LNDC, Organisers Guide

FOR THE ATTENTION OF ALL EVENT ORGANISERS

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

In addition, use the following information and aids as documented in the CTT Handbook:

GUIDANCE NOTES (list of available pamphlets on different topics)

NATIONAL COMPETITIONS & CHAMPIONSHIPS
DUTIES OF PROMOTING SECRETARIES GENERAL GUIDE
CHECK LIST

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.

Be aware of and comply with LOCAL REGULATIONS, where relevant to your event(s).

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.

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.

Some Police Forces acknowledge receipt of 'Police Notification Forms', some do not.
Therefore, it is ESSENTIAL to retain the recorded delivery receipt stamped by your Post Office.

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

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).
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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.