Getting Started As An Event organiser

A guide to organising an event

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

If event is Internet Entry (IE notation in handbook), confirm with National officials that bank details have been provided

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 Obtain an up to date course description and risk assessment from District Secretary before event or nominated Assistant Secretary

Appoint officials for start and finish and headquarters

Send the Police Notification to appropriate police forces (copy to District Secretary or nominated Assistant 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


Select the field of riders from those entries received by hand, post or through the for entries & internet entry system following Return excess entries by first class post or through the internet entry system days 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 or nominated Assistant 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 events


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

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


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

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

If any complaints received, try and 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 catchers 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 seven following the event


Telephone or email the press with the result days 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 or nominated Assistant 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 days of the District Secretary event 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