Race Organisers’ and Team Leaders Pack 2018

ESSENTIALS

Ranking List

HRM Software

Risk Assessment Template

Lightning Certificates

Race Finishers Spreadsheet

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 HRM
    • Download most recent Ranking List
  • Receive entries into HRM
    • 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 HRM 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.)