Event Organiser's Toolkit

Event Organiser Mark Waters of West Surrey CTC in the blue shirt ensures the smooth running of another great cycling event

Event Organiser's Toolkit

Organising a cycling event is fun to do and our simple guide and resources will make sure everything goes smoothly. The duties that an Event Organiser may fulfill are outlined below, along with the accompanying resources.

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;
  • reports any incidents during the event to the Group Secretary using an Incident Report form;
  • 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;
  • 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 (see Publicity Officer's Toolkit for a sample notice plus individual consent documents and general guidance on event photography).

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.

This guidance in our 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.