British Cycling Virtual Road & Circuit Event Organisers Workshop February 2024

0:00 Start
1:36 Intro to panel & background
4:20 Aims of the session
5:29 Introduction to attendees & experience
15:01 Overview of British Cycling regional support
17:54 How to create a race
20:29 Step by Step through the Event Organisers Dashboard
32:30 Event Workflow
34:59 Budget considerations
41:13 Sports Developer support you can expect
43:44 Course reconnaissance
46:11 Accredited Marshals
48:36 Motorbike Marshals (NEG)
52:12 Moto Commissaires
54:41 The role of the Commissaires
58:06 Convoys : What the organiser must provide
1:02:12 Convoys : Considerations
1:04:54 How an organiser provides a result
1:07:06 Safety – Managing your finish areas
1:09:26 Safety – Event medical cover
1:11:24 PR – Community Engagement
1:14:11 PR – Creating great advertising and exploiting social media
1:15:17 PR – Nurturing Entries
1:19:01 PR – Using Member News
1:19:27 Creating a race event manual
1:20:46 Continuous Improvement of your event delivery
1:23:55 General Q&A
1:24:51 The thoughts of an experienced organiser – Dean Barnett
1:28:13 Delegate Delegate Delegate – An organisers role on the day
1:29:19 Getting a new circuit approved
1:33:17 The benefits of British Cyclings structure
1:34:21 Work with other clubs or groups to build an local organising network
1:34:54 Recruiting volunteers to your event

A volunteer run workshop for new or existing organisers that reviews best practice in the delivery of British Cycling Road and Circuit Races led by Chris Lawrence, Marc Etches and Toby Turner.

(Copy the url text, not linked) A copy of the slides can be found here :
https://1drv.ms/p/s!Am49laVlgFXgg4EwNjkkYrLyvE_crg?e=TTh20f

Example Race Manuals can be found here : https://1drv.ms/f/s!Am49laVlgFXgg4FwPn0vK-rJCdW6Yg?e=EWgrFD

So five past we’ll we’ll crack on uh there are a few more that may drop in whether it be loading teams up or uh zoom up or or whatever technology challenges we’ll uh we’ll have that the session is recorded so uh we’re going to uh try and share some of this with the

BC team in order for us to uh to share this kind of technique and learning uh across uh other regions so you you guys are the guinea pigs so well done um and hopefully it’s a an informative session that uh both is aimed at new organizers but it’s also uh might give

Some uh good Steers for existing organizers uh through a little bit of knowledge sharing uh and uh and ongoing dialogue for questions if I can ask you to use the chat um which will be on your menu um uh that’s menu options so hopefully that can uh you can access

That uh and uh we’ll hopefully get to all answer the majority of your questions throughout the session if not we’ll download the chat and we’ll look to uh answer them immediately afterwards right so um as I said on the uh a few moments ago if you got bandwidth issues or you’re struggling to

Get connection just turn your cameras off uh we’re sharing the screen hopefully uh everybody can see the screen share if you can’t please let us know because then we can just reconnect um just by way of an introduction to um uh the panel uh for the workshop tonight so uh and hopefully

To give you confidence that we do have a bit of a a dusting of experience that uh we can share some of our Insight with you so I’m Chris Lawrence um so uh I’m a national series organizer got a few on the go uh fair to say I’m also the

Regional Secretary of the East Midland region um and recently for good bad or indifferent I was a elite Road Task Force member so uh my experience was fed into that um from both as an organizer and also kind of trying to shape some of the processyoutube

Yeah even everyone ni to see a lot of people on it just was great yes so as Chris has said um I’m also national series organizer up in Shield Grand Prix uh event director for ryel um Grand Prix uh a national uh Ser sorry a National

Road commiss and also a member of the road commission so I think uh and then I’ve been involved with Tor o Europe B championships and things so uh done a few events here and there thank you and Toby yeah so evening Toby Turner from the sport developer for

The East Midlands um there should hopefully be a sport developer for every region so if you’re you know sort of local to the East Midlands on this call um you should have a me um hopefully a slightly better looking me you know elsewhere in in another region so here

To kind of support with your um sort of ANS within the sport so anything Cycle Sport related really um whether that’s you know Road circuit cross um all the way through cycle Speedway um but also supporting the club capacity as well so um yeah anything really cycling wise

That you think we could sort of help with just getting tou thanks Toby and and as you can see kind of we’ve got between us all um you know the barnesley Town Center races Sheffield Grand Prix Newark Dudley uh creation of uh White Rose and East Midlands youth leagues um probably

Around about 100 plus races of all different bits and bats from stuff early season Regional Seas right up to national series and as Mark said you know his experience of officiating at International tours International championships you know sort of positions us quite well hopefully to uh to have a

You know a few things that we can share tonight so um in terms of what we’re trying to uh get out of uh or what you guys and girls take from the session uh obviously there’s the sharing of best practice to Run Road circuit races um maybe a refresh as I’ve spoken

About um awareness of the support structures in place and for any particularly for any new organizers where to turn to you know it’s not always clear on the BC website and hopefully a session like this can uh can help uh demystify some of those things I

Think we’ll uh we we’ll obviously get to know some new faces so we’ll just uh have a bit of a roll call in a in a second or so so we can see who’s who and and obviously this is an a the aim is to provide enduring support to everyone so

If you’re unfamiliar with some of the steps and the processes the people and the contact details maybe this is something that uh that can help you so what I’m going to do just uh if we can just quickly each one of us so we’ve introduced ourselves so the chance now

Is really to uh uh to to introduce yourself so I’m just going to go through participants if you just want to say your name where you’re from and what club uh you’re representing and then we can move swiftly through it so uh start off with um Chris

Jones yeah hello um I’m actually an interloper from the northwest region uh I’m currently and have been with North cheser claran for a long time now and we um I help help host the Northwest Youth League and the club hosts one of the races but my son actually races for

Jay’s Cycle Shack RTD oh yeah I used to race with James Wagner oh there you go so yeah Alby with is is with RTD uh this season has moved across from North CH claron so is um yeah he’s being looked after by the East mids did he take some price fund

Out of my New York account by any chance yes he did he wasn’t a he wasn’t able to do it last year because it was National track Champs who was in the Madison race that day otherwise we would have been there yeah he he won it the year before

Yeah intop is welcome mate David yeah hi um sorry I was on mute um my name is David fivan I’m um what am I um I’m Vice chair of the West Midlands region so to I’m an interloper um I’m a regional commiss in three disciplines and I do a lot of road

Races um for commissar and on the road at a regional level um well I’m chair of the track commission which means I also set on the sport commission um and I’m organizing a youth race a stage race this year it’s first time in maybe 12 years I’ve organized a

Cycling event but I do have um quite a bit of professional EXP experience in event management event organizing so um I’m hoping that um my previous experience of running a track league and organizing various races uh has stayed with me but we’ll see tonight I guess okay cheers David uh Gareth

Buffton thanks Chris uh I’m another interloper West mids um but more importantly I think I’m a risk assessor so so uh I’ve looked at your events over in the East Midlands and other regions um as well as the West Midland and uh I also organize the Newport round of the

Thursday night League over here okay thank you Ian wild hi there um yeah I’m well I do actually live in the East mids region but I’m in peterb Cycling Club which is in Eastern even though we don’t want to be um and then the races I organize are

In Central so I’m sort of right on the edge of three regions really so organized races for about the last 20 years or so and I’m a regional commiss as well yeah thank you um Jody bet I know a Jody bet he’s from Lincoln yeah I’m around the corner mate you’re all

Right yeah um I’m the chairman of ell Club Lincoln um in the past I’ve order I’ve organized five or six different open road races male female hav’t done it for a while and a few crits up at yra I’ve done through BC as well okay thank you um do I do Jeff

Stanbridge Jeff stanbridge okay we’ll come back Johnny hi yeah so it’s Johnny Robinson um I’m the chairman of Ashby Ivano Road cyclist so we’re a new club um only been around just over a year but um we’re getting into organizing some events this year I’ve had a few chats with Toby

Already so I’ve already met him um but yeah just to further my learning with the event organizing lovely thank you welcome um Mark Parkinson yes good evening all I’m Mark Parkinson and we’re currently with the mid Shure wheelers my particular interest is in the youth setup so ranging from we’ve

Been doing the Darby V drone clusters um with East Midlands um and at some point I feel like we might be getting ROP in to um help organize one of them sessions and likewise the cyc cross scene and the youth Clos circuit racing scene um is is where we’re most mostly interested yeah

Thank you um ma uh yeah signal seems to be okay sorry I’m on the train I did type in the chat um so I’m from South and wheelers uh Eastern region um we’ve basically I’m new to the event side of things I’m getting involved uh from the club and

We’re hoping to well we’ve already got a national uh sorry a regional race going on but we’re also looking at adding a women’s race which I’m going to be involved in uh some but yeah I’m just at the start of my event Journey so yeah cool if you need any contact details for

The women’s team managers Etc let us know because we can uh help that on the way might be of use um Mike B hi I’m Mike um suly Hall CC also do um like some of the others there bits of clusters and organizing youth races okay thank you Patrick

Blake yeah I’m an interopa to I’m from Atley but I ride for illey Cycling Club and I’ve never organized an event before so I was really thankful to see something like this and hopefully I’m just going to learn a lot of things about learn you know setting up a a race

Because there something which I’d really like to do yeah you’re right mix bag then you illey and you ride forley or no tell me about it i’ got loads of friends who ride for otley who are three miles away from one another God nothing wrong with Yorkshire Chris

Some of some of us liked it didn’t well no any long story um I Do Matthew think I did uh Patrick dun Peter Bell yeah hi Chris so um I’m a member of the East Midlands board and I’m responsible for the road and circuit work stream so um obviously a keen

Observer of the conversation tonight to to um see what else we need to do to support our work plan for 24 for the region okay Phil we’ll come back to the anyone that we’ve missed at the end Roger Allen Roger are you there yes hi I just tried to get my

Microphone working um good evening everybody um yeah I’m currently chairman of stab C club uh over the last 44 years I was just trying to work it out I think I was 20 when I organized the first road race I’ve done uh about at Road and circuit races in that time as organizer

Um at the moment it’s just the um the South St League race for s that I do I’ve been doing that for probably about 14 years and from this meeting I just wanted to see if there are any changes that we need to um follow up that’s about

It thank you um and last but by no means least Steve fry hi Chris um I’m Steve fry I’m the treasurer at Kumar Paragon Cycling Club in in in South Wales um I’ve never organized a bite race in my life uh but uh I have been very involved in professional

Cycling um through my company M2 Sports and was part of the road task force uh with Chris recently we um our experience is working on the commercial side of cycling and sponsorship and with the retained Sports sponsorship Agency for the now defunct Sweet Spot group from

2014 to 19 when they were really really successful thank you and uh EO some of that right anybody that we’ve missed anyone wants to step forward let not introduced themselves if not we’ll move on we’ll uh we’ll we’ll leave it there so hopefully that’s given us all a few

Names and uh and people that uh we may never have met before or uh you know um so that’s that’s the first first part we’ve got a few new faces in there so um as as Toby and one or two of us talked about um we we’re obviously split into

Different uh components within the UK um England itself has 10 regions which are all pointed out in the The Little Dot on the map uh Welsh cycling has a separate events team to cover the H of Wales and likewise Scottish doers as well so I think it probably only

Really refers to Steve which we’ve talked about and I know Steve’s involved with the events team at Welsh to set him on his way each region has a sport developer so we’ve seen Toby tonight and there’s there’s nine of his competes around and they look after uh competitive sport as well as dealing

With the club network and support and engagement uh from that um we’ll talk about it in a little a bit more depth later but uh first point of call they can share best practice give you loads of advice look at risk assessing we’ve got some risk assesses on the call uh

And and any other contacts that might be needed to get you on your way to uh to deliver any races um we are imposters if you like really in this process we’re facilitating this meeting because of our expertise but really it is and can only be the sport

Developer to take forward Concepts so we’re just going to go through uh that and to get any event off the ground you need to have an event organizers dashboard and that can only be done through the sport developer so they are the the key holder really so so I’m just

Going to quickly briefly uh go through um from very bottom of the country up so we got Andrew Parker in the southwest we’ve got a brand new team member Jana poak in the South and I’ll share slides so if you’re uh trying to scramble around for telephone numbers don’t worry

It’s all going to go out very very soon after the call Tim sails in southeast Sally wiy in the Eastern region we got Katherine ruffley in central Tom Wilson in the West Midlands Toby who’s on the call in East Midlands Olivia foret in Northwest uh yorkshire’s split a few

Ways with Andy acres and Matt got and then in the Northeast there’s Jack ree so if you don’t know any of those guys then you know first point of call to get started or to clarify any of that any of your Concepts your thoughts your kind of

Ambitions you know you don’t have to do stuff this year do stuff in years to come or whatever then um you know these guys are at the the front end of doing that so please reach out so this is kind of uh a little bit of a

Janet and John approach uh around um uh the guidance that uh will help you I I’m a product of uh event organizers Workshop In fairness I think it was Mark that delivered the one that I was uh I came out of and that was about 10 years

Ago believe it or not so Mark you’ve known me for 10 years for all the sin me yeah you’ve aged a lot I’ll say that much um defin be responsible so again you know uh sport developers get in touch with them uh give them an understanding of what type of event

You’re looking for to run where your volunteer base is coming from so you know are you an organizer that’s inle who you trying to uh run an event in the north of North umberland well if so where are all your people coming to help you going to come from you know so

There’s those kind of things to think about do you have a circuit in mind you know have you kind of seen stuff going on in in certain areas you want to find out more details and and they will if it’s uh something that’s been run recently most likely have a risk assessment and

That document in itself will help you form your plan for your event so nothing can uh be more straightforward than the risk assessment it’ll tell you what measures you need in place what signage what flags what Marshals and the sports developer can help you understand all that if it’s uh if it’s

Not as clear as you’d like where your HQ is you know uh hard standing for the NG guys but if you got things like catering you got changing rooms or toilets you know those sort of things what time of the year you’re looking to run your

Event if you’ve got a date in mind if you’re Guided by the location or hq’s availability you know sport developer can help with all of that and then set you up on the BC event management system uh which you can’t run a race without it it’s got its quirks it’s got its

Challenges but it is actually fairly easy and especially after you do the first one uh you can clone and duplicate that event to make things easy so if you’re in a club that’s going to do an annual road race it’s going to be the same category each and every time then

It makes it quite easy for you to to duplicate and copy and paste it onto the next year but the sport developer going to help you with all of that so a little bit about the dashboard so when you if you are an organizer this

Will all be kind of bread and butter if you’re not then you know this is brand new so you log on to your BC profile you’ve got your membership number and your password and then you’ve got your dashboard so uh on your dashboard if you haven’t already you’ll get a little tab

Called event organizer on the left hand uh side uh and this is your event organ organizer dashboard so you can create it’s got a few interesting things in there you can create a brand new event it can uh give you a lot of useful resources so there template documents

There’s guidance about medical providers and the standards that are advisory for uh certain aspects mandatory for some others and then there’s a bit about uh event levies so once you’ve done your event clearly you want the protection of being insured by BC uh and part of that

Comes with paying a little bit of a a levy for the cover to that so the event levies are paid on your dashboard so you got to just uh be mindful that once you’ve done your event on the Sunday or whenever then you just must check your

Event Levy uh because you can get locked out of your profile and I think it’s not further than say 14 days so if you’re doing regular circuit races or a series then just be mindful it’s somewhere in there so the dashboard will take you through uh calendar clashes so you you

Chu in a few Salient details where you are where your headquarters is and where your uh event starts your your date of your event and then it will give you a list of uh events through different disciplines of the sport uh that might be in the vicinity close to you so you

Need to be mindful about the different categories you’re hoping to attract and looking at that what type of events might already be on so actually it’s quite helpful so creating an event you know as we say it’s all around in putting the data of postcode the date of when you

Wish to have your event give it a name so uh some some persons decided to call theirs New Town Center Racers who have done something silly like that uh and then there’s different bits of information again websites link to your Facebook group if you’ve got a big event

Then create a Facebook page or a group give it a Twitter handle so you can kind of start to share things like uh sponsors details or entry details or information about certain changes to the event so you can make sure people are aware um about it there’s there’s

Critical information at the bottom of the um uh event overview so try and get in as much pertinent information as you can uh as concisely as you can so that whoever’s applying knows exactly what it is you know if it’s a national series event then it’s quite clear what it it

Looks like what categories of races and entrance that the event is trying to attract um there is also the option that when somebody applies to have the race is an auto email response so uh it can manage a few expectations things like when when you’re going to you know

What’s your approach is it going to be first come first serve is it going to be that there’s a field setting date to a three or four weeks out or you know is there an information resource that you want people to link to so it it does

That without you having to write email after email after email over and over again so again you know a little bit of functionality that’s helpful headquarters so uh the event venue so uh if you’ve got a Village Hall or a welfare club or you know a sports

Center you can put that in there and add it as a new venue so you’ll see that if it’s not in the system existing all you do is click that and then you can have uh the options to put in all of the address details underneath it so just

Because it’s not there already it doesn’t stop you you can uh you can be creative with your root creation alongside your sports developer so a few uh bits about uh um event uh creation again you know all dead simple stuff that you would uh have best practices to have a safeguarding uh

Lead if you’ve got youth races youth series races then uh you know it’s certainly important to have uh someone that uh people can contact in the event that they’ve got any kind of concern um the sports developer will help you as well align to uh your bank account of

Your club or your organizing entity so that will need to be created so that you can align entry income to uh a bank account so uh uh you just need to just have that in your mind could I just quickly just jump in with that last bit there could you flip

Back to the other slide so just a top tip as well it says acceptance of Entry where organizer accepts or rejects um if you have that in um where the organizer accepts and then you receive an entry then can’t be then changed so make sure that you kind of clear I suppose like

Top TI make sure you’re clear on whether you want to accept or they’re just automatically accepted before you get that first entry in um as I say after that like you kind of you sced really won’t it w it can’t be changed yeah what we found as well is that this setting at

The very top to show pre-entry so when you accept if you do a first come first serve model um then it will show those entries that are there so if you get a good field then her mentality kicks in and and hopefully it’s an encouraging thing for other entrance to follow and

You can maximize your field from that also Chris as well when you do first come first serve the the funds drip into your account rather than yeah so there’s two ways looking it really isn’t there yeah you get a big balloon payment at the end when you accept everybody but

Then you know there may be no guarantee that you get people or it’s drip fed and you can see that uh um the entrance coming in and entrance see those people as well uh so as I say it’s maybe something to consider and there was also

Just a little comment on we might come on to it later about entry Behavior but I think a good a good maybe a good line to put in your description is maybe the the minimum number of entrance so to make the event viable know you’ll have a

Figure in your head because you know your cost before you start to work out your your budget Etc but you could actually put in there this will race will run a minimum number of cost number of entrance um yeah because obviously we’ve seen there’s a little bit of drop

Off towards the end of the year sort of post July August September uh events tend to well entrance tend to peel off you we organize a road race in uh March or April that’ll be full pretty much uh or a circuit race but generally kids all

Etc you know it does tend to PE out and people sort of get um they’re not as enthusiastic in in August and September yeah all valid points so um once you get into your uh next stage you’re asked to build the races that will be the setup of your

Event so in here Great Big Town Center race all different age groups uh all different genders uh all different categories of races as we get into the adult piece um and clearly you can structure it from that so uh you you have to do each type of race split down

Individually but you can also combine age groups as well so if it was an under 14s and under 16s girl combined race then it h it’s something you can uh build in as part of that the sports developer can take you through that and and work to the optimum setup of

That but when you do for an individual race this is uh just one of those lines you can build up exactly what it is what type of discipline it what’s the start time around it and what are the uh the category of entrance the duration um and then the online

Fee uh or on the day fee so if you running a circuit race uh on a defined facility then you may have two different price points one where it’s you know beneficial to enter early one where it’s on the day and and therefore you got to

Kind of uh take a little bit of a hit but what there is also is there’s a little tick box which enables the online entry system so without that you know it’s back into the dark old ages of uh applying and clearly you don’t want that as an organizer neither does the ride

It’s it’s just a barrier to entry so once that’s ticked though there’s a little bit of it that you have to repeat again um but you can um uh after you’ve done that then you are good to go you’ve uh you’ve got that race set up uh and then you can uh build

Up all of the other races in your event uh and then the next bit is to add in documents so upload your if you’ve got a man M plan or a risk assessment anything like that then this is the place which you can add that into uh uh to the

System to capture and then there’s the Glorious bit which is to pay so there’s always an app registration fee uh for um delivering an event and uh paying for the support clearly not everything is 100 that’s for a a national series National a event so is it £32

Mark forid yeah yeah so 20 quid for HQ and 12 pounds to the region so the region does benefit from that money just I was going to also just touch on in on closing dates really yeah um because you’ll generally find if it’s not first come first serve most Riders competitors

Will actually enter at the very last minute so if you’re a week away from your closing date and you’ve only got 12 entries and your maximum field 60 you’ll generally find that those 48 will flood in at the last couple of days right of behavor now because the BC system takes

The money on on um on application so years ago well two years ago when you when we accepted entries at the because you could enter an event in January for July and you might have lost your debit card or it’s renewed so then when we

Come to the money as an organizer um it bounces so we then get a bounce payment so we then have to chase out manually there’s two ways of looking at it’s easier for the organizer but the the Riders are then hit in the pocket on Entry so they generally now do enter on

You know quite late so there’s a closing date for a reason so I suppose don’t go on social media saying you know use it or lose it because generally they will enter late so just be a b guess got to be a bit patient really we we’ve got a slide about

Nurturing entries so so um right um some regions do and some regions in the future may have this flowchart that’s um is quite useful actually for everybody it’s um the the race event flow chart it’s got three component parts it’s got the regional competition administrator so um that’s a

Paid volunteer in the region uh or a couple in some region uh it’s steps that the race organizer is likely to experience and also the race official the commiss so the timeline down the side articulates uh what it is that’s expected to be undertaken in advance of of running the race the

Statutory requirements for things like road closures or permits to run a race on the highway so there’s a police notification that’s got to go out and the RCA helps with some of that uh and clearly the steps that line up but for for a new organizer or those coming back

To organize something like this is is very useful because then you can plan your your little project of delivering your race knowing full well what the expectation is so the RCA obviously takes um uh the application of the event alongside the sports developer um appoints uh the commer a panel um uh

And team to support uh the event um provides any correspondence around how to notify the police or highways if your region has that process um but obviously this is all in the view of trying to craft out a Balan calendar across the region the the the sports developers have got a calendar

Review session as well so Nationwide they know exactly what is happening so they’re they trying to make sure that there’s nothing too um too much happening in a very close geographical area which would then drain the ryer pool so uh uh so these processes kind of help to do that so uh

So just uh for those in the East Midlands in Yorkshire you’re quite lucky because this flow chart’s all done and dusted and we can share that for the other regions we’re talking to the sports developer teams to encourage this to be done so it will help okay the age-old problem of

Budgeting so I was talking to an organizer the other day um and and really the kind of uh bit at the top is around the dream versus necessity so there’s some critical considerations you know cost of livings in there uh the cost of service providers the cost of

You know all the challenge around getting uh entrance into everyone’s race has always got to be there uh and the reality is that we’ve got to adapt to some of those some some aspects more sooner than you know than others so some of the critical considerations obviously the application

Comes at a cost headquarters does as well uh medical uh costs and and the encouragement is to always Outsource you know if if kind of you might Ben has done training at work you know that’s not going to be adequate potentially for a mass pile up of 20 or 30 in a pelaton

Uh so always uh consider Outsourcing to uh to Medical providers because uh it takes that uh risk liability and insurance uh and capability you know the welfare of the rider is the issue not the cost you know that’s got to be the mindset um expenses we got four there so

We got officials so all the commissaires um and and that includes the trainee that uh there like like ourselves are volunteers you know they are coming to benefit the uh and and and we should be uh should be just covering their expense um AMS the accredited Marshals

You know they make a race far far safer uh through legal Powers neeg expenses you know uh again similar to AMS they support and provide um protection to the pel Tom expenses to the volunteers if you know we’re asking people to come out maybe some you know Drive quite a long

Way to rural courses you know things like fuel to get there is is something uh and then feeding people and providing Refreshments levies and any equipment or Sundries that might well be necessary to uh uh to to make the race happen Tim should just point out there I

Think that trainees within the regions are paid for by the regional boards maybe Yorkshire certainly will do some are some AR yeah and then obviously the expenses are all paid at 40 P per mile yeah so um and levies are4 pound per per Rider so one pound uh sorry is it one

Pound to the region and and and four pound three pounds to the uh to brief cycling basically Insurance yeah correct so other other considerations uh you know I suppose there’s the mindset that a race is the important thing and and creating opportunities for people to race and compete um is price fund a

Necessity but you know if it’s if an event is struggling to be sustainable then uh it probably would be viewed that it’s a luxury rather than um you know a critical aspect but it’s good if you know people can engineer their costs so that a price fund is there makes uh far

You know more heralded Race So marketing costs and printing costs you know getting signs around Villages is is good it’s not critical but it it should be a consideration um and you know campaigns to raise awareness of of events to to get sponsorship clearly volunteer appreciation doesn’t uh you know is

Always good because um you know getting people you know some beer or some wine or like a chocolates ORS or something just to say thank you uh is is a consideration chip timing helpful but a luxury but you know if you uh if you have a a routine regular series that you

Know you’re always continuing the need to have Administration then it is certainly uh uh something to consider sorry so obviously um other considerations sponsorship is you know something that we might like to add to the funds to make stuff sustainable speaking to local businesses you know

Whether it be the butcher the baker the Candlestick maker to be able to get1 or 200 to contribute to it you know to to give them some advertising in the program or on the website Facebook group you know uh just consider how that can help events to be far more economical

And after all of that you know reverse engineer fee because that uh you know again coming back to that it’s essential that we try and sustain events that doesn’t mean having a kind of a dream that you know1 15s an entry should be the the kind of the level because if

It’s not making the race or it’s making the race fall into debt year in year out it’s the wrong it’s the wrong cost um you know and it’s about how how how how how higher quality an event can be as well as you know uh uh being

Sustainable that I think we just need to to have in our Mind’s Eye and again you know coming back to the piece of having all these luxurious things uh maybe that’s the next step and building from a baseline is probably something that you should consider so get an event created

Make sure you know you know the bits that work the bit it’s the D work and and then build from there it’s either the technology or the cough that’s the issue at the moment right Toby do you want to uh yeah this one yeah so suppose yeah as Chris

Said there in the leadup to the event then um so yeah there’ll be things on um risk assessment so um I suppose in terms of HQ and I don’t know you might use different HQ to what somebody’s used before and kind of getting there that

Needs to be risk assessed um so we can kind of support you know top tips and poters in in that kind of um sort of rment really um we do have equipment um every region will have its own supply of things so you there’s cycle event signs

There um whether it’s you finish Flags or marshing Flags um there is also equipment so for the credited Marshal so like that guy that sat there on that chair doesn’t look like he’s doing a great deal but I’m sure he probably was um they’ll be sort of um High Vis up um

For them um and their sort of stop stop signs and so on OB if you’re familiar with that scheme you’ll know um I think obviously every region kind of operate slightly differently um on this I can only really speak from my experience in my previous role and what I do currently

Um that we’re kind of doing a sort of loan and vent organizer can collect that at their Leisure um there are obviously times where sport developer you know might be around or can can drop off or help out sometimes that obviously isn’t always um you know given obviously I

Suppose we cover so many different disciplines that you know and there’s only one of us that we can’t necessarily be every single road race or circuit Race So on um yeah and I suppose like sort of finally that some regions would have um a Quarter Master so I know in

The Northwest for instance they I think they had two actually um so there’s somebody that kind of takes care of that kit um but he’s really the sport developer that’s the kind of like middle man kind of sorts that out um so yeah obviously T that with a bit of a pinch

Assault that every region has their own different process but there is kit there you know if you don’t ask you don’t get sort of thing so I’d you know highly advise it you do but you can’t borrow deck chairs from the sports developer is that right yeah might have a couple you

Know definitely a table Yeah so okay so there is the support and as Toby says you know geographically it’s it’s always a challenge especially in the height of the season but ordinarily you know it’s uh because of the network that’s available you know getting hold of the

Equipment may not be as challenging as you first fear uh however you know the sport developer can coordinate some of that so our mate in the hole here so always as an organizer you know there’s always the unexpected to uh to take into uh account but as you choose your

Circuit um you know undertaking a little bit of a survey see what condition it is and see if there’s any potholes or um cracking in the uh in the in the surface of the road that might pose a risk to the race is always important and local authorities throughout the country uh

Although this is just East Midlands every Authority should have a reporting service uh that will enable you online to maybe even download a photograph around it so you know take your mobile take a few snaps upload that onto the websites and they should respond and uh undertake the work but

It’s always good and best practice to get more than one person to report so that they uh have to take ownership of it again you know this might be some weeks out so in the RCA timeline we were quite a number of months before the race

Um um repeat it just keep going at it just make sure you know if you if you’re doing stuff in November and your RAC is in May or or June then you’ve got the winter period that will have an impact on the road especially more remote rural higher uh you know exposed

Circuits it’s always good as well that uh if you uh if you’re doing part of your community engagement around your course if uh if you could ask people that they could just keep an eye out they’re using the roads all year long if you’re not on it then um they may be

Able to give you heads up on any kind of deficiencies any accidents any water pipe leaks or significant works that’s just popped up um the first race I ever ran um about three days out the water board decided to dig up and put some temporary traffic lights so after

Several months hard work and graft to to get every volunteer known to man involved in the race that scared the ebgbs out of me so you know having the kind of in Eyes On The Ground toh to deal with those circumstances if you’re not there is is a is a good practice to

Have okay um accredited Marshals um so they are a valuable valuable asset and they are legally empowered to bring traffic to a Hal which again is uh good for the security of the race but it’s for the safety of all Road users including them so uh they they provide a safe um

Condition as well for the motorbikes the neeg and we’ll come on to those um shortly they can also report motorists if they fail to stop you know they have um the legal power to to to stop the traffic for road racing events um and ideally they should

Um undertake five races a year to to maintain their qualification you know make sure they’re uh undertaking the closures with best practice and such like again if you know anybody that wants to contribute to the sport wants to get involved more in racing that’s not necessarily willing to uh to become

An organizer then AMS is a is a nice place maybe to to become involved see the action you know you’re right at the uh kind of sharp end you won’t you won’t miss it uh uh from from the positions that they take so uh there’s something uh something there to

Consider um obviously as you know on the race day there’s a lead Marshall that will support all of the ams’s but um red flag where hazards exist or it’s needed on your risk assessment to direct the race are still needed so uh they they have their place

Still um ams’s will be man are mandatory on all BC registered Regional road races so they are on the risk assessment uh of how many you need uh and where you need them as well are the red flags as well so um with with the AMS uh they come

With stop signs or a traffic control a head sign as well uh Marshall jackets and radio uh from the regional uh pool so again the sports developer will coordinate some of that um alongside the RCA as well so if you’ve been to any races over the last few years you’ll hopefully have

Seen uh the the motorbike out Riders and uh some people think that they’re police uh which is no bad thing a lot of them are ex police but but it’s not quite like that they are an independent organization of motorcyclists that offer Marshall into British cycling um they’re Advanced

Trained uh motor motorcyclists so they’re uh they’re as qualified as as you can get um for riding a bike um again they they enable us to um warn of a road users direct a convoy support Marshals and some of our race uh circuits the radios may not have

Full coverage um and having an neeg Rider out front you can get closures on in place uh the marshals can take any action that they need to well ahead of the race because of the visual presence of neeg and they can deal with any Dynamic risks for instance you know

Notifying of car crashes or anybody uh a blockage in the road ahead of the race so the dynamic their ability as well to to communicate with the commere team uh and relay Communications we talked about the radio’s not always been as as good uh and because of their

Appearance they can uh uh they feel like as I say that they’re a bit like a policing uh enforcement and and traffic does take a more calm uh approach when neeg is in in in and around the Convoy they don’t as yet have the legal power to Halt traffic uh and there is

Also you know the fact that they are a human being on a motorbike on the road so there is an aspect of that risk but that again their benefits outweigh uh a significant amount of that so for for race organizers always an appeal the neeg is as we say it’s

Independent it can be used for other sports say Triathlon or running um so early requests into the neeg uh so Sports developer in your region can tell you who the coordinator is um obviously there will there’ll be a decision about how many negs required for your race based on its characteristics the course

Route the type of race that it is what category of riders um there is an expense we talked about and and ideally there it should be a place where there’s standing so if you send a motorbike to a recreational field that’s being saturated with water there’s a fair

Chance that the bike will fall over because it it needs that uh solid platform to stand up um there there’s a mode that they operate in so they usually use a caterpillar process or um and obviously uh they are governed by the speed of the race not necessarily by

The speed of where the cars are at and we’ll come on to convo craft shortly um they’re always mindful about uh the the Convoy expanding too large because then they can’t protect the Riders because the cars have already got protection being a car so uh so there’s

That um just following sort of somewhat on from that we’ve got Moto commas so a lot of you if you’ve run race or been to races you’ll have a a Commerce Air Team they’ll usually be in uh the cars um that we’ll talk about in a moment uh

Moto commissaires offer a far more flexible Arrangement especially if the racers are likely to blow up and and and Scatter into ribbons across the circuit and and have great you know distances they can watch the break and and those kind of uh things they can also communicate to

Riders uh gaps on on the Fly they can talk any instructions to the to to a group of riders if there’s breaches over the white lines or anything like that um they can support the comair teams to create a better Race by um uh laying up and giving static time checks

Uh and then rejoining any breakaways so there’s absolute shity around what the condition of the race is at that moment um and they can assist uh the chief com uh in decisions to maneuver the vehicles and convoys to support the breakaways As and when they happen talked about radios again uh and

And and because they’re closer they can be parallel to the break they they can certainly monitor any racing infringements and reports to the chief comom uh you know immediately as it happens um so uh a lot of people think that Moto coms are only for the big Racers you know national championships

And that’s not true um you know you can talk to the commer a teams and request a moto com for a regional b or Regional a national B no matter what you can uh uh you know there’s there’s probably not enough of them uh and their experience

On those will certainly add value to your events massively and create a better quality of event as well so okay hopefully we uh we don’t Mark so you’re a Comm Mark yeah they caught me on the Fly there so obviously the the commissaires on the day you do the organizing on the

Run-up to the event uh and I think what’s normally good particularly with regional races and National is as soon as you’ve got your manual to together so it might be two or three weeks out from the event um you don’t need to know the rider numbers um but it’s also good to

Sort of map out uh your your Rider manual we we we can probably email some examples of those Chris I guess um just basically your Rider manual gives you everything from your HQ right up to your prize money so and everything else in between uh and a timeline schedule for

The day really so any any sort of local points you can add into your uh manual but what is good on the manual is if you do that in in sort of conjunction with the Comm a so he can look at it or they can look at it sorry from a um a

Sporting control point of view so whether the wording is quite right um coms will just generally have a quick look over it uh to make sure you’ve got the uh technical side right because obviously as an organizer it’s good to know um some of the rules but you don’t

Really need to know all of the rules so the commiss will know all of the rules if he’s a good commiss um um and be able to just give you a steer on on that content so going forward um it just says you sending out a Revis copy or or

Having to make changes on the day because the timeline is not quite right so generally an experien commere will pick up uh any points that not quite right should we say and you you work together you know the commissaires you know they’re not the enemy um they’re

There to make sure that the sportting control on the day is all in place that you’re adhering to the risk assessment so generally a commale will be first in last out so they you’ll get there early morning um check out obviously sign on um and then go for a course drive so

Generally we’ll go for a ride around the drive around the course with the with the other commer panel um like last year with the Timmy James Memorial on on the morning um Mark Botley there the organizer we we drove around and there was a dead badger on the racing line so

Well it went out with a space later on to pick up a dead Badger so we do a Course Drive make sure that all the signage is right um anything that’s cropped up overnight Etc and then on the day the sporting controls all managed by the commiss so you as an organizer can

Sit back and just make sure everything’s uh ticking over um from point in the circuit really um Comm says on BC staff they are volunteers just like your accreditor Marshals um so it’s it’s it’s handy to basically find out their expenses pre-event so generally when you

Know your your commiss is just drop them an email and ask them for their expected uh expenses um and if you’re doing a double header or you’re running a circuit race for the day just try and provide them some uh Refreshments because it’s uh it is appreciated and

Beer the good news is that Mark is available for the removal of other animals aside from Badgers as well so okay thank you Mark convoys um so um it’s the organizer’s responsibility to provide um for drivers so there’s some uh points there really around being over 21 um all named keepers

Of the vehicle so uh uh that’s important so it can’t be a rental car for instance um there needs to be a BC current or active member so I’m sure there’s still lots of uh ways that if you know people that are wanting to get involved that

There’s a a way I believe to get free membership still as a firsttime member uh certainly speak to you Sports developer if that changes um that they should have uh tax mot and insurance all in place um and they know exactly what it is that they’re letting themselves in for the race

Durations and and ideally what’s not put in there they actually do know the route they do have an understanding of the circuit so if on the morning uh a drive round if somebody’s unfamiliar with what is uh because we’ve had many races in the past where the first lead driv been

Put there because he’s never been on a or he and she never been on Race before and fly straight over a roundabout when it’s left at the roundabout um organized responsibility to undertake a or fill in the vehicle insurance form so in your useful resources on your dashboard there’s a

Form in there um and although the form can be sent right up to the start of the race ideally it should be 48 hours because obviously things happen people break down on the mornings but we should all be kind of uh well planned ahead really what’s not covered um under the

Insurance team cars because they should have their own uh insurance as part of uh their kind of cover Medics and any sponsors Vehicles again should all be uh covered um neutral service in a team car isn’t covered but a volunteer delivering neutral service so having wheels in the

Back of their car the back of the Convoy can be uh can be covered uh in the insurance form just one other thing to note there Chris is that if you’ve got any neeg um on your event normally a regional coordinator will send in their uh registration their detail so you don’t

Now need to put the neeg on on that form but just check with your C coordin or with your sport developer with the coordinator should generally submit that form so the the illustration on the right is um is is accurate in the sense that it’s got all the component bits the

Neeg will maneuver their bikes around the pelons there won’t always be a head as as we talked about in there they’re Guided by uh the speed of the Pelon not necessarily the speed of the car so they they will sort of wind around a little bit in their

Caterpillar procession but as you can see there there’s there’s a lead car two the very head of The Paton lead car one com comair Car 2 the Moto com getting in and around and then the Riders and then the rear Convoy the chief come directly behind the last Rider of the

Pelaton um the med right behind the the commere the neutral service and then team cars and as the the the standard of the race grows or the the type of race grows then that might be multiplied once or twice over perhaps so hopefully that gives a kind of an order to

It so the region has within it the radios for the cars the rooftop sign box any lamps and any Aerials for the radios um ideally the driver shouldn’t have uh you know small kids in the car because they’ll want a toilet elderly passenger because they’ll want the toilet and any

Animals because they might bite you and they will want the toilet so um ideally you know um if it’s one of the lead cars there’s a view to that an observer good you can drop an observer off and and and if it’s a lap circuit race they can be

Picked up a point you know in a laps time if they need the toilet but you know for a long duration race you know uh it just helps keep more eyes on what’s happening in the road and around uh so that the lead car can concentrate on uh you know being ahead

Of the pelaton and uh and be supported dipped headlights is the usual practice so you’ll need to take them off or to uh and put it on to to dip uh and then no hazards people seem to think that that’ll be the you know the uh the approach that’s not the approach

Especially if you got lamps on your uh on your car you’ve got you’ve got something to alert anyway something that I think came up as well with like s convo driving that there’s you know probably a lot of people that would be interested or just don’t have the experience um so again

You know if he kind of looking for that opportunity and want to be involved um yeah I would say like you know just contact one of your sport developers and they could probably get you in touch with the right person um you know there is provision for us to to do stuff like

That where you can shadow people and find bits and pieces or you know if you wanted to become a commere or AMS or you know any kind of other role within within Cycle Sport um yeah we can get you in touch with the right people to to help you Shadow and build your

Experience yeah so yeah another another factor of modern motoring technology is that the sensors all over the thing uh things now so if um if your cars do come with auto breaking then they need to be turned off because they can really cause an issue

If they’re at the uh the front of the pelaton then suddenly they’ve got you know they detect a feature in the road and and and they whack the brakes on then you’ve got 50 Riders 60 Riders through your back window which probably you’re not going to be that happy

About uh so uh we just need to to be mindful of that okay judging um it’s not the organ it’s it is entirely the organizer’s responsibility to Cate a result of the race it’s not the race commer as as Mark talked about the the the commer is there

To to make sure that the sporting fairness um so it’s always uh good to have um uh multiple judges that are employed so that you know that they can use phones there’s a manual uh someone to do a manual written record of how the

Race plays out so uh each lap as the as the pelaton comes through you have uh um an understanding of who might have got dropped you know so that in somewhat so many laps time you don’t have people at the Finish coming together with lap Riders you know who’s in what order um

Obviously you know we’ve all got mobile phones you know people can uh be given a rooll to get up on a step ladder or a wall or you know Elevate themselves uh one way or another to to record from the back from from the way that the race has

Come um the numbers on the back of the Riders jerseys so that they can be replayed on a slow replay and you can you can help the result take shape there we put drones are not to be used I mean there’s a there’s a bit of Regulation about drones from civil aviation

Authority they are fairly sketchy if the radio signal decides people might you know set them off from the Finishing Line if they if they fail then there’s only one place they’re going and that’s right where they started so that might you know come down right on a rider so

We don’t want that but the judging resources documents again are in uh the useful resources on the dashboard so there’s some templates in there again if uh if they don’t cut the mustard then there is always a sports developer that can get hold of templates that people

Use so again it’s it’s an organizer’s responsibility for collation of a result and conversely it’s a separate job Al together around managing the finishing area so spectator safety Rider safety you know if there’s big gaps between a different set of groups then the front group all go over there and sit in the

Middle of the road and share knitting patterns and tell everybody the War Stories and then suddenly the chase group comes with a car or a motor bike in front of it with nowhere to go so a role to actually clean out the uh the finishing area is a really really key piece of

Safety um I I know it’s stating the obvious there but you know that person can also ensure that a line exists when it comes to the end of the race you know we’ve all been in the middle of spring even summer where it’s it’s absolutely thrown it down uh it’s always good to

Consider putting a line down ahead of the day so that you know if you got a painted line it can’t really be thrown up by the wind if you’re in an area that allows you to paint on the road um obviously signage you know taping

Areas off if you got barriers like uh in this picture then that’s all of a uh um you know a great thing obviously to to control the line of sight for the judges as well is important you know everybody spent hours on the side of the road

Judging for them to be blocked off at the uh by a spectator or a family member or whatever uh you know is is probably not good for the event obviously cars you know uh you know just maneuvering cars away keeping keeping the area as sanitized as possible

Um the commiss will get out a commiss will get out the Finishing Line we just need to be mindful of that but largely people should be uh uh away can also help with people taking uh photography of the winner celebrator photography as well if that area is clear you know

There’s less risked people as a result so have a person with a whistle with a loud voice and uh even megaphone dare I say so Medics um we talked earlier on around uh budget considerations and how uh Medics should always be outsourced you know if if you were doing uh some

Basic training at work and then Sunday morning you confronted with this sort of Carnage you know the the pelaton flown into this post through one way or another you know you might have broken bones you might have cuts lacerations skin burn uh you might have people unconscious you know you might

Have a lot now uh having uh a paid for service uh to limit and be able to have the experience and draw on that is is in my view something that’s you know not even a second thought goes to to that these days um there is a medical guidance document in the useful

Resources so it tells you the specification that is required um we’ve talked about uh having two medically qualified Personnel so they should always come with two people so that the race has cover if a person needs to be dropped off and the medical car goes with the race that person again

Can deal with the casualty and be collected on the next um lap you know ideally they come in uh in separate vehicles uh you know or one is stationary at the HQ or a place of suitability and one’s mobile but best practice is that the medic provides their own car or their

Own vehicles with one being a car so that uh you know it can follow the pelaton at speed uh and then uh if there’s supplies that they need in an ambulance or a van then uh that that can be a place that triage can take place

Okay not so many slides um left so uh you’ll be grateful to know the the Death by PowerPoint is is nearly at its end so uh Community engagement we talked about all the trials and tribulations that uh uh we experience as organizers some of

This won’t be uh new news to you all uh you know creating publicity a bit of hype is great uh usually Villages and towns and areas have their own kind of social groups Facebook groups uh WhatsApp groups you know just having building a relationship with uh areas is

Vital to to know that they exist even um and then sharing uh your race and and we’ll do there’s a bit of PR in know kind of advertising examples shortly but speaking to parish councils is a is a good thing you know get people behind the event get local uh you know you

Might glean some golden nuggets of advice from people or contacts that can do some really good stuff for you ad value to the race um where you know in in in country areas you’ve got Holiday Homes and BNB and all the rest of it and and letter drops you know might be a

Consideration if if you got an area like that uh we have a place above the Home Valley where there’s a lot of that and letter drops vital so that you can at least make the most of clearing cars out you know and it does work obviously signs local press using businesses to to

Advertise it um because what you’re trying to do is is just dissuade you know as much agricultural movement as you can because combine Harvesters and bikes don’t match and horses and bikes don’t match and cows and stampeding whatever don’t match with bike racers uh and vice versa uh so if

People are in the Pony Club you know they might decide to take a different route you know and and and it’s no kind of loss to them but it is a benefit to the race and and anything with Community engagement and in the outdoors you know

Having a a clear leave no Trace uh approach and and that’s from you know the event the infrastructure that comes with it the vehicles kind of stuff around uh boggy Fields doing some repair stuff maybe consider how things are you know when when you leave as to what you

Found them so that if if anything you can uh keep the same but gives gives the event that good exposure Good Feeling from the local community so we talked about you know uh social media and promotion so each region that we talked about generally has its own Facebook group and

A lot of you tonight have come from adverts that you picked up so you know that’s that’s a good thing but if you weren’t aware of the groups they are a vital asset and they’re really really uh good tools to share and promote races so

We’ve got a couple of things you know uh old poster boy Pitcock in the corner with his mountain bike and you know Derby and and circuit races and just kind of give that attractive feel so that people see those uh you know adverts on social Med media and think

Well actually that looks a decent high quality event that’s uh that’s um that’s going into that race kind of stuff so uh again it’s it’s really really powerful as well as that you can print them out you can put them up on the uh the parish

Council or the church now it’s board and and people can uh find out that there’s an event in a in a place at a time so we talked on some of this about uh kind of the communic to the Riders on social media we have seen an awful lot

Of you know kind of um Styles is probably the right word so you know conducting an active promo campaign talks about groups um you know barnesley has a buy and sell anything for free network but goes out to 25,000 users you know if you’re doing a bigger event

Consider the stuff that’s not always that obvious because you know if it’s a Cycling group it’s going to be a small um you know amount or a smaller amount of users potentially circuit leagues clubs regions you know uh it’s uh it’s all there to use and it can only help you promote your

Event positive language has always got to be the key uh encouragement to enter kind of the things that are if it’s a series what are the prizes at the end of the series you know they they could and and as Mark said you know the win it use

It or lose it culture you know it doesn’t work um you know uh uh if you give uncertainty to people they will likely not react to it as you intended so there there’s there’s words that um certainly there you know we have some great racing on Saturday come and join

Us those kind of softer more powerful incentivizing kind of phrases uh just choose your words carefully because uh you may not get what you want we’ve talked about first come first serve you know that the building up of um entrance and her mentality is a real thing so use

That if it’s uh an option to you potentially and and like Mark said that the money comes out application now that doesn’t stop you altering your end your entry end date and maybe bring that forward so any commercial risk is uh is covered but also it allows you a little

Bit of wiggle room if your entries just need to be topped up you can extend your entry um and and give yourself a couple more weeks um if needs be you can speak to your uh you can do that via the dashboard uh and uh your BC entry

System but gives you a bit of flexibility gives you a bit of breathing space if you’re uh if you’re on your first couple of races is because you know the bit that you want is is kind of real shity that you’ve got your entry numbers so it’s just another tactic to

Uh to think about so um just one thing CHR so sorry Chris about just maybe entries on the day so they can top up if you’ve not reached the the limit but it depends whether you want to be taking cash or car payments on the day so T you don’t

Have to do it um but if you are if it’s getting close close to breaking even or if you you know if you’re unsure you can always actually take entries on the day typically entries on the day are a little bit more expensive so it might be

Five or more uh just so you can uh just get up to your ride limit if you if you are below that you can take reserves because not always everyone turns up so if it’s raining you might not get a full full field even though you took taken

The money uh the reserves only get a ride if sorry they only pay if they actually do ride so you you do have to do a little bit of teing and leling but it’s always something to consider so um just a a broader piece um around things in your region obviously

There’s member news and you can email A lady called Sarah Lewis uh if you’ve got things that are uh you know ideally people related and events uh and you want to get across any kind of real good PR into member news which is the email that you get routinely uh um from

British cycling so uh just something to consider there uh so those that have organized probably this blowout might resonate with some of the questions that the Riders always ask and the stock response is have you read your manual because if you’ve crafted your manual out with the

Help of the commer a and it’s got some of the uh the bits in there on your screen then chances are you probably answered his question because it will only his or her question it will only be things like what’s the start time uh you know is their neutral roll out you know

It’ll be where’s the briefing all these standard things that they always say we got some um when we send out the uh the presentation I’ll send out a template race manual uh and links to others um but having these standard subjects in your race manual well it’ll it’ll a

Ensure that the planning’s good in your event and it’ll also support the Riders uh and hopefully give you a little bit of heads space during the day not getting peppered by uh questions that are already written down so you can have a look at those subjects as the presentation comes to

You feedback um so certainly um we do it at the bigger events um but we also do it at the majority of uh the regional bi run at Club races to ensure that we can get into a cycle of continual Improvement lots of tools that you can

Use you can use Google Sheets um now I know you all know how to use Google Sheets because that’s why you’re on the meeting because you filled out the form but you can craft those really easy free of charge Microsoft forms if you’ve got Office

365 survey Mony I think is still free so you know ask everybody concerned in the race uh and the event you know volunteers participants any sponsors that might turn up guests um just what what what they could uh what they felt was good what they felt

Was bad and what they what they feel that kind of you know was a little bit you know could be improved you know so start stop and continue is is the three kind of things in there and then you can get a measure of how and what steps to

Take uh to to to make your events better um we even share with the local communities because you know if we don’t get community buying that can lose you the race you can always you know uh if they don’t feel like they’ve got a voice and they’re just imposed upon by a a

Race you know it might open the door to uh to better relationships and I know Marx had that experience with people that were very sort of adverse to certain events and then you know suddenly there’s engagement and 15 years later those people are still supporting the racing so you know it’s it’s

Something to bear in mind because uh you know the more information at your disposal the more you can do with stuff so hopefully we we’re about one slide way so you can take a braver in in a second um so hopefully we’ve shared some uh good stuff that uh we consider sort of

Best practice in terms of road race events and circuit races uh for those that um uh you know have run road races uh and events then hopefully some of that brings back some of those kind of Sensations and refreshes on existing approaches obviously there’s the awareness of the sports developer and

The supporting uh structures that are in place in in Bri cycling we’ve all got to know new faces without a doubt um and and hopefully what this does is give us the foundation of having support through the rest of the seasons to come that uh hopefully that’s done it

There so we got Q&A bit what I’ll do is we’ll do the thank you you know that’s coming so we’ll take the share off and just uh kind of uh if anyone’s got any kind of things that they want to say or want to ask that we’ve not touched on

That’s kind of lingering then feel free so have a few seconds for that okay I saw a light of Dean Barnet from Outer North Yorkshire how the hell are you my friend good evening sorry I was late yeah do you to the room yeah just um so um Dean Barnet

Originally from leerer now living in the Wilds of North York year um so um heavily involved with sequel classic leer cyc cross league and the new organizer for the three Peak cyc cross which is a bit of Road and a bit of off-road so yeah quite interesting so no

Just a good refresher really for me but um yeah and don’t be one thing I would say to new organizers don’t be fearful of putting out a survey and getting some negative feedback because it’s about moving forward and learning so I think I’ve been organizing now for over 30

Years and I’ve I don’t think I’ve ever got one event right so it’s always about you know you you you’re always going to annoy somebody but it’s just about absorbing and moving on and going with what your heart thinks is right so um but yeah it’s um there a lot to do at

The moment so that’s me thank you my friend thank you good to see you right okay so shortly we’ll we’ll send out the presentation so you can have a a look at it in your leisure uh and hopefully uh uh can you be a race organizer and commere of your own

Race no friends no you know you can’t even be you can be assistant commiss sorry so there’s two roles you have an organizer or an organizer or an organizer you don’t become a marshal or a car driver you need to be accountable on the day so really you need to be um

In reach of the commissaires for the for the full day I know the Peaks to day a couple years ago we had well will was out was one of the organizers putting all the signs out so we didn’t know where the drivers were p for the race he

Still out putting sign so so the commiss panel is completely separate but as a commiss you can be a commiss at your own club but you can’t be Chief commer about 10 years about 10 years ago I rode my own Road Race people this what this this used to

Happen uh I I’ve seen the medic with a rook sack on riding behind the back of the pelaton yeah not I wasn’t the commiss but I have seen that um like yeah we we’ve seen it all but you know even um back in the day you know Riders yeah

Just jumping in the race so yeah it’s a the sporting control now is a lot more professional with the new risk assessment everything is much much better Contracting your Medics are primarily one because you contracted them for the medical care of the Riders so you can rest EAS that you make

Billies not with a first aid at work certificate will not be able to handle major trauma once people’s touch a wheel and and you know I’ve seen it when with major trauma and if you see that you will never ever ask anyone else to do it other than a Contracting medic so you

Know once it happens once but you know ultimately somebody could actually you know lose a life at your event is that critical really it’s very very very rare you know that there is there’s not that many I mean I do a lot you know I did 50

Advents last year and there’s not that many crashes really and it’s not all fourth cats it’s not always fourth cats there’s a bit of a myth around that but it’s not always uh you know anyone can crash at any time so you need to be prepared for it really as we know well

Don’t we Dean we do we do we do indeed yeah and just to kind of echo some of Mark’s bit there if you are an organizer try and give yourself no role whatsoever on the day because if things need to happen you need to be as dynamic

As you can be uh and you know have a head Marshal have you know uh uh a head judge you know you know so you can react and Scoot around uh and whether it be you know a little Regional be that’s a couple of hours or you know three and a

Half hour National be you know we had an event just after covid where it was 35 de from 9:00 a.m. in the morning so you know part of my kind of Duty of care was getting out to the local shop and getting you know a dozen bottles of

Water just so that people W falling you know through heat stroke through the day you know those kind of strange things um just saw a couple of yeah so thanks Toby um things on the uh on the chat there uh how hard is it to get a new circuit

Approved that there are risk assessors if you speak with your sports developer uh again they should be able to support you through getting the circuit approved um you know there will be a little bit of time lag uh clearly in terms of the workflow uh that you should be in to you

Know plan ahead it should allow for the time for that to be assessed uh and uh the measures put in place for that route so I think I was just sort of mid typing a reply to that Patrick um suppose like gen it kind of varies but generally like you’re looking

For like if you can like non a roads generally because obvious the quieter um something where you’ve got like a distinguished Center Line um OB the road surface is good all the way around the course the best probably the way to the way I do it is say you come to me you

Know if you’ve got like a stra file or a GPX file something that we can see what the roots you know largely going to look like obviously all left turns as well um not the dreaded rightand turn because that you know causes all kind of worms

Um you know if you sort of got like a straa sort of segment or like rout um then I could have a look on sort like Google Maps just have a look is it you know going to be appropriate and then we submit everything then um the process is

Coming quite lengthly and you know you look at a number of months so if you were going to do it maybe like sort of October sort of time this year would be you know ready for sort of next year may like April yeah something like that um

So yeah if you’re going to do it you need to be thinking far ahead really I think and obviously there’s the HQ as well you know there’s a scout Hut or I don’t know some Village Hall or something that’s within reasonable distance to where the circuit is you can obviously get there quite

Easily and the event organizer take part in their own we touched on that didn’t we um yeah don’t me to touch on well the accreditor Marshall’s one um the one thing there is um so let’s have a quick look in the chat about the uh yeah I mean one thing that’s great

Now is that the Region’s got a pool of of Marshals so no longer when we you the 23 race up ADM that we run for the national Series has got 16 years ago 16 red flag Marshals um but now we have I think 12 accreditor Marshals come along

And there’s two red flag Marshals so actually you need Buy two Marshals from from anywhere it doesn’t have to be your Club just the suitable individual um and then these guys um come from the from the your region uh to Marshall your event and years ago when you had traffic

Management costing upwards of ,500 a day now you’ve got volunteers who want to Marshall these guys actually they love it you know they like a bank of of commissaires um there a Bank of Marshalls so they actually enjoy coming and helping out um most of them are 99%

Dependable they’re always there on the day and then like we said if you pay them 40p a mile um to come to the event it’s a hell of a lot cheaper nowadays so in real terms when you look at the costs you still pay 40 m mile that we’ve paid for 10 15

Years you know the few so the drivers actually aren’t getting any more money so it’s not costing you any more than 10 years ago uh the Marshals are coming um arguably cheaper I think they’re easier to find the more dependable and you’re not having to put a 16y old lad on a

Corner who’s messing on his iPhone with a flag because it’s not legal you know years ago cars just stopped at red flags for some mysterious reason um there was no legal requirement to stop that they just did and and we you know we got away

With it and and it worked for years but now pry cycling put all the rules and regs in place that risk assessment prot take you guys um so you’re not going to be negligent for putting a young lad out on a marshall was not suitable if you

Got an accreditor Marshal there train to stop traffic you’re in the clear you know it’s absolutely fine so as long as you’re you know you’re dat to the risk assessment there’s no issues whatsoever uh and British cycling will always back you if there’s an incident every step of

The way there’s a number to call the commissaires will handle all that but they’ll back you every step of the way I’ve been through that process and and you know the the the SE legal team there are brilliant you know if everything’s in place you’re absolutely

Fine there’s nothing to be said for any you know Riders lose their heads when they’re out on their open road that’s nothing to do with you guys that that doesn’t rest with you even on a a rider to Rider era you know in a bunch Sprint

Again it’s still nothing to do with you guys okay so are we uh I just yeah one thing to also touch on is you know you don’t always have to you know two clubs can come together so you can have a bit of a club cluster so if

You you’re thinking oh well we’ve only a small race team or a small club uh and you’ve got a local another local Club you can you can join forces and that’s happened you know regular across Yorkshire where two teams might just join up to promote a race um just to to

Get an event out there it’s always an option yeah that’s a fair point I mean um one thing I didn’t mention really was about uh volunteer recruitment options using social media so we um encourage and exploit some of the forms uh you know to uh get people that

Might be interested might see the event sorry um and utilize the forms to to actually get a lot of people uh involved in the sport so it’s certainly something to consider yeah we flushed out some really some really good people for last year chefi Grand Prix uh we we flushed out

Some Marshals who were very good and one guy who was social media who is is is immense and he just signed up to Marshall the event so um it’s always good but I will say you’ve got to choose your volunteers carefully as well um you know sometimes you do get desperate and

You need everyone and the dad to be on a corner um but more I think pick your car drivers first um and and pick the the right people um so if you’ve got a young lad in a goal far or whatever you know it’s not a a green light to go chasing

Around the lanes because you just in a race um we’ve seen that before with uh you know some coling mccre who have driven me you just got to make sure that you pick the right people and uh because you want to preserve that race if cars are chasing through Villages it doesn’t

Look good so just picking the right people Marshals judges all that sort of stuff and don’t be afraid to sort of put stuff out on social media because generally within your region there are Judges there are people that generally do want to come and help so it doesn’t

Have to be just because it’s it’s one particular Club you know you can pull em hor about yeah some of those uh important points right okay so uh if nobody else has got any uh any questions then we’ll uh circulate the slides hope that you have found the session useful helpful

And uh insightful um as I say you know get in touch if there’s anything if you want point in the right direction Sports developer is ideally the next stage for anybody to gain any any any further advice about specific issues and uh well I guess uh good luck

Um yeah like like Chris said you know you know we can distribute as email I’m always quite happy to answer any queries questions Etc you know I know just because we’re from a particular area in the country you know we want to see races across the country not just in

In the north you know we’ve got that north south divide at the moment and we need to try and Conquer that so uh with your help hopefully um you know we can expand on it because British cycling don’t organize races it’s it’s it’s s spers

Here you know it’s not down to them they put the rules and rs and all the stuff in place to make sure that the races are safe fair and and and run to a standard but it’s up to the regions and and the volunteers on the ground and you know

People like to to to flush out these people um so you know tell your mates tell your Club mates and uh you know we can grow the sport from from Grassroots level because this is the future of the sport really right right if if you enjoy it you know

I you know if you enjoy it sorry Chris then if you do enjoy it you know I started organizing white r youth league in the early 2000s a regional race then ended up you know with a national race so if you do enjoy it it’s a certain

Type of person but if you are organized and you do enjoy it you know it is rewarding um and it does uh it is good you know and I know you know like with Dean organizes some fantastic races and you do get a sense of Pride out of it

Once you uh once you see it playing out on the day so is well worth it um I tell myself that every year yeah is and also getting involved with your region as well because you know you might need help and and you know if we can encourage a younger

Generation of organizers as well to come forward then you know supporting and nurturing those guys is definitely a a good thing especially if you know your races have spurred people on to do that which uh I don’t dare say that there’s there’s a lot out there and uh it’s just

Supporting the Next Generation to come through of which hopefully we got some on this uh this call so okay thank you very much for sparing the evening as as Mark says it’s it’s valuable for the future of the sport um and uh road racing is having its challenges for sure

At the moment and we can only do our bit but hopefully the uh the guidance and the information you’ve seen tonight is um will be of use and uh you can uh you can have a read and utilize it over the coming season so uh thank you very

Much see you later cheers guys you cheers