How to go about it, what needs to be done?
1) Locate a suitable course for distance required.
2) Contact the local police, county council, health authority and fire service. If the race goes over private property gain permission from the landowner for his / her approval.
3) Check the proposed date with County AA to confirm that the date does not clash with an existing event. A Suffolk County AA road race meeting is arranged each year for that purpose.
4) Conduct a full Risk Assessment of the event. See attached paper on Risk Assessment.
5) Send the Permit Application Form at least 8 weeks prior to the planned date of the event to the SEAA Permit Secretary including the name of the Race Referee.
6) It is in your interest to keep a copy of both the completed permit application form and your Risk Assessment statement for up to three years after the event.
7) The following must be included with the form:
ü Course Map
ü Draft copy of Entry Form (for Open Events only) making sure that the following information is included:
a. Date.
b. Start Time.
c. Distance.
d. Venue.
e. Facilities.
f. Entry Fees.
g. Awards.
h. Age Restrictions. (Minimum age for competitors; 11 years on day of race, subject to current rules covering distance that they are allowed to run*)
i. Entry Closing Date and Late Entry Fees.
j. Time Late Entries will be accepted before start time.
k. Any Special Rules.
l. The form should request: competitor’s name, sex, age, date of birth, address, phone number, and e-mail address and registration scheme number.
m. Where to send entry.
n. The words “Under UK:A Rules” are to be included.
o. The unique Permit Number (this will only be available after the permit has been granted).
p. Correct wording if hosting County Championships. See notes on County Championships.
* Maximum distances
Under 13 Girls & Boys 3.5Km
Under 15 Girls & Boys 4.5Km
Under 17 Women 5Km
Under 17 Men 6Km
Junior Women 6Km
Junior Men 10Km
Senior Women & Men Unlimited
PRE RACE DAY
Finalise the Entry Form including the above details and information on how get to the venue.
Recruit manpower for the event:
1. Race Director.
2. Course Director.
3. Health and Safety Officer.
4. First Aid / Doctor.
5. Communications Officer.
6. Chief Course Marshal.
7. General Marshals (age restrictions apply).
8. Referee (already done).
9. Chief Timekeeper.
10. Race Starter.
11. Lap Scorer
12. Timekeepers (if more than one is required).
13. Timekeeper’s recorders.
14. Judges / Recorders.
15. Funnel controllers.
16. Spot-check board.
17. Results Team.
18. Announcer.
A bare minimum of 1 timekeeper and recorder and 2 position recorders plus 1 funnel controller are required for each finish funnel. For multiple finish funnels please refer to page 43 of the ECCA Handbook.
If using unqualified timekeepers and position recorders, please refer to attached paper on timekeeping & recording.
Arrange changing and toilet facilities.
Send the Race Referee and the County AA Secretary a full list of race applicants as of the closing date.
Order or make sure you have the following: marshals’ high visibility bibs; lane marking tape; stakes and / or equipment for constructing the finish; finishers mementos; trophies; course change location marker boards; race numbers; safety pins for race numbers; paint for finish line; race clock (optional); timing and recording sheets; clip-boards and pens / pencils for timekeepers & recorders; starting horn.
RACE DAY
i. Mark and set up the course.
ii. Confirm communications network around the course.
iii. Create a Mobile Phone number list (ensuring ALL NETWORKS are working in given area).
iv. Construct the finish area. When constructing the finish, build at least two funnels in case an accident or a competitor injury blocks one. Funnels should be at least 25 metres long. Make allowances for wheelchair competitors.
v. Marshals and Officials and First Aid personnel must “sign in” (a requirement of insurance cover).
vi. Ensure all officials and helpers are fully briefed as to their duties.
vii. Display the Race Permit.
viii. Display the Course map.
ix. Display the Entrants’ List (not applicable in league events).
x. Make available for the Race Referee: the Risk Assessment; copies of letters to the local police; local authorities and local health service.
xi. Accept late entries (not applicable in league events).
xii. Have to hand: stopwatches; timing and recording sheets if required.
FINISH AREA
The timekeepers are to time on the finish line and the judges to record competitors’ numbers at the very end of the finish funnel. See notes on timekeeping and recording. The funnel controller must ensure that competitors do not change position in the funnel. A person is also required to take timing and recording sheets to the results team. First Aid personnel should be positioned close to the finish area and must be able to access the finish area.
Written by:
Joe Mower
Jennie Grimwood
Paul Felton.
20th January 2005.