Key things to think about:

What type of mountain bike race you would like to put on:
Enduro, Mini Downhill, Four-Cross (4X), Cross Country (XC) or a Dirt Crit?

Ensure you know who your event is aimed at, catering for and why would it benefit them: there is no point in putting on a event if there is a similar event already going on in the area, you will be catering for the same participants. To ensure the maximum attendance to your event see what gaps there are in the market, try to think why participants would attend your event: social, health, skills, for fun and remember for some its not all about racing but taking part; try to think if you are hitting a new target audience, will there be enough participants at this level to take part, consider the time and the man power you will have available on race day, what are the minimum and maximum numbers of participants you can accommodate, will you be able to manage the amount of riders/ spectators that turn up?

Make sure you break down the planning of your event into manageable sections – you don’t want to get overwhelmed with things to do, make sure you have a clear plan and timescales.

Back

Overview of Tasks 

Six Months Before Event

• Pick a location
• Select a date for the event (make sure it doesn’t clash with any similar events/ events participants may attend in your area to maximise participation) 
• Select the course 
• You may need to get the permission of the land owner or a permit for a National Body or local Council once you have selected a location to have a race. 

Three/Four months before the event.

Once you have found a location, and a course there are a few things you need to do: 

• If you wish this to be a Scottish Cycling registered event, get the event registered. 
• Set a budget for your event
• Develop a list of contacts you might use for your event – first aid, radios, Commissaires (if necessary)/ Judge, timekeepers, Marshals, Volunteers for sign on, First Aid. 
• Make sure you organise adequate medical support. Never put on a race without a qualified first aider at hand. If you are hosting a big event, you may want to notify the local hospital ahead of time. 
• Start to recruit key volunteers who could be involved in your event. 
• Think about how your riders are going to enter the race: On the day, pre registration forms or online entry. 

Two/Three months before the event.

• If you are getting participants to pre register for the event ensure your processes for collation and acknowledging entries has been clearly set out. 
• Locate course-marking materials 
• Start to market your event
• Order any materials you may need – e.g. number boards 

One month/ One week before the event.

• Contact key volunteers to see if they can still attend your event
• Continue to publicise your event and try and generate entries and interest. 
• Brief volunteers of their roles and responsibilities, This should include:

- When to arrive on site?- Key event times: sign on, race start, race finish etc

• Check phone signal at event location and if needed test radios
• Create an Events Plan 

One Day Before The Event

• Contact marshals and other people involved in the event and make sure they understand all arrangements for set up and on the day
• If possible try to mark out as much of the course as possible in advance. Leaving gaps in the course tape at junctions and crossing points. Being able to do this will depend on location and also consent of the landowner. 
• Transport all the necessary amenities to the course and make sure they are set up.

On the day of your event

Its time to see if you planning and preparation you did will pay off!

Plan to get to the venue early, think of all of the things that have to happen before the first rider goes. Ensure you meet with all your volunteers on site and talk them through what is expected on the day: It is vital to remember these people are giving up their time to help YOU!

Clear signage is very important to the running your event: Ensure registration, the race start and race finish is clearly signposted.

Remember to consult your events plan. 

After your event

Although your event is over there are still things to do!

• It is essential to make sure all course materials are removed, ensure you leave the land as you found it, and pick up any litter from the course, including any left by competitors or spectators.
• It is also essential to thank your volunteers.
• Contacting volunteers & riders after the event is a good way to get feedback about what worked on the day and importantly what didn’t work so well. 
• You may want to hold a debrief meeting with any relevant volunteers or email a short questionnaire. You can then take the feedback and incorporate it into your next event plan to make your future events even better. 

Back

Pick a location

A good location is key to any good event. The location should be safe to the riders and therefore be one of the main considerations for any event organiser. The location should be free of any major hazards, be able to cater for the amount of riders and spectators and have adequate parking or local transport links for the amount of people you expect to attend your event.
The location of the Start/Finish area and course location must allow the movement of riders, parents/ staff, volunteers and spectators. When setting up the start area/ finishing area remember to allow space to set up banners and other promotional material to be displayed/distributed.
Also a very important factor in the choice of location is to think about what to do if there is an emergency. How easy is it for an ambulance to access the site?
Also check if the location has a mobile telephone reception – if not you may need to use radios on the day of the event.

Carry out a risk assessment on the chosen location to ensure the safety of your participants.

Back

The Course

Once you have your location you need to plan the route of the event: Again you need to think about the mountain biking discipline you have chosen for your event and what level of rider you are catering for.

Think about the distance you want the riders to do and/or length of time you have for the event.

If required think about splitting your riders into categories. E.g, filter by age, skill level or distance and ensure the course is suitable to their level. If you split the participants in to categories then you will need to plot the start times for each group. Generally, the faster participants should go before the slower participants in order to avoid mixing. It’s best to stagger fields so that they have little chance of overtaking another field during the event.

Study your route closely. Determine where you will need marshals. Marshals should be placed at potential risk areas around the course. E.g. sharp corners, fast single track or junctions where the course may meet other users.

Carry out a risk assessment (available to download from the 'orange tabs' on the banner) on the chosen route for your event to ensure the safety of your participants.

Back

Permissions, Permits & Insurance

If you must obtain permissions/paper work for your venue this should be done as quickly as possible. You may be asked to provide the layout of your route, event plans, risk assessments and timescales.

Permission/ permits may be required from private landowners, Forestry Commission Scotland, Scottish Cycling, Local Council and/or the Police.

If your event is taking place on Forestry Commission Scotland you can refer to Mountain Biking Events on the National Forest Estate Agreement.

You also must ensure that your event is adequately covered by insurance. You may want to consider contacting Scottish Cycling, your Local Authority or an independent insurer for more information.

Back

Marketing your event

The best way to promote your event to existing riders & new riders is through local clubs, schools and community groups. But don’t forget to promote outside your area, maybe get in touch with other mountain biking clubs?

Why not involve the local community? Ask local pubs, shops, businesses and offices to support your event, perhaps by providing prizes, through promoting the event on your behalf, by participating themselves or by making a donation?

Why not use Social Media, i.e. Facebook & Twitter to engage potential participants. Either through your local clubs channels or an event page?

A flyer or e-shot is not essential to making your event a success but can help spread the work if it is seen in the right place: your promotional material should include:

• Race location
• Entry fee
• Registration times 
• Schedule of events(include categories and/or distance)
• Event contact information and web link (in applicable) 
• Prizes/ sponsor (in applicable)

Get in contact with other event organisers in your area. Is there an opportunity to cross promote events? If so ensure you take flyers/promotional material for local clubs, community groups, other events (events your target audience might be interested in) – To get them to progress their on skills and development.

To keep your costs down try to secure sponsorship for your event, it also can help to increase the status of your race. Sponsorship can come in many forms: sometimes a sponsor willing to offer a product is just as valuable as offering cash. Be prepared to offer the sponsor something in return i.e. Promotional Display Space, A sponsor logo on your flyer/ promotional material, or on a website etc.

Back

Events Plan

Before your event you should create an events plan: This is every event organiser’s essential guide on the day of the event. You plan should include: the schedule for the day

• technical guidance
• contact numbers 
• maps 
• equipment list
• permits/permissions
• marshal points
• staff, public safety & worst case scenario plan
• medical plan

Download a sample 'Events Plan' on the 'orange tabs' on the banner at the top of the page.

Back

Useful Contacts

Use the help which is out there:

Scottish Cycling - Regional Development Officers
Local clubs
Local Authorities
FCS

Back