If you are considering organizing an event while Public Health Orders are in effect as a result of the COVID-19 pandemic, please refer to Return to Play guidelines Contact the Director of Competitive Cycling firstname.lastname@example.org, the Director of Non-Competitive Cycling (email@example.com) or the President (firstname.lastname@example.org) for further guidance on what measures need to be taken to protect yourself and participants.
Approved vs. Sanctioned
If you are ever determined to be partially or fully responsible for an injury or for property damage while cycling, you could face substantial financial challenges. Your BNL membership fee provides insurance coverage for members in good standing during participation in Approved or Sanctioned cycling activities.
When organizing a cycling activity, it is important to determine if the event should be approved or sanctioned as the requirements differ for each type of activity.
'Approved' cycling activities are ones that are most often social or recreational in nature. An example would be a group ride such as the Women's Group Ride. An approved activity has the approval of BNL and is on record. To find out more about the approval process for non-competitive rides or events, Download Application Form for BNL Approved Recreation Event
Note: Individual or small groups of members do not have the authority to self-determine an approved activity. Any self-determined activity would not be under insurance coverage.
'Sanctioned' cycling activities generally relate to competitive events where licensed members participate and the event takes place under the 'sanction' of BNL. Sanctioning is a more formal process based on the authority of the relevant governing body (Bicycle Newfoundland and Labrador).
Sanctioning an event with Bicycle Newfoundland and Labrador is a prudent move, since it mitigates the huge expense of insuring the event. BNL is a provincial affiliate of Cycling Canada, therefore events approved or sanctioned by BNL are included in the National Insurance Plan coverage. In order to avail of the insurance coverage, however, event participants must be a BNL member. The organization no longer issues one-day licenses. To find out more about the sanctioning process, Download Application Form for BNL Sanctioned Race Event.
To find out more about insurance coverage, View Cycling Canada's National Insurance Program.
Organizing a Competitive Event
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:
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.
Group rides are a great way to build cycling in your region, and develop lasting friendships and relationships. Here are a few tips to get one started:
Pick a discipline - Road or Mountain?
Pick a time of the week/month - Some groups meet twice a month, others meet once a week or more frequently. Whatever works best for you, go ahead and do it! Then invite others to join your ride. Most successful group rides meet regularly and at a scheduled time and day of the week.
Pick a time of day - Early morning when traffic is light or after work to attract more riders? Some groups, such as the older adult cycling group, ride in the mornings.
Pick a theme and pace - Closely associated with time of day is the theme of the ride. Will your group ride be a slow easy one or a training ride with a fast pace? Each bicycle group should have a designated leader and a sweep. Some rides are large enough to have two or more sub-groups riding at different paces, each with a leader and a sweep. Communicating a plan will be important in ensuring each participant has a good time.
Pick a meeting spot - This will define the accessibility of the ride, as well as the route.
Pick a route - It’s good to follow a consistent route for each ride. Sometimes you can improvise depending on how everyone is feeling, but it is wise to follow a regular route at the beginning since newcomers will have an easier time getting used to the plan.
Have your group ride 'approved' by BNL - This is highly recommended so that BNL members who participate in the ride will be covered under the national insurance program offered through Cycling Canada.
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 approved by Bicycle Newfoundland and Labrador. See Forms (in-page link)
Registration form - 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.
Start a Facebook group - Through this hub, you can organize rides and keep in touch with respect to cycling conditions and plans.