Road Event Support Forms
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.
Welsh Cycling will endeavour to avoid calendar clashes where possible.
Road and Track Event registrations are required to be completed by the end of October to enable the setting of the WC 2009 calendar.
All payments for events must be by cheque made out to Welsh Cycling.
Could all road and circuit race organisers complete their risk assessments before the end of December to enable the Police and Welsh Cycling to have plenty of time to deal with any problems or issues that may be raised.
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 organizer 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).
Event Levy Form Road & Track
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.
Result Card Road & Closed Circuit
Result Card Youth Girls - Road, Track, Circuit
Result Card: Youth Boys Road Track Circuit
Result Card: Youth Girls Road Track Circuit
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 Commissaire Report Form
Incident Report
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.
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 British Cycling Headquarters for recording on the riders membership record. Any fines collected on the day must be sent to British Cycling Headquarters with this form.
Road & Track 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.
Road & Track Event Registration Form
Road & Track Event Fees Table
Explanatory sheet showing the relevant Registration and Levy Fees for each Level of event.
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.
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.
Parental Consent Form
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.
Permit Application Form - Road, Circuit & TT
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)
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.
Road Event Notification & Risk Assessment Form
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.
Road Race Officials Signing On Sheet
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)
Signing on Sheet
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
Technical Services Booking Form
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.
Vehicle Insurance Letter - Road Races
Vehicle Registration Form Road Events