Comments for Race Referees

(issue 2018 v1.2, 12/4/2018)

Dutiesfor SDVLCC Race Coordinators

Comments for Race Referees

Contents:

1Actions prior to race day

2Pre race duties on race day

3Post race

4Away races (duties additional to above)

5Quick prompt Checklist

6Comments for Race Referee

7Event details required by Race Referee for Opens/Championships

8New Timing System set-up and operation

9Diagram of Timing system set up

1. Prior to race day – Race Co-ordinator

1.1 Collect keys from previous rostered Race Coordinator

1.2 Observe close-up procedure previous week if needed (see below)

1.3 OrganiseOfficials for race day

If an Open or Championship, State Referees will control – contact Chief Referee (Bob Cotton–) well in advance with proposed course and discuss if WorkZone Traffic Control will need to be engaged.
If Work Zone is to be engaged, contact is Henry Mercia, Work Zone, 5 Circuit Drive Hendon SA, 1300 768 657,
Club has the option of requesting State Referee assistance with running of Invitation events, where it might be felt a larger number of entrants warrants additional support. Discuss with committee/president in weeks preceding event.
When using State Referees, complete the “Events Details Required by Referees” form (Sections 7), and send to Chief Referee by the Wednesday prior to the race.
Starters/time keepers, Line Judges and Camera Operator (normally Sue and Mary).
Timing system operator (key contact is Bob Seymour).
Contact and confirm rostered (non-racing) First Aider.
For Club events, it has been agreed that the Race Co-ordinator cannot be the Race Referee at the same event. So long as all is in order, the Race Co-ordinator is quite capable of racing if they so wish.

1.4 Liaise with Safety Officer (Stuart Hesseltine)

Ensure marshals are organized.
Ensure you have the marshal’s phone numbers and they have yours.
Ensure course will be checked prior to race.

1.5 Contact any sponsors

Nature of sponsorhip (cash, in kind).
Allocation of sponsorshipin any specific way (suggest to them).
Promotion of sponsor – flyer, webpage, banner.
Would sponsor like to attend on the day.
Arrange to collect sponsorship.

1.6 Use of Community Club room (larger room) in addition to Trophy room (normal Club room) on days where large numbers are expected should be confirmed with the SDVLCC Club Secretary.

1.7 Purchase after race food

Including milk for tea/coffee – usually 2 litres each of light & full.
Check supplies of tea/coffee/sugar and soft drinks, other consumables previous week– liaise with Geoff Bate.
For larger events, ie Opens / Championships / Invitations, it is common to send an email to committee members to ask people to provide a plate.
Keep receipts and arrange to be reimbursed via the Club Treasurer.

2. Pre race on race day

Arrive at club rooms approx 1.5 hours prior to scheduled race start

2.1 Open club rooms (black dot key) and deactivate alarm

Open door with key.
Enter PIN (use 62007 if you don’t have your own).
Press ‘OK’.
Display will say “Good morning name. Alarm is ON press OFF”.
Press ‘OFF”.

2.2 Setup rooms

Open gates and toilets (black dot key).
Set up tables in club rooms.
Open store room opposite kitchen (black dot key).
Move equipment (urn, cups, drinks from store room and set up as required).
Find Club mobile phone in cupboard in store room, turn on, charge if required.
If using camera, find camera and tripod in cupboard in store room, charge if required.

Open shed (yellow dot key + padlock)

Bring equipment to club rooms using trolley
race numbers and course maps
hat covers
bags for start/finish line officials; should contain clipboards, pens, paper, stop watches, +/- bell
wooden money tray
one first aid kit
RDCL folder
cones for start line +/- "Cycling Event in Progress" sign
Ensure marshals have access in shed to required signs (plus light and first aid kit for following car).

2.4 Set up start with cones and signs

Place three red cones at starting area on main road outside club rooms.
If start is in westerly (McLaren Vale) direction, place "Cycling Event in Progress" sign prior to start line.

2.5 Liaise withofficials as in 1.3.

2.6 White boardpositioned outside club room complete with names and #’s for:

Race Coordinator and Referee
First Aider – Club phone number 0488107519
Marshals
Safety Officer
Clubroom key-holder for the day if rooms to be unattended during race

2.7 Liaise with Safety Officer

Confirm no hazards on course, or what action being taken to remedy any.
Arrange additional rider briefing if necessary.
Check for new riders and discuss the course and any other issues with them.

2.8 Set up finish line

Transport to the finish line and set up: two cones, flag, 200m Sprint sign (for Opens, Championships, Invitationals), video-camera and timing system.
Timing system support people are Bob Seymour, Geoff Bate, and Jeff Geisler.
Transport spare hi-viz vests +/- lollipop to finish.
Other set up as determined by Club.

2.9 Once race is started, make sure hall is attended or otherwise secure.

3. Post race – Race Co-Ordinator

3.1 Collect finish line equipment

After finish, stop timing system and up load results to laptop.
Return all finish line equipment to shed.

3.2 Return laptop and battery to Points Steward.

3.3 Liaise with Referee, Safety Officer/Representative and President/Proxy

Any accidents/incidents during race and any follow-up required – decide if written report required; if so, place in binder in storeroom cupboard.
Liaise with Race Referee to deal with any disputes as necessary.
After presentations, enlist support to clean up club rooms, fold and stack tables, ensure Kitchen Checksheet is completed, lights & appliances turned off (special attention to stove if its been used), close all doors, lock gates, toilets (checkno-one still inside)etc.
Return equipment to store room and shed
Ensure all signs returned.
Lock shed.
Activate alarm and lock club rooms

Check lights on alarm pad to ensure all doors are closed (kitchen areas, main bar area).
Enter PIN (62007).
Press ‘OK’.
Display will say “Good morning name. Alarm is OFF press ON”.
Press ON, alarm will start to beep.
Get out and pull door shut within about 1 minute or alarm will go off.
If alarm goes off before you leave, reopen club rooms, turn off alarm (use sign in procedure above), check alarm pad lights to see if any doors are open, close offending door and reset alarm.
Pass keys to next coordinator.
Feed-back to sponsorsvia email, visit etc. Include results / photos if available.

3.10 Arrange for Race Day Hat covers to be washed and returned to the Club rooms ready for the next race.

4. Away races (duties additional to above)

4.1 Prior to race day

Book venue if required (eg Range Hall) well in advance.
Collect keys from previous rostered race coordinator.

Organise transport for signs/equipment to and from race venue; consider collecting previous week.

4.2 On the day

Collect signs/equipment from shedif not already done and sufficiently early to allow arrival at venue approx 1.5 hours prior to scheduled race start.
Liaise with Safety Officer to ensure marshals have access to required signs at venue with sufficient time to allow setup.
Set-up as above.

4.3 After the race

Collect signs/equipment and transport back to club shed.

5. CHECKLIST FOR RACE ORGANISERS

1. Prior to race day

1.1 Collect keys

1.2 Familiarise with opening procedure

1.3 Organise officials

1.4 Contact Safety Officer

1.5 Contact sponsors if any

1.6 Purchase after-race food

2. Pre race on race day

2.1 Deactivate alarm, open all doors and gates

2.2 Set up rooms

2.3 Bring equipment up from shed

2.4 Set up start with cones and signs

2.5 Liaise with officials, Safety Officer re course check

2.6 Complete and set up white board

2.7 Liaise with Safety Officer re course check

2.8 Set up finish line, include timing system and Go Pro

2.9 RDCL commenced

3. Post race

3.1 Collect finish line equipment

3.2 Return laptop and battery to Points Steward

3.3 Liaise with Referee, Safety Officer, President + RDCL completed

3.4 Deal with any disputes

3.5 Clean up room

3.6 Return all equipment

3.7 Lock all doors and gates, activate alarm

3.8 Pass keys to next coordinator

3.9 Feedback to sponsors

3.10 Complete RDCL and hand to Secretary

6. Comments for Race Referee

6.1 Race Day Checklist (RDCL)

To be completed as much as possible before race start.

Post race, complete RDCL and hand to Club Secretary or delegate so an e-copy can be forwarded to AVCC Vice President ( David Frost @: )and SAMCA Secretary. Originals kept in green folder in trolley.

6.2 AVCC advises that random helmet checks are to be conducted at every race; helmets to be Australian Standard approved with appropriate official stickers.

6.3 Rider Briefing

General advice re course, race distance, marshals/officials, signs, finish format

Road conditions

Road sharing, road rules

Advise that trail car may “toot, toot”, requiring riders to single-file and neutralise temporarily

Advice re random helmet, bike checks

Glasses wings to outside of helmet straps except for prescription glasses (Insurance requirement)

Marshalls can and will take note of rider numbers contravening race rules/briefing instructions.

6.4 Club Referee to monitor race and identify if there is a need to warn / discipline any racers. For Club events, if a referee feels there is a need to issue a disciplinary action, they must discuss with club officials before doing so.

6.5 Where a State Referee is present, then they may issue the disciplinary action without confirming with the committee.

6.6 An example of a Pre Race Briefing by one of our senior Referees is shown on following page.:

6.6 Pre race briefing - Southern Vets.

Aim of the briefing is to be as positive as possible. Yes, we have to be mindful of all the pitfalls of racing but we do not want to convey to our riders some sort of message that suggests we think that they are going break every rule in the book! Yes racing is competitive but we want to emphasize the joy of cycling first and foremost.
The obvious thing to stress is that we share the road with motorists. In particular, we need to indicate which are likely to be the busiest roads and ask that cyclists try to stay two-abreast and, of course, always stay to the left of centre.
If right hand turns are to be negotiated then it is incumbent on the marshal to make a decision that will enable all riders in the bunch to safely negotiate the turn. In this regard it is important for the bunch to stay together until after the turn is negotiated. In particular, if there is a car or cars negotiating the same intersection, then we ask the bunch to stay behind all the vehicles so that no one gains an advantage by moving up alongside the stationary vehicles. To help ensure that this is achieved we ask that the front riders indicate to the others to slow down and call “race neutral”. The same protocol should apply to busy left hand turns as well.
It is important to indicate to all riders any road hazards. This could cover anything from road works, manhole covers to the general condition of a road due to the weather (eg. debris).
Depending on the type of race staged, we ask that when a bunch passes another bunch or even a single rider that they clearly call out “group passing”. It is also incumbent of the group passing to keep on going until well clear of the slower bunch.
If the referee has discussed the race plan with his/her marshals then it is appropriate to let the riders know where signage has been placed. Best practice is to ensure that every non-marshaled corner is clearly signposted.
While we indicate that we will endeavor to close off the road at the finish we have to issue a proviso that it is still up to the riders to look ahead and let fellow riders know if there are “cars up”.
I also think that it is important to wish all riders a “good and safe race” as they commence. It just reinforces the positive message.

7. EVENT DETAILS REQUIRED BY REFEREES

(Race Coordinator to advise by Wednesday beforehand)

EVENT TITLE AND DATE: ………………………………………………………………………………………………………

EVENT DIRECTOR/RACE COORDINATOR ……………………………………….…………………………………………….

REGISTRATION LOCATION and opening time …………………………………………………………………………………………………………………………..

EVENT START TIME ………………………………………………………….

COURSE DETAILS,DISTANCES,NUMBER OF LAPS etc:…………………………………………………………..………………………

………………………………………………………………………………………………………………………………………………………………………

LOCAL POLICE NOTIFIED:…………………… LOCAL COUNCIL NOTIFIED: ……………………………………….

COURSE SET-UP OFFICIAL/S: ………………………………………………………………………………………………………..……………

………………………………………………………………………………………………………….………………………………………………………

MARSHALS (Name,location and Contact Details)

1…………………………………………………………………………………………….…………………………………..…………………………………..

2 …………………………………………………………………………………………………………………………………………………………………….

3 ……………………………………………………………………………………………………………………………………………………………………

4 ………………………………………………………………………………………………………………………………………………………………….

5 …………………………………………………………………………………………………………………………………………………………………..

SAG WAGON: …………………………………………………………………………. Contact ………………………………………….

FIRST AID: ………………………………………………………………………….…… Contact: ………………………..………………

TIMEKEEPER/S ……………………………………………………………. Contact ………………..………………………

…………………………………………………………… Contact ……………………………..………..

STARTER: ……………………………………………………………………

FINISH OFFICIALS: ………………………………………………………. Contact ………………..……………………..

……………………………………………………… Contact ……………………………………….

IS FINISH ROAD CLOSURE PLANNED? …………….. Details: …………………………………………………………………………

……………………………………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………………………………………..

COMMENTS: ……………………………………………………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………………………………………………...

…………………………………………………………………………………………………………………………………………………………..….

ALL RIDERS MUST BE AT START LINE AT LEAST 5 MINUTES BEFORE THEIR SCHEDULED START TIME

New Timing System set-up and operation. Revised 1/12/2017.

Find suitable location. Eg boot of car but protected from direct sun
Connect system as per diagram. Turn on power with thumb switch. Relay box clicks and blinks red rapidly then blinks twice after short delay. Display panel on main box will be in ready mode.
Start system by pressing yellow button. Display panel will go into timing mode with timer running.
Check operation. Pass transponder through road loop and check that it registers on display panel. If not recheck all connections.
Connect laptop tomain timing box with Ethernet cable and ethernet-usb adaptor. Plug adaptor into usb port on laptop.
Open Easysoft (ES) v1.2from bike icon on desktop
Check connectivity of laptop. In Easysoft, check that 4 lights in upper left corner (near start button) are initially top 2 yellow and bottom 2 red, changing to top 2 green and bottom 2 red after a few seconds. (If not, check Ethernet connection to laptop, then close and restart Easysoft.)
Close ES by pressing Quitter. Can turn off laptop to conserve power.
Reset timing box to ready mode by cutting power then reconnecting power.
Start race on timing box by pressing yellow button. Coordinate with start officials to start some time after race start and before first riders finish. Note time when started with respect to stop watch of start officials.
Start laptop (any time while controller is running but before first rider arrives)
Open then minimise ‘Transponders’ spreadsheeton laptop desktop
Open Easysoft v1.2from bike icon on desktop
Import excel to load the list of riders.
Press start in Easysoft. Message ‘decodeur déjà demarre recharger les Trame MMC’ (decoder starts already loaded frame MMC)will appear. Select ‘yes’ then ‘only last race’ and riders already through will appear.
All subsequent riders will appear automatically in Easysoft.
If software hangs, press enterie riders not showing up in Easysoft because a transponder is not on start list. Do this every time the software hangs.
Press ‘export excel’ periodically to save riders in case of subsequent system failure.
When race is finished, press ‘finish’ then ‘stop’.
Then ‘export excel’.
Save the excel spreadsheet.
Close all programs. Disconnect everything and pack up.

Diagram of set up.