assistance on all routes as well as in the feed zone. At least 2 vehicles and/or motorcycles for service purposes shall be available to the cyclists, the first following the head of the race, and the second vehicle positioned at the tail of the race. For the time trial, the riders cannot be followed by a car providing mechanical assistance. Private cars with spare parts/bikes/wheels are forbidden in a UGFWS qualifier event.
Riders must be advised in pre-event communications and briefings to bring their own spare tire or tubular to the race due to the difficulty of serving all concerned riders in UCI Gran Fondo World Series events with neutral support.
Timekeeping and ranking
The event must be timed for all the participants, for the entire length of the course. The timekeeping provider must produce an overall ranking per gender and a ranking per age group and gender . The timing of the event must start with the gun, and not when each individual rider crosses the starting carpet (GUN time principle) For events with very high numbers of participants, an exception to this rule may be requested to the UCI Gran Fondo World Series to ensure that riders in later waves are timed by applying the NET time principle (from the moment they cross the start carpet to the moment they cross the finish line).
Published results of qualified riders
The organizer must provide a full list of results to Golazo Sports within 5 days after the completion of the event. This list must be created in Microsoft Excel (or another spreadsheet program) and must contain the following details: age group, full name, email and nationality of the rider (or country of residence if the nationality is not available).
The timing company must use the following regulations to define the number of qualified riders per age group:
• ALL riders completing the qualifying distance, independent in which start wave they are starting, are eligible for the UCI Gran Fondo World Championships and must be taken into account to calculate the top 25% list of qualified riders.
• For all age categories, the first three finishers per age group are always qualified, independently of the number of starters in that specific age group. A five-year age group should be created from the moment that at least 1 rider from that age group participates.
• The top 25% is based on the number of riders effectively taking the start (not the number of preregistered riders or riders finishing the race). The 25% is rounded to the highest number to determine the exact number of qualified riders per age group (for instance: with 26 starters, 5,2 are eligible for qualification, meaning that the first 6 will be invited for the World Championships)
• As the minimum age to participate in the UCI Gran Fondo World Championships is 19 years old, only riders born before 31 December 2006 can qualify for the 2025 UCI Gran Fondo World Championships For events organized in the same year and immediately following the 2024 World Championships (September-December 2024), riders aged 18 in 2024 may already qualify as they will turn 19 in the year of the 2025 World Championships.
• Lists of qualified riders may be published online or on-site at the qualifying event as long as it is clearly specified that the results are pending approval from the UCI. Only the list which is published on the www.ucigranfondoworldseries.com website can be considered as the official list of qualified riders.
Autorisations
• The event must obtain all necessary authorizations and support from the local authorities
• The course must be approved by the local authorities
• The event must be registered on the UCI “Cycling for All” calendar, using the standard UCI calendar form, and be recognized and approved by the country’s National Federation
• Agreement with the concerned National Federation must be reached concerning the need for day or annual licenses, or medical certificates.
• The UGFWS delegate must evaluate the event before it can be accepted in the UGFWS calendar through a preliminary site visit. All the expenses of the UGFWS delegate (return travel, local transport, accommodation, meals) during the site visit are entirely borne by the organizer. All expenses of the UGFWS delegate(s) – up to a maximum of 3 - during the actual event are borne by the organiser
Exceptions to these rules
Organizers may ask UCI and UGFWS for an exception to the rules relative to the course format and starting procedure if they provide sufficient justification The UCI and UGFWS will study each request and confirm whether the exception is approved or rejected. All such decisions are final and not liable for appeal.
5. Start and Finish Areas
Access map
The organizer must ensure that cyclists arriving by car are guided by event signs from the access roads to the parking areas provided by the organization. From the car parks, event signs will also be installed to guide the cyclists and their families as clearly as possible to the start and finish area(s)
A map must also be produced to illustrate the different means of accessing the race village(s) (by air, train, car or bus). This map must be featured on the event website, the latter which must also be sent to participants with their confirmation of registration
Starting procedures
For road races:
The organizer has the option to choose between the following starting procedures.
1. All riders in a single start group: no special setup, riders are positioned on a first come, first serve base at the start. This approach is often applied for events with less than 500 participants.
2. Starts per age group (or combined age groups: with separate start boxes guaranteed for at least the 19-34, 35-39 and 40-44 age groups The 45-49, 50-54 and subsequent age groups may be combined or have a dedicated start box, depending on the number of starters in each 5-year category. Depending on the number of women registered for the event, female riders could start either together with the men in the same age group, in separate age groups, or have a dedicated start box for all women’s age categories combined This approach is often applied for events with more than 500 participants.
3. Distinct waves for licensed and unlicensed: a first start wave with only licensed riders, which may include several start boxes as in option (2) above, followed by a second wave with non-licensed riders, with several minutes between the two starts. This second wave can be comprised of several different start boxes, depending on the total number of non-licensed riders, This approach is often applied for events with more than 2000 participants.
The first two options must apply gun time for all participants. In the third option, the licensed riders’ group must be timed using the gun time principle, while all subsequent waves would be timed with according to the net time principle.
• Gun time: the time of all riders in the same start box must start with the gun so that the first rider crossing the finish line is also the winner of his/her age group.
• Net time: the time of each rider must be started when he or she first crosses the start carpet.
A priority start box for riders with good results is forbidden in a UCI Gran Fondo World Series qualifier.
Organizers may request to apply a different starting procedure if the given event has been run in a different way in previous editions. The technical delegate of the UGFWS will study the request and confirm the procedure which will be applied A start in boxes based on expected speeds (as indicated by riders during registration) is a possibility, but only if all riders are treated equally in this process, with the possibility to request a start in the first box
A neutralized start is forbidden in a UCI Gran Fondo World Series event. As this is a mass participation event with often high number of starters, riders already want to move to the front of the group during neutralization which causes dangerous situations and often more crashes.
The start can be given 15 minutes past sunrise at the earliest to give a good visibility to all riders in the race.
For the time trial:
The start is given one athlete at a time, with a standard interval of 1 minute between each rider. This interval may be reduced to 30 seconds in the event that the number of participants exceeds 300, or if required by local authorities.
Example of a starting ramp for the UCI Gran Fondo World Series time trial
Finish line
The finish must consist of a straight line measuring at least 200 meters long and be marked with barriers on either side for at least the last 150 meters before and 100 meters after the finish line. These distances may be shortened in the event of a finish on top of a mountain, where the speed is lower.
The finish line must have a timing system with cables or wires on the ground or with side panels on the side of the road to mark the passage of the rider wearing a timing chip. A smooth timing carpet is required (i.e. avoiding the thickness used in running events or non-competitive cycling events)
Official announcer
In the various presentations and instructions provided by the announcer before the start of the race, the use of the English language (in addition to the local language) is systematically required.
Mobile toilets in the start area
An adequate number of mobile toilets (which will be regularly cleaned) must be available to the cyclists close to the starting area and also in the village.
Information center
The organizer must set up an information center in the village where information can be obtained about the event. This center will be clearly indicated by “Information” signs provided for this purpose. These signs will also be posted in English and at least one person with a good knowledge of English must be present at all times at this information point.
Podium
The organizer must set up a podium with a podium backdrop listing sponsors for the awards ceremony according to the visual guidelines provided by the UCI.
Sound system
A sound installation must be provided in the village at the start and finish lines to entertain people with music and to keep them properly informed. The organizer must set up a system of adequate size and range to provide entertainment for spectators gathered around the start/finish areas and in neighboring areas. Ideally, some “hot spots” will be fitted with loudspeakers connected to the main commentary console.
Sound system
Merchandising
Every organiser can sell merchandising products (cycling jerseys, T-shirts, promotional products) online or on spot with the official UCI Gran Fondo World Series logo (stacked or long version). The standalone UCI logo or the rainbow stripes are a protected trademark that cannot be included on these merchandising products other than the use of the official "UCI Gran Fondo World Series" logo.
6. Entries and Race Numbers
Race Numbers
Colored bib numbers are required to distinguish competitors in each age group, and not to indicate the start group; different bib colors must thus be applied for different age groups, even if they are starting together, as per the UCI Gran Fondo World Series visual guidelines
Registration facilities
It is essential to provide adequate facilities for the registration room, i.e.:
• Enough space to accommodate all the participants without obstruction
• Heating (or ventilators depending on the temperature) for volunteers who often have to work very long hours
• Lighting, because registration generally continues until the evening before the event and very early in the morning on the race day
• Power supply for the timekeeping company (activation of the transponders, resources such as computers which need a power supply, etc.).
Preparation
The organizer must prepare and check before opening the registration procedure that everything is in position for the registration of riders to take place rapidly: signs ready, full starter pack - containing the race number, frame number (if any) and transponder, pins and tie wraps - previously prepared, cash register with change available for on-site registration, etc.
Maximum number of participants
In case the maximum number of participants for the capacity of the event has not been reached, registration must be possible at least until the morning of the race. It is under each organizer’s responsibility to decide the maximum number of participants, based on the safety of riders
On-line registration
The organizer will encourage early on-line registration by offering benefits for early registration.
Availability of staff
The organizer must make sure that enough people are available at peak hours (generally on the morning of the race and the evening of the day before the race) so that the waiting time for cyclists is as short as possible.
Example for a race of about 4’000 cyclists:
• Race numbers split between different staff members managing the following: 1 to 499, 500 to 999, …, until race numbers 3’500 to 4’000 are reached.
• This scenario would require approximately 25 to 30 people (taking into account staff rotations and the information desk).
Information center
Cyclists may feel disoriented when they come to the registration area. It is therefore imperative for the organizer to do everything possible to clearly indicate the different sectors (always in the local language and in English). In addition, the organizer shall set up a small information center (where English must also be spoken) close to the registration area.
Participation of foreign cyclists
Foreign participants are increasingly numerous at each UGFWS qualifier event. The organizer must therefore provide a registration desk where, in addition to the local language, some volunteers also speak at least
English. Any efficient registration system which is effective, easy for the participants to understand and involves a minimum waiting time is recommended.
Race Numbers
The race numbers must be positioned according to the following options:
• On the back of the jersey (on the lower part of the back for better visibility)
• Optional : at the front, the race number must be visible by means of a small plate fixed to the handle bars or a sticker placed on the front of the helmet.
A back number is always required in UCI events and should have the colors per age group as described in the UCI visual guidelines. The goal of the different colors is to show to participants who they are competing against in their age group. A number plate is not mandatory.
Information is also required at the bottom or on the reverse side of the race number: The organizer must make sure that all the details which are marked as compulsory are included on the back side of every race number (see safety regulations).
7. Awards Ceremony
Space in front of the podium
A sufficiently clear area must be provided in front of the podium for spectators and behind the podium to place the podium backdrop, as per the UCI Gran Fondo World Series Event System Visual Guidelines
Podium ceremony protocol
The organizer must announce, both on the website and at registration, the precise timing of the podium ceremony. The top three finishers of each age group, in both genders, are expected to attend the podium ceremony.
The podium ceremony can be started with the younger age groups as they often finish earlier, thus giving the opportunity to older age groups to prepare while the ceremonies have already started.
The age group order of the podium ceremony is the following:
• 19-34 male
• 19-34 female
• 35-39 male
• 35-39 female
• 40-44 male
• 40-44 female
• 45-49 male
• 45-49 female
• 50-54 male
• 50-54 female
• 55-59 male
• 55-59 female
• 60-64 male
• 60-64 female
• 65-69 male
• 65-69 female and any further 5-year category for which riders have entered
The speaker calls the number three to the podium, followed by the number two and number one, announcing them in the local language and in English. When all riders are on stage, the number three gets the UGFWS medal, followed by the number two. Then the winner first gets the UGFWS age group winner jersey followed by his/her medal. Only UCI medals can be given on the official podium. If other side events are taking place, the podiums for those should come after the UCI podiums.
UGFWS Medal
Every rider who finishes in the top 25% of his/her age group in the UGFWS qualifier events shall be given a medal. These medals will be provided to each organizer by Golazo Sports The organizer must also provide a place (tent, office) in the village where other qualified riders who will not be on the podium can obtain their qualifying medal. A collaboration with the timing services is necessary to specify from the start how many riders will qualify per category once the start is given as the percentage of 25% is based on the number of starters. The first 3 will always be qualified, even if the number of starters in their category is less than 15.
UGFWS Jersey
UCI Gran Fondo World Series will provide a jersey for every winner in his/her age category for both men’s and women’s races. A total of minimum 16 or 32 jerseys will respectively be provided by Golazo Sports for an event with only a road race or time trial, or with both a road race and a time trial.
Scheduling
A rigorous schedule and presentation will be arranged to ensure the most efficient event. The established schedule must be maintained because riders like to know exactly where and when the prizes will be handed over, avoiding last minute searches.
Commentary & announcements
It is strongly recommended that the organizer communicate instructions and announcements during the event in a coherent order and manner. It is important to keep the announcers fully informed about local sponsors and their categories of products. During the awards ceremony, the speaker should highlight that the 25% top ranked athletes in each age group have qualified for the UCI Gran Fondo World Championships.
Other useful elements: information about the race including a detailed program and procedures, and history of the event, presentation of the companies which are taking part in the exhibition and a word of thanks to the parties concerned.
Information and entertainment
Above all, the announcer must provide information and entertainment which are an integral part of the event and accompanying events for the spectators, media and participants. He/she must also highlight the value of the UGFWS qualifier events and the title sponsors of the Series (if any)
Skills
The announcer shall have the following skills and provide the following services:
- English:
Considering the participation of foreign cyclists, the organizer must in every case find an announcer who not only speaks the local language but is also able to share all important race instructions in English
- Program:
The announcer shall obviously be perfectly familiar with all aspects of the races: start time, specific features of the courses, awards ceremonies, activities, last minute information, etc.
- Celebrities:
The announcer should obtain a list and information about any celebrities/VIPs present at the event in order to introduce them to the public, whether they are taking part in the event or simply visiting the village.
- Sponsors:
To communicate clearly, the announcer must know the order of importance of the sponsors and the products they offer:
1° Title sponsors: a/ UGFWS, b/ Organizer;
2° “Presenting” sponsors: a/ UGFWS, b/ Organizer;
3° Other partners: a/ UGFWS, b/ Organizer. Presentations of these sponsors must be made regularly.
- UGFWS:
The official title is: “UCI Gran Fondo World Series”. The announcer shall be aware of general information on the events within the series and give reminders throughout the event regarding the the Series’ website http://www.ucigranfondoworldseries.com/and social media platforms. At least once during the event, he/she must communicate the full list of events in the Series, along with their respective dates
- Regulations:
The announcer shall be perfectly familiar with the rules of the event and the regulations governing the sport of cycling. He/she acts as a link between the event, the UCI and the public and must convey a positive image of the UCI Gran Fondo World Series at all times
- Venue:
The announcer shall also share information on the features of the region: history, heritage, tourism, etc., as well as on the history and facts relating to the event and venue.
8. Safety Regulations
Participants
- Mandatory helmet: As per UCI regulation 1.3.031 , wearing a helmet is mandatory for all UGFWS events, throughout the whole race. Participants are informed in advance by the organization that they will be barred from the start or that their race number will immediately be withdrawn if they are caught by a member of the organization without their helmet.
- Medical certificate: To confirm the physical capability of a cyclist to take part in a UGFWS race, the organizer must provide one of the following guarantees:
a) Either that each participant holds a medical certificate of fitness to practice cycling, which has been issued by a doctor
b) Or that the organizer stipulates, in the conditions for entry, that the participant attests to (and signs) the fact that he/she is in perfect health and fit for the physical effort required for such a cycling race.
Options a) is advised in UGFWS events
- Accident and third-party liability insurance: The organizer must ensure that all cyclists who take part in a UGFWS event possess appropriate medical and third-party liability insurance.
- Each rider is responsible for ensuring that they possess adequate medical and third party liability. This can be ensured either through an individual race license (from a National Federation affiliated to the UCI) covering races abroad or through a private insurance policy
Safety on the course
- Safety plan: The organizer must prepare a full safety plan, comprising in particular:
a) A detailed plan of the route or routes to be taken during the event with all the necessary instructions relating to the course, in particular the danger points (crossroads, turns, damaged road surface, etc.) and the methods used to make these danger points safe
b) The requirements laid down by the legislation of each country, namely obligations of the traffic regulations of the country or countries concerned, in connection with the organization of a cycling event on a public highway, and the rules of the national cycling federation affiliated to the UCI for organizing a cycling race
c) The number of assistance vehicles
d) The number of police vehicles available during the race
e) The emergency system implemented
f) The details of all the hospitals close to the event that have been notified of the fact that the event is taking place
g) All the important telephone numbers which must be known.
- The timing carpet at the finish should be as thin as possible to ensure the safety of participants. It should be a flat carpet, with a system of wires on the ground or which ensure timing at either side, but not a bumpy carpet as used in running events.
- Cones used to split the road are forbidden in the first and last 10km of the event as they usually cause more dangerous situations and riders use both sides of the cones anyway, often causing crashes. If the roads must be split from traffic, they should be fenced in full barriers, but not in cones.
- Identification of danger points: The organizer must take care to indicate all the danger points, such as dangerous downhill bends, portions of road which may be damaged, etc. For this purpose, they will ensure the presence of signs or people to warn the cyclists of the danger at these points. Since crossroads are also high-risk points, they will be regulated by marshals wearing an official bib of the organization and carrying a marker flag and/or a whistle. They will therefore manage, as effectively as possible, the smooth crossing of the cyclists and an adequate control of road traffic. In addition, and in order to warn drivers who are approaching any crossroads on the course, the organizer will position a sign indicating that a cycling race is in progress and position a marshal at all major crossroads.
- Following vehicles: To ensure sporting fairness and to avoid possible problems, the organizer must include a provision in the rules of the event specifying that cyclists must compete alone and will be eliminated immediately if they are caught benefiting from roadside assistance from a third party not belonging to the event organization.
- Radio or mobile telephone links: Radio or mobile telephone support is essential during the event. The organization will therefore put in place a system which permits rapid and efficient communication between the people involved in the organization. For the well-being of the cyclists (who are increasingly prone to carry a mobile phone during the race), their families and also the marshals spread out over the race, an emergency number will be available (and notified to everyone) throughout the event.
First aid
- Emergency system: The organizer shall ensure the following requirements are met:
For city-to-city races: at least 2 ambulances available for an event of up to 4’000 participants with 1 additional ambulance for each 4’000 additional participants. To facilitate the arrival of medical assistance in the event of an accident, 2 ambulances must be positioned as follows: 1 ambulance is positioned in the middle of the race, a few kilometers back of the head group, while 1 ambulance follows the last participant as the broom wagon. Additional ambulances will be positioned by the organizer depending on requirements.
Example 1: For an event with 2’500 to 4’000 participants: at least 2 ambulances must be available during the race.
Example 2: For an event with 7’000 participants: 2 ambulances + 1 supplementary ambulance must be provided, for a total of 3 ambulances
For races with multiple laps on a circuit: 2 ambulances should remain on stand-by at two different entry/exit areas where they can enter the circuit in case of an emergency. The UGFWS will accept an adapted emergency system created by the organizer for its event, different from the one listed above, subject to prior agreement having been requested from and granted by the UGFWS.
- The organizer must make sure that first aid is available to provide assistance to cyclists at the start and finish.
- Information on the back side of the race numbers: To deal as effectively as possible with accidents which may affect a participant during the event, and to facilitate the work of the doctors as much as possible, the organizer must produce race numbers which include on the back side a medical form which must be completed. The organizer must warn all participants of the imperative need to complete this form and inform doctors so that they are aware that this vital information is available. The minimum information required by the UCI, which shall be written on the back side of the race numbers, is as follows:
- Last name and first name
- Blood group
- Present physical condition (asthma, diabetes, allergy(ies), epilepsy, etc.)
- Any current medication
- Last name, first name and telephone number (with national dialing code) of the emergency contact.
9. Website and Communications
Mandatory on-line registration
On-line registration via each event website is mandatory. Registration must be possible both in the local language and in English. All participants must also confirm whether they consent to being contacted by the UCI and/or UCI partners regarding additional information and services, using the standard form provided by the UCI
Official event website
Every organizer must develop a specific website for their event. The homepage must contain the UGFWS logo or banner with a direct link to the UCI Gran Fondo World Series website www.ucigranfondoworldseries.com
The website must be a standalone website with a URL referring to the event name and not a part of a bigger website.
Branding
Any marks used in all local promotion of the event (such as posters, official programmes, flyers or official documents) must strictly comply with the graphic requirements and other conditions as included in the UCI Event System Visual Guidelines.
English translation
An English version of the website is mandatory for all UGFWSevents
Accommodation
Hotels and campsites close to the race location must be listed on the website. The organizer must indicate several options for every type of budget, while listing direct links to the websites of the respective hotels.
Tourist Attractions
Photographs of the tourist attractions nearest to the event and the website links to the nearest tourist information centers must also be displayed on the website.
Transport
On its website, the organizer will provide a list and an access map for the means of transport which will be used for access to the venue: closest airport and train station (together with any other public transport options), access by motorway and road, etc.