Open Events

All event organisers need a copy of the CTT Handbook (Club Secretaries receive one for free), which contains the definitive list of duties of promoting secretaries (pp85-94). These are also listed on the CTT site, but we thought you might like a slightly shortened version to use as a checklist.

We also recommend you familiarise yourself with the full range of Guidance notes on the CTT website.

The first step, in the year before the event is due to run, is to obtain the agreement and support from your club/organisation to promote an event. Once you've got this, complete an Open Event Application form. These forms are generally sent out to club secretaries in September. More info on p.85 of the current handbook.

When you receive your handbook at the start of the year the event is to be run, check the details of your event(s) - if there are any errors contact the District Secretary immediately. Book your hq and timekeepers as soon as possible.

Checklist

• Eight weeks before the event
• As entries arrive
• On the closing date
• At least a week before the event
• On the day of the event
  • Marshals, checkers, observers, clerks & stewards
  • Abandonment of events
  • At the finish
  • After the race and prior to the prize giving
• As soon as possible after the event
• Within a week of the event
• Within a month of the event
• Club events

Eight weeks before the event

• Obtain an up-to-date course description and Risk Assessment from the Courses Secretary
• Complete the Police Notification Form; the Road Traffic Act demands that Police have at least 28 days clear notice of a time trial; any less and they can deny permission to run the event or impose special conditions.
• Appoint club members to represent your club at the start and finish. These should not be the timekeepers
• Make arrangements to have your start sheet printed and appoint competent observers and marshals to cover all points of the course where the riders change direction. Checking cards for marshals may be purchased from the National Secretary, or you can just tick them off on a copy of the start sheet as they go by.
• Arrange for a checker to record the numbers of the riders in the order they finish and for this information to be passed to the timekeeper
• Make arrangements for the times to be communicated to whoever is doing the result board, which should be situated away from the finish area (preferably at the event headquarters)

As entries arrive

• Check the entry forms are the current CTT version
• Check the entry forms are all signed by the entrant
• Check the cheques are all properly completed
• Check the entrant’s club is affiliated to Cycling Time Trials.
• If the entrant is under 18 years of age, check that a parental consent form has been included
• Return any form not properly completed to the prospective entrant, or contact them to clarify
• You may return entries which will not be accepted before the closing date if you already have received more than a full field. This will enable the rider to enter another event

Note: All postal entry forms MUST be signed by the rider. Photocopied signatures are not valid. Entry forms can be accepted via email but make certain that riders sign the form in person before being given their numbers on the day.

On the closing date

• Select the field of riders and return any excess entries
• Arrange the field of riders in accordance with the regulations - Guidance note no. 8 (Field Placement) shows you how to do this. If the event is to be handicapped your handicapper may agree to arrange the field for you. Guidance note 2 (Standardised handicapping) will also help with this.
• When preparing the start sheet for printing it must include the following information in order to comply with Cycling Time Trials regulations:
  • The event is being "Promoted for and on behalf of Cycling Time Trials under their Rules and Regulations "
  • The title of the event
  • The date of the event
  • The name & address of the event secretary (telephone number is helpful and a mobile number could be useful)
  • The name(s) of the approved timekeeper(s)
  • The name (if applicable) of the approved handicapper
  • A full description of the course, with precisely stated start and finish points, turning points and intermediate distances (the course key number is useful) as supplied by the Courses Secretary
  • Any applicable local regulations
  • Details of the prize awards
  • The numbers, names and clubs of the competitors in their starting order, with their time of start, If applicable the names and clubs of up to 10 reserves
  • In events open to both sexes, women riders must be indicated, by the symbol W
  • Designated point for signing-on and collecting numbers

The following wording must also be included on start sheets:

“IN THE INTERESTS OF YOUR OWN SAFETY Cycling Time Trials and the event promoters strongly advise you to wear a HARD SHELL HELMET that meets an internationally accepted safety standard. In accordance with Regulation 15 ALL JUNIOR & JUVENILE competitors must wear Protective Hard Shell Helmets.”

“A working front and rear light, either flashing or constant, must be fitted to the machine in a position visible to following traffic whilst the machine is in use..”

At least a week before the event

• Send a copy of the start sheet to the Open Events Secretary, all competitors and officials, including the time­keepers. Include specific instructions to all marshals and checkers. (See Guidance Note 11 - Marshals and Checkers).
• Send a signed copy of the start sheet and the appropriate levy (£4 per rider for 2019) to your club treasure. He/She should then send all levy fees with the signed start sheet to the District Treasurer within 7 days. Do NOT include reserve riders in the total.
• Prepare signing on sheets / clerking sheets / On the day risk assessment (RA) form and marshals checking cards if required.
• Check your signs are up to date and the right size:
  • 1060mm high x 850mm wide for roads with speed limit not exceeding 40mph
  • 1270mm high x 1018mm wide for roads with speed limit greater than 40mph

  They must be placed as per the Risk Assessment. If you haven’t got enough or yours aren't very good borrow some from another club.

On the day of the event

• Take with you the riders' completed entry forms and police correspondence
• Check that there are no hazards that need to be brought to the attention of riders when they sign on
• Identify the precise point of the start
• Check the arrival of the officials named on the Police Notification Form, the official observer, timekeepers, the numbers, any helpers and the starting stewards (or pushers off)
• Ensure that First Aid equipment is available at the event headquarters. It's also a good idea to print off a copy of the CTT Accident Report form, just in case.

Marshals, checkers, observers, clerks & stewards

• Marshals must be allocated to every position indicated on the Police Notification Form as well as each position advised in the Risk Assessment. Each marshal should be issued with a fluorescent jacket and they should be advised it is their responsibility only to indicate the route to be taken and not to direct traffic
• Checkers are NOT marshals. Their job is solely to make a note of all the riders passing their checking point to enable the event promoter to ensure that all finishers have completed the whole course
• Observers are required in both Open and Club events to ensure that CTT regulations are adhered to and breaches reported
• A clerk should be appointed to assist the timekeeper by recording the number sequence of all finishers passing the finish point
• A starting steward should be appointed to ensure that all CTT national and local regulations are adhered to at the start of the event. The steward may also act as a relief 'pusher-off’.The steward should be a responsible member of the promoting club and should have the authority to disqualify riders in breach of regulations.
• In the event of any dispute between a rider and the Starting Steward, the District Committee recommends that the rider be allowed to start and then be given a time for the event, subject to investigation. In these circumstances a written report of the alleged breach of regulations must be forwarded to the District Secretary.

Every official must have precise instructions as to what is required of them. These should be written down and included with a copy of the start sheet. They should include:

• The precise place where the official is expected to be
• The time at which they are expected to be in position
• What they are expected to do
• A prepared sheet for them to record any details, competitor numbers etc.

At the finish

• Identify the precise finish point and mark it with a chequered flag or board
• Check the arrival of the officials named on the Police Notification Form

After the race and prior to the prize giving

• Check that all competitors have signed out
• Check with the timekeeper that the times recorded are correct on both the official finishing sheet and the result board.
• Check that all competitors who are credited with a time or distance have completed the course.
• Refer any objections to the event or to the conduct of riders in the event to the District Secretary
• Report any accidents to both the District Secretary and the National Secretary

As soon as possible after the event

• Send the results to results@cyclingtimetrials.org.uk as soon as possible after the prizegiving (preferably within 24 hours).
• Send an Excel file of the PROVISIONAL results to the Timetrialling Forum results@timetriallingforum.co.uk

Also, send the results, and a race report if you can, to Snowdon Sports Editorial:

• Freephone (weekends only) 0800 252841
• Tel: 0114 230 3093
• Fax: 0114 230 3094
• Email:results@snowdons.co.uk

Snowden Sports will write up the event and post on to the CTT site / Facebook / Twitter.

Within a week of the event

Prepare the finish sheet for printing. This must include the following information in order to comply with Cycling Time Trials regulations:

• That the event was "Promoted for and on behalf of Cycling Time Trials under their Rules and Regulations".
• The title of the event
• The date of the event
• The name and address of the event secretary
• The name(s) of the approved timekeeper(s)
• The name (if applicable) of the approved handicapper
• Details of the prize winners and their awards stating whether medals, trophies or money
• The names and clubs of the competitors in order of the principal award, including non-starters (DNS) and non-finishers (DNF)
• In events open to both sexes, women riders must be indicated by the symbol W

A note of thanks to all those who helped to make the event possible is greatly appreciated.

Within a month of the event

• Post a copy of the result sheet to all competitors (including the non-starters) and officials.
• A copy must be sent to the Open Events Secretary and in the case of a BBAR event to the National Secretary (Competitions and Records).
• Prizes other than certificates, medals or trophies should be despatched to the prize winners. Certificates, medals or trophies should be despatched or presented within 12 months of the event.

Club events

All communications about club events should be directed through the Club Events Secretary.

If your club wishes to promote a club event then application has to be made to the Secretary at the beginning of the year (preferably by the end of January).

If you know that other club(s) use the same course on the same night(s) then please liaise directly with them with a view to sharing the organisation and marshalling duties. Before submitting your application make sure you comply with any restrictions on starting times for the course you intend to use.

Club event organisers MUST be prepared to give an undertaking that they will provide marshals and display warning signs to the same standard as that required for open events. It is also a wise precaution to advise riders in evening events to use a rear light.

When your event (s) have been approved by the Club Events Secretary, send the police notification form to the relevant Police HQ as well as a copy to the Secretary.

You are strongly advised to do this at least SIX WEEKS before the date of the first event. You can use unofficial timekeepers for club events but it is always advisable to use a good quality stopwatch. Times recorded can be used on open event entry forms but rides in club events cannot be considered for official records.

At each event use the official signing on sheet and make sure that every rider signs the relevant declaration. If a rider is 'guesting' with you make sure that you have some contact details in case of an accident. Keep these sheets in a safe place until the last club event of the season has been completed then add up the number of rides for the whole of the season and calculate the total amount of club event levy.

Keep the signing on sheets so they can be produced as evidence if required and send a note indicating your club, the number of rides plus a cheque for the required amount (made payable to CTT) to the Club Event Secretary (Not the Treasurer) as soon as possible after the last event.

The cut off date for levies, currently £3 per rider, is the end of October.