2013 Race Management Information session

8th January 2013

The Tour de Perth – WA’s Premier road cycling event

The goal- a happy event!

EVENT PROCESS

1. Event design 2. Collaboration with Volunteers, Cycling WA,

Councils, sponsors – Cycling WA event process and policies, see

www.wa.cycling.org.au, under Policies

3. Documentation preparation- 4. Document submission Cycling WA, Councils,

Police. 5. Event promotion 6. Event preparation 7. Post event reports and thank-yous

The Sheriff!

1. Event design

• Aim and outcome- vision. • Social, racing, recreational, educational

• Day and date and time

• Location

• Partners- supporters

• Resources- staff, equipment

• Budget

2. Collaboration with Volunteers, Cycling WA, Councils, sponsors

• Start talking!

• Cycling WA: – Cycling WA event process and policies, see

www.wa.cycling.org.au, under Policies

– Event support- event classification

– Document support-review and advice

– Event promotion- enews, facebook, media

– Event preparation- Commissaires, equipment

– Post event reports- photos and results

EVENT CLASSIFICATIONS

1. Club ride 1. Insurance covered in PDS

2. Sanctioned by the club- clubs risk management and approved ride leaders

2. Club race 1. Insurance and Sanctioning like a club ride

2. Cycling WA promotion in enews Club focus, The Saturdays West Sports Guide, facebook sharing

3. Club Commissaire

4. Registration – do your own- IMG option

5. Post event results to Newspaper and your website

EVENT CLASSIFICATIONS

3. Combine Club race 1. Insurance and Sanctioning as a club ride

2. Cycling WA promotion in enews Club focus, The Saturdays West Sports Guide, Cycling WA calendar, facebook sharing

3. Club Commissaire

4. Grading- suggest A to D and E

5. $4 per senior rider

6. Registration do your own – IMG option

7. Post event results to Newspaper and your website

EVENT CLASSIFICATIONS

4. Interclub race 1. RMC calendar and sanctioning process

2. Cycling WA promotion in enews Coming events, The Saturdays West Sports Guide, Cycling WA calendar, facebook sharing

3. State Commissaire

4. Grading- suggest A to D and E

5. Patronage: $100 per event, $10 per senior rider, $7.50 junior

6. Registration Cycling WA IMG

7. Post event reports, results to enews and website

EVENT CLASSIFICATIONS

5. Open/State Championships 1. RMC calendar and sanctioning process 2. Cycling WA promotion in enews Coming events, The

Saturdays West Sports Guide, Cycling WA calendar, facebook sharing

3. State Commissaires 4. Grading- as per license- Elite, Masters, Juniors 5. Patronage: $100 per event, $10 per senior rider,

$7.50 junior 6. Registration Cycling WA IMG 7. Media release 8. Post event reports and results to enews and website 9. State Champs medals from Cycling WA

3. Documentation preparation-

1. The poster

– Important information

2. Risk management- traffic management

– Risk- what happens when

– Traffic- those damn cars !

– Insurance and the PDS

3. Volunteer management

– Volunteers- who does what

4. Document submission Cycling WA, Councils, Police.

Cycling WA- • Event sanctioning process- Operations Manager and RMC

• The flyer

• The map- the course

• Event sanctioning document

• Risk management plan- traffic management plan

• Volunteer management plan- club risk management plan

Council and Police- • Traffic management plans and Road permits

The teddy bears picnic?

Race Management Committee

1. Document review – Appraisal and feedback

– “This event is sanctioned” insurance compliance

2. Event improvement – Race grading

– Policies relevant to Racing

– Event specific recommendations

3. Policy workers for the Board – Research and advice group for Board and policy making

Technical Committee

1. Document review – Appraisal and feedback

2. Event improvement – Appointment of Chief Commissaire

– Policies relevant to Racing

– Event specific recommendations

– Recruitment and training of Commissaires

3. Policy workers for the Board – Research and advice group for Board and policy making

5. Event promotion

1. Entry – Entry cost and the budget

– on the day

– Online registration

» IMG – Cycling WA or Club

– Event charges and deadlines

2. Promotion – Your promotion plan?

– Cycling WA promotion

6. Event preparation

1. Location and venue 2. Setup

– Cycling WA equipment: flags, gantry, tents, coreflute

3. Registration – Start lists, grading

4. Racing event – Commissaires

5. Presentation – Medals for state Champs

The goal- a happy event!

7. Post event reports and thank-yous

1. Photos and event report – Enews and website

2. Event reports – Cycling WA requirement

– Cycling Australia accident report

– Commissaire report

3. Payment – Show me the money!

4. RMC and Technical Committee – Review and comment

Question time

Thank you