Event Organiser's Toolkit
The Event Organiser:
- decides on a time, date and meeting point for the event;
- registers the event with Cycling UK using the group's publicity page;
- keeps track of who is taking part in the event via the Signing on Sheet, obtaining parental permission where required using the Parental Consent form for riders under 18;
- carries out a risk assessment prior to the event and keeps a record of it;
- maintains good order at the event, in accordance with our Event Organiser’s checklist;
- ensures the Publicity Officer promotes the event - (see Publicity Officer's Toolkit for a editable Group posters and photography tips);
- ensures all event officials are registered with Cycling UK for insurance purposes;
- makes sure the necessary filming and photography consent notices are clearly displayed at the event;
- ensures the event complies with all coronavirus guidance from Cycling UK, local and national governments
- reports any incidents or near misses using our accident/incident report form
Note: for Cycling UK purposes, an event is a ride or cycling activity open to members of the public and held on an occasional basis, whereas a ‘ride’ is a regular group activity put on for members of the group weekly, or monthly etc.
The guidance in this Event Organiser's Checklist is aimed at organisers of small, non-competitive one-day cycling events. It is not exhaustive but is what Cycling UK considers best practice. There is also lots of useful advice issued by the Government at Organising a voluntary event: a ‘Can do’ guide.