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(issue 2017 v1.1, 11/5/2017)
Duties for SDVLCC Race Coordinators
Comments for Race Referees
Contents:
1 Actions prior to race day
2 Pre race duties on race day
3 Post race
4 Away races (duties additional to above)
5 Quick prompt Checklist
6 Comments for Race Referee
7 Event details required by Race Referee for Opens/Championships
8 New Timing System set-up and operation
9 Diagram of Timing system set up
1. Prior to race day
1.1 Collect keys from previous rostered race coordinator
1.2 Observe close-up procedure previous week if needed (see below)
1.3 Organise officials for race day
o If an Open or Championship, State Referees will control – contact Chief Referee ( Barry Watt – ) well in advance with proposed course and discuss if WorkZone Traffic Control will need to be engaged.
o If Work Zone is to be engaged, contact is Henry Mercia, Work Zone, 5 Circuit Drive Hendon SA, 1300 768 657, www.workzone.net.au
o Club has the option of requesting State Referee assistance with running of Invitation events, where it might be felt a large number of entrants warrants additional support. Discuss with committee/president in weeks preceding event.
o When using State Referees, complete the “Events Details Required by Referees” form, and send to Chief Referee by the Wednesday prior to the race.
o Starters/time keepers, Line Judges and Camera Operator (normally Sue and Mary).
o Timing system operator (key contact is Bob Seymour).
o Contact/confirm rostered (non-racing) First Aider.
o For Club events, if you are an accredited Referee, you can do both roles. If not accredited, contact rostered Referee. In this situation, the Race Coodinator is able to race.
1.4 Liaise with Safety Officer (Terry Holder)
o Ensure marshals are organized.
o Ensure you have the marshal’s phone numbers and they have yours.
o Ensure course will be checked prior to race.
1.5 Contact any sponsors
o Nature of sponsorhip (cash, in kind).
o Allocation of sponsorship in any specific way (suggest to them).
o Promotion of sponsor – flyer, webpage, banner.
o Would sponsor like to attend on the day.
o Arrange to collect sponsorship.
1.6 Use of Community Club room in addition to Trophy room on days where large numbers are expected should be confirmed with the SDVLCC Club Secretary.
1.7 Purchase after race food
o Including milk for tea/coffee – usually 2 litres each of light & full.
o Check supplies of tea/coffee/sugar and soft drinks, other consumables previous week – liaise with Geoff Bate.
o For larger events, ie Opens / Championships / Invitations, it is common to send an email to committee members to ask people to provide a plate.
2. Pre race on race day
Arrive at club rooms approx 1.5 hours prior to scheduled race start
2.1 Open club rooms (black dot key) and deactivate alarm
o Open door with key.
o Enter PIN (use 62007 if you don’t have your own).
o Press ‘OK’.
o Display will say “Good morning name. Alarm is ON press OFF”.
o Press ‘OFF”.
2.2 Set up rooms
o Open gates and toilets (black dot key).
o Set up tables in club rooms.
o Open store room opposite kitchen (black dot key).
o Move equipment (urn, cups, drinks from store room and set up as required).
o Find Club mobile phone in cupboard in store room, turn on, charge if required.
o If using camera, find camera and tripod in cupboard in store room, charge if required.
2.3 Open shed (yellow dot key + padlock)
o Bring equipment to club rooms using trolley
o race numbers and course maps
o hat covers
o bags for start/finish line officials; should contain clipboards, pens, paper, stop watches, +/- bell
o wooden money tray
o one first aid kit
o RDCL folder
o cones for start line +/- "Cycling Event in Progress" sign
o Ensure marshals have access in shed to required signs (plus light and first aid kit for following car).
2.4 Set up start with cones and signs
o Place three red cones at starting area on main road outside club rooms.
o If start is in westerly (McLaren Vale) direction, place "Cycling Event in Progress" sign prior to start line.
2.5 Liaise with officials as in 1.3.
2.6 White board positioned outside club room complete with names and #’s for:
o Race Coordinator and Referee
o First Aider – Club phone number 0488107519
o Marshals
o Safety Officer
o Clubroom key-holder for the day if rooms to be unattended during race
2.7 Liaise with Safety Officer
o Confirm no hazards on course, or what action being taken to remedy any.
o Arrange additional rider briefing if necessary.
o Check for new riders and discuss the course and any other issues with them.
2.8 Set up finish line
o Transport to the finish line and set up: two cones, flag, 200m Sprint sign (for Opens, Championships, Invitationals), video-camera and timing system.
o Timing system support people are Bob Seymour, Geoff Bate, and Jeff Geisler.
o Transport spare hi-viz vests +/- lollipop to finish.
o Other set up as determined by Club.
2.9 Once race is started, make sure hall is attended or otherwise secure
3. Post race
3.1 Collect finish line equipment
o After finish, stop timing system and up load results to laptop.
o Return all finish line equipment to shed.
3.2 Return laptop and battery to Points Steward.
3.3 Liaise with Referee, Safety Officer/Representative and President/Proxy
o Any accidents/incidents during race and any follow-up required – decide if written report required; if so, place in binder in storeroom cupboard.
3.4 Liaise with race referee to deal with any disputes as necessary.
3.5 After presentations, enlist support to clean up club rooms, fold and stack tables, ensure Kitchen Checksheet is completed, lights & appliances turned off (special attention to stove if its been used), close all doors, lock gates, toilets (check no-one still inside) etc.
3.6 Return equipment to store room and shed
o Ensure all signs returned.
o Lock shed.
3.7 Activate alarm and lock club rooms
o Check lights on alarm pad to ensure all doors are closed (kitchen areas, main bar area).
o Enter PIN (62007).
o Press ‘OK’.
o Display will say “Good morning name. Alarm is OFF press ON”.
o Press ON, alarm will start to beep.
o Get out and pull door shut within about 1 minute or alarm will go off.
o If alarm goes off before you leave, reopen club rooms, turn off alarm (use sign in procedure above), check alarm pad lights to see if any doors are open, close offending door and reset alarm.
3.8 Pass keys to next coordinator.
3.9 Feed-back to sponsors via email, visit etc. Include results / photos if available.
3.10 Arrange for Race Day Hat covers to be washed and returned to the Club rooms ready for the next race.
4. Away races (duties additional to above)
4.1 Prior to race day
§ Book venue if required (eg Range Hall) well in advance.
§ Collect keys from previous rostered race coordinator.
§ Organise transport for signs/equipment to and from race venue; consider collecting previous week.
4.2 On the day
§ Collect signs/equipment from shed if not already done and sufficiently early to allow arrival at venue approx 1.5 hours prior to scheduled race start.
§ Liaise with Safety Officer to ensure marshals have access to required signs at venue with sufficient time to allow setup.
§ Set-up as above.
4.3 After the race
§ Collect signs/equipment and transport back to club shed.
5. CHECKLIST FOR RACE ORGANISERS
1. Prior to race day
1.1 Collect keys
1.2 Familiarise with opening procedure
1.3 Organise officials
1.4 Contact Safety Officer
1.5 Contact sponsors if any
1.6 Purchase after-race food
2. Pre race on race day
2.1 Deactivate alarm, open all doors and gates
2.2 Set up rooms
2.3 Bring equipment up from shed
2.4 Set up start with cones and signs
2.5 Liaise with officials, Safety Officer re course check
2.6 Complete and set up white board
2.7 Liaise with Safety Officer re course check
2.8 Set up finish line, include timing system and Go Pro
2.9 RDCL commenced
3. Post race
3.1 Collect finish line equipment
3.2 Return laptop and battery to Points Steward
3.3 Liaise with Referee, Safety Officer, President + RDCL completed
3.4 Deal with any disputes
3.5 Clean up room
3.6 Return all equipment
3.7 Lock all doors and gates, activate alarm
3.8 Pass keys to next coordinator
3.9 Feedback to sponsors
3.10 Complete RDCL and hand to Secretary
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6. Comments for Race Referee
6.1 Race Day Checklist (RDCL)
To be completed as much as possible before race start.
Post race, complete RDCL and hand to Club Secretary or delegate so an e-copy can be forwarded to AVCC Vice President ( David Frost @: )and SAMCA Secretary. Originals kept in green folder in trolley.
6.2 AVCC advises that random helmet checks are to be conducted at every race; helmets to be Australian Standard approved with appropriate official stickers.
6.3 Rider Briefing
General advice re course, race distance, marshals/officials, signs, finish format
Road conditions
Road sharing, road rules
Advise that trail car may “toot, toot”, requiring riders to single-file and neutralise temporarily
Advice re random helmet, bike checks
Glasses wings to outside of helmet straps except for prescription glasses (Insurance requirement)
Marshalls can and will take note of rider numbers contravening race rules/briefing instructions.
6.4 Club Referee to monitor race and identify if there is a need to warn / discipline any racers. For Club events, if a referee feels there is a need to issue a disciplinary action, they must discuss with club officials before doing so.
6.5 Where a State Referee is present, then they may issue the disciplinary action without confirming with the committee.
6.6 An example of a Pre Race Briefing by one of our senior Referees is shown on following page.:
6.6 Pre race briefing - Southern Vets.
1. Aim of the briefing is to be as positive as possible. Yes, we have to be mindful of all the pitfalls of racing but we do not want to convey to our riders some sort of message that suggests we think that they are going break every rule in the book! Yes racing is competitive but we want to emphasize the joy of cycling first and foremost.
2. The obvious thing to stress is that we share the road with motorists. In particular, we need to indicate which are likely to be the busiest roads and ask that cyclists try to stay two-abreast and, of course, always stay to the left of centre.
3. If right hand turns are to be negotiated then it is incumbent on the marshal to make a decision that will enable all riders in the bunch to safely negotiate the turn. In this regard it is important for the bunch to stay together until after the turn is negotiated. In particular, if there is a car or cars negotiating the same intersection, then we ask the bunch to stay behind all the vehicles so that no one gains an advantage by moving up alongside the stationary vehicles. To help ensure that this is achieved we ask that the front riders indicate to the others to slow down and call “race neutral”. The same protocol should apply to busy left hand turns as well.
4. It is important to indicate to all riders any road hazards. This could cover anything from road works, manhole covers to the general condition of a road due to the weather (eg. debris).
5. Depending on the type of race staged, we ask that when a bunch passes another bunch or even a single rider that they clearly call out “group passing”. It is also incumbent of the group passing to keep on going until well clear of the slower bunch.
6. If the referee has discussed the race plan with his/her marshals then it is appropriate to let the riders know where signage has been placed. Best practice is to ensure that every non-marshaled corner is clearly signposted.
7. While we indicate that we will endeavor to close off the road at the finish we have to issue a proviso that it is still up to the riders to look ahead and let fellow riders know if there are “cars up”.
8. I also think that it is important to wish all riders a “good and safe race” as they commence. It just reinforces the positive message.
7. EVENT DETAILS REQUIRED BY REFEREES
(Race Coordinator to advise by Wednesday beforehand)
A. EVENT TITLE AND DATE: ………………………………………………………………………………………………………
B. EVENT DIRECTOR/RACE COORDINATOR ……………………………………….…………………………………………….
C. REGISTRATION LOCATION and opening time …………………………………………………………………………………………………………………………..
D. EVENT START TIME ………………………………………………………….
E. COURSE DETAILS,DISTANCES,NUMBER OF LAPS etc:…………………………………………………………..………………………
………………………………………………………………………………………………………………………………………………………………………
F. LOCAL POLICE NOTIFIED:…………………… LOCAL COUNCIL NOTIFIED: ……………………………………….
G. COURSE SET-UP OFFICIAL/S: ………………………………………………………………………………………………………..……………
………………………………………………………………………………………………………….………………………………………………………
H. MARSHALS (Name,location and Contact Details)
1…………………………………………………………………………………………….…………………………………..…………………………………..
2 …………………………………………………………………………………………………………………………………………………………………….
3 ……………………………………………………………………………………………………………………………………………………………………
4 ………………………………………………………………………………………………………………………………………………………………….
.
5 …………………………………………………………………………………………………………………………………………………………………..
I. SAG WAGON: …………………………………………………………………………. Contact ………………………………………….
J. FIRST AID: ………………………………………………………………………….…… Contact: ………………………..………………
K. TIMEKEEPER/S ……………………………………………………………. Contact ………………..………………………