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
2016 Race Day Schedule, Fees and Minimum Payouts |
Start Time |
Race |
Duration |
ONLINE SuperCup Entry Fee |
SuperCup Minimum Payout |
ONLINE
Local Entry Fee |
Local Minimum Payout |
9:00 |
Masters 35+ 4/5 |
30 min |
$25 |
merchandise/3 |
$20 |
merchandise/3 |
9:01 |
Masters 45+ 4/5 |
|
$25 |
merchandise/3 |
$20 |
merchandise/3 |
9:01 |
Masters 55+ 4/5 |
|
$25 |
merchandise/3 |
$20 |
merchandise/3 |
9:45 |
Junior Boys 15-18 |
30 min |
$15 |
merchandise/3 |
$10 |
merchandise/3 |
9:46 |
Cat 5 |
|
$25 |
merchandise/3 |
$20 |
merchandise/3 |
10:30 |
Men Cat 4 |
30 min |
$25 |
merchandise/3 |
$20 |
merchandise/3 |
11:15 |
Women Masters 35+ Open |
30 min |
$25 |
$30-$25-$20-$15-$10 |
$20 |
$20-$15-$10 |
11:16 |
Women Cat 4 |
|
$25 |
merchandise/3 |
$20 |
merchandise/3 |
11:17 |
Junior Girls 15-18 |
|
$15 |
merchandise/3 |
$10 |
merchandise/3 |
11:17 |
Junior Girls 9-14 |
|
$15 |
merchandise/3 |
$10 |
merchandise/3 |
11:17 |
Junior Boys 9-14 |
|
$15 |
merchandise/3 |
$10 |
merchandise/3 |
11:45 |
Course Open/inspection** |
30 min |
**between finish line and last active racer |
12:15 |
Women Cat 1/2 |
45 min |
$30 |
$75-$60-$50-$40-$30 |
$25 |
$40-$30-$25 |
12:16 |
Women Cat 3 |
|
$25 |
$30-$25-$20-$15-$10 |
$20 |
$20-$15-$10 |
1:15 |
Men Cat 3 |
45 min |
$25 |
$30-$25-$20-$15-$10 |
$20 |
$20-$15-$10 |
1:16 |
Single Speed |
|
$25 |
$30-$25-$20-$15-$10 |
$20 |
$20-$15-$10 |
2:15 |
Masters 35+ 1/2/3 |
45 min |
$25 |
$30-$25-$20-$15-$10 |
$20 |
$20-$15-$10 |
2:16 |
Masters 45+ 1/2/3 |
|
$25 |
$30-$25-$20-$15-$10 |
$20 |
$20-$15-$10 |
2:16 |
Masters 55+ 1/2/3 |
|
$25 |
$30-$25-$20-$15-$10 |
$20 |
$20-$15-$10 |
3:15 |
Men Cat 1/2/3 |
60 min |
$30 |
$75-$60-$50-$40-$30 |
$25 |
$40-$30-$25 |
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!