Organisers Notes

Audax Organisers Notes-updated for 2022

For NEW events only: June, the year before your proposed event

Submit draft routesheet and GPS Map to Paul O’Donoghue for review.  NO PUBLICITY should be issued for any new event until and unless it has been approved by the committee.

For existing events – August, the year before your event

Submit your event details to Paul for inclusion in the Calendar: name, distance, start time, start location, entry fee, contact phone number, e-mail, preferred date.  All events must now be run through the Cycling Ireland /Eventmaster online entry system.  The process for this is as follows: Once the Calendar has been finalised, I will Log-in to Cycling Ireland website, and input the basic event details, and apply for the event.  This then awaits approval from the Provincial CI Committee, usually in case there is a clash of events in the same area.

8 weeks before event (or earlier if possible – entries cannot go live until all processes are completed)

Complete Risk Assessment form using a Template, and changing the relevant details to suit your own event. If you have any problems with the Risk Assessment let me know, and I will be happy to help.  Send the completed Risk Assessment to nialldiamond1@gmail.com and I will upload it to the Cycling Ireland System for approval.  Once the Risk Assessment has been approved, Cycling Ireland will set up a draft event in the Eventmaster system, which I will then edit with all the relevant details for dates, contact info, tickets, prices etc. Then CI will check the details to make sure they are all correct, send me a Stripe link to connect the event to our Bank for payments, and make the event “Live” for entries.

6-8 weeks before event

Once Cycling Ireland are happy with all the above, and have made the event “Live”, we will announce that entries are open on the website, WhatsApp Group Chat, and on the Audax Ireland Facebook page.

If you’re planning to have manned controls, line up volunteers to work them.

With the new Online Entry System, it is no longer necessary for riders to sign-on the Entry Form, or 1-day Licence Form, this is all done online.  Riders will enter online, which will generate a report of all details on the Eventmaster system.  At any stage before the event, if you need the up-to-date report, just let me know, it is easy to download it and send it to you.  It contains quite a lot of superfluous information like dates, times, order codes etc, but all the relevant info is there too.  All entrants must have a Cycling Ireland Licence, which can be an Annual Licence, or a 1-day Licence. If they do not enter a valid Annual Licence Number when entering, they will automatically be charged the 1-day Licence fee.

1-2 weeks before

Perform a final check of the route and make any necessary amendments to the routesheet. Once the routesheet is finalised, e-mail it to all the entrants along with a RidewithGPS Map and any other information pertaining to the ride. Preferably use pdf format for the routesheet, in addition to Word or Excel so riders who wish to change the layout or format can do so.  Update and resend the same e-mail with any further information for riders, and with the answers to any questions you receive.

 1 week before

Entries will close automatically on the chosen Closing date, and your Entry report will be available.  Request Brevet Cards from Paul, including a few extras.  If you want to offer Medals at the Finish, contact Paul for ACP Medals, and Niall for Audax Ireland ones.  Any unused medals must be returned immediately after the event.  Riders will receive an e-mail from Eventmaster in the 2 days before the event, telling them to go log-in to the Eventmaster website and do the Online Check-in.

Ideally print up labels for the Brevet Cards with the requisite information on them. 13 x 5 per A4 sheet and cut to size (or be prepared to do a lot of writing !).

Days before event

Buy any food, Tea, Coffee, Herbal Tea, Paper Cups etc needed.

Get SuperValu (unprinted) ziploc bags to put the cards in.

Day of event

Arrive at Start at least 30 minutes in advance – it reduces time pressure if you get the early birds signed on as soon as possible.

As riders arrive, check them off your start list, and give them their Brevet Card and Routesheet.  If you can get someone to help, it will speed things up considerably.

At a few minutes to the hour, deliver your prepared speech with final warnings, hazards, the need to obey the rules of the road, food, sleepiness etc, Emphasise that they should call or text you if they’re dropping out. If you’re riding the event on the day, join them.

If possible, be there at the Finish to check riders back in as they arrive and take their cards. Make sure they sign the card in the appropriate location “Signature at the arrival”, and tick the appropriate box if they want an ACP medal. Medal payments should also have been paid through Eventmaster.

If you will not be at the Finish, make alternative arrangements for return of Brevet Cards and proof of passage.

 Week after

The following day, write some notes on how the event went, what worked, what went wrong, how many entrants, how much food was eaten etc. This will really help you when it comes to the following year.

Amend the green bits (date, distance etc) on the ACP Homologation Form to suit your event, fill in the Names and Clubs, and email it to Paul and Niall (or post original to Paul O’Donoghue, 12 Tinnapark, Kilpedder, Co. Wicklow).  Contact paul if you need the blank Homologation Form.

You may have some expenses for food, postage etc.  If so, please send details to Andreas Voigt of how much you are owed.  We will arrange a payment by cheque, transfer or PayPal without delay.  Needless to say, the event entry fee should be calculated to at least cover the event costs.

For events promoted by other clubs than Audax Ireland, the payments for Medals (€5) and Brevet Cards (€0.65) should be paid to Audax Ireland without delay, and details sent to Andreas.

ACP have started a new system which means Paul can now print the Brevet Homologation Stickers himself, without having to wait for them to come from France.  These should therefore be back with organisers much faster than before, and all Organisers must ensure that they apply the stickers to the correct riders Card, and return them to the riders without delay.  This will be a big step forward in our service to participants.

There are a large number of events again this year, so it is very important that organisers are seen to be operating in an efficient way, so all paperwork should be handled promptly, e-mails responded to, Brevet Cards and Medals posted without delay etc etc.

If you need any assistance with any of the above procedures you can contact Niall on 087 9857894 or nialldiamond1@gmail.com and I’ll be happy to help any way I can.

Permanents

Most Calendar events are also available as Permanents, which can be ridden whenever suits the rider/s.  No Brevet Cards are required.  Riders must pay a €5 fee to the club.  The organiser sends out a routesheet and GPS map by e-mail, and the rider goes and rides the route.  After finishing, the rider must send his proof of passage (GPS track, photos, receipts etc) to the organiser.  Once satisfied that the ride has been verified, the organiser must notify Senan Burke of the completed ride promptly so it can be included in the log of Permanents ridden, and in the riders total mileage for the season.