On event day, proper execution is essential for a successful event. Here are key event day resources and considerations to ensure a smooth and safe experience for participants, spectators, and staff:
• Share a detailed event schedule outlining key timings for registration, rider check-in, start times, race waves, awards ceremony, and other important activities. Need help designing a race day schedule? Download our schedule template.
• Set up a well-organized registration area with clear signage and volunteers to assist participants with check-in, number pickup, and any last-minute registration.
• Conduct a pre-race briefing to inform participants about the course, safety guidelines, rules, passing zones, and any last-minute updates.
• Ensure that the course is properly marked with signage, directional arrows, distance markers, and caution signs according to USA Cycling standards.
• Set up timing and camera equipment and ensure accurate synchronization with the race schedule.
• Communicate timing procedures to participants, and have a dedicated area for posting preliminary and final results.
• Place staff and volunteers at key points on the course to monitor safety, rule compliance, and any issues that may arise.
• Do you have additional questions about hiring an official for your event? Contact USA Cycling at officals@usacycling.org.
• Arrange SAG vehicles or stations.
• Ensure mechanical support is available.
• Have a designated medical area with trained medical personnel and first aid supplies readily available.
• Ensure that medical staff is prepared to respond to emergencies promptly.
• Ensure medical staff has direct communication with event staff should there be an occurrence.
• Provide printed occurrence reports and instructions for medical staff to complete the reports.
• Identify volunteer coordinator.
• Assign volunteers to their roles and responsibilities, such as registration, course marshaling, aid stations, and finish line support.
• Security and Safety Personnel
• Coordinate with security personnel to manage participant and spectator flow and address any security concerns.
• Collect signed Volunteer Releases
• Designate safe and accessible areas for spectators to watch the event without interfering with the race.
• Establish efficient communication channels among event staff, volunteers, medical personnel, and officials.
• Use radios or walkie-talkies for real-time updates and emergencies.
• Provide SAG (Support and Gear) vehicles or stations along the course to assist participants with mechanical issues or medical needs.
• Prepare the awards area and ensure that trophies, medals, or prizes are ready for presentation at the awards ceremony.
• Consider having a podium and backdrop to highlight sponsors.
• Have a clear protocol for reporting and managing incidents, accidents, and rule violations.
• Document incidents and gather relevant information for post-event analysis.
• Review the event’s Emergency Action Plan and ensure that all stakeholders are familiar with their roles and responsibilities.
• Offer amenities such as water stations, restrooms, green zones and shade for participants, volunteers, and spectators.
• Post-Event Activities
• Organize post-race activities, celebrations, and awards ceremonies as per the event schedule.
• Provide real-time updates to participants on any changes, delays, or safety concerns using loudspeakers or other communication tools.
• Designate an area for site vendors and sponsors and communicate with all parties.
• Collect feedback from participants and volunteers after the event to identify strengths and areas for improvement.
• Organize a cleanup crew to ensure that the event area is left in good condition after the event.
• Ensure the event area is clean and free from any debris or waste.
• Restore the event venue to its pre-event condition.
Remember that meticulous planning, effective communication, and a focus on safety are essential for a successful event day. Regularly consult with USA Cycling officials to ensure you’re following best practices and adhering to the organization’s standards.
