Would you like to organize a competitive event? Great! We’re always looking for new and exciting cycling adventures, all over Newfoundland and Labrador. If you have an idea, we’d love to hear it. Please contact the Director of Competitive Cycling.
Some things to think about when organizing an event:
Type of Event
First of all, decide what type of event you would like to organize. There are countless variations of cycling to choose from. Think about the type of abilities and the ages of the individuals you’d like to attract.
Consider where you want to hold the event. If it is a Mountain Bike race and you’d like to attract a wide variety of skill levels, then grooming the trails and picking an easy-for-beginners route will be important. Riding it ahead of time and getting a map for riders’ reference will also be important. If you’d like to have a road race or a gran fondo style event, then think about whether the road needs to be closed or open to traffic. Don’t forget to consider signage.
Estimate the number of volunteers you will need and how you will recruit them. Volunteers want to know what they’ll be doing with their time so it’s important that you succinctly communicate that information to them prior to the event. If it is a long event, you’ll want to make sure the volunteers are provided with food and water just the same as your participants! An unhappy volunteer will spread the word, and affect future participation in all kinds of events.
You will need to organize first-aid for the event. Bicycle Newfoundland and Labrador works extensively with the Canadian Ski Patrol (CSP) See Forms (in-page link) If the CSP is not available in your area, then you might consider contacting another first aid provider such as St. John Ambulance, your local fire department, or your local Search and Rescue. Make sure that your budget includes the cost of a donation to whichever first aid provider you utilize. BNL MUST have confirmation of first-aid from a reliable organization before they can sanction an event.
Emergency Action Plan
The Emergency Action Plan form must be completed by the event organizer and the emergency action plan described must be in place before the event is sanctioned by Bicycle Newfoundland and Labrador See Forms (in-page link).
Event organizers must use CCN for event registration. It is a user-friendly system which simplifies the registration process for users and organizers. As well, the organizer is responsible for ensuring that the registration form See Forms (in-page link) is completed on each day of the event. The organizer must keep the registration form on file in case an insurance claim is made by one of the participants.
As indicated above, the event organizer will also need to ensure that the event is sanctioned by BNL. Participants must be current members of BNL.
Set a minimum fee that will cover the cost of food for volunteers and participants, equipment (barriers, trail marking, etc.) required for the event, as well as gas and equipment rentals. You’ll also want to consider buying a webscorer app if you’d like to time the event, or you may want to contact a provincial timing company for a more in-depth analysis.
Sponsorships and Grants
Sponsorships are a great way to help mitigate costs and to offer amenities at events. Approach local businesses such as grocery stores and coffee shops to see what they’d be willing to provide for in-kind and cost-share sponsorships. In exchange for this, keep a running list of sponsors and how much they contributed for the event. Rank them and announce their levels accordingly following the race and/or as part of your publicity campaign for the event.
Be sure to approach your local bicycle store, and ask how they can help you out.
Also, the Government of Newfoundland and Labrador is always looking for ways to promote a healthy lifestyle. There are grants available which may be applicable to you. Take a look at:
NL Government Grants
Design a logo for the event and consider advertising on Facebook, Twitter and Instagram. These are great ways to communicate your planned event in a cost-effective way. Invite friends and family and ask them to spread the word too!
This should be enough to get you started! Get in touch with BNL for any questions you may have.