Although we expect most promoters to use these guidelines it must be pointed
out that ALL promoters of open events MUST have a copy of the CTT National Handbook
which contains the definitive list of duties and regulations. Experienced promoters
have their own systems in place for organising events but to the newcomer it can
be a daunting process. And we do need these newcomers. So please, if you've done
it all before don't take offence at the style of presentation and if you haven't
then follow the guidelines and remember there is always the District Secretary available
So, you've got your date for the event and by the end of January you should
have a copy of the CTT Handbook. Check the details of your event are printed correctly
and if they are not then contact the District Secretary immediately. If you've not
done so already then check the up to date list of timekeepers and assistant timekeepers
and book them. Bear in mind that the current recommended fee for each timekeeper
is £15.00 in this district......
Consider submitting an alternative course in case your first choice is not available
on the day.
The Road Traffic Act demands that Police have at least 28 days clear notice of a
time trial; any less and they can refuse you permission to run the event or impose
Make arrangements to have your start sheet printed and appoint competent observers
and marshals to cover all points of the course where the riders change direction.
Checking cards for marshals may be purchased from the National Secretary. Arrange
for a checker to record the numbers of the riders in the order they finish and for
this information to be passed to the timekeeper. Make arrangements for the times
to be communicated to the result board, which should be situated away from the finish
area (preferably at the event headquarters).
As Entries Arrive
Check: - The entry form is of current Cycling Time Trials issue
The entry form is signed by the entrant
Any cheque is properly completed
The entrant’s club is affiliated to Cycling Time Trials. If in doubt check with the
District Treasurer that the fees for the current year have been paid by local clubs.
If the entrant is under 18 years of age, a parental consent form has been signed.
Return any form not properly completed to the prospective entrant.
You may return entries which will not be accepted before the closing date if you
already have received more than a full field. This will enable the rider to enter
another event if he so wishes.
ALL POSTAL ENTRY FORMS MUST BE SIGNED BY THE RIDER,
PHOTOCOPIED SIGNATURES ARE NOT VALID.
Internet entries can be accepted but make certain that riders
SIGN in person before being given their numbers on the day.
On the closing date for entries
Select the field of riders in accordance with the method stated on your prospectus
and return immediately by first class post all excess entries.
Arrange the field of riders in accordance with Regulations Cycling Time Trials Guidance
Note No 8 (Field Placement) is available to assist you in this important task. If
the event is to be handicapped your handicapper may agree to arrange the field for
you. The guide to handicapping and standard tables are available as Guidance Note
2 (Handicapping). When preparing the start sheet 'copy' for the printer it must include
the following information in order to comply with Cycling Time Trials regulations
1. The event is being "Promoted for and on behalf of Cycling Time Trials under
their Rules and Regulations ".
(This is VERY important and these precise words must be used)
2. The title of the event
3. The date of the event
4. The name & address of the event secretary (telephone number is helpful and a
mobile number could be useful)
5. The name(s) of the approved timekeeper(s)
6. The name (if applicable) of the approved, handicapper
7. A full description of the course, with precisely stated start and finish points,
turning points and intermediate distances (the course key number is useful) as supplied
by the Assistant Secretary (Courses)
8. Any applicable local regulations,
9. Details of the prize awards and method of allocation.
10. The numbers, names and clubs of the competitors in their starting order, with
their time of start
If applicable the names and clubs of up to 10 reserves.
11. In events open to both sexes, women riders must be indicated, by the symbol W
12. Designated point for signing-on and collecting numbers.
A request has been made for event organisers to include the following wording on
start sheets -
“IN THE INTERESTS OF YOUR OWN SAFETY
Cycling Time Trials and the event promoters strongly advise you to wear a HARD SHELL
HELMET that meets an internationally accepted safety standard.
In accordance with Regulation 15 ALL JUNIOR & JUVENILE competitors must wear Protective
Hard Shell Helmets.”
“It is recommended that a working rear light, either flashing or constant, is fitted
to the machine in a position visible to following road users and is active whilst
the machine is in use.”
At least 5 days before the event
Despatch a copy of the start sheet, by first class post , to the Assistant Secretary
(Open Events), all competitors and officials, including the timekeepers. Include
specific instructions to all marshals and checkers. (See CTT Guidance Note 11 - Marshals
and Checkers). Send a signed copy of the start sheet and the appropriate amount of
levy (£2 per rider) to the District Treasurer. Make your cheque payable to "Cycling
Time Trials". Do NOT include reserve riders in the total.
Prepare clerking sheets and marshals checking cards.
On the day of the event
Check that there are no hazards that need to be brought to the attention of
riders when they sign on. At the start
Identify the precise point of the start and check the arrival of:-
The officials named on the Police Notification Form
The official observer
The competitors rear body numbers and the stewards to hand them out
The starting stewards (or pushers off)
All marshals should wear a fluorescent jacket or bib to indicate their association
with a cycle race. Ensure that you, or somebody appointed by you, checks overseas
(including Irish) riders' racing licences and Scottish club riders' S.C.U. membership
cards or racing licences. This is best done when the riders are collecting their
race numbers. Take with you the riders completed entry forms and police correspondence.
Arrange if possible for a pilot car to precede the first rider, carrying spare marshals,
to cover any breakdown in the checking arrangements. Ensure that First Aid equipment
is available at the event headquarters.
At the finish
Identify the precise finish point and mark it with a chequered flag or board. Check
the arrival of the officials named on the Police Notification Form.
After the event and prior to the prize giving
Check in conjunction with the timekeeper that the times recorded are correct on both
the official finishing sheet and the result board. Check that all competitors who
are credited with a time or distance have completed the course. Telephone the result
as soon as possible to the national press, Snowdon Sports Media Partners Ltd PO
Box 100 Sheffield S6 6YB Tel: 0114 232 5555 E-mail: firstname.lastname@example.org and make
arrangements for the local media to be informed.
Refer any objections to the event or to the conduct of riders in the event to the
District Secretary. Report any accidents to both the District Secretary and the National
Within 7 days of the event
Prepare the finish sheet 'copy' for the printer. This must include the following
information in order to comply with Cycling Time Trials regulations :-
1. That the event was "Promoted for and on behalf of Cycling Time Trials under their
Rules and Regulations ".
2. The title of the event
3. The date of the event
4. The name &. address of the event secretary.
5. The name(s) of the approved timekeeper(s)
6. The name (if applicable) of the approved handicapper
7. Details of the prize winners and their awards stating whether medals, trophies
or prize values.
8. The names and clubs of the competitors in order of the principal award, including
non-starters and non-finishers.
9. In events open to both sexes, women riders must be indicated, by the symbol W
A note of thanks to all those who helped to make the event possible is greatly appreciated.
Within 28 days of the event
Post a copy of the Result Sheet to all competitors (including the non-starters) and
officials. A copy must be sent to the Assistant Secretary (Open Events) and in the
case of a B.B.A.R. event to the National Secretary (Competitions and Records). Prizes
other than certificates, medals or trophies should be despatched to the prize winners.
Certificates, medals or trophies should be despatched or presented within 12 months
of the event.
Entry forms and Signing-On sheets should be retained for at least one year.
If there is an accident, they should be retained for at least seven years.
IF YOU ARE IN ANY DOUBT, OR SIMPLY WISH TO HAVE SOME ASSURANCE, CONTACT YOUR DISTRICT
SECRETARY OR CHAIRMAN FOR ADVICE.
Guide for Open Event Promoters
Important Note :-
Promoters or Club Officials that find themselves in the position of having to cancel
an event should be aware that this is only to be contemplated in extreme circumstances.
Every effort must be made to promote an event once it has been included in the National
Handbook. Under NO Circumstances must an event be cancelled without First consulting
the District Secretary.