State Road (4.1) Level Event Standards Manual

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1 State Road (4.1) Level Event Standards Manual Version Date Description Authors First Draft Kipp Kaufmann

2 Cycling Victoria Road Commission Junior Tours Event Standards Contents 1 Introduction Purpose of the Document Goals of the Cycling Victoria Context and Background What are State Series Events? Role and support of Cycling Victoria Calendar Structure Application for Events Criteria Process Fees... Error! Bookmark not defined Timeframe Event Operational Standards Event Planning Stakeholder Engagement Event Safety Presentation of Event Start and Finish Areas Printed Material Technical Aspects Officials Technical Guide Rider Eligibility Race Convoy Timing Systems Event Logistics Event Presentations Marketing and Media Promotion Sponsorship VRS Sponsorship Event Sponsorship Event Reporting Appendix A Victorian State Series Application Form... Error! Bookmark not defined.13 Appendix B Facility and Venue Inspection Checklist Road Cycling... Error! Bookmark not defined.15 Appendix C Manager s Meeting Agenda... Error! Bookmark not defined.17 Appendix D Event Report Form... Error! Bookmark not defined.19 Victorian State Open Standards Manual V1 Page ii

3 1 Introduction 1.1 Purpose of the Document The purpose of this document is to provide Event Organisers with details of the required management standards for Victorian State Level Events (Level 4.1 in the National Ranking) events otherwise to be known as Victorian State Series events. It outlines the application, planning, operational and reporting processes and provides the framework for assessing whether events qualify or remain as part of the series. 1.2 Goals of the Cycling Victoria Cycling Victoria s objectives for Level 4.1 races are: 1) Provides a series of high standard races to provide racing for J19, Elite and Masters Riders. 2) Provides racing opportunities throughout the state of Victoria 3) Provides development opportunities for any level of rider. 4) Provides a platform for the commercial development of the sport. Victorian State Open Standards Manual V1 Page 1

4 2 Context and Background 2.1 What are State Series Events? The Victorian State Series is an initiative of Cycling Victoria (CV). It is the feature series on the Victorian road racing calendar with Junior riders competing for recognition. It comprises of events for J19, Elite and Masters riders and is under the direction of the Cycling Victoria Road Commission. The series strives to improve the standard of state competition for riders and develop their racing skills for competition within Victoria. 2.2 Role and support of Cycling Victoria Cycling Victoria is keen to play an important role in assisting event organisers to achieve the best possible outcome for their event and the sport of cycling. CV can provide advice and assistance with the operational and commercial planning for the event and may also be able to access infrastructure and marketing support that events can utilise, including: The supply of an inflatable arch to be used as the start/finish gantry or to provide aesthetic appeal on the circuit near the start/finish line. The supply of Cycling Victoria barrier signage Receipt of all event entries and allocate race numbers. The provision of marketing support via the official CV websites, Facebook, Twitter, and circulation of press releases to CV media contacts. The inclusion of the event on the state calendar publicised on vic.cycling.org.au and via other means. The mapping and profiling of each stage of the event, conducted by Cycling Profiles. Appointment and payment of officials Provision of racing equipment (per event agreement) Inspection and approval of all competition facilities. Provision of appropriate rules and guidelines for conduct of competition. Receiving and processing payment for all entries. Provision of race numbers and frame numbers (2 per rider). Payment of transport, for all appointed Commissaires. Accommodation costs for all appointed Commissaires. Payment of per diems for all appointed Commissaires. Access to CV website and media database for distribution of results Provide assistance or endorsement as required for funding requests to government or corporate sponsors. Support with promotion of the event within CV constituency. Handicapping or grading of all races. CV can also provide the following support options for a State Series event (at an additional cost): An electronic timing system with a professional to provide support, including event system setup, timing and production of results. 2.3 Calendar Structure The Victorian State Series calendar of events is approved by the Cycling Victoria Road Commission and aims to provide the ideal structure to meet the goals of the series. This includes: The establishment of season that extends from April to October each calendar year The selection of events that are able to achieve the operating standards detailed in this document The provision of a variety of course terrain (measured in distance and difficulty) and discipline types (including time trials, team time trial and criteriums) within the events on the calendar Victorian State Open Standards Manual V1 Page 2

5 3 Application for Events 3.1 Criteria All events seeking VRS status and inclusion on the VRS calendar are required to meet key criteria on which their application will be assessed. These include: The event and Event Organiser must have previously met and demonstrated high standards of race organisation and implementation prior to the year of application The Event Organiser must hold a current Cycling Victoria promoters license or be an affiliated Cycling Victoria club or State or Territory Association. The event must have the written support of the local club (if holding a promoters license) The event must have the written support of the local Council/s, State Government and main sponsor The Event Organiser will agree to the event management standards detailed in this document by returning a signed copy The event must be aligned to the goals of the VRS and fit within the calendar structure 3.2 Process The process of applying for inclusion on the VRS calendar of events is as follows: Prior sanctioning of the event application according to an agreed process and timeline is granted by the club. The VRS Event Application Form (see Appendix A) must be completed by the Event Organiser The Chief Commissaires Report and any other relevant reports from the prior year must be provided Please note: Existing VRS events will receive a date preference over new event applications and dates/priorities of some historic Victorian events may be preserved. 3.3 Timeframe The following timeframe will be followed in relation to the VRS calendar application process: The completed VRS Event Application Form (see Appendix A) must be forwarded to vic.racing@cycling.org.au by 15 September of the preceding year Event applicants will be notified on the outcome of their application by 1 December Victorian State Open Standards Manual V1 Page 3

6 4 Event Operational Standards As the premier state road series for Victoria and the Australia, the VRS will be of a high standard that promotes the sport, provides safe and exciting racing and offers a valuable and attractive package to the commercial sector, the members, the media and the public. To that end, a range of operational standards are required to acquire and maintain VRS status. 4.1 Event Planning A detailed Event Management Plan must be developed annually and used as the foundation for planning the event. It should incorporate the event proposal and clearly signal any changes from the event outline presented in the application documentation. All events will be required to complete the CV online event application modules for event planning and risk management. The objectives of the Event Management Plan are to: Assist event organisers deliver a well-prepared, safe, legally sound and ultimately successful event Ensure that all VRS operational standards are addressed Provide authorities with a detailed event plan that covers their requirements. The Event Management Plan will include: Event details Full details, contacts and role of the event organiser and key staff Scope of activities including a schedule of events Insurance details; public liability, professional indemnity and other applicable insurance Site plans and course details (including a step by step course detail* of each stage) Key event partners and contacts Event responsibilities Risk Management Plan Incident/Accident Procedures Communication Procedures Traffic Management Plans Copies of event approvals from authorities An electronic copy of the Event Management Plan should be provided to CV at least three (3) weeks prior to the event (contact CV to obtain the Event Management Plan VRS document template). Victorian State Open Standards Manual V1 Page 4

7 4.2 Stakeholder Engagement The development of a positive relationship with the relevant stakeholders is crucial to their support and the ultimate success of an event. There are a number of stakeholders to be considered in the concept, planning and execution phases of an event. These include: Local Government Authorities Police State Road and Transport Authorities Affected groups on courses (residents and businesses) Approvals will need to be obtained from the government authorities before the event can be conducted. It is best practice to notify them as early as possible and encourage their involvement in the event planning process. 4.3 Event Safety The VRS aims to present cycling road racing at the highest standard that is entertaining to both spectators and television viewers. To ensure the sport is showcased in the most positive light, event safety measures are paramount. For VRS events these include: All racing should be held on roads which are closed or conducted under full traffic management condition (not marshalled courses). Courses must be selected with safety considerations as well as athletic/competitive requirements in mind. The course (including each stage for a multistage event) should have the prior approval of a Level 2 Commissaire or Coach. The distances must be within the following event matrix: Age Race Distance Men Road Race Men Time Trial Men Criterium Women Road Race Women Time Trial Women Criterium The event finish line should have sufficient crowd control barricades on either side of the road to ensure the safety of spectators, riders and race personnel, with a minimum of 10 metres of crowd control before and 15 metres after the finish line. o o Additional barriers may be required for safety reasons in some events due to the nature of the course (speed of riders crossing the line, technical finishes with corners and local conditions) and will be determined on a case by case basis. An application needs to be made to CV to reduce the numbers of barricades All vehicles are to be diverted off the course a minimum of 50 metres prior to the finish line. o An application needs to be made to CV for any alternate arrangements for diversions. The minimum First Aid requirement is two personnel. The event must have appropriately marked lead and sweep (sag wagon) vehicles in the convoy. The course should also be reviewed 2 weeks out from the event, to ensure no major changes or road works have occurred that may create a hazard for riders or event staff. 2 weeks out from the event is deemed sufficient time to allow the race organiser to make changes required to ameliorate any safety concerns. Victorian State Open Standards Manual V1 Page 5

8 The course must be inspected on the race day, prior to the race start, with all areas that are classed as hazardous to riders, and pose a risk of injury (e.g. crumbling road surface or potholes), clearly indicated by an Event Marshall with a flag or repaired prior to the race starting. A course inspection checklist has been designed to assist with this task (refer to Appendix B Facility and Venue Inspection Checklist Road Cycling ). 4.4 Presentation of Event Sponsorship of each VRS event and the Cycling Victoria State Series as a whole is integral to the success of the series and enables future growth and development. VRS events are a showcase for the sport at the National level and provide opportunities for sponsors to receive National recognition. As a result, it is important to ensure a consistent and professional approach to the management and presentation of events and VRS sponsors. Cycling Victoria recognises that individual event sponsorship is a critical factor for the sustainability of each event and is committed to ensuring they receive extensive exposure at each event. Approval of an VRS event application incorporates a framework for ensuring appropriate exposure for both individual event sponsors and VRS sponsors and is detailed below Start and Finish Areas Attention should be given to ensuring a professional and exciting look and feel to start and finish areas. The finish line must be marked with a solid or inflatable gantry or finish banner. The CV inflatable arch must either be used as the finish gantry or to provide aesthetic appeal in the vicinity of the finish area. There must be a specified amount of advertising space on start and finish line infrastructure and barriers available for VRS series sponsors as notified by CV. CV and partners are to be allocated a total of 12 metres (3 x 4 metre mesh signs) of signage space within the finishing chute. The event should have a well-informed, experienced commentator and Cycling Victoria will provide specific VRS information which can be used by the commentator e.g. current team and individual rankings and past results. The sign on of riders provides an opportunity to create an additional focus for public and sponsor activity, and should be considered in all event plans Printed Material The VRS logo should be used on all printed material e.g. programs, gantry, flyers. All drafts need to be forwarded to the CA Marketing and Communications department at vic.info@cycling.org.au at least two (2) days prior to printing. CV will provide artwork and style guide including VRS logo graphics. An official Event Program should be created which outlines the following: List of teams and riders Outline of the courses (including timing at key points on the course). Start times for each stage Outline of the prize money List of the official management team (race organisers and commissaires) Victorian State Open Standards Manual V1 Page 6

9 4.5 Technical Aspects Officials It is mandatory to appoint an experienced person as Race Director. They have a key role in the planning and delivery of an event and for ensuring a safe field of play is given to Commissaires to run the event. An approved level two (2) official should be appointed as Chief Commissaire. All appointments will be made by the Cycling Victoria Technical Commission Technical Guide A draft Event Technical Guide for the teams is to be developed and presented to CA for review and comment at least three (3) weeks before the event. The final copy must be provided to teams by the Event Organiser at least one (2) week prior to the event start. The Event Technical Guide must include: The time and location of team/rider briefings (and any other meetings) The time and location of all stage starts (including a map and course detail) A list of all officials and event staff with contact information An outline of the prize money distribution An outline of the event technical regulations (e.g. time bonuses, KOM and Sprint details, feeding rules and location, information on the cut off time, if enforced) Details of the convoy formation and procedures The event timing procedures and transponder instructions The honour role Rider Eligibility Entry into VRS events will be subject to the following: All events will accept registered CA Members only The only categories to the series will be J19, Elite, Masters Race Convoy The race convoy will operate in the following manner: The only vehicles in the race convoy will be: o Commissaires o Lead Vehicle o Neutral Spares o Sag Wagon o Team Cars* No other support vehicles will be allowed in the convoy *Team Cars are only to be allowed if it is designated a teams race. The vehicle must not exceed 1.6m in height (not including racks). All vehicles in the convoy must be clearly marked (e.g. Team Car, Commissaire, Neutral Support). All occupants of the vehicle should be current CA licensed members. Exception may be granted to media representatives and event sponsors provided they are not in control of a vehicle. All vehicles in the convoy should be provided with radio communication to the race officials throughout the race. Victorian State Open Standards Manual V1 Page 7

10 4.5.5 Timing Systems The event must be electronically timed and meet the following conditions: The timing for all Victorian Road Series events must be completed by an approved timing professional. The results of each stage must be provided in the format approved by CA and sent to within four (4) hours of each stage finish. Some timing systems allow real time results and Cycling Victoria encourages event organisers to consider this. 4.6 Event Logistics Event Presentations The presentations should be conducted within 20 minutes of the leading rider crossing the line. The VRS jersey should be presented to the Series Leader (both male and female) during this presentation. Accommodation and Meals The organising committee are encouraged to negotiate and offer teams and riders discounted rates at accommodation providers within the event area. Victorian State Open Standards Manual V1 Page 8

11 5 Marketing and Media 5.1 Promotion Successful promotion is an important element of raising the awareness and profile of both the event and the VRS. To maximise promotional opportunities, Event Organisers are encouraged to develop a Marketing and Media Plan that includes a task list and timeline for the following: Website review and updates Event advertising Media releases and engagement Team promotional opportunities. To assist CA promote the event through the VRS website: The Event Organisers should use their best endeavours to provide CA with event details and information in the format requested at least one (1) month prior to the first event on the VRS calendar The Event Organisers should use their best endeavours to provide CA with a minimum of three (3) media releases prior to the event, and one (1) post event (consideration should be given to daily releases for multiday events) The Event Organisers should use their best endeavours to send event photos to vic.info@cycling.org.au within six (6) hours of the stage or event completion. Victorian State Open Standards Manual V1 Page 9

12 6 Sponsorship Cycling Victoria has the rights to sponsorship of the VRS as an entity. Event Organisers have the rights to sponsorship of their individual events that comprise the series. Individual event sponsors must not conflict with sponsors of the VRS. All promoters should review the Cycling Victoria sponsorship policy to ensure that they are do not agree to sponsorships with any organisations prohibited by the policy. 6.1 VRS Sponsorship Cycling Victoria are actively working to secure sponsorship for the Victorian State Series. 6.2 Event Sponsorship Cycling Victoria recognises that commercial sponsorship is a key element of the viability of events and recommends that all events in the series develop a sponsorship proposal that can be presented to potential sponsors. The proposal should include details about the event and its history, the objectives of the event, the sponsorship categories and the associated benefits. The title sponsorship is likely to be the most important property and allows full naming rights for the event; e.g. The Best Company Tour of the Outback part of the Victorian Junior Tour Series The sponsorship benefits are a detailed list of the ways in which an event sponsor will be promoted through their association with the event. It is also an important checklist for Event Organisers to ensure that their sponsorship commitments are met. Examples of potential sponsorship benefits for VRS events include: Naming Rights of event or event categories Event and VRS website advertising and links Event jersey and Prize Category jersey advertising Volunteer/staff uniform advertising Sponsor logos on all printed material associated with the event including race numbers, posters, postcards, press releases, newspaper and magazine advertisements, and event correspondence Acknowledgement in radio and TV coverage and advertisements Advertisement in event programme Promotional opportunities to event data base Sponsor advertising on Start and Finish Gantries and barrier fencing Advertising on media and presentation backdrops Advertising on event vehicles Promotion through on site signs, flags and road markings Public address recognition Sponsor stall at event expo Distribution of event merchandise Event Presentation opportunities Tickets to event dinner or corporate VIP hospitality function Invitation to travel in race convoy Event marketing rights Receipt of framed signed jersey by the relevant category winner Once sponsorship is confirmed, event organisers are advised to prepare a Sponsorship Agreement or Confirmation Letter that details the agreed arrangements. This will include the sponsorship category and Victorian State Open Standards Manual V1 Page 10

13 amount, benefits of sponsorship, event and sponsor commitments and payment terms. The Agreement should be signed and dated by both the Event Organiser and the Sponsor. Victorian State Open Standards Manual V1 Page 11

14 7 Event Reporting The comprehensive review of VRS events is an essential component of ensuring a quality assurance approach that will assist Event Organisers, administrators and officials. Key requirements are that: The Event Manager submit an Event Report (refer to Appendix D Event Report Form ) within 21 days of the event conclusion. The report should be sent to vic.racing@cycling.org.au. The Chief Commissaire submits a Commissaire s Report on the event within 21 days of the event conclusion. The report should be sent to vic.racing@cycling.org.au. o A short meeting between the Chief Commissaire and Race Director should occur immediately after the event to discuss key aspects of the points that will be made in the post event report. A CV representative or Road Commission member provide and submit a report on the event to the Road Commission. The reports will assist the CV Road Commission in the future development of the VRS and allow any issues identified in the reports to be appropriately addressed. A post-event meeting will be convened between the Road Coordinator and event organiser to de-brief on any issues signalled in the reports and plan for improvements in future events or provide feedback to CA on VRS issues. Victorian State Open Standards Manual V1 Page 12

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