Answers to the following Frequently Asked Questions are found below on this page. If after reading the FAQ you still have a question, please contact Cycling BC.
- I want to organize a race. What are the basic steps?
- Which sanction level should I choose?
- What am I, the organizer responsible for doing and what is Cycling BC responsible for doing?
- How does Cycling BC’s insurance coverage work?
- How can I apply for an insurance certificate?
- What about race numbers… does Cycling BC supply them?
- What equipment can Cycling BC supply to organizers?
- What categories can I hold at my race?
- Can I use an online registration provider other than CCN?
- How do I get on-line registration for my race set up?
- Is Cycling BC going to send someone to help at my race?
- How many Commissaires should I assigned, and who pays them?
- Where can I find out the technical requirements for a road event?
- How do I apply to hold a BC Cup?
- How do I apply to hold a BC Championship?
- How do I apply to hold a National or International Event?
- To whom should I send race results?
Briefly, the steps are these:
- Decide what kind of race you want to hold, and where. Before going any further, make sure that you can get permission to use the race course. This involves contacting any private landowners, or government departments responsible, whether municipalities or the provincial government (such as the Ministry of Transportation, or BC Parks).
- Select 3 possible dates when you could hold your race.
- Visit the Mountain Bike section of the Cycling BC web site and download the Race Sanction Application from the organizer’s section. Complete the form and send it to the Cycling BC office along with the race calendar fee. When filling out the form:
- First review the table that describes the services and fees associated with each race sanction level. This is in the organizer’s section of the Cycling BC web site. Decide upon a sanction level
- Provide 3 possible dates when your race could happen, ranked in order of preference
- Provide all information requested on the form. Cycling BC can’t process your sanction application if it is incomplete
- After applying for the Race Sanction, follow up with Cycling BC to confirm the date awarded for your race. The annual race calendar is usually confirmed between December 15 and January 15. You’ll be informed of the date that is awarded to your event during this period of time. Also, plan on attending the race organizer’s conference. Organizers that have completed the calendar registration process are invited to attend.
- Ensure that you purchase your race organizer’s license no later than January 31.
- If you have applied for an event in the current year after January 15, then contact it is wise to first look at the race calendar published on Cycling BC’s web site to see which dates are free. Contact Cycling BC after sending in your Race Sanction Application to confirm the date for your event.
- If you are interested in applying to hold either a Provincial Championship or BC Cup event, the deadline for bids is January 31 (for 2011, the MTB Provincial Championship Bid Dealine is February 28). In order to bid, you must have registered a provincial level event on the race calendar for the year in question, and have satisfied any outstanding fees payable to Cycling BC from the prior year.
- Once your date is confirmed and is listed on the calendar, begin organizing the race. The first step is usually to apply for all of the permits and letters of permission that you’ll need in order to hold the race.
- If you need a letter of support from Cycling BC in order to apply for a permit, please contact the Cycling BC office at least 2 weeks in advance of when you need the letter.
- If you plan on using Cycling BC’s on-line registration provider, CCN to provide on-line registration for your race, contact them well in advance of the date that you would like to first open registration for your event in order to set it up. We strongly recommend using CCN for registration, as your event is the linked directly to Cycling BC’s membership database – this makes the registration process and race results submission process much, much, easier.
- If you require an insurance certificate for your race, use the on-line certificate registration system found on Cycling BC’s web site in the insurance section. Be sure to apply at least 2 weeks in advance of your race.
- If you are asking Cycling BC to supply race numbers for your event, make sure that you place your order by February 15 using the form found in the organizer’s section of the web site.
- If you are not getting race numbers from Cycling BC, make sure that you order them. For M events:
- You need only order handlebar plates. The standard dimensions are 18 cm x 18 cm with 10 cm high digits
- If you are wish to borrow equipment from Cycling BC such as timing equipment or its ensure that you contact Cycling BC to reserve it at least 3 months in advance.
- If you require commercial event insurance for your race, apply using the on-line form. Once submitted, Cycling BC will contact you with a quote for the insurance premium. Once again, apply at least 2 full weeks in advance.
- If you have not heard from Cycling BC who will be the Commissaires for your race at least 4 weeks in advance, contact the Cycling BC office.
- If you are getting race numbers or borrowing equipment from Cycling BC, contact Cycling BC at least two weeks in advance in order to arrange for pickup
- Contact Cycling BC at least 2 days in advance for a current member list for use at on-site registration
- If Cycling BC has assigned an Event Representative to assist at your event, ensure that you contact this person with the event schedule and details at least 1 week in advance
- Run the race
- Forward race results to Cycling BC via e-mail, using only the MS Excel template that it provides
- Complete the post event form found in the organizer’s section of the Cycling BC web site and forward it to the Cycling BC office within 7 days of the race
- Perform an internal debrief to evaluate how well the race went. Seek feedback from the Chief Commissaire at the race.
- Settle any invoice received from Cycling BC within 45 days in order to avoid a 25% late payment surcharge
- Begin planning for next year
Cycling BC offers 3 race sanction levels. Briefly, they are (from lowest to highest):
- Grassroots: Usually organized by a Cycling Club or Team affiliated with Cycling BC, but can also be organized by an individual or company if Commercial Event Insurance is purchased. Can be organized individually or as part of a series. The calendar fee is very low, and there are no service levies applied. Races can be held only for the members of the organizing club, or they can be open to any license holder, at the discretion of the organizing club. At minimum, a membership in the host club is required for participation; citizen licenses and UCI licenses are also acceptable. Single event licenses may also be sold if the club wishes.
- Regional Races: Organized by a Cycling Club or Team affiliated with Cycling BC, or by an individual or company if Commercial Event insurance is purchased. The calendar fee is moderate, and there is a small service levy depending upon the services that the organizer chooses to access (see the service and fee table in the organizer’s section of the Cycling BC web site). Races must be open to access for all license holders. At minimum, a membership in the host club is required for participation; citizen licenses and UCI licenses are also acceptable. Single event licenses may also be sold if the club wishes. Riders with citizen licenses or day-of-event licenses can only compete in a Citizen category.
- Provincial Races: Organized by a Cycling Club or Team affiliated with Cycling BC, or by an individual or company if Commercial Event insurance is purchased. The calendar fee is higher in order to reflect the increased administrative cost associated with such races. There is a small to moderate service levy depending upon the services that the organizer chooses to access (see the service and fee table in the organizer’s section of the Cycling BC web site). Races must be open to access for all license holders. At minimum, a membership in the host club is required for participation; citizen licenses and UCI licenses are also acceptable. Single event licenses may also be sold if the club wishes. The standard numeric ability categories (or UCI age categories) must be used. The race results must be are supplied to Cycling BC within 48 hours via e-mail using the MS Excel Template required for all race results. Riders with citizen licenses or day-of-event licenses can only compete in a Citizen category.
Note: Only Provincial races registered on the calendar are eligible to bid to host either a BC Cup or Provincial Championship.
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The race organizer is generally responsible for all activities required to organize the event. The organizer is also responsible for organizing the event in a way that reasonably manages the risk to the safety of all participants. Here is a list of what the organizer of any race is generally responsible for:
Race Organizer – All Disciplines
- Appling for Land Use and Road Use Permits
- Applying for the Insurance Certificate
- Arranging for Event Sponsorship
- Event Technical Guide Preparation
- Being aware of and observing the rules and policies for the Discipline and in particular for Race Organizers
- Event Schedule Creation
- Arranging for race numbers (whether borrowed from Cycling BC or not)
- Course Design, Setup, and Marking
- Hiring an Announcer (if applicable)
- Venue Setup
- Registration – both online, and event day
- Producing results and start lists
- Timing (deciding which timing and photofinish service to use, and making arrangements to higher timing technicians or photofinish operators)
- Assigning Timing Technicians
- Assigning Commissaires
- Sending Results to Cycling BC in the correct format via e-mail within 48 hours
- Emergency Response Plan and First Aid
- Providing an Injury Report to Cycling BC
- Participant Safety and Risk Management
- Awards Ceremony and Prizes
- Volunteer Coordination
- Pickup technical equipment & supplies from Cycling BC, if borrowed or rented
Race Organizer – Specific to MTB Events
- Arrange for rider shuttling to top of course (for DH races with no chair lift). Important Note: Riders are only allowed to travel in passenger vehicles. They can’t be transported in the cargo area of a truck, trailer, or van. Failure to respect this requirement will result in cancellation of the sanction and insurance coverage for the event. This includes Grassroots level events.
- Supply trained timing technicians from within the organization, or hire them from a list provided by Cycling BC
- Ensure the course is adequately marked according to the regulations and is fully prepared for the race
Cycling BC’s Responsibilities
- Maintaining an annual race calendar
- Administering the event sanctioning process
- Providing insurance coverage and insurance certificates for race organizers and individual members
- Deciding upon technical policy and rules for each discipline and auditing races to see that they are followed
- Training Commissaires
- Enforcing the penalties assessed by Commissaires
- Training and assigning Event Representatives (if applicable)
- Training Timing Technicians (if available and applicable)
- Providing race numbers, if agreed in advance with each organizer
- Providing provincial championship and BC Cup jerseys, if applicable
- Maintaining provincial series points standings and upgrade points
- Selecting and administering provincial race series and provincial championships
- Providing membership and licensing services to members
Cycling BC’s insurance policy covers both individual members for their participation in Sanctioned Cycling events and activities as well as the organizers of Sanctioned Cycling events and activities. In a few cases, non-members can be covered as well.
Coverage for Members
The type and extent of coverage depends upon the kind of Cycling BC membership that has been purchased, as follows:
- UCI International Race License: Liability coverage (world-wide territory) and supplementary medical coverage (Canada (included), plus the USA for $5 / event day). Optional (but recommended) supplementary medical insurance for other countries is available through participation in the Canadian Athlete Insurance Program, available through Cycling BC. Coverage is only provided for participation in Sanctioned events and activities, whether Sanctioned directly by Cycling BC or by another federation affiliated with the UCI. Claims arising from participation in an unsanctioned event will be refused.
- Citizen Race License: Liability coverage and supplementary medical coverage for participation in events and activities sanctioned by Cycling BC. Coverage is only provided for participation in Sanctioned events and activities in BC. Claims arising from participation in an unsanctioned event will be refused, as will claims arising from participation in a Cycling event outside of BC.
- Club members (also known as “associate members”): Liability coverage and supplementary medical coverage for participation in events and activities Sanctioned by Cycling BC that are held by the club or team of which they are a member. Not valid for participation in activities, races, or events held by other clubs unless a Citizen License or UCI License or Single Event license (where applicable) has also been purchased.
Coverage for Non-Members
Non-members can be insured and allowed to participate in events or activities sanctioned by Cycling BC if they purchase either a $10 or $30 Single Event License, subject to the following conditions:
- $30 Single Event License: Available for purchase at any Sanctioned Event held by a Club or Team affiliated with Cycling BC. Includes both liability and supplementary medical coverage limited to the event for which the Single Event License was purchased (including events spanning several contiguous days).
- $10 Single Event License ($5 for riders under 17): Available for purchase at any Sanctioned Event or Activity held by a Club, Team, Individual, or Business, but only if a Commercial Event Policy has been purchased to cover the Event or Activity. Includes only liability coverage, limited to the event or activity in question (including events that span several contiguous days). Those who also wish to have the supplementary medical coverage may still purchase the $30 Single Event License instead.
Coverage for Clubs, Teams, and Sanctioned Event / Activity Organizers
Clubs and Teams affiliated with Cycling BC are covered for liability for Sanctioned Activities and Events that they organize. Events or activities that can be sanctioned include:
- Training activities
- Some social activities of the club or team
Coverage is extended to all members of the organization, club or team, including directors, employees and volunteers, as well as to sponsors, landowners, governments, and municipalities for liability arising from their participation in the Sanctioned Event.
Any party wishing proof of coverage under our policy can be named as additional insured on an insurance certificate. Insurance certificates only document proof of coverage; assuming the Sanction Conditions are met, coverage is automatic. Therefore, if nobody has asked to be named on an insurance certificate, then no certificate needs to be issued.
Events and Activities are sanctioned by Cycling BC if the following has been done. The events or activities are not sanctioned and not covered by the insurance policy otherwise. The Sanction Conditions are:
- The Cycling BC office has been informed of the dates, locations, and type of event or activities using the forms that it provides for this purpose
- In the case of races, the applicable Calendar fee has been paid
- An emergency response plan has been drawn up and is available for reference by those supervising the activity, and those providing first aid. A reasonable number of first aid providers must be in attendance considering the size and type of the event or activity
- All necessary permits or landowner letters of permission for the activity have been obtained
- Local, provincial and national laws are followed when organizing and executing the activity or event
- All applicable policies and regulations of Cycling BC, the CCA, and UCI are followed when organizing and executing the event
- The activity is organized and supervised by a license holder with the type of license appropriate for the activity, as follows:
- Races – A race organizer’s license and for races at the Regional or Provincial level, the minimum required number of Commissaires
- Training activities – a Coach license (or confirmation that the license holder is a coach in training)
- Club / Team Rides – A rider’s license, team manager license, or coach license
Commercial Event Insurance
Events not held either by or in cooperation with a club or team affiliated with Cycling BC may only be covered the Cycling BC’s insurance policy for Sanctioned Events that they hold if in addition to the conditions above, they purchase a Commercial Event Insurance.
Insurance certificates can be applied for via Cycling BC’s web site. The insurance section of the web site will give you a link to a web form that will allow you to fill out the event information and pay the processing fee.
The information that you’ll need when applying for an insurance certificate is as follows:
- The type of insurance certificate that you need:
- An certificate for club or team activities / events / races
- A commercial event insurance certificate
- Whether the certificate is for a single event or a series of events
- The name of the event or series of events
- The date and location of the event OR the dates and locations of all of the events in the series
- The e-mail address and phone number of the event organizer, or the series coordinator
- The number of club members or license holders you expect will attend the event
- The number of non-members (that is, please who need to buy a single event license) that you expect will attend the event
- The name of the BC registered club or team organizing the event or series of events (if applicable; if not, simply list “n/a”)
- The expected age categories of the participants who will attend. Select all that apply of Youth (ages 4 – 16), Junior (17-18), Senior (19-29), and Master (30 – 80)
- A description of any non-cycling related activities that will be held at the event (example: entertainment, food service, non-cycling recreational activity (e.g. bowling, etc) )
- An estimate of the number of spectators that will attend
- Whether or not you’ll be renting or borrowing temporary stages, large tents, lighting systems, or bleachers for the event? If so, please arrange to have Cycling BC named on a certificate of insurance by the company supplying this equipment.
- Whether or not you’ll be serving liquor at the event? If so, please arrange to send Cycling BC a copy of your liquor permit. Also, ensure that the person(s) serving liquor are “Serving it Right” certified.
- Indicate whether the event or series has been held in the past
- Indicate whether the event or series has suffered a loss in the past 5 years; if so, you must send the loss history of the event or series to the Cycling BC office
- Indicate if road closures are required for the event. If so, you must send a map of the road closures to the Cycling BC office
- Indicate whether any of the named additional insureds required the phrase “cross liability” to be printed on the insurance certificate
- Indicate whether any of the named additional insureds require that the certificate is printed on a special form that they supply (for example, the BC Ministry of Transportation often requires this). If so, please send Cycling BC the form
- Provide the name, full address, and duties of all additional insureds to be named on the certificate. The exact spelling and wording of the name is important, so please be sure to provide it. The duties are one of the following:
- Land owner
The processing fees for insurance certificates are structured to provide an incentive for organizers to apply for certificates early, and to help cover the administrative costs of managing our insurance program. The last minute processing fees are significantly higher. The processing fees are:
Club / Team Activity or Event Certificate: $10 ($25 if applied for less than 14 days in advance of the first day of the event or activity)
Commercial Event Insurance Certificate: $25 ($75 if applied for less than 14 days in advance of the first day of the activity or event)
Certificate Change Requests: $0 ($10 if the change request filed less than 7 days before the first day of the activity or event)
Obtaining and paying for race numbers is generally the responsibility of the race organizer. However, Cycling BC can plans to make a bulk order of race numbers in an effort to get a volume discount. Cycling BC will then invoice you for your share of the race number order.
If you would like to participate in this program, please file your order with the Cycling BC office by completing and returning the “Race Number Order Form” found in the organizer section of the Cycling BC Web Site.
If you are planning to source your own numbers, please take note of the following requirements concerning race numbers:
- Dimensions: Handlebar plates are to be 18 cm x 18 cm with 10 cm high digits
- Cycling BC recommends these race number suppliers, as they are inexpensive, and provide good customer service. Order at least 8 weeks in advance.
Cycling BC can supply the following to race organizers, if it has not already been booked for the date(s) in question. Organizers are responsible for picking up and returning the equipment in its original condition to Cycling BC.
- Three tier collapsible award podium
- Cycling BC branded 10 x 10 pop-up tent
- Timing equipment. Rental Cost: $75 / event day. Can only be used under the supervision of a trained timing technician. Note: Timing Technicians who are not members of the host club must be paid a daily honorarium of $150 and have their travel and accommodation expenses (if any) reimbursed. Travel expenses are reimbursed at a rate of $0.37 / km, as are any ferry fares.
Races at the provincial level are restricted to the following categories and combinations. Races at the regional level are encouraged to use these categories as well.
UCI License Holders Only
- Under 15 Men
- Under 15 Women
- Under 17 Men
- Junior Men
- Junior Women (15 – 18)
- Elite Men
- Elite Women
- Senior Men
- Senior Women
- Master 30-39 Men
- Master 30+ Women
- Master 40-49 Men
- Master 50+ Men
Citizen License Holders & Single Event License Holders
- U19 Citizen Women
- 19+ Citizen Women
- U19 Citizen Men
- 19-29 Citizen Men
- 30+ Citizen Men
o Riders with citizen licenses may never be combined with any ability category or master’s category
UCI License Holders Only
- Under 15 Men (but only if the course is approved for U15 riders)
- Under 17 Sport Men
- Under 17 Expert Men
- Junior Sport Men
- Junior Expert Men
- Junior Women (15 – 18)
- Elite Men
- Elite Women
- Senior Men
- Senior Women
- Master 30-39 Men
- Master 30+ Women
- Master 40-49 Men
- Master 50+ Men
Citizen License Holders and Single Event License Holders
- U25 Citizen Women
- 25+ Citizen Women
- Under 19 Citizen Men
- 19-29 Citizen Men
- 30+ Citizen Men
Riders with citizen licenses may never be combined with any ability category or master’s category
Note: For provincial championships, for age groups with both a sport and expert level, only the expert level category is considered a “Championship” category.
Grassroots and Regional Races (all disciplines)
Any combination of categories may be held.
Yes, unless you are organizing a provincial championship or BC Cup event; in those cases, you must use CCN for on-line registration.
However, Cycling BC encourages that all organizers use CCN for the following reasons:
- It is integrated directly with Cycling BC’s membership database, which makes registration and start-list production much easier and less error-prone
- CCN offers competitive rates and excellent customer service for organizers
- CCN will shortly be developing software that will semi-automatically handle points tracking. Points can be tracked by the system for races that did not use CCN for online registration; however, access to the results module won’t be possible the results of such races
Contact CCN directly with the following information:
- Event Date
- Online Registration open and close dates
- Event Schedule
- Event Website address
- Available Categories
- Single Event License price (if you have applied for a Commercial Event Policy prices are: $5 U17, $10 17+, otherwise the price is $30 for all) If you do not submit the correct price, Cycling BC will invoice you for the difference.
- Registration price for each category
Organizers of Provincial, BC Cup, and BC Championship races will be given the services of a Cycling BC Event Representative during their event.
Event Representatives are there to assist with sign-in and to help Cycling BC members solve any membership issues, such as lost or incorrect licenses. Also, they can help with start list and race results production, even though this is a primary responsibility of the race organization.
Finally, event representatives help the organization to manage the Cycling BC component of awards ceremonies; for instance, determining the new BC Cup leader based upon the race results, and awarding provincial championship medals.
Organizers of regional level events can ask that an Event Representative be assigned, if one is available.
Cycling BC pays the travel expenses and honorarium of the Event Representatives from the Service Levy charged for each race. Organizers of regional level races that ask for an Event Representative to be assigned may be asked to pay a higher service levy as the service levy for events at this level is lower and was not calculated to include an Event Representative.
For provincial level events, the following number of Commissaires are required. If the host club or team has a number of certified and licensed Commissaires within the club, they may ask for up to half of the Commissaires panel to be assigned from that group of officials.
|Race Type||Number of Officials|
|XC||1 Chief Commissaire; 1 Assistant Chief Commissaire1 Finish JudgeTotal: 3 Commissaires|
|DH||1 Chief Commissaire1 Assitant / Start Commissaire1 Finish Judge / Timekeeping CommissaireTotal: 3 Commissaires|
As with provincial events, up to 3 licensed and certificate officials can be assigned from within the host club.
|Race Type||Number of Officials|
|XC||1 Chief Commissaire1 Finish JudgeTotal: 2 Commissaires|
|DH||1 Chief Commissaire1 Start JudgeTotal: 2 Commissaires|
Club / Local Events:
Currently, no Commissaires are required. However, Cycling BC strongly recommends that clubs train several members as Commissaires and that these officials take turns officiating at club races.
Commissaires are generally paid directly by the organizer on the day of the race, unless otherwise arranged in advance with Cycling BC.
Commissaires are remunerated as follows:
Chief Commissaire: $135 / race day
Other Commissaires: $110 / race day
Travel Expenses: Paid at $0.37/km (a flat fee of $15 may be charged for round trips of less than 100 km; or $25 in case two or more officials car pool). All ferry fares are to be reimbursed in full.
Accommodation: Commissaires who travel more than 100 km (round trip) for an event such that the schedule spans 2 or more days, or who regardless of distance, must travel to or from Vancouver Island or to or from the Sunshine Coast, must be offered lodging by the organizer. If the Commissaire chooses to use alternate lodging or decides to stay at home, they are paid mileage and / or ferry fare for only a single return trip. For single day events, if the Commissaire must travel more than a 200 km round trip, they organizer must offer them lodging for a single night (either pre or post event, at the Commissaire’s discretion). In any case, Cycling BC expects that Commissaires will choose the travel method that is least expensive for the organizer, unless it is extremely inconvenient (to be approved by Cycling BC in advance, on a case by case basis).
Note: Commissaires who are members of the host club or team are strongly encouraged to donate their honorarium and travel expenses back to the club. There is a significant incentive for clubs to maintain several active certified officials.
Coming Soon. Please call Cycling BC directly: 604-737-3034
In order to apply for a BC Cup event, you must first register a provincial level race on the event calendar. Also, you (the race organizer) must have satisfied any debts owed to Cycling BC from earlier seasons.
Once done, you can apply for a BC Cup using the BC Cup Application form found in the organizer’s section of the Cycling BC web site. Completed applications (including the application fee of $100) are due at the Cycling BC office no later than 4 pm on January 31 of each year.
If at least 3 satisfactory BC Cup applications are received by this deadline, then a BC Series will be held; otherwise, it will not.
Note: The XC and DH BC Cup series are separate series. It is to have an XC or DH only BC Cup, just as it is possible to hold a double event where either or both disciplines are BC Cups.
In order to apply for a BC Championship event, you must first register a provincial level race on the event calendar in the discipline in which you want to hold the championship. Also, you (the race organizer) must have satisfied any debts owed to Cycling BC from earlier seasons.
Once done, you can apply for a BC Championship using the BC Championship Application form found in the organizer’s section of the Cycling BC web site. Completed applications are due at the Cycling BC office no later than 4 pm on January 31 of each year.
Cycling BC will select the BC Championship events for each discipline and category based upon the applications received.
First, contact the Canadian Cycling Association to find out the next application deadline for national championship events or international events in the discipline you’re interested in.
The CCA will not accept an event bid that is not endorsed by Cycling BC. In order to gain Cycling BC’s endorsement for such an event, you (the race organizer) must have held a good quality provincial level event in the discipline in question in at least 1 of the last 2 years.
Race results must be submitted to Cycling BC via e-mail only, no later than 48 hours after the race in question (7 days for club / local events).
Results must be sent in the MS Excel format required by Cycling BC, otherwise they may not be accepted, or a fee may be charged if Cycling BC needs to spend a significant amount of time reformatting the results.