Pre-race day

Time	Task	Role
3 weeks prior	Ensure we have enough prize vouchers	Prize Coordinator
2 weeks prior	Open up EntryBoss	Handicapper
2 weeks prior	Confirm Commissaire	Race Coordinator
2 weeks prior	Advertise race	Media Officer
10 days prior and then daily	Check and update EntryBoss	Handicapper
1 week prior	Confirm Coffee	Race Coordinator
1 week prior	Confirm sponsors attendance	Race Coordinator
1 week prior then every second day	Advertise race / call for volunteers	Media Officer
5 days prior	Order fruit	Prize Coordinator
5 days prior	Confirm Race Director, Rego and First Aid volunteers	Race Coordinator
3 days prior	Confirm volunteer to deliver trailer and take back	Race Coordinator
2 days prior	Increase advertising	Media Officer
2 day prior	Increase updating EntryBoss till race closes	Handicapper
1 day prior	Ensure equipment is charged (Computers, iPads, Wi-Fi modem and PA	Race Coordinator
1 day prior	Print out forms for race day. Race result recordingPrize ListJunior Handicap race recording Withdraw cash for race day $50 x 2	Race Director
1 day prior	Arrange delivery of equipment for race	Race Coordinator
After EntryBoss closes	Upload entries to rego system	Handicapper
After EntryBoss closes	Check rego system	Handicapper

Race day

Time	Task	Role
6.00	Trailer delivered to track (can be night before)	Assigned by race coordinator
6:15	Coffee arrive – advise where to setup and ensure power. If no power meter box to be checked (key with trailer keys)	Race director
6.25	Rego setup (earlier if paras are racing)	Registration
6:25	If paras are racing track cleared and track closed signs up and first aid available	Race director
6:30	Coffee ready to serve	Race director
6:30	If paras are racing – Briefing and race commences	Commissaire
6:40	Setup marques	Coordinated by Race Director
6:45	First aid available (earlier if paras are racing)	First Aid Officer
6:45	Corner marshals briefed for race #1 and provided equipment (Chair, umbrella and radio)	Coordinated by Race Director
6:50	Portable PA setup (if required)	Coordinated by Race Director
6:50	Track cleared of non-racers (earlier if paras are racing)	Commissaire
7:00	Corner marshals in place	Race Director
7:00	Rider briefing and race #1 to start	Commissaire
7.30	Fruit to be delivered by	Cole
7:30	Prizes to be delivered by	Cole
7:45	Corner marshals briefed for race #2	Coordinated by Race Director
7:55	Races #1 complete	Commissaire
7:58	Results completed	Commissaire
8:00	Corner marshals in place for race #2	Race Director
8:00	Rider briefing and race #2 to start	Commissaire
8:02	Collect race results from race #1 and get prizes ready	Coordinated by Race Director
8:05	Podium #1– hand out prizes and take photos	Coordinated by Race Director
8:50	Race #2 completed	Commissaire
8:55	Results race #2 completed	Commissaire
8:55	Juniors coordinated and handicaps worked out	Commissaire / Race Director
9:00	Junior handicap commenced	Commissaire
9:05	Collect race results from race #2 and get prizes ready	Race Director / Podium Coordinator
9:05	Podium #2– hand out prizes and take photos	Podium Coordinator
9:00	Corner marshals briefed for race #3	Race Director
9:10	Junior handicap completed	Commissaire
9:15	Corner marshals in place for Race #3	Race Director
9:15	Rider briefing and race #3 to start	Commissaire
9:20	Junior handicap results completed	Commissaire
9:25	Podium Junior handicap – hand out prizes and take photos	Podium Coordinator
9:45	Race #3 completed	Commissaire
9:45	Advise Corner marshals to bring back equipment	Race Director
9:45	Organise a rider to ride with juniors and have radio	Race Director
9:50	Junior riders briefed	Commissaire
9:55	Results race #3 completed	Commissaire
9:55	Collect race results from race #3 and get prizes ready	Race Director / Podium Coordinator
10:00	Podium #3– hand out prizes and take photos	Podium Coordinator
10:10	Junior race completed	Commissaire
10:15	Results junior race completed	Commissaire
10:15	Collect race results from juniors race and get prizes ready	Race Director / Podium Commissaire
10:15	Podium Juniors race– hand out prizes and take photos	Podium Coordinator
10:20	Pay Coffee	Race Director
10:20	Pack up marquees and trailer	Race Director
10:25	Divide any remaining fruit to give to volunteers	Race Director
10:30	Check for lost property or gear left behind
10:30	Return trailer	Race Coordinator
Late afternoon	Publish race photos	Media

Post-race day

Time	Task	Role
1-3 days after race	Race report completed and sent to Auscycling	Commissaire

Roles

Commissaire

To run a race a commissaire needs to be present.

Duties

Officiate race
Record results
Provide race report to Auscycling

Equipment needed

Bell
Whistle
Timer
Forms for results
Stop sign
iPad

Corner Marshall

Two corner marshals are needed in all adult races, one in the Ss and one at the top straight corner.

A chair, umbrella and radio is to be supplied to each corner marshal. Radios are to be set to channel 16. A radio check should be done before the first race to ensure the radio is working.

For junior races an adult or an older junior can ride with to advise of any issues.

Duties

Make sure no stray cyclist or pedestrians wander onto the track
Advise commissaire of any accidents
Warn riders of any accidents up front
Advise commissaire of any riders drafting off another group
Communicate with commissaire when needed in relation to break a-ways and position of groups

Equipment needed

Chair
Radio set to channel 16
Umbrella
Signs

First Aid Officer

At all times when racing a first aid off needs to be available. A first aid must have a current first aid certificate.

Duties

Attend to any first aid needs
Arrange ambulance if necessary
Complete accident reports and give to commissaire
Advise lifecycle committee if first aid supplies are needed

Equipment needed

First aid bag
Radio set to channel 16
Defibrillation

Handicapper

This can be performed by more than one person. Their role is to maintain EntryBoss and gradings.

Duties

Ensure EntryBoss is open 2 weeks before a club event
Maintain rider gradings
Update EntryBoss entries
Close race off the night before and arrange entries to be recorded in our registration system

Equipment needed

Permissions to Entryboss and club rego system

Media Officer

This person is responsible for advertising the race through social media / website.

Duties

Promote the race
Encourage others to promote the race

Equipment needed

Permissions to Facebook, Instagram, TeamApp and Website

Podium Coordinator

This can be a shared role and can be arranged on race day.

Duties

Liaise with commissaire / race director for results
Liaise with sponsor before each podium
Use PA or race commentator to announce podiums
Hand out prizes for podiums after each race
Ensure photos are taken

Prize coordinator

This role is to ensure that prizes such as vouchers, EFT forms and fruit are available on race day.

Duties

Ensure the supply of stock of vouchers such as Harris Farms and Kalas
Order vouchers when needed
Oder fruit several days before race day
Ensure fruit and vouchers are delivered on race day
Maintain / update prize list when necessary

Race Commentator

Having this role intends to bring atmosphere to our race events by providing commentary and music.

Duties

Commentate race
Play music through the PA system
Commentate podiums
Assist commissaire / Race Director to make announcements when needed

Race Coordinator

This role is around tasking people to ensure everything is in place for race day. The duties do not have to be done by this person but they need to ensure they are in hand. Planning should commence 2 weeks prior to race day.

Duties:

Ensure a commissaire is available for race day
Ensure Entryboss is open and being updated as registrations come in
Ensure someone is regularly advertising the race and call for race day volunteers
Confirm coffee van
Ensure fruit is ordered.
Ensure there is a race director for the race
Ensure there are volunteers for registration
Ensure there is a first aid officer and a backup
Ensure prize vouchers have been organised and will be delivered on race day before first podium
Ensure fruit will be collected and delivered on race day before first podium
Ensure trailer will be available around 6.00 am on race day.
Ensure trailer someone will return the trailer.
Ensure that entries will be uploaded to the registration system once registrations close
Print out necessary forms for race day

Equipment needed

Race director

This role is needed for race day. This person should liaise with the race coordinator just prior to the race to confirm who is doing the following roles: