Track 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
- 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 Paperwork
Application for a Permit to Promote a Track Meeting: 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 8 weeks for this process to be completed, if not longer: Download
Permit to Promote an event: This is issued by the Regional Competition Administrator when all is in order in terms of registering the event and relevant fees paid: Download
Track Event Registration: 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 BC Calendars: 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 BC HQ as early as possible to avoid disappointment: Download
Road & Track Event Fees Table: Explanatory sheet showing the relevant Registration and Levy Fees for each Level of event: Download
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
Entry Forms: Track Race entry forms
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 (Excel spreadsheet): Download
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 sign on sheets, any parental consent forms and the fees collected in respect of both levies and any one day licences/fines to the Treasurer of the Permit Issuing body. The other copy should be sent to the relevant Regional Competition Administrator (or BC HQ where the Permit is issued centrally) along with the Commissaires report form. Download
Result Cards: These must be completed and returned to BC HQ 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 promptly upgraded where appropriate
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: Download
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 BC HQ. This will ensure that the BC Staff in in a position to react quickly should any claim against the Federation 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 handed to the offender and the other to BC HQ which will further distribute as appropriate. Any fines collected on the day must be sent to BC HQ 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
