General Guide for Promotion
This guidance is written to supplement your reading and understanding of the Rules and Regulations as detailed in the current copy of the Cycling Time Trials handbook.
The practical running of an open event is largely a matter of routine where actions require to be undertaken in a specific order, at an appropriate time. Experienced promoters generally have their own methods; however, they broadly follow a standard routine. The following actions, set out in calendar form, have been provided as a guide for Promoting Secretaries.
Obtain the agreement and support from your club/organisation to promote an event. Complete an Open Event Application Form, obtainable from the District Secretary of the district in which the event is to be held. These forms are generally sent out to club secretaries in July/August/September. Completion of the form is self explanatory.
All eligible events qualify towards the National Best All Rounder (BBAR) Competition. You need to indicate this on the form in the appropriate section with a letter “B”. Events nominated as BBAR events have specific entry conditions (detailed in the handbook under BBAR Competition Conditions) which must be adhered to. If the event is to be eligible for the Women's BBAR Competition you must reserve 25% of the field for women. The event application needs to identify if internet entry will be accepted and if the organiser’s personal details can be published on the CTT website.
The District Secretary on behalf of the District Council (in whose district the event will be run) will organise a date fixing meeting. Make sure that you or a representative from your club/organisation is in attendance at this meeting. No Cycling Time Trials’ event can be organised without the appropriate District Committee approval.
Should any part of the course you are to use extend into another District(s), details of the proposed event must be submitted to the appropriate District Secretary, not later than 1st October. This is often undertaken by the District Secretary on behalf of the event secretaries.
Having been allocated a date for your event, you are expected, with the assistance of your Club/organisation or District Committee if necessary, to organise the event through to a successful conclusion.
January
Following publication of the year’s open events in the handbook and on the Cycling Time Trials’ website, arrange for or check that the details of your event are correct. If any of the details are incorrect, notify your District Secretary immediately so that action can be taken at national level to publicise the amendment.
Book your event headquarters and arrange for your timekeepers (and a handicapper if appropriate).
February
Ensure that if the event has been identified for Internet Entry (IE designation in handbook) that your nominated bank details have either been added to your organiser profile on the CTT website or been provided to the National Secretary (Competitions & Development), so that monies received from the entries received through the system can be forwarded to the appropriate bank account. A copy of the Internet User Guide is available from the Cycling Time Trials’ website.
Eight Weeks Before the Event
Secure from your District Secretary an up-to-date description of the course to be used, together with a copy of the current risk assessment for that course. Identify a club official(s) to represent your club at the start and finish. Timekeepers should not undertake this role. Additionally, appoint a person to oversee the signing on and signing out of riders and the collection of numbers.
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 Road Traffic Act demands that police have at least 28 days clear notice of a time trial taking place. Giving less than 28 days, the police can refuse permission for the event to take place or impose special conditions.
Make arrangements to have your start sheet prepared and printed, appoint competent observers and sufficient marshals to cover all points of the course as indicated on the course risk assessment. Identify the person responsible for the erection of safety signage.
Arrange for a number checker at the finish and ensure times can be communicated to the result board area.
Four Weeks Before the Event
Check the course against the generic Risk Assessment and note any additional risks likely to remain until the event. Take appropriate action and notify the District Secretary of defects and mitigation actions.
Read notes in the handbook on event cancellation, postponement and delayed start.
As Entries Arrive
For any paper entries, check that valid signed entry forms are received, cheques are correctly completed, clubs are affiliated to Cycling Time Trials, and parental consent is included for under-18s.
Return any incorrectly completed forms. The promoting club has the right to refuse any entry (subject to BBAR conditions).
For internet entries, monies will be transferred once the rider list is published.
On the Closing Date for Entries
The closing date is 23:59 hours, 10 days prior to the event (unless National Championship or Non-Standard).
Select and arrange the field in accordance with regulations. Return excess entries immediately.
Ensure the start sheet includes all required regulatory information and is uploaded to the website.
At Least 5 Days Before the Event
Despatch the start sheet to the District Council Secretary, competitors and officials. Include marshal instructions.
Ensure compliance with CTT Data Protection Policy when emailing.
On the Day of the Event
At the Start / Headquarters
Inspect the course for new risks and display findings on the On the Day Risk Assessment. Ensure signage is correctly placed.
Confirm arrival and briefing of officials, observers, timekeepers, marshals, starters and signing-on supervisors.
Ensure hi-vis clothing is worn and emergency contact details are retained at headquarters. Arrange a pilot car if required and ensure a first aid kit is available.
At the Finish
Confirm the finish point is clearly marked. Ensure arrival of timekeeper, number checker and recorder, and confirm results transfer arrangements are working.
After the Event and Prior to the Prize Giving
Ensure all riders have signed out and returned numbers. Follow up any missing sign-outs as a duty of care.
Confirm recorded times are accurate and riders completed the full course.
Immediately After the Prize Giving (if appropriate)
Refer any issues or accidents to the District Secretary and National Secretary as required. Notify of any risk assessment updates.
Within 7 Days of the Event
For paper entry events, send levy payments and signed start sheet to the District Treasurer.
Prepare the results cover sheet including all required regulatory details.
Within 28 Days of the Event
Upload results and cover sheet to the CTT website and notify entrants. Dispatch prizes as required.
Ensure compliance with CTT Data Protection Policy when emailing.
General Note
Entry forms and signing-on sheets should be retained for at least one year, or seven years if an accident occurs.
IF YOU ARE IN ANY DOUBT, OR SIMPLY WISH TO HAVE SOME ASSURANCE, CONTACT YOUR LOCAL DISTRICT SECRETARY OR CHAIRMAN FOR ADVICE.