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Official Handbook Forpromoting a Bicycle Race

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Official Handbook Forpromoting a Bicycle Race Official Handbook for Promoting a Bicycle Race Last revision: January 2019 Contents Section 1: Preparation ............................................................................................................................................................................ 4 The ABRA Season Schedule .................................................................................................................................................................. 4 Team Commitment .................................................................................................................................................................................. 4 Delegation, Volunteers and Tasks ...................................................................................................................................................... 4 Selecting the Type of Race..................................................................................................................................................................... 7 Budget ........................................................................................................................................................................................................... 7 Course Selection ........................................................................................................................................................................................ 8 Course Safety & Notifications ........................................................................................................................................................... 10 Planning Timetable ............................................................................................................................................................................... 12 Basic Race Policies ................................................................................................................................................................................ 14 Sponsorship ............................................................................................................................................................................................. 14 Promotion / Media ................................................................................................................................................................................ 14 Flyers .......................................................................................................................................................................................................... 15 Registration ............................................................................................................................................................................................. 17 Officials ...................................................................................................................................................................................................... 18 Collegiate Cycling ................................................................................................................................................................................... 18 Section 2: Race Day ............................................................................................................................................................................... 19 Race Day Supplies & Suggestions .................................................................................................................................................... 19 Course Preparation ............................................................................................................................................................................... 22 Race Caravan ........................................................................................................................................................................................... 23 Appendices ............................................................................................................................................................................................... 24 Appendix A: Sample Budgets ............................................................................................................................................................ 24 Appendix B: A Typical Sponsorship Request Letter ................................................................................................................ 26 Appendix C: Race Proposal Document .......................................................................................................................................... 27 Appendix D: Flyer for Local Residents .......................................................................................................................................... 28 Appendix E: USAC Race Flyer Template ....................................................................................................................................... 29 Appendix F: Volunteer Guide ............................................................................................................................................................ 31 Appendix G: Local Contacts: .............................................................................................................................................................. 39 Appendix H: ABRA Resources ........................................................................................................................................................... 40 Appendix I: Local Chip Timing Companies .................................................................................................................................. 41 Arizona Bicycle Racing Association: Official Handbook for Promoting a Bicycle Race 2 This guide is intended to help cycling teams organize and promote fun, safe, and successful road bike races. Maintaining a knowledge base of the information needed to promote events is difficult and makes it difficult to pass events on to new promoters. This handbook should help both new and existing teams remember the necessary steps in putting on a race. Take notes on things that did (or didn’t) work well for you which can provide a valuable reference in future seasons. Much of the information in this handbook is derived from notes and e‐mail provided by other cycling teams that have promoted races. Please feel free to contact the ABRA board if you have any comments or suggestions that might benefit area teams. We all benefit from having a calendar filled with great races! ABRA would like to thank to Eastern Collegiate Cycling Conference for use of their outstanding promoter’s guide! ***DISCLAIMER: This guide is not the end all be all of race promotion. Use it for what it is- a guide and learning tool- and not regulations.**** Arizona Bicycle Racing Association: Official Handbook for Promoting a Bicycle Race 3 Section 1: Preparation The ABRA Season Schedule The ABRA road racing season runs from early January through October. The majority of the races in the southern part of the state (Phoenix and Tucson) take place from January through May with races in the northern part of the state taking place over the summer. There is a planning meeting held in the fall where the annual road schedule will be planned. Races are scheduled on a tier system based on level of prominence and duration of existence. Directions for submitting a bid are available on the ABRA website (azcycling.com) If you have a new event in mind, you should come to the meeting with a race date in mind (look at your local schedule, holidays, and weather history beforehand), but be prepared to negotiate and have a backup date (or two) prepared. Northern events will want to bid for dates near the end of spring and in the summer to minimize the chance of weather cancellations. ABRA also makes an effort to have race weekends where the Saturday and Sunday races are within close driving distance, so you may want to contact other promoters in your area before the meeting to see what they are planning and when. Promoters are encouraged to combine forces so that race weekends can be hosted instead of individual race days. Team Commitment Hosting a race may be one of the most rewarding experiences of your riding career. It provides a very important service to the entire state and is an excellent way to showcase your team and community. However, it is a very demanding undertaking and involves a reasonable amount of work. Holding a race requires a commitment from the entire host team, which must be dedicated, motivated, and has the leadership and drive to make the race work. One person CANNOT put on a good bike race. You’ll need to have an organizing committee willing to devote time over a period of months, as well as many other volunteers for the myriad of smaller tasks involved. Make sure that your cycling team understands the overall effort required in putting on a race and that everyone is interested. The task is not impossible, but should not be taken lightly ‐‐ be prepared to work hard and learn a lot. It is also very rewarding and a lot of fun when done as a team effort. Delegation, Volunteers and Tasks Delegating the myriad tasks associated with hosting a race is critical to success. The following list of jobs is a good starting point when matching team members to tasks. Someone must be
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