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.