Clubs will be invited to renew their affiliation to Welsh Cycling in October. Make sure you have everything in place to complete your renewal application quickly and easily. All Welsh clubs who re-affiliate by the 14 November will also go into a draw to receive a free 2 hour track coaching session.

The winner of the 2 hour track coaching session is Bryncoch Bombers. They will be joining Welsh Cycling at Wales National Velodrome on 30 November. If your club is yet to affiliate, complete the process by 30 November 2014 to receive £25 discount.

The only way to complete your application for 2015 is online. To make the online process as easy as possible we recommend that you note the following and take action where required now so that you are ready to complete your application when the affiliation renewals open.

Who will complete the application

The listed Club Secretaries and appointed Club Management Tool Administrators will have access to the online affiliation forms in the Club Management Tool Dashboard.

We recommend that the club discuss who is going to complete the form to avoid any confusion.

If you wish to set up another club member so they have access to complete the form the Club Secretary can use the "Manage Administrators" function in the tool or put the request in writing by email to clubtool@britishcycling.org.uk Please note only current British Cycling members in your club can have administrative access.

Club name

Please note that the maximum length a club name can be is 33 characters including spaces, as this is the maximum number which will print onto a racing licence. Any clubs featuring a commercial or 3rd party business or website in their name will need to pay the commercial club rate.

Kit image file

It is a requirement of affiliation you supply your kit design. If your kit design has not changed since last year then there will be a box you can tick to indicate this, however you must still upload your design. The image should be full colour and show clear view of the front and the back of the jersey design as a minimum. The design should be up to date and should only show the logos and names of the sponsors which the club will register.

You can upload your kit design in a number of different file formats you will most likely have a proof file from the manufacturer in PDF format and most digital cameras (including those on phones) will take pictures in JPG format. The full list of files extensions which can be used are jpg, jpeg, png, gif, pdf, tif, bmp, doc, docx, pcx. You can upload more than one image.

Kit designs are checked to ensure they present no issues as part of the affiliation process.

Please do not have any newly designed kit manufactured before your application has been approved.

Club officials

You will be asked to declare your club officials on the page. You must provide the full details of the club secretary, address, email and contact numbers. We would also recommend that you list your club chairman and treasurer so that other officials are listed against the club in case we cannot get hold of the secretary. To ensure the correct individuals are listed against the club please enter the person's British Cycling membership number. It is a good idea for the person filling the page to find these numbers before completing the form.

For the 2015 affiliation year onwards it will be mandatory for Clubs in Wales who have under 18s or vulnerable adults as members or users of their services to appoint a Club Welfare Officer. If you do already have someone in place you will need to enter their British Cycling membership number or telephone/email contact when completing the online form. Do not worry if you do not currently have a welfare officer in place as training is now offered for this online. We will require the named person undertakeing the role to complete a DBS form.

Sponsors

All 3rd party names, websites and logos which appear on club kit are regarded as sponsors and you will need to pay the appropriate fee to register them. This includes any sponsors or organisations who do not pay you a fee or no longer are your sponsor. Where you have existing stock of kit then we allow a period for this kit to be phased out.

Payment

The online affiliation system uses card payments. We realise that many clubs do not have a bank account with a debit or credit card attached, however more and more banks are bringing this in for sports club accounts so it may be worth checking with your bank or getting the club treasurer to do this. If you use your personal card then it should be a relatively simple process to claim the money back from your club. It may be worth giving your club treasurer advance notice you will be doing this to speed the process up. Clubs who complete the process by Sunday 30th November will receive a £25 discount.

What happens next

Once your application has been submitted you should hear from us within 21 days, if your application presents any issues then we will attempt to get in touch via telephone and email so please ensure that you use an email which is monitored and a telephone number you can be reached on during office hours on your application.

Click to read a step by step guide to completing your affiliation