CORNWALL ROAD RUNNING AND RACING GROUP

RULES FOR ORGANISERS OF GRAND PRIX RACES

 

INTRODUCTION

 

The Cornwall Road Running Grand Prix Series was set up to improve the overall standard of events in the County, from both a competitive point of view, and all aspects relating to the organisation of an event.

 

Each year, the series will comprise of an agreed number of events. Any club or organisation is entitled to apply for their event to be considered for inclusion in the following years series. All applications must be received by the committee for consideration at their September meeting.

 

All aspects of every event are discussed at the first committee meeting following that event. It is important that representatives from the event organisers and affiliated running clubs attend the review meetings to ensure effective feedback. Any club or organisation who fails to meet any of the required standards is given a “warning”, which if not acted upon, will then have their event removed from the series.

 

The club or organising body must pay the “Grand Prix” levy on all entries received, as set annually, to cover the administrative costs of running the Grand Prix and the Grand Prix series prizes awarded at the end of the year.

 

The requirements listed below are to advise organisers and potential organisers of Grand Prix races of what is expected and what needs to be achieved. As a result of  proposals agreed and passed at the Dec 2006 Group meeting, all items listed below are now compulsory, and must be strictly adhered to by all Race Organisers.

 

 

 REQUIREMENTS FROM ORGANISERS

 

1.GENERAL

a)      The event must have a UKA Race Licence and comply with ALL regulations attached to the permit.

b)      The Race Licence, Certificate of Course Accuracy/Renewal, a map of the course with drink and sponge stations indicated, and a list of Pre-entries must be displayed in the Registration area.

c)      The event must possess a copy of the U.K. Athletics “Rules for Competition” handbook.

d)      The event must be organised either by, or in partnership with, a Cornish Running club.

e)       The event must be capable of catering for a field of at least 300 runners.

f)        The event infrastructure and organisation must be able to easily cater for the anticipated number of entries. Consideration must be given to limiting entries, especially where safety issues exist and safety must remain of paramount importance.

g)      Organisers must remember to “look after” the volunteers who man the finishing area, and those working on the registration desk and compiling results.

h)    Organisers must prepare and display a copy of the "Risk Assessment"

i)    Organisers must arrange the completion  of UK,A County Road Race Report Form by  a duly authorised person before he leaves the event, and that it is returned to the County Permit Secretary.

 

2.RACE ENTRY FORMS/ RACE LITERATURE/RACE NUMBERS.  

1)      The race entry form must be available for circulation at least two months prior to the event. A draft copy of the entry form must be included when applying for a Race Licence

2)      The race entry form must include the following information.

a)      The race is held “Under UKA Rules”, the UKA. Race Licence Number, the Course Measurement certificate number, and “wheel logo”.

b)      The venue and directions (particularly important for “Out of County” and new comers), car parking arrangements, facilities including changing, showers toilets, and bag storage.

c)      Competitors are advised that dogs, wheelchairs (where appropriate), wheeled carriages and cycles are banned, and that competitors cannot be accompanied or followed, either on foot or by vehicular conveyance of any description.

d)      The minimum age limit.

e)      The closing date for Postal pre-entries.

f)        The race incorporates Round ?? of the Sandy Hill Physical Therapy Centre Grand Prix Series.

g)      Details of all individual and team prizes.

h)      Anticipated time of presentation.

i)        Race numbers must be collected on the day. (This is to enable the results co-ordinator to differentiate between “Non-starters” and “Non-finishers”, and for the Race Organiser to satisfy requirements of Health and Safety regulations. )

j)        The “Tear Off” section required for registration purposes must include the competitors name, address, telephone number, date of birth, age on race day, affiliated club, racing licence number, full  declaration, data protection statement, signing and date space.

3)       Completed Pre-entry forms must be forwarded to whomever is responsible for compiling the results, preferably upon receipt of each 50 entries, with the remainder, immediately after the closing date “for postal entries” which should be approximately one week prior to race day.

4)  a)  Waterproof numbers with medical details on the reverse must be used.

     b)  The competitors name must be written on the reverse by the race organiser.

 

     

3.RACE VENUE.

a)      There must be a Race H.Q. and information desk to deal with queries.

b)      Directions to the venue must be clearly displayed at appropriate places en route, within a 2 mile radius.

c)      Directions to car parks must be clearly displayed. Car parking arrangements must be adequate for the number of competitors, and marshals on duty to control and organise the parking.

d)      Directions to registration area must be clearly displayed.

e)      Directions to the toilets and changing facilities must be clearly marked and adequate (where possible), for the expected number of competitors.

f)        Consideration must be given to the facilities required by those handling the registration and results process.

 

4.COURSE.

a)      The route to be used must be on tarmac, concrete, paved or synthetic surfaces and, excluding the start and finish areas, any other surface must not constitute more than 25% of the race distance. If these criteria are not met, the race will be deemed to be a Multi-Terrain Event.

b)      Directions to the START must be clearly displayed, and the START itself, clearly marked on the racing surface.

c)      The course must be well marshalled .All marshals should receive high visibility bibs, maps and written details of their duties and responsibilities including emergency procedures and contact numbers.

d)      Both the lead and sweep vehicle should be linked to the race organisers by a suitable means of communication.

e)        A suitable form of communication must link key personnel and medical/first aid facilities. Adequate First Aid must be available in relation to the course and number of competitors

f)      Signs on the course must include a minimum of “Start”, Mile marks, Drink and Sponges with pre-warnings, “Caution Runners” signs, suitable “direction arrows” and “Finish”.

g)  Any organisation erecting the "possible delays here due to road race " signs, must submit a map of the course, and a contact number, to the www.cornwallroadrunning.co.uk website

h)      The Race Director must ensure that the racing line taken by all competitors is identical to that measured and detailed in the Course Measurement Data Sheet records supplied to him. Marshalling and/or coning/taping must be provided to ensure that this requirement is adhered to.

i)        The position of drink and sponge stations must take into account the safety of the runners, marshals and other road users, and the anticipated number of entrants.

j)        Sponge stations must be separated from drink stations by a minimum of 100 metres where appropriate

 

5.FINISH AREA.

a)      This area must be well organised and include a funnel to facilitate the recording of the time and position of all finishers.

b)      The layout must allow for a clear separation of runners and spectators and provide unimpeded access for first aid personnel and key marshals

c)      It must have the requisite number of suitably experienced officials for the recording of all times and positions.

d)      Timekeepers, time recorders, number callers, number recorders and all finish area personnel require, and must have, a well designed finish area away from spectators.

 

6.RESULTS/PRIZES

a)      Computerised results must be produced to assist in collating the individual Grand Prix Points.

b)(1)      The prize list must reflect the categories of the Grand Prix series. These are as detailed.

Men First 3 overall. First 3 U 40. First 3 Vet 40-44, 45-49, 50-54, 55-59, 60-64, 65-69, 70+

Teams: First 3 (6 runners to count), with prizes for each team member. NB. Duchy and Cornish Marathon.( 4 runners to count )

Ladies First 3 overall. First 3 U 35. First 3 Vet 35-39,40-44, 45-49, 50-54, 55-59, 60+

Teams: First 3 (4 runners to count), with prizes for each team member. NB. Duchy and Cornish Marathon. ( 3 runners to count )

b)(2)    Grand Prix Short Course Series (Age 15 - 19 only)

Men First 3 overall.

Ladies First 3 overall. 

 

           NB.  These are the “minimum” only prizes to be awarded; any club or organisation can expand on any of these categories if they so wish, e.g. First 10 male finishers, 8 runners to count in a team etc.

          Organisers must remember that all races, whether or not they are raising money for  charity or any other cause, must give priority to the “runners” requirements, with any surplus money then going to   the charity or cause of their choice.

 

 7.PRESENTATION.

a)      The results must be collated as quickly as possible.

b)      The presentation must be conducted as soon as possible, and runners informed of a target time to enable them to organise their warm down and changing arrangements. Consideration should be given to drawing any raffle etc prior to the actual presentation of race prizes.

c)      Consideration must be given to using a P.A. system to enhance the presentation.

d)      Race results must be made available to club web-sites as requested, as soon as possible after the event.

 

 

ADDITIONAL INFORMATION.

   1. Various items of "Race day Kit" are available to all Race Organisers. These include a portable P.A.System, weather proof boards for use by time recorders and number recorders. A limited number of signs are available, to be erected in the week prior to the event, notifying motorists of "possible delays here due to road race."  Also available are a quantity of the preferred style "Caution Runner " signs. Collection/return of all items to be arranged with the Group committee.

  2. Copies of the preferred paperwork for use on the finishing line by the time recorders and number recorders are available for download on the Cornwall Roadrunning website  Click Here.

 

RECOMMENDATIONS.

  1. An application for a Race Licence should be made at least six months prior to race day.

         2. For Health and Safety reasons, when designing a course, it is  preferable that it is a  left-handed/anti-clockwise one.