Race Organiser’s Pack
There’s quite a lot to organising and running a canoe marathon event. Below is a list of different elements you need to think about and do for it to be a successful event.
What you need to think about beforehand
- Check ahead possible local conditions relating to:
- Other sporting events
- Fishing season
- Boating season
- Weed or likely river conditions
- Tides
- Check local users and facility availability or clearance for:
- Clubhouse
- Parking
- Toilets
- Other river/towpath users dates
- Canal and Rivers Trust
- Local authority
- Appoint Event Safety Officer(s) and/or get them appropriate trained on the 3-hour Event Safety Management training course run by PaddleUK
- Get the main organising team to meet and arrange a suitable date
- In the last August before event, submit a calendar entry online, with alternatives dates
Once the date has been confirmed
- Arrange race organisation team and meet as necessary
- Arrange additional insurance if needed
- Contact/inform police and other services as necessary – the local council Safety Advisory Group are normally very helpful in connecting all these services together and giving feedback on your event paperwork
- Think about how you are going to advertise your event
- Is there some sponsorship you could source for it?
- On the day arrangements
- 1 month before or earlier, sort out entries page on our site and send out the advertisements for the event – social media, MRC social media (contact the comms team)
About 2 weeks before the event, complete the essential set-up tasks
- 2 weeks before or earlier:
- Complete Risk Assessment, upload to entries site and forward it to RMA
- Brief marshals
- Assemble or check safety equipment
- Confirm all tasks and volunteers needed, particularly marshals, starters, finishers, results
- Download Event Toolkit template and other forms from PaddleUK or MRC website
- Day before:
- If you are using the entries system for your event, download the ranking list file off the rankings page on the entries system. Note – you must be logged in to access.
- If you are not using the entries systems for your event,, you will need to download a blank template for your entries using the file below.
- List any issues for checking in, such as fees or evidence of PaddleUK membership
On the day or just before
- Carry out a final course and conditions check
- Mark out the course
- Checking in – ensure membership, Event Toolkit issues dealt with, late entries
- Briefing contents:
- Domestic issues of venue
- Safety issues
- Rules
- Course(s) being used
- Combined starts for inquorate classes and special arrangements if very low numbers or split starts
- Start order
- Allow time for some questions
- Starts
- Finishes
- Deal with any issues
- Publish provisional results through the race entry software
- Prize-giving
- Keep any result lists/videos/notes
After the event
- Check all information in results file for membership numbers, expiry dates, etc.
- Immediately complete race management software file(s) and forward to RMA, Ranking Officer and Race Records Officer with report of any necessary issues
- Within 2 days, total the race levy and forward to MRC Treasurer
Things you will definitely need to do
- Complete the Risk Assessment, containing the welfare/safeguarding plan or create a separate one
- Register the race organiser and your race on the Race Entry System
- Download the latest version of the Ranking List and entries file from the entries system – only do this a few days before your race to make sure you get the latest updates
- Download and print off the PaddleUK Event Ticket Non-Members Event Insurance Form for use with visiting competitors that are not PaddleUK members
- Report all incidents that occurred during the event using the PaddleUK Incident Reporting Form
- Total up and remit the Race Levy either by cheque or by online banking
The above is all detailed within the Hasler Race Process
