General Advice for Promoting Open Events

Notes to Open Event Promoters in the CTT South East District for the 2020 Season

These notes are intended as a guide for clubs and their event secretaries who are promoting open (Type A) events in the South East District of Cycling Time Trials.

Further information on promoting an open CTT event can be found by going to the Spinwheels website where you will find various forms and guidance notes to assist with your promotion. These include Police Notices, Accident Report Form, signing in/out forms, On the Day Risk Assessment form, Placing Event Signs, Parental Consent Forms, CTT Insurance certificate, CTT Say No to Doping poster & GDPR organiser guidance.

POLICE NOTICES

Kent Police  would prefer Police Notices to be sent by e-mail to roadspol.td@kent.pnn.police.uk These should sent minimum of 6 weeks before your event, however they should not be sent before January when all promoters will have received details of any changes to courses which may have been implemented. Please ensure you quote the 'Q' course number on each notice. You should receive an automated reply as a receipt of delivery. They will continue to accept postal submissions – these should be sent to Kent Police, The Cycling Time Trials Officer, Traffic Management Unit, Tactical Operations, London Road, Aylesford, Kent, ME20 7SL.

If your event includes roads in Surrey/Sussex a Police Notice should be sent by e-mail  cycling.sussex-surrey@surrey.pnn.police.uk  or to The Head of Road Safety & Traffic Management, PO Box 101, Guildford, Surrey, GU1 9PE.

Police notices for any courses that use the Badgers Mount RAB at the top of Polhill (e.g. QS/30+Q10/18) need to send a Police Notice to Kent Police and the Metropolitan Police. Although a Q course some of the roads used are under the jurisdiction of the Metropolitan Police. Contact details for Police Notices for these courses is catherine.linney@met.pnnpolice.uk.

There is no requirement to send a copy of the course risk assessment to the Police unless specifically requested.

Please note a change from last year. Send a copy of ALL police notices by e-mail to Assistant District Secretary, Alan Steinle alan.cttsoutheast@gmail.com or 20 Springwell Road, Tonbridge, Kent, TN9 2LL. Remember to take a copy of Police Notice out to the promotion. The ‘named officials’ on the Police Notice must be responsible people, not including the timekeepers. If the promoter competes in the event or is not available on the day a nominated person MUST be available at the event.

ON THE DAY RISK ASSESSMENT

A copy of your On the Day Risk Assessment should be sent to Bob Giles within 7 days of the event at robertggiles@icloud.com or 91 Park Way, Coxheath, Maidstone, ME17 4EX.

Should you notice any dangerous obstructions/potholes on your course you should highlight this to the riders by placing a note at the signing on point to warn them.
Should roadworks occur before your event please inform the District Secretary promptly.

CTT LEVY

If your event is not listed as “internet entry” the CTT Event Levy should be sent with a copy of the start sheet (not the result sheet), within seven days of your event, with the appropriate cheque made payable to CTT, to the District Treasurer – Alan Steinle, 20 Springwell Road, Tonbridge, Kent, TN9 2LL. For 2020 the CTT levy remains £4 per entrant for OPEN events.

Please note that for events listed as “internet entry” this levy will be deducted at source for all entries, including those who enter using a paper form. Follow the top link on this page to see the full details on how this will be operated

COURSE CHANGES

Course changes, for whatever reason, may only be undertaken with the agreement of the District Secretary. The District Secretary will try to advise you of road works and necessary course changes should they occur, however if you become aware of any road works affecting our Q courses please let the District Secretary know.

 

CYCLE EVENT SIGNS

CTT Cycle Event Signs conform to Traffic Signs Regulations and General Directions 2002 and are recognised by the Highways Agency for all events are those issued by CTT which show a bicycle within a triangle with the words ‘Cycle Event’.  No other signs should be used. Signs should only be in place for as a short a period as possible. In the placement of signs promoters should use common sense and endeavour to avoid causing disruption to other road users. A Guidance Note on placing signs is available HERE Additional signs can be purchased direct, by sending an e-mail to stewart.smith@cyclingtimetrials.org.uk

SIGNING IN/OUT SHEET

Please note that Regulation 17(b) requires that A rider who fails to sign the official signing out sheet shall be recorded as DNF.   NB extenuating circumstances may be considered. Please ensure you note this on all published start sheets.

Please ensure that you download the correct version of this form as there is also a different one for club events.

PARENTAL CONSENT FORM

A specific version of the Parental Consent Form for open (Type A) events must be used for riders 18 years and under. This can be found at the Spinwheels link.

ACCIDENTS

If a competitor or official is involved in an accident/incident during or in the vicinity of the event, details must be reported to the Event Secretary and District Secretary as soon as practicable.  A copy of the Accident Report Form is included at the 1st LINK above. Please complete the details called for on the form as far as practicable. The form should be e-mailed or sent direct to the District Secretary for local registering and the National Secretary will be informed after local records have been updated.

Please discourage riders/officials from posting details on social media if an accident occurs, leave this issue to the authorities and/or promoter. Distress can be caused to family members to learn of an incident via social media rather than through the official channels.

Please note that it is now compulsory for each rider to have a working red rear light, steady or flashing, on their machine when they start in all CTT events. This includes hill climbs and closed circuit events. It is anticipated that an amendment will be proposed next year to exclude closed circuit events from this requirement.

In the interest of safety CTT advise you wear recognised standard protective headgear that meets an internationally accepted safety standard. CTT Regulation 15 also states that all Junior and Juvenile riders MUST wear protective helmets. A link to the actual wording is HERE under Regulation 15

LOCAL REGULATIONS

At the January 2019 District Committee meeting the SEDC local regulation that “no rider should use a turbo trainer or rollers in the HQ parking area or adjacent roads for early morning events” was reviewed and amended to "For events starting in the morning no rider to use a turbo trainer or rollers in the HQ parking area or adjacent roads that are within 50 metres of a domestic property.  Anyone failing to comply with this restriction risks disqualification"..  Please include this note on your start sheet if your event is a morning one.

FURTHER INFORMATION

Here is a link to the Cycling Time Trials web page that has lots of useful and up to date information & guidance for event organisers: Event Organiser Resources

If you have any problems or queries relating to promotions in the SEDC, contact any of the officials listed on page 1 of the District Handbook or on the SEDC section on Spinwheels.

 

District Secretary: John Longbottom | secretary.cttsoutheast@gmail.com | 07970 886565 | 01622 759081.