Race Promoter Guide

PERMITS REQUIRED

• Race Director License with USA Cycling (included with team registration or can be purchased separately)
• Team registration with Wisconsin Cycling Association
• USA Cycling Race Permit and Insurance
• Venue permit (as required)

ADDITIONAL COSTS

• WCA Rider Fees ($2 per racer per day per event.)
• Payment of USAC Officials
• Prizes
• Additional Equipment not provided by the WCA

SUPPORT FROM THE WCA CX COMMITTEE:

• Technical support to assist with course design and logistics
• Use of cyclocross-specific equipment (barriers, staking, signage, ribbons, etc.) owned by the WCA
• Advertising
• Posting of race results on the WCA website
• Posting of Supercup Series Overall results on the WCA website
• Support with computer-generated registration and results

RACE DIRECTOR RESPONSIBILITIES

PREPARATION TO HOLD A RACE

• Hold current Wisconsin Cycling Association club membership by April 2.
• Submit race application to WCA CX.
• Attend the WCA Race Promoter’s Meeting and work with the WCA CX Committee to obtain a race date.
• All drivers who will transport the WCA equipment trailers should check with their insurance to confirm that their personal insurance coverage extends to the trailer they are pulling.
• First year promoters are not eligible for SuperCup races.
• Any race promoter interested in hosting a SuperCup race must apply to the Cyclocross Committee. A SuperCup race must be an event with extras to make the day fun and good for families, encourage viewers, possibly involve the local community.

RACE PLANNING

• Secure a venue with necessary features for a cyclocross course as well as appropriate facilities for registration, bathrooms, adequate parking, and a water source. If possible an enclosed and heated building for registration is preferred.
• Submit a course plan to the WCA CX Committee by 2016 August 1. The Committee will either approve or return to the Promoter for corrections or physical examination of the race site.
• Submit race flyer to CX Committee [email] no later than 90 days prior to race date.
• After flyer is approved, Complete the online USA Cycling race permit application by eight weeks before race day (see next section for details).
• Include the venue’s street address and an event website on the USA Cycling race page.

• Use of Google Docs, Facebook Event page, or team website is recommended.

• At least 2 weeks before your event; please post a map showing parking, registration, start line, finish line, and pit. Also include which side to pin number on jersey, food options on site, and other relevant event information.
• Post pre-ride video, photos, course information, venue information, prizes, special elements information on the WCA CX page. Or send material to pwarloski@gmail.com.
• Send the USAC permit number of your race to the WCA CX Committee;wca.cyclocross@gmail.com
• Create a medical plan, which may be as simple as calling 911 for emergencies. WCA strongly recommends having first-aid supplies on site (wound-cleaning, bandages) and someone with at least basic first-aid certification. Please consider using the Wisconsin Bike Patrol emergency/medical services. They do a great job and don’t ask for anything (although a donation is sort of important – consider giving them $100 for a race). A promoter must have some form emergency/medical services available per the USAC race permit requirements.

RACE START TIMES, ENTRY FEES, RACE DURATION, AND MINIMUM PRIZE LIST

• Use USA Cycling online pre-registration. Entry fees shall include all USAC surcharges, WCA fees, and any other fees charged to event organizers by local entities.
• Entry fee with all fees included must be equal to or less than the maximum entry fees.
• Online Registration must close on Thursday at 23:59 (11:59 pm) the week of the race. Use the fee schedule Listed in Table 2.

• 2nd race is $10
• There can be NO penalties for pre-registration. Pre-registration with fees must be at least equal to standard entry. $25 and $30 online entry fees are appropriate for SuperCup events, $20 and $25 for Local races.
• $5 day-of registration fee for SuperCup and Local races.

Super Cup – Trek WCA Cyclocross Series Super Cup

• Use WCA Cyclocross Series Super Cup Race Schedule for classes/categories, entry fees, start times, maximum entry fees, and minimum prize list. Prizes may be increased over the minimum stated.
• Note that minimum prize requirements are different between Super Cup and Regular Season races.
• There should be NO cash prizes in the Elite Category 5, Elite and Women’s Category 4, and Masters Category 4 races.

Non-SuperCup Local Races

• Use WCA Cyclocross Series Race Schedule for classes/categories, entry fees, start times,maximum entry fees, and minimum prize list. Prizes may be increased over the minimum stated.
• Note that minimum prize requirements are different between Super Cup and Regular Season races.
• Pre-registration fees for online registration will be $20 and $25 for Local events with a $5 day of race late fee.

Table 2

Table 1

• 2nd race is $10
• $5 day-of registration fee for SuperCup races and Local races.

FLYER REQUIREMENTS

• Use sponsor-provided header (2016: Trek WCA Cyclocross Series).
• Include race categories, times, entry cost, durations, and awards as listed above.
• If possible, include any non-racing activities that will draw people to the event.

COURSE SET-UP

• Pick up trailer after helping take down the previous course.
• Create a start grid in rows of 8. (start [and finish] area should be a minimum of 5m wide, flat, to slightly uphill, straight).
• Course should be 2.5 to 3.5 kilometers long (1.55 – 2.17 miles).
• Course should be a minimum of three meters wide (10 feet), with a minimum of 5m wide in start and finish areas. The course can be as wide as you’d like.
• Maximum of six man-made barriers (with a maximum of 3 in any one set); barriers should be 4m apart (13 feet).
• Dangerous objects should be avoided. Any potentially dangerous objects should be marked (with orange spray chalk, for instance, or course tape or other visually obvious designation).
• See USAC Cyclocross Rulebook for more details.
• Add course features for advanced categories, and reroutes around these features for other racers.

• examples include steep hills, off-camber turns, and sand pits.
• Post signs at these course splits to direct riders onto the correct course

• Recommended: Add a Kid’s Course separate from the primary course for young riders to play on.
• Make spectator areas around features/dismounts (slow the race by the crowd).
• Have the course pass through the same area multiple times per lap for better spectating.
• Use small breaks in the tape to allow for easy course and pit access.
• Install tape low on stakes when high winds are expected.
• Avoid features that create bottlenecks in the near the course start.
• Entrance and exit to equipment pit should be on straight sections of the course
• Utilize CX Committee members for course design advice and suggestions.

RACE DAY

• Provide call-up list for each race based on pre-registered riders and USA Cycling points.

• Hold a podium ceremony immediately after each race with payouts and awards.

POST-RACE

• Pay WCA surcharges in full at the conclusion of the event – failure to do so will incur a $250 fine and possible exclusion in subsequent WCA CX Series schedules.
• Take down your course and return materials to trailer.
• Transfer the WCA trailer to the promoter of the next race.
• High fives and cold beverages all around!
• Thanks for putting on a race for the cx community. We appreciate it!