Guidance for Leisure/Charity Event Organisers October 2012
1. Background: Leisure (non-competition) Guidance for Organisers Cycling Ireland embraces all aspects of cycling from racing to leisure (i.e., noncompetitive) participation events. To ensure that basic minimum standards pertain to such events the guidelines below have been adopted. 2. Guidelines: A leisure event is a non-competitive event and encompasses charity rides, reliability trials, audax events, sportifs etc. To be an approved Cycling Ireland leisure event the event must be: 1. promoted by either a Cycling Ireland affiliated Club, Province, Commission, Promotions Group or other group approved by the Board of Cycling Ireland; 2. Sanctioned by the relevant Provinicial Calendar Co-Ordinator. This will ensure no clashes. Once approved the event can be included in the Cycling Ireland Calendar of Events. It will not be included without this approval. Provincial Co-Ordinators are as follows: Leinster: Ger Campbell gercampbell1@hotmail.com Ulster: Marian Lamb marianlamb@cyclingulster.com Munster: Thomas Shanahan Thomas.shanahan@anaolg.com Connaught: Denis Midleton loki1001@hotmail.com 3. Of a cycling only nature and intended primarily for the domestic market; 4. Notified to Cycling Ireland using the standard Event Application Form which can be found on our website in the Key Documents Event Organisers section: http://www.cyclingireland.ie/key-documents/road.aspx 5. Events must comply with Cycling Ireland safety code, which can be found on our website in the Key Documents Event Organisers section: http://www.cyclingireland.ie/getattachment/dd0e8aea-f692-4739-ad19-3a94b8d46cef/event_safety.aspx, to include a safety statement and risk assessment. This requires, among other details: Description Essential Desirable Notification to Garda/PSNI Notification to Local Authorities Notification to Parades Commission (Northern Ireland only) Notification to AA Roadwatch Completed Risk Assessment/Safety Plan with a nominated Safety Officer
Description Essential Desirable Preferred date and alternative date Entry fee(s) Distance(s) and advised Age categories and distances by age categories Promoter s details Map of course Directions to start Adequately manned registration desks Separate male/female toilet and changing facilities Separate male/female shower facilities Directional arrows On-course refreshments (if greater than 50 kms) Post-event refreshments Controlled speed groups for varying abilities Adequate car parking Goodie bag All entrants must sign (either electronically or otherwise) the standard disclaimer on Cycling Ireland sign-on sheets. Organisers must advise participants (either with their registration pack, through notices at registration, on the event website (if any)) of the following basic requirements: Bicycle must be roadworthy; Fitness level must be appropriate to the event; Adequate refreshments should be carried; Basic tools (spare tubes, tyre levers, pump etc.) should be carried; Adherence to rules of the road and laws covering littering, public decency etc. Those under the age of 18 must have their entry forms signed a parent or guardian; Wearing of helmets is compulsory. Cycling Ireland members must be offered a discount on the standard entry fee for non-charity events; Organisers must ensure that participants who are not Cycling Ireland members opt to receive cycling relevant information from Cycling Ireland and share this information with Cycling Ireland; Event organisers must accomodate a Cycling Ireland presence at their event where requested; Event organisers must return to the Cycling Ireland office within seven days of the event date: The sign-on sheets (manual or electronic); The appropriate surcharge (by cheque or card); Leisure Event Return Form (see below) Any further queries please email info@cyclingireland.ie
3. Insurance Cover and Pricing: Once the event has been approved by Cycling Ireland and the guidelines outlined above adhered to insurance is provided under Cycling Ireland s policy as follows: All participants and the organisers are covered under Cycling Ireland s public liability insurance (participants are also covered under Cycling Ireland s personal accident insurance). Participants who are non-cycling Ireland members are recognised as guest members for the duration of the event. If letters of indemnity are required the organisers must complete a Request for Indemnity form which is available on the Cycling Ireland website in the Insurance section http://www.cyclingireland.ie/key-documents/insurance.aspx and return to info@cyclingireland.ie Event Organisers must ensure all participants that ARE already Cycling Ireland members sign on for the event on the standard sign on sheet which is available on the Cycling Ireland website in the Event Organisers section http://www.cyclingireland.ie/key-documents/road.aspx Event Organisers must ensure all participants that are NOT Cycling Ireland members sign on for the event on the One Day Licence sign on sheet. These sheets are not available online. They must be requested from the Cycling Ireland Office directly at least 21 days prior to the event. The sheets are requested by completing the One Day Licence Request Form, which is available on the Cycling Ireland website in the Key Documents - Event Organisers section http://www.cyclingireland.ie/key- Documents/Road.aspx, and returning it by email to info@cyclingireland.ie. The sheets will then be posted out. Both Sign On Sheets & One Day Licence Sheets and all associated fees must be returned to the Cycling Ireland Offices within 7 days of the event. Please note: Mass participation events, where participant numbers are expected to be in the thousands, can be accommodated on a case by case basis. In this circumstance the Organisers are asked to contact the Cycling Ireland Offices directly. The pricing structure is as follows: Where participants are Cycling Ireland members no charge; Where participants are non-cycling Ireland members: 2 per participant up to a maximum of 100 participants; 0.50c / 0.50p per participant up to a maximum 200 for events with 101 to 500 participants; 0.50c / 0.50p per participant up to a maximum of 250 for events with between 501 1,500 participants; 0.5050c / 0.50p per participant up to a maximum of 350 for events with over 1,501 participants.
Leisure Event Return Form Event name: Event date: Promoting Club/Organisation: Contact person and contact details: Charities benefitting (if applicable): Describe briefly how event was advertised: Participants Information Total number of participants Number of male participants Number of female participants Number of participants < 18 Number of participants who are CI members Route Information Distance(s) offered Entry fee(s) Facilities Questionnaire Showers Toilets Car parking Refreshments Route markers Map of route First aid Other Information Please advise of any incidents/accidents that took place or other observations you wish to make Yes No Please return along with Sign-on sheets, One Day Licence Sheets, and appropriate surcharge to info@cyclingireland.ie