COVID-19 Event Cancellation FAQ’s – Event Organiser

COVID-19 Event Cancellation FAQ’s – Event Organiser

Navigation:
Home » About us

Based on the Government’s latest advice and guidance on the developing situation around Coronavirus/COVID19, British Cycling has suspended all of its sanctioned, cycling activities, initially until June 30.

This includes (but is not limited to):

  • Competitive events at all levels
  • Non-competitive, registered events (e.g. sportives, reliability trials)
  • Recreational rides (throughout our suite of programmes including HSBC UK Breeze, HSBC UK Guided Rides, HSBC UK Ride Social, Let’s Ride Pop-up)
  • All educational courses or activities (e.g. coaching courses, Ride Leader courses, commissaire courses)

The decision has been taken based on Prime Minister Boris Johnson’s caution against unnecessary travel and contact with others, to take the necessary steps to protect the health and wellbeing of riders, officials, volunteers and spectators, and alleviate the risk of an additional burden on the emergency services at what is a hugely testing time.

Our aim is to support all event organisers as quickly and efficiently as possible in this challenging time, and below are responses to several key questions which have been asked.

Due to Government guidance, most of our events team are currently working remotely but will endeavour to respond to all enquiries as quickly as possible.

EVENT STATUS

The events team will ensure that all events that appear on the calendar between 17 March and 30 June will be set to “cancelled”, which will appear on your organiser dashboard.

There is no option to set the event to “postponed” on the Event Management System (EMS).

This cancellation does not automatically notify the entrants for your event - the named organiser will need to contact them directly.

RESCHEDULING

We will work with event organisers to try to establish a rearranged date for suspended events, where possible. The calendar is already extremely busy and even without widespread cancellations, allocating dates can be extremely challenging. We will try our best to accommodate all requests but please refrain from publishing potential new dates without checking with the British Cycling events team first.

Please be aware that if you do run your event in the suspension period, the event insurance will be invalid.

REGISTRATION FEES

The registration fees that were paid at the point of event registration through the EMS will be refunded in full for all cancelled events scheduled for suspension period of 17 March - 30 June. Currently, any event cancellations from May onwards will not be eligible for a refund of the registration fee.

For any event that is postponed or suspended, pending a new date, the registration fee will be carried forward.  

REFUNDS

Refunding riders is the role of the event organiser, and all requests from competitors will come to you. British Cycling is happy to support you with this process but is unable to refund directly.

If you haven’t “accepted” the entrant into your event, simply reject them and no fees, other than the £1 application fee, will be taken. Alternatively, the entry fee can be carried over to a rearranged date if the rider is happy to do so.

You will need to refund all entrants via the EMS system, using a valid debit or credit card. Please be aware that there is a £1 administration fee for each transaction. However, all event organisers will be able to claim a refund from the British Cycling finance team for the cost incurred. In order to do this, the £1 admin fee should be absorbed at the point of refund.

More details of how to refund can be found HERE

INSURANCE

The British Cycling insurance is Public Liability Insurance only, and does not extend to event cancellation, or any of the associated costs of cancelling. British Cycling would advise that event organisers cancel any suppliers or outgoings as soon as possible.

The British Cycling events team and the local Regional Event Officer will aim to support all event organisers, commissaires, volunteers and riders and answer questions as quickly and accurately as possible, however due to the fast-moving nature of this decision and the associated workload, we thank you in advance for your patience.

USEFUL LINKS

Organiser T&C’s

Organiser FAQ’s

Rider T&C’s

Online Entry T&C’s