How to Organize a Road Race
Before the Race
Organizing
a race is not hard if you know the right steps to take. A successful and
well-executed race is the result of many hours of planning and work done by
dedicated volunteers. Having the right people is key to making your event
a success. The steps outlined here are not necessarily all-inclusive and
may not be necessary for every race.
A.
Pick a location
A good location should be safe to the riders. This is
the number one consideration of any promoter. The roads should be free of
hazards that would cause riders to crash. It should also be lightly
traveled if the road will not be closed to traffic. You should have
adequate parking for the amount of people you expect to attend your event. The
parking should be very close to where you intend to have registration and the
start line. School parking lots usually are an excellent place to park
cars and start a race from.
B.
Get permission
It's important that you have a conversation with local
authorities to get permission before you get too far into your
planning. Verbal approval is enough to allow you to continue forward with
your race plans, but written permission should be obtained before the day of
the race in case there is an issue later. Make sure that you bring the written
permission and have it on hand race day.
Some of the people you should be sure to contact are:
1.
Governmental authorities of the location you intend to use -
Mayor, County Commissioner, Forest Service, etc.
2.
Business, if you plan on using a business park or parking
lot for criterium.
3.
Law enforcement offices in all jurisdictions you will pass
through.
4.
And most importantly, the Department of Transportation for
your area. They can kill your race even after all others have given their
blessing.
C.
Form a plan
1.
Decide what categories you will offer.
2.
Decide what distances each category will race. A good
starting point is looking at the USCF rulebook on
minimum distance requirements for each category race to qualify for
upgrade points. You do the riders a favor when you at least meet the
minimum standard.
3.
Decide what start times are needed for each group.
Generally the faster riders should go before the slower riders. It is
best to stagger fields so that they have little chance of overtaking another
field during the race. It is also better to get your groups that are
racing the longest distances out on the course first so that you aren't taking
up the roads any more than necessary. If you are hosting a criterium, run
your masters categories first so that those who want to compete in the senior
categories held later that day might have a shot at recovering and be able to
do so. You might also consider starting with the older masters and
working down for the same reason. This
equals more revenue for you and better training and bang for the buck for the
racer.
4.
Study your route closely. Determine where you will
need police support (dangerous or high traffic intersections) or whether corner
marshals with road guard vests and orange flags will suffice. Plan
accordingly.
5.
Pick a good location for registration. Having a
covered or indoor location is the best in case of rain or high winds on the
morning of registration. Trust me. You don't want to chase your paperwork
everywhere.
6.
Make sure you will have adequate parking and restroom
facilities for the amount of people you expect. Avoid grassy parking lots
if at all possible. If it rains, this will quickly turn to mud and will
become a nightmare for riders at the start line trying to clip in with mud all
in their cleats. Another thing to think about is routing your incoming
race traffic and outgoing race fields so that they don't interfere with one
another.
7.
Download the Competitive Event
Permit Checklist from www.usacycling.org to help
facilitate your planning process. Forms
can be found by highlighting “Event Organizers” on the left side of the home
page.
D.
Look for Sponsors
Sponsorship
of your race will cut down on your costs and help you walk away with a
profit. It will also help increase the status of your race by allowing
you to offer more prize money. Sponsorship can come in many forms.
Sometimes a sponsor willing to offer a product is just as valuable as one
offering cash. Be prepared to tell the sponsor what they will receive in
return for their sponsorship commitment. What type of exposure will they
receive at your event? Things such as logos on event flyers, a link to a
company website, banners at the registration area, name imprinted on netting
along barriers, etc. are worth considering.
E.
Make a race flyer
The official race announcement must be approved by the Regional Coordinator (RC) or Local Association before publication. It may include the
USCF emblem and it must include the statement "Held Under USA
Cycling Event Permit". A race flyer should also contain the following:
·
Race location and directions
·
Schedule of events (include Classes, Categories & Distances)
·
Prize list, include
total amount, number of places & pay out for each.
·
Entry fee, late fee & unattached rider fee if any
·
Registration time & last day of early registration
·
Event contact information
·
Other good things to include would be:
·
Website link
·
Hotel accommodations
·
Course description
·
Any special notes regarding support, what happens in
the event of rain, etc.
·
See attachment for an example of a flyer.
Contact your RC or Local Association to make certain that
the date you have in mind is not going to conflict with another event and this
is the time to request a Chief Referee (CR). The CR will go through the competitive event checklist with you and make
sure you have covered everything. He/she will also be an excellent source
of information. He/she will likely know whom to contact for barrier
material, finish line equipment, porta-potties, cones, PA systems, etc. Again, check with your regional coordinator
or local association.
F.
Start the paperwork process
By
now you have picked a location, gotten permission to use the course, formed a
plan, made a race flyer and talked to your CR. You should still be at
least 6 weeks away from your event (more is better) when you start the permit
process. You should send in the following (make copies for yourself) to
your RC or local association:
1.
Competitive Event Permit
2.
Race Flyer
3.
Request for Certificate of Insurance
4.
Competitive Event Checklist
5.
Check or money order for the permit fee. This will be
based on your prize list. See the competitive event
permit for the fee schedule and call your RC/LA if you have any
questions.
G. Do the detail
work
If you haven't already begun, now is the time to start your
detailed planning process. It's the details that will get you, so be sure
you take care of them. I'm probably leaving some off, but here's some to
get you started:
Determine the exact number of volunteers you'll need and
then try to find a few extra. You can never have too many volunteers. It
is imperative to have plenty in reserve in case of inclement weather. Many of the positions can be duplicated. Try to organize as efficiently as
possible.
You'll
need:
1. Registration personnel
2. Course marshals to control traffic and keep riders headed in
the right direction
3. Lead and follow vehicle drivers
4. People to put up course-marking signs
5. Feed zone marshal to control parking and keep people in the
designated feed zone area
6.
People to direct parking at the event if you are tight on
parking space
7.
People to sweep debris off course and mark road hazards
8. People to control traffic in the finish line area if you
don't have police support there
9. Someone dedicated to posting results and handing out prizes
as soon as the race is over and results are available - very important
10. People to
sweep the course, finish line area and parking lot for trash when the event is
over. Leave it looking better than you found it and you'll have a better chance
of being able to run the race there again.
11. Order race
numbers. There are specific requirements for them. Rule 1K4.
“Figures should be black, and be 12-14 cm high on a light colored
background 20 cm or less in height and 20 cm wide. Numbers shall not be handwritten, but printed
in block letters using waterproof ink.
Numbers shall be constructed from materials sufficiently durable to last
the race without tearing or disintegrating, even in adverse weather.”
12. Order your
medals and/or trophies.
13. Order barriers
if you will need them
14. Order barrier
material
15. Round up
plenty of coolers for water, Gatorade, etc
16. Locate orange
cones – be very careful in there placement as they often cause accidents
17. Order
porta-potties
18. Order any
sponsor banners you intend on having printed
19. Work with
local law enforcement on police support plan
20. Notify
residents in the area of the impending bike race
21. Prepare a
press release to be sent to the media at least 30 days in advance.
22. List your race on your state's bicycle racing
association website as well as the surrounding web sites and VeloNews.
23. Reserve any equipment you will need for the
finish line. Some things I would consider using:
24. Awning or
canopy to keep the officials out of the rain or hot sun
25. Scaffolding if
you want the officials’ view elevated
26. Lap cards
27. Photo finish
equipment
28. Electronic
timer devices
29. Tables and
chairs for the officials
30. Start/Finish
Banner
31. PA system
Day of the
Race
Time
to see if all that planning and preparation you did will pay off. If you
do it right, you will have a long, hard day ahead of you. Plan to get up
early. Think of all of the things that have to happen before the first
rider goes off and work backwards from there. Here's an example timeline:
|
8:00 AM
|
First
category starts
|
|
7:50 AM
|
Lead
vehicles in place
|
|
7:50 AM
|
Start
list given to officials
|
|
7:45 AM
|
Close
registration for first starting category. Note: If you keep the
registration open to accommodate those late arrivals, you will delay your
whole race.
|
|
7:30 AM
|
Wheel
trucks in place to accept spare wheels. Brief drivers at this time on
the procedures they should follow for dropped riders, wheel changes, medical
emergencies, accidents, etc. Drivers should also have plenty of gas to
get them through the race. They are not allowed to stop off during the
race for gas.
|
|
7:30 AM
|
All
course Marshals and Police support in place (police manning a far side of the
course may be allowed to arrive later)
|
|
7:00 AM
|
Run
a communications check with all key personnel. Give yourself time to
fix any potential problems.
|
|
6:30 AM
|
Open
registration
|
|
6:00 AM
|
Set
up and organize your Start/Finish area. Allow yourself more time if you
have sophisticated equipment that needs to be set up and tested.
|
|
6:00 AM
|
Have
volunteers sweeping the course and putting out course signs. This can possible be done the night
before. Develop a reference sheet for
registration personnel.
|
|
5:30 AM
|
Set
up registration area and brief personnel on how registration will run.
Better to have at least one training session prior to race day.
|
|
5:00 AM
|
Arrive
at location. Unload any equipment not pre-staged.
|
Registration
Guidelines
A successful race often hinges on how
successful your registration process is. Racers don't want to spend a lot
of time standing in line to register. They need time to get their gear
ready and get warmed up prior to the start of the race. The Event
Director can't possibly do it all, so it is best that the Event Director
doesn't work registration. He/she will have officials, racers, vendors,
volunteers, police, etc. all vying for his/her time prior to the start.
The Event Director should appoint someone they trust to act as Race Registrar.
The Race Registrar will oversee the registration process and train all the
registration personnel.
A “Pre-registration” the night before
can make things go much smoother the morning of the race.
One of the best ways to run
registration is in an assembly line process. Races go through steps and
registration personnel have specific duties. Below are some tips
that will help registration run smoother:
1.
Have entrants complete all forms before they get in line to
register.
2.
Provide adequate supplies of each form plus pens/pencils in
a separate area away from registration:
3.
Current year Standard Athlete's Entry Blank and Release Form
4.
USAC License Applications (Note:
USAC will send you copies of all forms in your event packet)
5.
Miscellaneous forms (3rd party waivers, etc.
6.
Course maps, directions to facilities, event schedule, prize
list and rules
7.
Create lines for each category, or only do one category at a
time (schedule permitting).
8.
Have a separate "express line" for pre-registered
riders to pick up entry packets.
9.
Get the rider to fill out as much of the race information on
his or her own as possible. Make sure
that it is legible.
10.
Have someone checking licenses prior to racers going to the
cashier.
11.
Make sure their license is up-to-date and shows the racer
belongs to the category that he/she is signing up for.
12.
If the license is expired they will have to fill out a new USAC License Application or a one-day license
application.
13.
One-day licenses are only valid for Cat 5 men's, Cat 4
women's, or master’s events that are not specifically categorized (i.e. 1-4).
14.
Make sure rider resides in state if the race is a state
championship. I would stamp the state name on the registration form so that
sign-in personnel know the person is eligible for the state champ medals.
15.
When license has been checked and is valid, stamp or mark
"License"
on the registration form so that the cashier knows the racer has had his/her
license checked.
16.
Collect race entry fee. It's easiest to collect the fee for
each race from the racer before he/she goes to sign in for the category.
Have one or two people to act as cashiers. They will work from the same
cash box that is situated between them. Also, make sure they:
a.
Know what the fee is for each category, and what additional
fees may apply.
b.
Late fees
c.
License fees
d.
Discounts for multiple entries, if applicable
e.
USCF unattached rider fees do not apply to cat 5 or cat 4
women.
f.
If a team pays for member's entry, be certain to put team
contact, with their phone number clearly written for each individual entry the
team is responsible for. Get the fees ASAP after the start of the race,
and do not mark "PAID" until all fees are reconciled.
g.
Mark "PAID" on each entry form, as the fee is
received, not before.
h.
Give a receipt if requested by the rider.
i.
Have enough change ($1s, $5s) in your cashbox to get through
the entire day's event.
j.
Know who race entry checks are to be made payable to
(organizer? sponsoring club?).
17.
Get USAC license information and enter racer data
18.
From the cashier the racer moves to his category sign-in.
They must present their entry form marked "PAID" on it or go back to
the cashier. Their entry form must also have "License" marked on it or
they go back to license check.
19.
Know who goes into which category. Don't assume riders
will know or be honest with you.
20.
No USCF license = no race. No exceptions!
21.
Make sure entry on Chief Official's roster is clearly legible. Keep rosters
separate for each event. Use roster forms that are carbon copied.
That way you don't have to transfer the data onto another form for the
official.
22.
Know when the deadline is to submit each roster to the start
line and send a runner to do so.
23.
Know whether promoters will split/combine, cancel/deny entry
to categories due to field limits.
When using any kind
of electronic database software for registration and/or statistics, always
program and run reference lookups based on the racer's license number, not
their name. License numbers are unique, names aren't, and creative
spelling by registrars or officials can be confusing in any case.
24.
Give rider his or her race number(s)
a.
Know what numbers go to which category and the sequence to
hand them out.
b.
Know which side of the jersey the officials want the numbers
on for each category.
c.
If the riders are entering in more than one category, mark
the category names on the back of each number to avoid confusion.
d.
Make sure you write the rider's number on the registration
form. It will make the identification process easier if the officials
can't read the roster later on.
25.
Be prepared for all questions or contingencies
26.
Know the event schedule cold - even if it differs from the
advance notice flyer.
27.
Know the event rules, along with whom to ask or where to go
for other resources (bathrooms, first aid, etc.).
28.
Know what awards go to which categories and when
results/awards will be made available.
29.
If you can't answer a question involving rules or safety,
refer rider to the CR. Never let organizers refute your decision if doing
so infringes on USCF rules and/or common sense.
Smile!!
Be fair, firm and polite with everybody. The better you know your job the
less stress you'll encounter.
After the Race
Once
the race is over there are still tasks that have to be carried out.
Running a smooth registration and a safe race is only part of the process.
Listed below are the steps to take as soon as the race is over:
1.
Post results - The quicker you get results posted, the more
organized you will look. Don't wait until all categories are finished to
start posting. Some people don't care to hang around or must start a long
drive back.
2.
Award prizes - Same rules as above apply. Make sure
you have cleared with the Chief Referee that the protest period is over.
Putting the cash prizes in sealed and labeled envelopes is a nice touch.
3.
Sweep the course for any stragglers - Make sure you don't
have anyone out on the course that needs medical attention.
4.
Send volunteers out to police up course signs, feed zone,
start/finish area, parking lot, etc. Remember: leave it in better shape
than you found it.
5.
Get with the CR and fill out the Chief
Referee's Report.
6.
Pay your officials.
7.
Pay any help or service you might have hired.
8.
Arrange to have porta-potties picked up.
9.
Return all rented or borrowed equipment.
10. Make sure you
send in your Post-Event Payment form within
15 days of the event to avoid late filing fees.
11. Send results
to USCF in approved format according to the National
Ranking System
12. Be sure to get
post-race information to any available press.
This would include local newspapers, regional sports magazines and
national publications (VeloNews,
USA
Cycling). The chances of having your
race published are pretty good if you provide a good post race report. Post race report should include results,
general overview of race with special attention to highlights. Mention of riders, by name with their
team/sponsors is important. Include
photos, if possible. The more
information you provide, the more likely it will be picked up by the
publication. The report should be
timely, that is, as soon as possible after the race. Old news is no news.
Supply List
Registration:
1.
Spare cash for change box
2.
Tables
3.
Chairs
4.
Lights if registration starts in the dark
5.
Generator to power the lights
6.
Lanterns in case lights and generator go out
7.
Flashlights
8.
Power cord
9.
Box of pens
10. Safety pins to
pin numbers on
11. Course maps
12. One day
license applications
13. Annual license
applications
14. Release forms
15. Race numbers
16. Signs to mark
category signup locations
17. Paper weights
18. Receipt book
19. Carbon copy
roster sheets
20. Trash bags
21. Awnings so
racers can fill out paperwork in case of rain
Start/Finish Line:
1.
Table and chairs for officials
2.
Awning and/or scaffolding for the officials
3.
Cones or barrier material (orange netting)
4.
Paper
5.
Pens
6.
Ice chest with drinks and snacks for officials
7.
Paper weights
8.
Roster
9.
Trash bags
10. Photo-finish
equipment
11. PA system
12. Bell to signal last lap
13. Lap cards if
needed
14. Radio or cell
phone to keep in touch with officials
15. Start/finish
banner
16. Electronic
timing device
Corner Marshals:
1.
Road guard vests
2.
Signal flags- you can make them out of bright orange
material from a fabric store and dowels from Home Depot
3.
Radios or cell phones for everyone
4.
Water coolers for corner marshals
Drivers:
1.
Full tank of
gas!
2.
Water and food to hand out to bonked riders
3.
First aid kit
4.
Instructions
5.
Course Map
6.
Cell phone
Sample Race Flyer
USACYCLING ROAD
RACE
SUNDAY JULY 4TH
HELD UNDER USACYCLING
PERMIT
RACE HELD RAIN OR
SHINE
SPONSORED BY MASTERS
VELO CLUB
COLORADO SPRINGS, CO
|
Category
|
Distance
|
Start Time
|
Prize /places
|
Payout 1,2,3,4,5
|
Entry
|
|
M45 1/2/3/4
|
51 miles
|
0930
|
$200/5
|
$65, 45,35,30,25
|
$25
|
|
M35 1/2/3/4
|
64 miles
|
0910
|
$400/5
|
$130,90,70,60,50
|
$25
|
|
Women 1/2/3/4
|
51 miles
|
0940
|
$200/5
|
$65,45,35,30,25
|
$25
|
|
Elite Men 3
|
64 miles
|
0920
|
$400/5
|
$130,90,70,60,50
|
$25
|
|
Elite Men 1/2
|
90 miles
|
0900
|
$800/5
|
$260,180,140,120,100
|
$30
|
Pre registration is encouraged. Entries received after 1July 04 will add a $5
late fee. Unattached riders will have an
additional $5 fee. Registration opens at
0730 and closes 15 min prior to posted start times.
Course: Course is a
12.7 mile loop on the United State Air Force Academy campus. It has several rolling hills as well as one
3-mile climb and a similar descent.
Course will be closed to traffic.
Start and finish will be at the b-52. Registration will be there as
well. Campagnolo will provide neutral
support for each race
Directions: Off of
I-25, take exit 156, Northgate, and follow signs to AFA. Registration and start/finish will be at the
B-52. It will be the first left after
entering the Academy
More info can be obtained at www.usacycling.org.
Pre-registration can be sent to:
Tom Vinson
1 Olympic Plaza
Colorado Springs,
CO 80909
719.866.4626
tvinson@usacycling.org
Hotels:
Red roof inn, Bijou St, 719.555.4628
Holiday inn, Research Blvd,
719.555.3296
Racing Safety and Technical Standards
Racing Safety and Technical Standards
Must have a wheel vehicle for each group
Must have a lead vehicle for groups of thirty or larger
Should have a USCF official in the follow or wheel
vehicle for each group that is larger than 30 riders.
All intersections must be manned until the last rider
comes through. If group is making a left
hand turn, then the intersection must have two corner marshals.
Critical/dangerous/high traffic intersections should have a law
enforcement presence.
Chief Official or his/her representative must physically
review course before the race and give feedback to race promoter two weeks
prior to the race.
Race must have adequate number of officials for the
finish line and follow vehicles. Must
include the following officials:
·
Chief Referee
·
Chief Judge
·
One official per race group (if group is larger
than thirty participants)
Must provide timing and scoring standards that meet the
following criteria:
·
Video equipment at finish, unless Chief Judge
determines video equipment is not needed.
·
Adequate number of USCF officials to score the
races determined by Chief Referee.
·
Technical support to handle software and
hardware issues
·
Designated area to post results
·
Provide results for ALL racers.
Volunteers:
·
Volunteers should have an understanding of key
responsibilities including:
1. Wheel/follow
vehicles
a. Proper
positioning behind pack
b. Where
to park when making a wheel change
2. Lead
Vehicles
a. Position
of car relative to pack
3. Corner
Marshals
a. How
to direct traffic
·
When to stop or when to advance traffic as pack
of riders approach an intersection
b. Remaining
at post until all riders have come through
4. Registration
a. Knowledge
of the Standard Athlete’s Release Form
b. USCF
racing license – one-day and annual
c. Race
category types
Must provide water and some type of electrolyte drink
before and after the race.
Must provide Porta Potties or have adequate bathroom
facilities on site.
Must provide Emergency contact phone numbers to
officials.
Must provide a copy of the USA Cycling required Medical
Safety plan to Chief Referee.
Should have radios for key personnel.
Race promoter/personnel must preview course the morning
of the race for any “last minute” issues that could jeopardize the safety of
the race.
Required Information on Race Flyers
Race Name: Must
match the name used on the sanction application. Use a font and weight that is easy to read.
Point of Contact: List
promoter’s phone number, address, email event web site (if applicable) and
sponsoring club.
Location: Give
specific location and directions. If there is more than 1 day of racing, give
date and directions for each location.
Permit Statement: Must
say “Held under U.S. Cycling event permit” and permit number or “permit
pending”. If the race is not a “rain or
shine” event, explain the cancellation or rescheduling procedure clearly.
Prize Description: Write
the word “cash” after all-cash prize list.
If merchandise is part of the prize list, you must state the minimum
cash prize. The complete prize list,
with values for each prize and place, must be posted at registration on race
day.
Date: Make
the event date a prominent part of the heading.
If you are promoting a series, give a date range, such as “Every Monday
from February 7 to March 28.”
Class Order: If
possible, list each class in the same order in which they will start. Give the highlights of the race venues
(suggested gearing may be appropriate).
Event
Matrix: For each class and
category, show the length, prize list, type of prizes, minimum cash award,
entry fee, surcharges and what the surcharges are for.
Late
Fees: State the amount
and specific date on which they become effective.
Registration: Give details of early
registration, on-site registration, and time of registration closing.
Technical
Support: State whether there will
be neutral support or if team vehicles will be allowed in the pelotons. (Recommend that you state Wheels in, Wheels
out if you intend to only give support to riders providing wheels to the
support vehicles/pits.)
REMEMBER: Anything not
specifically defined on the race announcement reverts to the definitions in the
USCF rulebook.
Officials - Things to discuss with the organizer of a race:
1.
Chief referee will collect USCF fees following the
event. NEW RULE.
2.
No prize money for exclusive Cat 5 races.
3.
Volunteers – number confirmed
4.
Registration – details needed for checking licenses
5.
No license/no start - rider must have a license or a
printout of their USA Cycling license
6.
Folding or crumpling of race numbers - warning,
relegation or a $20 fine.
7.
Number range assignments for each category
8.
Corner Marshals
9.
Centerline rule
10.
Start/finish area – centerline rule in effect 200m from
finish?
11.
Start/finish area – setup for the judges
12.
Start/finish area – traffic control
13.
Wheel vehicles – driver assignment?
14.
Assistant referees in the follow vehicles?
15.
Race start times
16.
Facilities at the start/finish area
17.
Medical staff and/or hospital notified? On site? Fire
(first responder notification)?
18.
Time penalties and bonuses
19.
List of purse payout must be posted at
registration
State Championship Criteria:
Race flier must be reviewed and approved by the
Arkansas Bicycle Coalition before being mailed out.
Full information race flier or a post card directing riders
to a completed and updated Web site must be mailed to all
USCF licensed Arkansas
residents no less than eight weeks prior to the race.
Only annual USA Cycling license holders are eligible for
medals and jerseys
For Master’s categories, a rider must compete in his or her
age group. No racing down.
If categories need to be combined then the Race Promoter
should consult the Chief Official and Chief Judge prior to staging of the
categories to determine fairness of the race.
Race categories/awards should be consistent from year to
year. Suggestions below are:
·
Men:
- 1,2
- 3
- 4
- 5
- Master 30-34
- Master 35-39
- Master 40-44
- Master 45-49
- Master 50-54
- Master 55+
- Junior 10-14
- Junior 15-18
·
Women:
- 1,2
- 3
- 4
- Master 35-44
- Master 45+
- All Juniors