Road Event Organiser Support
All the forms and documents below are either Word Documents or Excel files of 200kb or less in size. Click on the links to download a copy.
British Cycling's Regional Event Officer Network
British Cycling's Regional Event Officers are focused on increasing the quality and quantity of participation opportunities in Road, Track, Cyclo Cross, Mountain Biking BMX and Cycle Speedway. Please feel free to contact the Events Officer in your Region if you are an event organiser, official, volunteer or club and you need help in the following areas:
- Event Organisers: Setting up a new event or series; Registration and calendar fixing of events; Event equipment; Event promotion; Volunteers and Officials for your event; Getting access to existing or new facilities; Working out levy payments.
- Volunteers and Officials: Volunteers and Officials training; Commissaire appointments; Clothing.
- Officiating Training, Qualifications & Resources - course information, course dates and supporting resources.
- Officials List - Contact details of commissaires and referees.
- Clubs: Guidance and support setting up new events; Promoting new and existing events; Inter-Regional competition; New members.
- Contact Details - Find your region's event officer
Pre-event Organiser Paperwork
Road & Closed Circuit Event Registration Form: In order to ensure that an event is registered and insured with British Cycling this form must be completed and forwarded to the relevant Regional Competition Administrator along with the relevant BC HQ and Regional Registration Fees. This form shows all the details required to enable this event to appear in the various British Cycling Calendars. Download
Event Summary Sheet
Application for a Permit to Promote a Road Race, Circuit Race or Time Trial: This form must be completed as early as possible and submitted to the relevant Regional Competition Administrator to ensure that the Region can obtain the appropriate police authorities. Allow at least eight weeks for this process to be completed. Download
Road & Track Event Fees Table: Explanatory sheet showing the relevant Registration and Levy Fees for each Level of event. Download
Technical Services Booking Form: British Cycling can, subject to the availability of an operator and the equipment supply Photofinish and timing equipment for events. Such booking forms should be submitted to British Cycling Headquarters as early as possible to avoid disappointment Download
Vehicle Insurance Documentation: Providing this form reaches British Cycling Headquarters before the flag drops for an event, road legal vehicles listed on the vehicle registration form will be covered by British Cycling Headquarters. The letter accompanying this form must be read carefully to ensure that the correct procedures are followed. British Cycling Headquarters will only accept one form - that submitted by the organiser, which may be subsequently updated or amended by him/her up to the time of the start of the race. It will not accept requests from individuals wishing to register vehicles outside of this process.
Permit to Promote an event: This is issued by the Regional Competition Administrator when all is in order in terms of registering the event an relevant fees paid and the Police authorities (where applicable are in order) Download
Event Notification and Risk Assessment Form: This form must be completed by the organiser or his delegate before the permit for the event can be submitted. Liaise with the relevant Regional Competition Administrator as many regions have already completed risk assessments for most of their courses. Download
Entry Forms: Road Race entry forms - entry form page
Parental Consent Form: Where an Under 18 is unable to present a current, valid competition licence this form must be completed by the parent/guardian. Completed forms must be sent by the organiser to the appropriate Region Treasurer along with the Levy Form. Download
Officials' signing on sheets: Promoters are encouraged to get all those working on their event to sign this sheet. This not only provides a check list for the organiser but also provides evidence as to who was where should a claim subsequently arise from any incident associated with the event. This should be attached to the signing on sheet as sent to the Treasurer with the Levy form. Download
Riders' Signing On Sheet: All riders are required to sign on before receiving their race number. This completed form should be sent to the Region Treasurer with the Levy Form.
Post-event Paperwork
Event Levy Form: To be completed by the Chief Commissaire at the completion of the day's racing. Two copies required. One needs to be sent by the race organiser with a copy of the signing on sheets and any day licences/fines should to the Treasurer of the Permit Issuing body - normally this is the British Cycling Region in which the event is held. A duplicate Event Levy Form should be sent to the Regional Competition Administrator for the region in which the event was held (or British Cycling headquarters where the Permit is issued for a National event). Download
Result Cards: These must be completed and returned to British Cycling Headquarters immediately following the completion of the day's competition. This will ensure that riders, clubs and regions receive their ranking points as quickly as possible and riders are promptly upgraded where appropriate: Senior Road/Closed Circuit Download - Youth Track/Closed Circuit Download
Commissaires' Report Forms: These must be completed and forwarded to the Regional Competition Administrator of the Permit issuing Region immediately following completion of the event. For a National event, the Commissaires Report Form should be sent direct to the Road Events Administrator at British Cycling Headquarters. Road Race Report Form | Circuit Race Report Form
Incident Report Form: It is critical that when ever an incident occurs which involves medical treatment to a person involved in an event or a third party that this form is completed and immediately forwarded to British Cycling Headquarters. This will ensure that British Cycling is in a position to react quickly should any claims relating to the incident be made. Download
Penalty Form: This form should be completed in duplicate when ever disciplinary action is taken against a rider/carer or team manager at an event. One copy should be sent to the offender and the other to the Regional Competition Administrator for recording on the riders membership record. Fines must be sent to British Cycling Headquarters with this form. Download
Organisers' Report Form: Organisers have the option to complete this form and forward it to the Permit Issuing Regional Competition Administrator to assist the Regions in determining where they can assist organisers further with the promotion of their events Download
Commissaire expense form: Template for event organisers to give to commissaires to fill out at an event. Download
