This document is designed to act as a checklist of important details involved in organizing a successful mountain bike race. The information is by no means complete but does cover all the important points that you must address to organize a mountain bike race.

Two Months Prior to Event

• Establish course location.
• Contact Sask Cycling Association (SCA) for assistance.
• Develop sponsorship base if possible.
• Begin developing promotional materials such as posters, flyers, public service announcements.
• Draft potential budget.

• Complete the SCA Event Sanction Application Form and send to the SCA office.

• Draft registration from consisting of (The SCA has a generic form):
  • cyclist name, address, date of birth
  • registration fee
  • course map, location
  • waiver form
  • categories
  • number of laps
  • start time
  • place of pre-registration
• Send race posters to bike shops, recreational areas, cities, towns, malls, restaurants, etc.
• When deciding number of laps for each category the suggested winning times for cross country are listed on the MTB Racing page.
• Develop an emergency action plan:
  • Contact ambulance services/certified first-aid provider to cover race (there must be an on-sight certified first-aid provider who's sole responsibility is to deal with injuries).
  • Have a cellular phone and appropriate contact numbers on-site.
  • Because of the inaccessibility to the injured person while they are on the course, have an all terrain vehicle available.
• Develop the possibility of onsite concession (burgers, drinks), this is not essential but can enhance the event.
• Send all final registration forms and other race information to the SCA.

• Establish commissaire and volunteers for race:
  • 1 Chief Commissaire (oversees entire race, delegates all responsibility, handles any race specific problems).
  • 2 Registration/Timer Commissaires (register all cyclists, collect fees, assign number plates, answer any questions about prizes, start times, etc.).
  • 3-4 Timers/lap counters (responsible for counting laps, time keeping and assisting as additional eyes for pack finishes).
  • 4 Course Marshals (ensure cyclists stay on course, assigned to danger areas - you can never have too many course marshals).

• Finalize course and confirm accessibility for parking, etc.
• Establish area for pre-registration.

• Find sound system or bull horn, not essential but aides in communication with large numbers.
• Gather prizes (if available).
• Notify the SCA of any additional sponsors for insurance coverage.

• Call and remind volunteers of duties and responsibilities.
• Obtain lots of pens, paper, and clip boards.
• Prepare cash float.
• If possible try to provide water at race site.

• Mark course (have someone ride the course who has never seen it, this helps determine how well the course is marked).
• Include feed zone on course.
• Contact Commissaire for any last minute changes.

• Set up registration, concession 2½ hours before start of the first race.
• All volunteers and Commissaires should also arrive 2½ hours before the start.
• Gather all available help for last minute instructions.
• Ensure ambulance attendant/certified first-aid provider arrives 1 hour prior to race time and have escorts to take them to the more dangerous areas of the course.

• All pre-registration forms as well as sign-on sheets should be readily available
• Licenses must be shown at registration/or they can be purchased on site.
• When handing out number plates to one day license riders request a $5.00 deposit for the number plate (this almost always ensures that the number plates are returned).
• Inform cyclists they may warm-up on the course but must be off 10 minutes prior to any start (helmets are mandatory).

• The race organizer will call the competitors to the start line 5 minutes before the start.
• The Commissaire will then take roll call and inform the cyclists about the course and important mountain bike rules.
• Upon the Commissaire's command the race will begin and the watches will be started.

• All results must be posted as soon as possible.
• All disputes will be handled by the race director and Chief Commissaire.
• All decisions by the Chief Commissaire are final.
• All results should be faxed or e-mailed to the media following the race.

• Prizes can be either cash, merchandise or both.
• Prizes can be awarded by the following methods.
  • Assigned (prior to race day).
  • Voluntarily chosen -each first in each category is called to the prize table on at a time to select a prize of their choice. Then all second and third place finishers.
  • The plate numbers of each rider present is placed in a container and drawn, the rider can pick a prize from the prize table.

• Pay Commissaires their Honorarium:
  • Chief Commissaire Honorarium $50/day (must be certified).
  • Assistant Commissaire Honorarium $25/day (certified).
  • Assistant Commissaire Honorarium $10/day.
  • Mileage: .22/km.
  • Meals: $23/day ($5 breakfast, $7 lunch, $11 supper).
  • Accommodation: Commissaires are required to share hotel rooms when possible.
  • Volunteers should receive free food as well as a t-shirt, cap, mug, etc.
• Send results to media (newspaper) and SCA office.

Prior to the race: Event Sanction Application Form (list of volunteers, emergency plan, budget, sponsor information, course map, prize list, fines), must have three Commissaires.
After the race: results, race levy $2 per rider, one day application forms and $10 one day fees.

Number plates, Commissaires, insurance, watches, advertisement in the SCA newsletters.