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