EVENT REGISTRATION Chapter 1 INTRODUCTION
Organisingacyclingeventisbothhardwork and highly rewarding.
Having your event added to AusCycling calendar and receiving a sanction means making a commitment to safety, quality standards, and regulations. This guide is designed to help support event organisers journey to registering your event on the AusCycling calendar and being provided a sanction.
The specific purpose of this guide is to provide the requirements to list your event including timelines and financial expectations. This guide is not meant to provide full details on the operational aspects of organising an event. The detailed operational requirements can be found in the AusCycling organiser guides.
Any private event organisers (not clubs) should visit theAusCycling Private Event Organiser Webpage for details on registering to apply for a sanction and receive event insurance.
Auscycling Event Registration 2 Types Of Events Road
Road Race Criterium
Road Races are mass start race Criteriumsaremassstart,high- eventsinwhichriderscompletea speedroadracesinwhichriders coursefororderoffinish.The racearoundmultiplelapsofa coursemaybepoint-to-point,a closedcircuit.Criteriumsare largecircuit(over10km)ora usuallyheldonclosedpublic combinationofthetwo. streetsorpurposebuiltcircuits. Thecircuitisnormallyuptothree kilometres in length.
Time Trials Stage Races
TimeTrialsareracesinwhich StageRacescombinedifferent individualsorteamsofriders,ride types of road races into one thesamerouteanddistance multiplepartcyclingrace.These separatelyforelapsedtime.Time eventscommonlyincluderoad trialsarestartedatpresetintervals races,timetrials,andcriteriums andheldonanout-and-backor andareheldoveraperiodoftwoor circuit courses. moredays. Orderoffinishis determinedbylowestcombined elapsedtimeorcombinedpoints dependingonthescoringformat.
Auscycling Event Registration 3 Track
All track events take place at a velodrome. There are a variety of races which may be conducted as part of a track event. Some track races include: Points Race, Scratch Race, Time Trial, Handicap, Sprint, Team Pursuit, Madison and Team Sprint.
BMX
BMX FREESTYLE BMX RACING
BMX Freestyle is a discipline BMX Racing is a spectacular where riders are judged on sport that takes place on a their style and the difficulty of 350-400m track. The riders their program. BMX begin from a start ramp that Freestyle events include the launches them at Park and Flatland. considerable speed as they ride through jumps, berms and flat sections.
Auscycling Event Registration 4 Mountain Bike
Short Track Cross Country Cross-country Olympic or Cross-country criterium (XCO) (XCC)
Cross-country Olympic (XCO) racing ShortTrackCrossCountryorCross- isheldonavariedterraincircuit countrycriterium(XCC) isavery normallyaround4-6kminlengthwith shortXCstyleeventonatrackabout featuresincludingsteepuphillclimbs, 800minlength,andgenerallylasting technicaldescents,firetrails,single about20mins.Ashort,sharpand trackandtechnicalfeatures.The exciting event to watch and mass-startraceslastupto90mins. participatein.
Marathon (XCM) Cross Country Endurance (XCEN)
Marathon(XCM)arelongcross- Amulti-lapcross-countryevent countryracesovervaryingdistances basedonasettimeformatof1-24 from60kmto160kmplus.Racesare hoursinduration.Ridersarejudged massstartandgenerallyarepointto onthenumberoflapstheycomplete pointratherthanlapbased. inthegiventimeframe.Course lengthshouldbeatleast5km, withalongercourserequiredfor larger competitor numbers.
Auscycling Event Registration 5 Cross-country eliminator Downhill (DH) (XCE)
Cross-country eliminator (XCE) Downhill(DH)isadescendingtime consists of head to head racing over trialeventwhereridersstartat acourseapproximately1km.The intervalsthatcanvaryfrom30 winnergoesthroughtothenext secondstothreeminutes-depending roundwhiletheloseriseliminated onthestageofthecompetition. The fromtheevent. riderswiththelowestoveralltime wins. Asthenameofthisdiscipline implies,DHracesareheldinsteep, highly technical, downhill terrain, resultinginhigherspeedthanin cross-countryracing.Theterrainis alsosignificantlyrougherthanin cross-country racing.
SuperD(SD) Freeride (FR)
SuperD(SD)isablendofcross- Freeride(FR)competitionsarenotso countryanddownhill.Mostofthe mucharaceastheyarea raceisdownhill,ontrailssimilartothe competitionofskillandstyle. downhillsegmentofacross-country Coursescontainvaryingcliffs,drops, race.Therearealsoshort(100– obstacles,andramps.Thereare 500m)uphillsectionswhichmake usuallyalargenumberofwaysin theuseofdownhillbicyclesdifficult, whichtocompletethecourse,and asaresult,mostridersusecross- scoringisdependentonthe countryor‘trailbikes’.Dependingon competitor’schoiceofroutes,the thetrailandracevenue,thestartmay fluidityofridingandtricksperformed, eitherbeseeded(ridersstartinshort andsometimesalsothetimeinwhich intervals),orLeMansmassstart thecourseiscompleted. (ridersruntotheirbikes).
Auscycling Event Registration 6 DualSlalom(DS) Four cross (4X)
DualSlalom(DS)isaski-inspired Fourcross(4X)alsoknownas event where two riders race against ‘mountaincross’or‘bikercross’)is eachotherontwoidenticalman- inspiredbythedualformatandBMX madetrackssidebysidewiththe racingbutpitsfourridersonthesame samejumpsandberms,witharider coursefromstartinggatestofinish. oneachtrack,andthefirstacrossthe Therecanonlybeonewinnerper linewins.Thecontesthasaknock- event,sotheracescanquickly outformat.Dual(DL)eventsare eliminateridersmakingthe similar,onlytworiderssharethe progression faster for a day’s events. same course/track.
Gravity Enduro (GE) Trials (OT)
GravityEnduro(GE)initsmostbasic Trials(OT)alsoknownasobserved definitionisatypeofmountainbike trials,isadisciplineofcyclinginwhich racingwherethedownhillsaretimed, theriderattemptstopassthroughan andtheuphillsarenot.Timed obstaclecoursewithoutsettingfoot competitionstagesaregenerally2- toground.Trialsridingisanextreme 12minutesinlength,primarily testofbicyclehandlingskills,overall downhillandtechnicalinnature.The kindsofobstacles,bothnaturaland competitionstagesarelinked man-made. Competitiontrialsbikes togetherwithneutralliaisonstages arecharacterizedbypowerful whichoftenneedtobecompleted brakes, wide handlebars, lightweight withinatime-limit,butarenotpartof parts,single-speedlowgearing,low theaccumulatedracetime.The tirepressureswithathickreartire, winneristheriderwhoaccumulates distinctive frame geometry, and thelowestcombinedtimefromthe usuallynoseat. timedsections.GravityEnduros typicallytakeplaceoveroneortwo dayswith4to6timedstages,but longercompetitionsalsoexist.
Auscycling Event Registration 7 Dirt Jumping (DJ) MTB Orienteering (MTBO)
Dirt Jumping (DJ) involves the rider jumping off mounds of MTB Orienteering (MTBO) is an dirt and performing various orienteering sport on a mountain tricks. Dirt jumping specific bike where navigation is done along bikes can be based on BMX trails and tracks and the major or mountain bikes with the focus becomes route choice. common characteristic being Special equipment used is a map beefy construction for holder attached to the handlebar of strength. the bike.
PUMP TRACK E-MTB
A pump track is a circuit of An E-Mountain Bike, is a bike rollers, banked turns and operated with two energy features designed to be sources, human pedal power ridden completely by riders and an electric engine, which pumping (generating only provides assistance momentum by up and down when the rider is pedaling. E- body movements instead of MTB races are run in cross- pedaling). Both BMX and country and enduro formats. mountain bikes are used. Pump tracks are relatively simple to use and cheap to Adaptive MTB construct, and cater to a wide variety of rider skill levels. Pump track racing works in a Adaptive Mountain Biking encompasses similar fashion to dual slalom. a broad range of events and riders who typically cannot ride a standard mountain bike and require adapted equipment and trails to suit their physical, intellectual, neurological and sensory abilities.
There are varying adaptive mountain bikes available around the world, each designed to meet a riders specific need. Readily established adaptive equipment includes: handcycles, recumbent leg- cycles, and tandem bikes
Auscycling Event Registration 8 Cyclo-cross
Cyclo-Crossracesareconductedoncircuitsofaroundthreekilometresonavarietyofsurfaces.The coursesusuallyhaveclimbsandobstaclestonavigatethroughouttheevent. Esport Cycling
ESportCyclingracingisconductedusingtrainersonvirtualracingapps(e.g.Zwift,FulGaz,RGT). Eventscanbeconductedatonelocationorinvariouslocationsbasedontheformatandregulations.
Para, AWII and Deaf Cycling
RoadRaces,TimeTrialsandTrackeventswhichareforindividualsclassifiedasapara-cyclistunder theUCIregulations,asAthleteswithanIntellectualImpairmentthroughVIRTUSorDeafcyclistsas classifiedbyDeafSportAustralia.
Auscycling Event Registration 9 Recreational Cycling Events
RecreationalcyclingisoneofthemostpopularsportingactivitiesinAustralia. Over 4millionAustralian’sridetheirbikeeveryweekandtwomillionbicyclesaresoldin Australia every year. Recreational cycling events include:
AUDAX GRAN FONDO
Audax events are non- A Gran Fondo is a type of competitive long-distance long-distance road cycling bicycle rides from 50 to 1200 ride originating in Italy in km, called “Randonnees”. The 1970, and roughly translates challenge of Audax is not in into English as “Big Ride”. racing, but in pushing the Generally these events are riders own boundaries and over 80 km in length and can experiencing great personal be both non-competitive and achievements. include individually chip-timed races with prizes for the fastest riders in each RECREATIONAL, category. The starts are done SPORTIVES AND en masse, and the format allows for riders of every level CHARITY EVENTS. to participate where most participants are competing Organised cycle rides such against the clock instead of as charity cycle rides are an other participants. excellent way to ride a set distance without the pressures of racing. These events may take place over one day or multiple days. Many also find that exploring an area and/or the social aspects of these type of events very rewarding.
Auscycling Event Registration 10 Chapter 2 EVENT CLASSIFICATION
AusCycling has developed the following event classifications. Each level has a varying requirement and expectation of their management. The following tables outline the levels of categories for all events in domestic level events that are sanctioned in AusCycling. Racing
Code Description Features/Eligibility
Pinnacle Events on the National Calendar National Championships Platinum AusCycling Race Members, UCI License Holders and Lifestyle Members (Team Time Trial only) National Series/Cup Interstate Competition Gold AusCycling Race Members and LifestyleMembers (Time Trial and emerging disciplines)
State/Territory Series and State/Territory Silver State Open Competition Championships AusCycling Race Members and Lifestyle Members(Time Trial and Team Time Trial only) Intra-club and Interclub competition Bronze Club and Interclub AusCycling Race Members, Day Race Competition Membership, Temporary Memberships and Lifestyle Members (Time Trial and Team Time Trial only)
InternationalleveleventsareclassifiedbytheUCI. Formoreinformationon registeringUCIeventspleaseseethe‘AusCycling Guide to International Events’.
Auscycling Event Registration 11 Recreational
Code Description Features
Gold Iconic Recreational 1000+ participants Events
Silver State/Local Under 1000 participants
Auscycling Event Registration 12 Chapter 3 CALENDAR
AusCyclinghasdevelopedastrategicapproachtothecalendarofevents. Thisapproachensuresthatalldisciplinesareabletocoordinateandthatwe canprovidethebestpossibleriderexperiences. ThefollowingsectionsprovideanoverviewofdateswherePlatinumandGold eventsareconducted.Itshouldbenotedthatdatesmaychangeatanytime. National Championships Season (NC): Platinum NC events are usually be conducted within the following timeframes:
Discipline Dates BMX Freestyle Variable BMX Racing November Cyclo-cross August Cycling ESports June/July MountainBike XCO, DHI, XCC, OT, XCR, PUM, EMTB, Adaptive March Schools August XCM, 24H, GE Variable Gravel Variable Track Junior, Masters, Elite & U19 March/April Para-cycling December Road Elite, U23, J19, Gran Fondo, Club Team, Para January Junior September Masters October Auscycling Event Registration 13 National Series and Cups Season (NS): Gold
Discipline Dates BMX Racing February - September Cyclo-cross May - August Mountain Bike Year Round Track Junior Track December - February Road Elite February - December Junior April - August Para-cycling March - November
Auscycling Event Registration 14 Coordination And Non-Conflict
To ensure optimal outcomes for all events the following are requirements to coordinate the calendar and maximise participation. The following section outlines where events will not receive a sanction if there is a conflicting event.
Racing
• International Competition Event (Platinum): No other Platinium, Gold or events (of the same discipline, age group and gender), may be conducted. in the host State or Territory. Silver events may be conducted in the host State or Territory if they are for a different discipline, age group or gender. Silver and Bronze events may be conducted in States or Territories who are not holding the event. • National Competition (Gold): No Silver events may for the category and discipline be conducted. • State Competition (Silver): No Gold or Silver events (of the same discipline, age group and gender) may be conducted in the host State or Territory. Silver and Bronze events may be conducted in States or Territories who are not holding the event. In the case of BMX only club events are permitted. Recreational
• Recreational (Gold and Silver): No limitations.
Club And Interclub (Bronze)
Club and interclub events may be conducted at any time however limits may be applied from time to time on the number of participants/clubs in order to ensure optimal calendar planning for all organisers.
Auscycling Event Registration 15 Exemptions ToCalendar Conflict And Season Requirements
Exemptions may be made to the calendar dates upon application to AusCycling under various circumstances including:
Historical Dates: Any events which have been in a season or date for 5+ years can continue to hold this date.
Impact by Force Majeure: In the case where a force majeure has caused a postponement an alternative date outside of the traditional calendar dates may be set.
Weather: Local weather conditions which impacts the ability to host an event during that period.
Auscycling Event Registration 16 Chapter 4 REGISTRATION PROCESS
AllracesmustberegisteredandsanctionedbyAusCycling.Inorderto beregisteredaneventorganisermustfollowtheAusCyclingprescribed process outlined .
Mostclub(Bronze)races willhaveasimple automated self-sanction process.
Sanctionswillhavesomestandard requirements and conditions.
Thismayrequiresomedocumentationand post-eventreportingdependingonthe discipline and event level.
Auscycling Event Registration 17 Specific Requirements for Bronze Events AllBronzeLeveleventsarerequiredcompleteaneventsanctionwhich provides the following information:
• Date • Location • Course/Venue Details • Prize Money
Clubswhoorganisetheseeventsmustthenoperatetheeventswithinthe requireddeliveryframework,paytherelevantfees(ifapplicable)andprovide posteventreporting. Specific Requirements for Gold and Silver Events ForGoldandSilverleveleventstheorganisermustprovideanevent submissionincludingthefollowinginformationwhenfirstseekinginclusion onthecalendar:
• Program of Events (discipline, specialty, format). • Description (including maps) of the course including total length (in km) and where applicable specific stages. • The type and number of participating teams and/or riders’ and categories to be contested. • Budget including expected prizing.
Oncetheprovisionalsanctionrequirementshavebeenfulfilled,aprovisional sanctionletter,certificateofinsurancetotheeventandplaceitonthecalendar. Theprovisionalsanctionwilloutlinetherequirementsandtimingtofinalisethe sanctionapproval,notingallsanctionfeesmustbepaidinlinewiththefee requirements.Thissanctionwillonlybefinalisedwhenallsanctionrequirements areinplace.
Auscycling Event Registration 18 Registration Dates and Fees
DISCIPLINE DEADLINE BMX (RACING) Gold:October1 Silver: November 1 Bronze:6weeksprior
MTB Gold:October1 Silver: November 1 Bronze:1weekprior
CX Gold:October1 Silver: November 1 Bronze:1weekprior
ROAD Gold:September1 Silver: November 1 Bronze:3monthsprior
TRACK Gold:June1 Silver:July1 Bronze:1weekprior
ESPORT Gold: N/A Silver: N/A Bronze:1weekprior
PARA-CYCLING Gold: N/A Silver: September 1 Bronze: N/A
RECREATIONAL Gold:September1 Silver:3monthsprior
Auscycling Event Registration 19 Registration Refusal and Non-Sanction We never want to refuse to approve an event however we also mustensurethatorganisersmeetastandard. Ifanorganiser demonstratestheabilitytonotmeetourcollectivestandardsthey mayberefusedfuturesanctions. Somereasonsmayinclude:
• Poor delivery in previous years • Unpaid fees or prize monies • Inability to meet the minimum sanction
Date Changes
Weunderstandthatsometimescircumstanceschangethatare outsideofthecontrolofeventorganisers. Thefollowing contactswillhelpyouwithadatechange:
• Gold: AusCycling National Events and Racing Department. • Silver: AusCycling State/Territory Events and Racing Department. • Bronze: AusCycling State Events and Racing Department.
Auscycling Event Registration 20 Chapter 5 EVENT DELIVERY CRITERIA
Tofacilitatethesafeandsuccessfuldeliveryofallevents underitsauspicesAusCyclinghasdevelopedastandarda minimumdeliveryrequirementsforalldisciplines.
Thesecriteriashouldbesupplementedwiththerelevant AusCycling ‘Organiser Guides’, Technical Regulations and Policies.
Thefollowingsectionshouldprovideahighleveloffurther specificrequirementstoreceiveaneventapprovaland sanction.
Auscycling Event Registration 21 Criteria for Planning Your Event
Step 1: Step 2: Submit an application Contact the relevant authorities and complete the approval • UndertaketheStateCalendarplanning process to ensure all permits process (Silver Level and above). • Complete the AC Calendar Submission. areinplacepriortotheevent • Applicationtobereviewedandapproved. • Completeandsignahostingagreement (Silver Level and above). • Obtaindetailsonotherauthoritiesand organisations that require notification (e.g. Police,MainRoadsAuthority,Local Council, Land Owner, Facility Owner). Step 3: • Where required, attend stakeholder Ensurethattheeventhasan meetings,completetherelevant documentation required and provide Incident/Accident Plan requestedmaterial(e.g.Certificateof currency). • Detailtheprocedurestobefollowedincase Step 4: ofaminorinjury,medicalemergencyor general emergency. Consideration must be given • Establishthemethodofcommunicationfor totheareaofPublicHealth key event personnel and Safety • Notifythelocalhospitalandambulanceof the event details • Toiletsmustbeavailableinquantities • Aformalriskassessmentcanbeundertaken appropriatetothenumberofparticipantsand todevelopariskmanagementplanthatis spectators attending an event with specifictotheevent. RefertotheAusCycling consideration given to officials. Risk Register for Events. • Adequatebinsmustbeavailableand accessibleatthestartandfinishareas. • Otherareastoconsiderincludewaterfor competitors, officials, volunteers and spectators;shelterforofficials;noiselevels eventsecurity,publicaccessandmanagement of infrastructure, equipment and power cords.
Auscycling Event Registration 22 Criteria for Operating Your Event
Step 1: Step 2: The event must operate in First Aid accordance with the AusCycling • AccreditedFirstAidpersonnelmustbein Technical Regulations attendanceforthedurationoftheevent(s). • Thenumberandqualificationoffirstaid • ParticipantsmustbeanAusCyclingmemberor officersmustmeetthesize,natureand temporary member. locationoftheevent. • Racesmustbeconductedinaccordancewiththe • FirstAidpersonnelmustbeeasilyidentifiable, AusCycling Technical Regulations. contactableandaccessiblethroughoutthe event and have appropriate radios communicationsequipment(ifrequired)to call emergency services.
Step 3: Step 4: Commissaire must be appointed as The course/venue must be the President of the Commissaire inspectedpriortothe Panel (PCP) for the event commencement of the event
ACommissaireisresponsibleforsupervisingand • Thisshouldbecompleted,where controllingacyclingcompetitionandhasundertaken • practicable,toidentify(andminimise,if formaltraining(includingariskmanagement possible)potentialhazardsandobstacles component)tofulfilthisrole. andensureMarshalls,TrafficControllers(if ThePCPisresponsiblefortheconductoftheeventfor • applicable)andsignagearepositionedin aperiodextendingfromonehourbeforetheracingto accordancewithtrafficcontrolplansand/or onehouraftertheconclusionofracing. permit requirements. • A‘FacilityandVenueInspectionChecklist’ shouldbeusedtocompletethisprocess. Step 5: Step 6: A pre-event briefing for event support Copies of event approvals from personnel is conducted authorities must be available at the event (if applicable) • ThistaskisnormallyperformedbytheEventOrganiser or PCP. • For sighting if requested. • Itshouldincludeclarificationoftherolesand responsibilities . • Anumberofbriefingsmayberequireddependingon thelevelanddisciplineincludingvolunteers, commissaires,marshallsandfirstaid(amongothers).
Auscycling Event Registration 23 Criteria for Reporting on Your Event
An Event Report must be completed by the Event Organiser within14daysoftheevent
• CompletetheEventReportForm.
A Commissaire’s Report must be completed by the PCP within14daysoftheevent
• ThecompletedPCP Report reportisprovidedtoAC.
Accidents/incidents must be recorded on a AusCycling ‘Accident Report Form’ and reported to AusCycling within 2 working days from the accident
• An‘AccidentReportForm’isavailablefromACandmustbe completedbytheinjuredpersonandtheeventmanager/race director. • Theracedirectorshouldmaintainpostincidentcommunication with the injured individual.
Auscycling Event Registration 24 Chaper 6 Event Assistance Resources
AusCycling Organiser
AusCyclinghasdeveloped‘OrganiserGuides’foreachdisciplinewhichprovideevent organisersandpromoterswithinformationandtoolstosuccessfullyplananddeliveracycling event.
Theprimarypurposeoftheseguidesistoprovideastructuredapproachtoplanning anddeliveringsuccessfuleventsandtoensurethesafetyofparticipants,theworkforceand spectators.
Theguidehasbeenstructuredtoprovideastandardisedapproachtoevent managementwhichissupportedbyspecificinformationrelatingtoeachcycling discipline.
Theseguidescanbefoundat: https://www.auscycling.org.au/page/resources
Auscycling Event Registration 25 AusCycling Risk Register for Events
TheRiskRegisterisadocumentationoftherisksassociated withalllevelsofevents,theirseverityandthetreatmentactions tobetaken.Thishasbeendevelopedthrough:
• A review of the current event management practices. • Identification, assessment and prioritisation of the current risks associated with all levels of events. • Recording the existing controls and strategies which aim to reduce the risks. • Determining if further risk treatments are required to manage the risks.
Theregistershouldbeusedasabaselinewithorganisers addingsituationspecificriskswhichwillallowthedevelopment ofaneventspecificRiskManagementPlan. TheAusCycingRiskRegistertemplatecanbefoundat: https://www.auscycling.org.au/page/resources
Auscycling Event Registration 26 Event Management Plan Template
TheEventManagementPlan(EMP)formsthebasisofa standingplanforconductinganeventthatcanbedeveloped andadaptedforuseinfutureyears.TheobjectivesoftheEMP are to:
• Assist Event Organisers deliver a well- prepared, safe, legally/financially sound and ultimately successful event. • Ensure that the risk management standards for the category of event are addressed. • May support with any applications to relevant authorities. • Provide the relevant cycling governing body with a document that meets their sanctioning requirements.
Auscycling Event Registration 27 Report Forms
The following forms are available from AusCycling:
• Facility and Venue Approval Form • Event Report Form • AusCycling Incident Report Form
Theseformscanbefoundat: https://www.auscycling.org.au/page/resources
Auscycling Event Registration 28 Policy or Guideline Documents
Thefollowingpolicies,rulesandguidelinesareavailable:
• AusCycling Technical Regulations • AusCycling Extreme Weather Policy • AusCycling Refund Policy • AusCycling Concussion Policy https://www.auscycling.org.au/page/about/governance-rules-policies
Auscycling Event Registration 29 Email:[email protected]