What do I need to provide for Registration (some tips courtesy of Lew Strader)
Make sure you have plenty of release/standard entry forms and USAC License forms (both annual and one-day). Make sure you have registration supplies - pens, folders, start list forms, safety pins, etc.
Have one person in charge of all license sales. No one should get near the registration table without either showing a current valid license, or purchasing the necessary license.
Keep an eye on the weather. Think of shelter from rain/sun/wind - including rocks or something to act as paper weights (not to throw at the officials)
The officials should provide you with one of the MABRA radios for the registration crew. This helps when there are questions or problems, and also when the officials need to remind you that they need the start lists. Keep the radio turned on, out of the weather, and in sight at all times. At the end of the race, make sure that it gets back to the officials.
Organize on the basis of the race schedule. Make sure that riders registering for the next event of the day have priority over those registering for later in the day. Also make sure that you understand what the Chief Official needs at the end of the day:
How many officials do I need, and why do I need so many?
Your Chief Referee (CR) will be assigned well in advance of the event. The Chief Referee should contact you, but if not, contact the CR if you know who it is. The CR will need to review and approve your race venue, schedule and flyer. He or she is there to help you make the race happen, not to hinder you. In many cases, he or she may have more experience with races than you do, and can give you valuable assistance in preparing for the event.
The officials are at the race to ensure that the race is conducted in a safe manner, to provide accurate and timely results, to ensure that the racing rules are applied fairly and evenly at all events.
At a bare minimum, you need one official, but that would be only for a small training race! The number depends on the level of the race, the race type, schedule, and the amount of support that the promoter can provide to the officials.
The Chief Referee needs to be everywhere except on the finish line judging. The Chief Referee must answer questions about rules, registration, licensing, etc as well as resolve complaints about occurrences during the races. And then there is all the paperwork.
You need a Chief Judge. Again, if you have a very simple race, that may be all you need. But if you have a road race with multiple fields on the course, or a criterium with multiple fields on the course at the same time and no slack between races, then you will need two crews: one to work the race on the course and the other to complete the results from the race that just finished.
In a road race, you must have at least one official with each field. You may also need an official in a lead car in some criteriumss.
Time-trials need a Chief, starter, turnaround judge (if it is out and back) and at least one motor official, plus at least one, and probably two finish judges.
The bottom line is that the promoter and the Chief Referee need to work out the crew size (and cost) up front.
What are the requirements for race numbers?
Where can I get legal race numbers?
Legal
Marathon Printing
Type SO (stock olympian) $14/100
TYPE O (only with 5 inch numbers, though) $38/100 or $210.50/1000
Electric City Printing Cycle/Triathlon $60/100
Not Legal
Hercules all numbers
Marathon Printing All types except SM (mostly too small)
Electric City Printing Economy II (digit size is OK, but background is too small)
Pins
In an emergency, pins can be found at dry-cleaning supply stores. In the DC area you can use
Amato Industries
9120 Talbot Ave
Silver Spring, MD
301 565 3220
Another lightning-fast source for numbers is Cleaner's Supply . I ordered pins from them on Wednesday afternoon, and they were delivered on Thursday. Prices were very low.
How can I effectively run registration?
Take notes and learn from prior years. Talk with other promoters. In order to best assist your officiating crew, the following are helpful guidelines.
Have one person in charge of all license sales. No one should get near the registration table without either showing a current valid license, or purchasing the necessary license.
Keep an eye on the weather. Think of shelter from rain/sun/wind - including rocks or something to act as paper weights (not to throw at the officials)
The officials should provide you with one of the MABRA radios for the registration crew. This helps when there are questions or problems, and also when the officials need to remind you that they need the start lists. Keep the radio turned on, out of the weather, and in sight at all times. At the end of the race, make sure that it gets back to the officials.
Organize on the basis of the race schedule. Make sure that riders registering for the next event of the day have priority over those registering for later in the day. Also make sure that you understand what the Chief Official needs at the end of the day:
- ALL one day and annual license forms (make sure you give the riders their copies)
- the rider release form for any injured riders,
- the final results,
- the number of riders, less those who have doubled up, for each race.
How many officials do I need, and why do I need so many?
Your Chief Referee (CR) will be assigned well in advance of the event. The Chief Referee should contact you, but if not, contact the CR if you know who it is. The CR will need to review and approve your race venue, schedule and flyer. He or she is there to help you make the race happen, not to hinder you. In many cases, he or she may have more experience with races than you do, and can give you valuable assistance in preparing for the event.
The officials are at the race to ensure that the race is conducted in a safe manner, to provide accurate and timely results, to ensure that the racing rules are applied fairly and evenly at all events.
At a bare minimum, you need one official, but that would be only for a small training race! The number depends on the level of the race, the race type, schedule, and the amount of support that the promoter can provide to the officials.
The Chief Referee needs to be everywhere except on the finish line judging. The Chief Referee must answer questions about rules, registration, licensing, etc as well as resolve complaints about occurrences during the races. And then there is all the paperwork.
You need a Chief Judge. Again, if you have a very simple race, that may be all you need. But if you have a road race with multiple fields on the course, or a criterium with multiple fields on the course at the same time and no slack between races, then you will need two crews: one to work the race on the course and the other to complete the results from the race that just finished.
In a road race, you must have at least one official with each field. You may also need an official in a lead car in some criteriumss.
Time-trials need a Chief, starter, turnaround judge (if it is out and back) and at least one motor official, plus at least one, and probably two finish judges.
The bottom line is that the promoter and the Chief Referee need to work out the crew size (and cost) up front.
What are the requirements for race numbers?
- Rule 1K4 governs the requirements of numbers. Figures are black, 12-14cm (4.75 in to 5.5 in high) on light background 20cm x 20cm (8 in x 8 in )
- Please avoid four digit numbers. They are much harder to read.
- Rule 4(d) governs the penalties for using incorrect numbers.
- Fine for inadequate numbers. An organizer who fails to provide racing numbers that meet the requirements of the Racing Rules shall be fined $1 per rider per day of racing. This fine shall be submitted to USA Cycling. (See Rule 1K4)
Where can I get legal race numbers?
Legal
Marathon Printing
Type SO (stock olympian) $14/100
TYPE O (only with 5 inch numbers, though) $38/100 or $210.50/1000
Electric City Printing Cycle/Triathlon $60/100
Not Legal
Hercules all numbers
Marathon Printing All types except SM (mostly too small)
Electric City Printing Economy II (digit size is OK, but background is too small)
Pins
In an emergency, pins can be found at dry-cleaning supply stores. In the DC area you can use
Amato Industries
9120 Talbot Ave
Silver Spring, MD
301 565 3220
Another lightning-fast source for numbers is Cleaner's Supply . I ordered pins from them on Wednesday afternoon, and they were delivered on Thursday. Prices were very low.
How can I effectively run registration?
Take notes and learn from prior years. Talk with other promoters. In order to best assist your officiating crew, the following are helpful guidelines.
- Write the race numbers in order on the start list, so the officials can find a rider
- Write the rider number on the standard entry form so it can be quickly found in the event of a crash. The chief official will need the standard entry form to send along with the incident report.
- Use only one number range per race. Try to have no similar ranges on the course at any one time (i.e. have one field be 100-149, and the other field be 250-299.