Organisers Guide

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 FOR THE ATTENTION OF ALL EVENT ORGANISERS

You MUST be aware of, and follow, all the Regulations in the 2008 CTT Handbook directly
relating to event organisation. These are Regulations 1 to 32 as Indexed on page 87
of the Handbook.

In addition, use the following information and aids:

GUIDANCE NOTES (list of available pamphlets on different topics) [p. 74]
The District Asst. Sec. (Open Events) holds stocks of those Notes

NATIONAL COMPETITIONS & CHAMPIONSHIPS [p.129]
DUTIES OF PROMOTING SECRETARIES GENERAL GUIDE [p.75]
CHECK LIST [p. 80]

NOTE:
ENTRY FORMS AND SIGNING-ON SHEETS SHOULD BE RETAINED FOR AT LEAST ONE
YEAR AND IF THERE IS AN ACCIDENT THEY SHOULD BE RETAINED FOR AT LEAST SEVEN
YEARS BY THE EVENT ORGANISER OR THE CLUB.

Also, be aware of and comply with the LOCAL REGULATIONS on pages 13/14 of this
LNDC Handbook where relevant to your event(s).

  1. YOUR EVENT(s) IN THE HANDBOOK
    As soon as possible check that all the details of your event(s) are correct in the CTT Handbook .
    Contact the District Asst. Sec. (Open Events) IMMEDIATELY if there are any errors.

  2. POLICE NOTIFICATION
    It is the Law of the Land that you must inform the Chief Constable of each county through which
    your event passes. This is done by means of the form(s) enclosed. These MUST be sent by
    Recorded Delivery to the relevant Police Force(s) to arrive not later than six weeks prior to the date
    of your event. One copy of the form must also be sent to the District Asst. Sec. (Open Events), but
    this can be by ordinary second class post. Police addresses are listed on the back cover of this
    Handbook.

    Please note:
    On the envelope you use to enclose the Police Notification Form(s) to the police you should write
    "Cycle Time Trial" in the top left hand corner.

    Both the Cambridgeshire and the Thames Valley forces do not acknowledge receipt of Police
    Notification Forms if they see no problems. If you do not get a response from them within a
    fortnight of despatch you may assume that everything is in order.

    The Bedfordshire, Metropolitan and Hertfordshire Police Forces do acknowledge receipt of Police
    Notification Forms.

    If the police respond by requiring changes to the notified event(s) then contact the District Asst.
    Sec. (Open Events).

    THE FOLLOWING INFORMATION AUGMENTS THAT IN THE CTT HANDBOOK PARTICULARLY IN RESPECT
    OF AVOIDING PROBLEMS EXPERIENCED WITH EVENT PROMOTION IN LONDON NORTH DISTRICT

  3. AWARD VALUES
    Once the awards for your event are publicised you must not reduce the value of any prize offered
    although you may increase it, for example, if you receive a better entry than expected. This can be
    a useful tool if you suspect that your entries may be low (e.g., date clashing with another event).

  4. START SHEET & RESULT SHEET
    One copy of your Start Sheet and Result Sheet should be sent to the District Asst. Sec. (Open
    Events) as soon as printed by first class post. The Start Sheet allows any rider not eligible to
    ride to be identified. It is also required for a return which has to be made to CTT HQ.

  5. THE LEVY
    A copy of the Start Sheet must be sent to the District Treasurer within seven days of your event
    together with a cheque for the total amount of levy payable. Please endorse the Start Sheet with your
    signature as organiser.
    For 2008 the levy per rider is £2.00p. Address your envelope to the District Treasurer.
    Make no reference to the "Treasurer" on the envelope as this is a security risk. The cheque must be
    payable to the CTT and it is good practice to post the levies off at the same time as you despatch
    the Start Sheets to the riders.

  6. START TIMES
    CHECK YOUR EVENT START TIME IN THE CTT HANDBOOK.
    This MUST be adhered to except that, where less than a full entry is received, you may delay the
    start of the first rider so long as the last rider does not start later than would have been the case with
    a full field. For example, with an allowed maximum of 120 and an 8am time of start yet only 90
    entries received, the first rider can start at 8.31.
    However, all events on the A1 and A10 trunk roads (F1 and F20 courses) must start at the time stated
    in the CTT Handbook, but a later start time can be requested from the District Asst. Sec. (Open
    Events).
    For the A1 see pages 293-295 in the CTT Handbook.
    If any Police Force approaches you with a request to alter an event start time or course, it is
    vitally important that you contact the District Chairman or Asst. Sec. (Open Events) before
    any change is agreed.
    Last riders OFF TIME in events using the F1 Course starting on the B1043 are:
    10 miles.....9.00am ---------- 25 miles.....8.50am ------- 30 miles.....8.50am
    50 miles.....7.45am --------- 100 miles.....7.40am

  7. FIELD PLACEMENT (All F1 and F1B courses)
    The District Committee request that all Event Organisers in placing their field layout put the slowest
    riders in the first half of the field. In particular, no rider who is 10 minutes or more slower than the
    fastest rider should be in the last 30 riders in the field placement; this is paramount in events up to and
    including 50 miles.

  8. MARSHALS
    It is essential that all marshals are instructed that their sole function is to direct competitors on the
    correct route; they must not halt or give signals to other road users (except in an emergency) or to
    stand in the roadway. These are Police requirements. The District receives more complaints from
    the Police about errant marshals than they do about riders.
    All marshals and starting stewards MUST be provided with fluorescent, day-glo or reflective jackets.

  9. OBSERVERS
    You should consider appointing Observers (preferably in pairs) to oversee the behaviour of riders.
    The District Secretary has Observers' jackets that can be borrowed for an event.

  10. MOBILE PHONES
    It is recommended that you as organiser have mobile phone support and that event officials,
    marshals, timekeepers and other helpers out on the course should be encouraged to be similarly
    equipped for intercommunication with H/Q.

  11. SUPPORT VEHICLES AND HELPERS
    For events using the A1 the Start Sheet should include a note that helpers must not hand up food or
    drinks on the A1. If a rider needs attention on the A1 they must stop in a lay-by. Helpers must not
    park their vehicles on the A1 (except in lay-by) or on any other road to cause an obstruction.

  12. ROADWORKS
    Should any roadworks commence during the weeks prior to your event try and find out from the
    personnel involved whether they will still be working there on the day of your event. If they will be
    or the situation is unclear, then contact immediately the District Chairman or Asst. Sec. (Open
    Events) with the problem.

  13. SIGNING-ON and ISSUE OF COMPETITORS NUMBERS AT HEADQUARTERS
    An official should be appointed to supervise signing-on, issue of numbers and to notify each
    competitor of any special safety instructions and potential hazards not on the start sheet. This MUST
    take place at the event H/Q.
    The Start Sheet must include a note that signing-on and collection of numbers will be at the H/Q.
    Contact information for booking H/Qs is on the inside back cover of this Handbook. Other suitable
    H/Qs may be used.

  14. RISK ASSESSMENT COMPLIANCE
    The District Committee’s approval of your event(s) will have been subject to a Risk Assessment
    report for each of the courses to be used.
    Marshals and signs (CTT approved) must be provided and located as required by the Risk Assessment
    report applying to the event course.
    A copy of the Risk Assessment report for the course being used must be available at the signing-on
    point for riders to read.

  15. EXCESS ENTRIES AND THE RESERVE RIDER SCHEME
    When excess entries are received rejected entries MUST be returned by FIRST CLASS POST
    immediately. This task can often benefit from a helping hand. The District Committee receive many
    complaints about late return of rejected entries.
    Should your event be one that usually receives an excess entry you may wish to operate the reserve
    rider scheme.

  16. PROTECTIVE HELMETS
    All competitors under the age of 18 years must wear a helmet of hard/soft shell construction. The
    CTT National Committee recommends that all competitors wear such a type of protective helmet in
    all events, although this is not compulsory.

  17. START & FINISH AREAS
    Employ someone at the Start to ensure waiting riders do not cause any obstruction to other road
    users, do not execute "U turns", that there are no obvious infringements to CTT Regulations
    regarding competitors' machines and that junior riders are wearing hard/soft shell helmets.
    The Finish areas must be kept clear of all vehicles except that of the timekeepers.

  18. CANCELLATION OF EVENTS
    There have been cases recently where clubs have cancelled events for less than adequate reasons
    (e.g., low entries) and without consultation with the District Committee. The authorisation for an
    event places an obligation on the Club or Association to run the event except in exceptional
    circumstances and as agreed with the District Committee.
    Cancellation can be unfair to those who have entered and may deter riders from entering the
    following year.
    If you wish to cancel an event consult with the District Secretary, Asst. Sec. (Open Events) or
    Chairman before implementation of the cancellation, submitting full details and reasons for the
    proposed cancellation so that it may be agreed to or not. Where an event is cancelled without such
    prior consultation, other than due to an emergency on the day, it will be considered a breach of
    Reg.5, which may result in disciplinary action.
    Where cancellation is due to an emergency on the day of the event, such as adverse weather
    conditions, the details and reasons for the cancellation must be notified to the District Asst. Sec.
    (Open Events) as soon as possible.

  19. RESTRICTED EVENTS
    For a middle-markers event entries from riders who have broken the prescribed limit MUST NOT
    be accepted (even if there is not a full field). One possible way to avoid this problem is to make the
    entry condition the slowest 120.
    For an Association event only intended for member club riders then riders from non-member clubs
    MUST NOT be accepted. Such rides would be deemed Private Time Trials which are not allowed
    in Open or Association Events.

  20. ACCIDENTS
    CTT Accident Forms can be obtained from the District Asst. Sec. (Open Events). You as organiser
    should complete the form with as full information as possible including an attached statement by
    the rider concerned unless too badly injured to be able to complete one. Return the form (and
    statement) to the National Secretary (address in the CTT Handbook [p 2]) with a copy to the District
    Asst. Sec. (Open Events); keep a copy yourself. This should be done within 14 days of the accident.
    In addition, where there is a major accident, e.g., police and emergency services are summoned, the
    National Secretary must be informed as a matter of urgency (by telephone or e-mail preferably)
    with as much detail as possible. This is to assist in those instances where the media, e.g., local radio,
    television, press, take an interest in the accident. The National Secretary is best qualified to respond
    to the media.
    It is in the best interests of the sport that persons closely connected with the event in which the
    accident took place do not become involved with the media. These persons are likely to be you, the
    victim, other riders, helpers and event officials.

  21. SHOULD A POLICE OFFICER QUESTION YOUR RIGHT TO BE RUNNING AN EVENT
    If a Police Officer approaches you during the duration of your event the following guidelines have
    been drawn up by the London North District Committee:
    Keep calm and ask for his/her name, number and Police Station.
    Find out what any objections are.
    Produce your letter of response from Bedfordshire or Hertfordshire Police or your recorded
    certificate of posting if from Cambridgeshire or Thames Valley forces. Have your copy of the Police
    Form ready if requested.
    Be sure that all riders waiting to start are OFF THE CARRIAGEWAY.
    If there are legitimate grounds for cancellation, such as an accident blocking the course, torrential
    rain, dangerous road surfaces, etc. do everything you can to co-operate with the Officer in warning
    riders already racing and ensure the timekeepers start no more competitors. Better safe than sorry.
    If however there is no legitimate reason for cancelling the event then stand your ground. Providing
    the statutory notice has been given within the proper time the Police have no power to prevent a time
    trial taking place on the Public Highway.

AND FINALLY, the following should appear on your Start sheets:

NEGOTIATING ROUNDABOUTS - Give priority to traffic from your right.
Signal clearly to other road users the course you intend to take.
Safety - not your performance - is the first priority.