Race Organisers’ and Team Leaders Pack 2018

ESSENTIALS

Ranking List

Race Management Software – please email for a copy until new version finalised

Risk Assessment Template

Lightning Certificates

Event Ticket Template

BC Insurance Schedule (updated)

BC Membership Form

Incident Reporting

Race Levy

ADVICE

Advice on running a Hasler Race (link)

The following checklist will help you plan everything for your race:

  • Check ahead possible local conditions relating to:
    • Other Sporting events
    • Fishing season
    • Boating Season
    • Weed or likely river conditions
    • Tides
  • Check local users and facility availability or clearance for:
    • Clubhouse
    • Parking
    • Toilets
    • Other river/towpath users dates
    • Canal & Rivers Trust
    • Local authority
  • Appoint Event Safety Officer(s) (&/or train)
  • Main organising team meet & arrange suitable date
  • August before event – Submit calendar entry online with alternatives, plus entry in any regional calendar
  • Arrange team & meet as necessary
    • Arrange additional insurance if needed
    • Contact police & other services as necessary
    • Advertising
    • Sponsorship
    • On the day arrangements
  • 1 month before or earlier, send out invitations – MRC Website, flyers, MRC & Racing Canoe Clubs Facebook, regional email circulation lists
  • 2 weeks before or earlier Complete Risk assessment & Forward to RMA
    • Brief marshals
    • Assemble or check safety equipment
    • Confirm all tasks particularly marshals, starters, finishers, results
    • Download ET template & other forms from BC or MRC website
  • 2-3 days before
    • Download most recent race management software
    • Download most recent Ranking List
  • Receive entries into race management software
    • Publish start list particularly where regional number set not used
    • List any issues for checking in (fees, evidence of BC membership)
  • On the day or just before:
    • Final course and conditions check
    • Mark course
    • Checking in – ensure membership, ET issues dealt with, late entries
    • Issue numbers (where regional sets used)
    • Briefing contents:
      • Domestic issues
      • Safety issues
      • Rules
      • Course(s)
      • Combined starts for inquorate classes & special arrangements if very low numbers etc. or split starts
      • Start order
      • Questions
    • Starts
    • Finishes
    • Deal with any issues
    • Publish provisional results
    • Prize Giving
    • Keep any result lists/videos/notes
  • After the event
    • Check all information in results file for Membership Nos./Expiry Dates etc.
    • immediately complete race management software file(s) and forward to RMA, Ranking Officer, Race Records Officer with report of any necessary issues
    • within 2 days total race levy & forward to MRC treasurer
    • within 2 days submit any Event Tickets to British Canoeing with fee (not MRC treasurer.)