MCA Mountain Bike Committee Blog

June Online Meeting

2010-06-12T14:32:00.000-05:00

Items for discussion:

Re-evaluation of the U17 category: there is some confusion with the U17 category. Earlier we decided to make one U17 category, eliminating the Sport and Expert categories. The reason for eliminating these designations was to there were too many 2 person categories in the old system. It was thought that racers who were in this age bracket would could race as U17 OR one of SPORT, COMP, or EXPERT if they were strong enough to compete in those categories - most likely under the direction of the provincial coach. There has been some confusion with some of the racers in this category, not quite sure where they are suppose to go. The whole premiss of the MB Cup series is to create a system to put riders in categories where they can be competitive and challenged, but not overmatched. We also wanted to eliminate the number of categories (frankly having 1200 MB Provincial Cup champion jerseys out there cheapens their significance). Is this worth continuing?

Provincials: It is time to start planning the Provincials course out at Falcon. With the race this past weekend fresh in your mind think of elements you liked, disliked and want in a course. First reconnaissance will be July long weekend. Comment if you are interested in helping with this. An extended agenda of planning will be forthcoming.

Other?

May 17 Minutes

2010-06-01T10:17:00.000-05:00

1. Online Registration:

Clubs need to take into account the transaction fees associated with each event
Registration information needs to be sent to the MCA office one month in advance of the event
Clubs are encouraged to use the online waiver form - see past races for examples
Information forms will be reformat to reflect the information needs of the race bibles and in a format that can be written to (Word over PDF)

2. Late Fees and Race Costs

Will introduce a family price for next year to make races more cost friendly for families
Out of province racers who show up the day of the race to register will not be charged late fees
It was decided to keep the same day registration fees high to encourage advanced registration for events. Suggested that this should be a minimum of $40

3. Club Points

A new system will be developed for next year to make it fairer and to take into account the number of riders in a category
The system should reward clubs that bring people into the sport, i.e. points for new participants, increases in riders from one year to the next
There was discussion on the merits of separating kids from adults in the results

4. Movement between categories

Need to make sure that racers know there categories and that they consistently race in that category. If a rider races in another category without getting permission from the committee they will not receive any points for that race
The number of points that a rider takes with them to the next category is thought to be too high, this will be readdressed for next year
Hal will check the results from the current races to verify that there has not been any movement between categories without written permission

5. Leaders plates

Concern by commissaires that it was difficult to track racers who had leader plates (there are no numbers on the leaders plate). It was decided that we would like to stay with the current systems and that we would ask the commissaires if they could try and make it work

6. Reach the Beach

Race date to be changed because of availability of facilities - changed to August 1.

7. Promotion

Bur Oak – set up a booth on a Saturday to promote the MTB racing and hand out information to casual riders using the trails
There should be an MCA booth at the Ice Bike event
A MTB Ambassador should be at all races and events to answer questions about cycling
Draws for free races from Ice Bike and Bring a Friend
Interview new racers and put the interview up on the MCA website

8. Junior category clarification

Hal to clarify the junior category and post information on the commissaires blog

9. Trails, mapping and trail marking

Discussion on the importance of cleaning up the signs and tape used to mark trails for races - all tape and markings are to be removed from a race site following a race, especially if it is in a public park
A post calling for contributions of trial maps and GPS files will be posted. This is to build a resource that mountain bikers can use for their trail rides

10. Provincial Falcon create timeline and tasks

A timeline and planning schedule regarding the provincials is to be created.

Next Meeting - Monday, May 17th

2010-05-06T09:53:00.001-05:00

Where: Sport Manitoba, MCA office.
Time: 6:30 -8:00

Agenda:

Online Registration
Late fees
Club Points
Promotion
Junior category clarification
Trails and trail marking

Others stuff?

Updates 2

2010-04-14T15:24:00.001-05:00

The online registration for the Cup Series and Wednesday Night Series are up, register online now.
The new MCA website is up. The new url is mbcycling.ca. You will be redirected from the old url. More importantly we now have a mountain bike page (woohoo). Take a look and see if there is anything you want added. Race organizers take a look at the "Race Organizer" tab on the page - let me know if there is anything you want to find here. All of our races are up in the race calendar (you can get to it by clicking on the dates on the race calendar or by going to "Races & Events" and then clicking on the 2010 MTB Race Dates and Results. If you look at the Grand Beach race it shows the race bible that we want up two weeks prior to each event, sooner is even better.

Updates

2010-04-12T20:54:00.001-05:00

A couple of important updates:

Karleo online registration is ready to go for the Cup race series and the Wednesday Night Series. The individual races will be up shortly.
The information forms that all organizers need to fill out will be online in a day or two. Right now they are in PDF form but will be made into online forms shortly. Check the MCA site.
We're working on still getting a commissaire's course for this year. I know it is late, but things have not lined up the way they should have on this - keep checking here or the MCA site for updates.
All the clubs have agreed to change the levy system from $2 per U15 and older racer for Cup races to $1 per U15 and older racer for any MCA sanctioned mountain bike event.

April Online Meeting

2010-04-04T20:59:00.001-05:00

Four items are posted below for the April meeting. Each item is its own post, please comment on each item and offer suggestions etc. If you want to add another item please comment to this post.

A couple of documents will be posted shortly where I am looking for input before they are published - please keep checking this site.

Also, I am looking for a volunteer to track the MTB Cup points and the inter-club competition, any takers?

Thanks,
Hal Loewen
MTB Coordinator

April Online Meeting - Promotion

2010-04-04T20:56:00.002-05:00

These cards where designed as a promotional tool for our MTB races. The idea was to have business cards beside cash registers in the shop and have them hand them out, directing people to our web site for more information.

I priced out that it is roughly $100 for 1000 cards. We have roughly $120 in our budget for these types of promotions. 1000 cards distributed to roughly 10 supporting shops might last a few days or a week or two, do we want to pursue this? Can somebody get a better price than this?

April Online Meeting - Plates

2010-04-04T20:56:00.001-05:00

Last year we used the plates from the previous season, saving a lot of money. Our inventory is running low and we will need to get new plates for this season. We have lost a lot plates over the last two years, mostly at events where we use the plates and they do not come back at the end of the event.

We are currently pricing them out the cost of getting new plates but we need to come up with a strategy to get the most use out of the plates we order; what are your ideas? Here are a couple to get started with:

Issue a plate for 5 years - the only time you change the plate is if you go to a new category, you would then have turn in your old plate to get the new plate.
You loose or break your plate you need to pay for the replacement.
Buy a bunch of tyvek sheets with numbers to hand out at events that are not races or to participants who are not MCA members - if they do not get returned no biggie, also, it makes it easier to distinguish who is and who is not an MCA member (don't know if that is important).
Other ideas???

April Online Meeting - Commissaries

2010-04-04T20:56:00.000-05:00

After many attempts to try and organize a commissaire training course this spring we came to the conclusion putting a session on this year is not possible. Our only qualified commissaire who can teach this course was unable to do so this year. We tried to bring someone in, but we could not make it fit our schedule.

After speaking to our head commissaire we decided that we have enough current commissaires to run this year's schedule., which is fine for this year but does not bode well for the future. It is imperative that we continue to train commissaires so we have officials for our races. To accomplish this we have three options before us:

Continue with our one current commissaire who is qualified to teach new commissaires
Look to bring in out-of-province commissaires to train new commissaires
Send one of our commissaires to get the qualifications to train new commissaires

Both #'s 2 and 3 are costly and our budget's are tight. I am inclined to go with #3 - thoughts?

April Online Meeting - Canada Cup

2010-04-04T20:55:00.001-05:00

Since we are shooting for a Canada Cup in 2012 there are a couple of things that we can do to prep:

Prepare a course - this we are starting to do by holding Provincials at the likely venue for the CC, Falcon Ridge. Falcon Ridge has been secured for this year's provincials and will have to be the location for next year's provincials as well. The MTB committee is in charge of the provincials and we'll be going out early to scout a course. We will meet with the organizers of the other events there this year to see how much we can work in conjunction with our events - maybe by helping each other out we can enhance all the events there. We will call a meeting of all of the organizers who are putting on events at Falcon to plan this.
There is a Canada Cup in Edmonton and Canmore this summer. Edmonton is July 11th weekend (same as weekend as the Swan River Cup race) and Canmore is the following weekend, July 17-18 (same weekend as the Training Coop event). Any one who is interested in going to one of these and is also interested in assisting with the CC should contact me - I would like to go to see how it is organized and what we are getting ourselves into.

March 15th Minutes

2010-03-18T11:15:00.001-05:00

March 15th MTB Meeting
Location: MCA Office, 145 Pacific
Time: 7:00 – 8:40
Present: Kevin B, Dave D, George M, Shawn Z, Carl (BBC), Mike H, Hal L, Ron B,

1. Review of the February Online Meeting

It was decided that for the time being we would keep the alternating meeting system where one month we meet in person and the next month the meeting would be online via the blog (http://mcamountainbikecommitteeblog.blogspot.com/).

2. Race Categories and Movement - review and vote on policy

Changed the points requirement from 70 to 80
Changed the time requirement from 50% to 70%.
Changed the wording from three consecutive races to three consecutive races entered – this is not limited to one season
Policy was passed
The Racer Information Manual was also reviewed and passed

3. Cup Points - review and vote on policy

Changed to line-up with Road system

4. Online Registration - identify races to be included

Two methods run through MCA or set up your own. It was decided that we would use the MCA. This means that the MCA administers the payment of money collected. The advantage of this is it saves organizations the setup fee of $199 and monthly maintenance fees of $15 a month. The MCA will hold back all levy fees and other administrative fees owed for each race or event.
ACTION – Hal to email all the clubs about the online registration system and to get information about each event so the online registration page can be set up
It was decided that all the organizations would be approached to see if there would be agreement for switching the levy from the $2 for each participant in Cup races to $1 for each participant in any sanctioned MTB event
ACTION – Hal to survey all organizing clubs to see if there is agreement on the changes to the levy system

5. Promotion

Posters have been distributed to almost all the bike shops. Business style cards pointing potential new racers to the MCA website to be designed and printed.
ACTION – Kevin to design cards
Additional posters to be printed and distributed to YMCAs, gyms, etc.
It was suggested that all those holding a citizen license would get into all MTB races and events for free (they may be asked to purchase a food ticket). Citizen racers can race but do not need to prized. This is to be promoted on the MCA website
Draws for free citizen license to be held at various races. One citizen will receive their fee back in a draw at various events throughout the season.

6. Participation Series

Clubs were polled about the creation of participation series – most felt that there were better ways to attract new participants to racing (see above)

7. Risk and Liability

Ron attended and reported on a risk management workshop he attended in Ottawa
Clubs are covered if:

Clubs are full paid members of the MCA
All race and event organizers have to have the organizer designation on their MCA license – if a club is listed as an organizer they must have a member with the organizer designation on their license
The event has to be on MCA calendar – this makes it a MCA sanctioned event

Club rides are different; any coverage is void if non-licensed riders participate in any group ride or event. Rides with a mix of riders from different clubs are covered so long as all riders have their MCA license
ACTION - Ron to send email to all organizers informing them of this

8. Provincials

Provincials are slated for Falcon Lake. We are waiting for word from the Falcon Lake group that we can use the facilities
All clubs need to provide volunteers for this event
The MTB committee will be setting the course in June/July
This will be the location of Provincials for the next couple of years in anticipation of using the venue for a Canada Cup in 2012

9. Information Forms

Information forms to distributed by email to all organizers to start collecting information about each event
ACTION – Hal to send out information forms

10. Rules

ACTION – George and Shawn to provide rules for Enduro and Super D events

11. Meeting Dates

It was decided to keep Mondays as the meeting date for meetings for the time being

12. Other – Trail Association

The promotion of trail associations that are interested in trail building will be supported by the MTB committee through the website
Possible other support could be: the use of equipment, letters of support, access to site development fund – to be discussed further

Meeting Info

2010-03-10T18:44:00.001-06:00

Location: 145 Pacific (room TBD).
Time: 7:00
Date: Monday, March 15th

Agenda:

Review of the February Online Meeting
Race Categories and Movement - review and vote on policy
Cup Points - review and vote on policy
Online Registration - identify races to be included
Promotion
Participation Series - review
Risk and Liablity
Provincials
Information Forms
Rules
Meeting Dates
Other

March Meeting

2010-03-07T16:55:00.000-06:00

The next mountain bike meeting is scheduled for Monday, March 15th @7:00. The meeting is at the new MCA digs, 145 Pacific Avenue. I will be setting out the agenda and attaching documents shortly.

See you all there.

Hal
MTB Coordinator

February Online Meeting - New Agenda Items

2010-02-07T10:15:00.001-06:00

Five items are posted below for the February meeting. Each item is its own post, please comment on each item and offer suggestions etc. If you want to add another item please comment to this post.

The posts for the online meeting are:

Race Categories and Movement

2010-02-07T10:12:00.000-06:00

Riders who raced well enough to move to the next competitive category will be contacted and asked to register in that category. Also, this year we'll have an Elite category as enough racers have been identified to make this category viable.

Online Registration

2010-02-07T10:07:00.000-06:00

This item is added to the February Online meeting agenda - we need to follow through on the option for online registration. Last year we agreed to have online registration for the Cup series: $25 for individual races and $100 for the series (the money collected for the series would be split evenly among all the organizing clubs). We'll also have online registration available for all the other mountain bike events. We'll find out what the set up costs for this would be and come up with a time line for clubs to submit the costs of their events, and appropriate contact information.

February Online Meeting

2010-02-06T19:42:00.001-06:00

Three items are posted below for the February meeting. Each item is its own post, please comment on each item and offer suggestions etc. If you want to add another item please comment to this post.

The posts for the online meeting are:

Documentation

2010-02-06T19:41:00.003-06:00

Make sure that all the following MTB documentation is up-to-date and ready for publication by the end of February, this includes:

Race organizer's manual
Racer information package (to come shortly)
Enduro rules
Cup points

Promotion

2010-02-06T19:41:00.001-06:00

Promotion of the MTB season:

Print 11"X17" posters listing the MTB schedule and distribute to shops and recreational centres (based on last year's design by Kevin). Distribute these posters by the beginning of March.
Follow the deadlines on the race information form
Have detailed "race bibles" for each event that can be distributed to websites (MCA) and blogs at least 2 weeks prior to the event
Agree that Cup results be distributed to media for publication. This will be the top three in each category, men and women. This is the responsibility of the race organizer.

Participation Series

2010-02-06T19:41:00.000-06:00

The idea is create a participation series for mountain biking that is similar to the road and cyclocross series. These series reward participants with the opportunity to win prizes based on their participation in MCA sanctioned races. If we agree, the mountain bike participation series will be base on a similar set of rules as the road and cyclocross series.

The first order of business is to find sponsors who are willing to contribute prizes to this series. One suggestion is to have each club who is sponsoring a MTB race contribute a prize to the series; please indicate if your club is interested in contributing a prize

Participation Rules:

Participants must hold a full race license
There will be two category of prizes: 18+ and U17 (If Olympia put together a Chris King package it would not be quite right to see it go to 9 year old Stephanie to put on her pink "My L'il Pony" bike - having said that the kids deserve to have prizes as well).
Participants will have their name entered into the draw for prizes for every MCA sanctioned mountain bike race (Cup, enduro, downhill, event)
The draw for the prizes will take place at the MCA AGM

Clubs contributing to the series (to-date):

Olympia Cycling Club

online meetings

2010-02-01T21:06:00.000-06:00

How about one more kick at this cat (not a real cat because that would be cruel)?

In an effort to try and accommodate people's busy lives, travel restricitons (Dale, Greg, Pat), and the current difficulties in finding a meeting space I propose that we try the online meetings again. Here is one way that this could work:

We alternate between in-person and online meetings
Online meetings for 2010 are February, April, June, August, October, December
In-person meetings for 2010 are March, May, July, September, November
For each online meeting I will post a list of agenda items, each agenda item will then get its own post
Committee members can then comment on each post as a form of discussion
After a set time (say, 3 weeks) the comments will be closed and I will summarize what has been said, and if warranted, asking for a vote on some items in order to make a decision
If the online forum does not work, we can carry the item to the in-person meeting

In-person meeting will continue as they have in the past. One thing we need to decide is the preferred day to hold the in-person meeting. We've tried Mondays and Tuesdays, what is your preference.

Please let me know if you have any questions.

halATshawDOTca

Joint MTB Road Schedule

2010-01-30T11:38:00.001-06:00

Here is the way we see it...

Date, Discipline - Race - Location - Organizer

April 25, Road - Spring Classic - Bruxelles, MB - Olympia
May 2, Road - ITT - BH Park - FOG
May 2, MTB - Cup #1 - Grand Beach - Olympia
May 4, Road - Tues Crit 1 - Assiniboine Park - Prov Team
May 8–9, Road - Woodcock Stage - BH Park - Woodcock
May 11, Road - Stage 3 Stage Race - Assiniboine Park - Woodcock
May 15, Road - Road Race - Darlingford - Lifesport
May 12, MTB - WNS #1 - Bur Oak - Olympia
May 16, MTB - Cup #2 - Brandon - BBC
May 18, Road - Tues Crit #2 - Assiniboine Park - Prov Team
May 25, Road - Tues Crit #3 - Assiniboine Park - Prov Team
June 1, Road - Tues Crit #4 - Assiniboine Park - Prov Team
June 6, MTB - Back 40 Enduro - Morden - Tinker
June 8, Road - Tues Crit #5 - Assiniboine Park - Prov Team
June 9, MTB - WNS #2 - Bur Oak - Olympia
June 13, MTB - Cup #3 & Downhill - Falcon - B&B
June 15, Road - Stony Crit - Stony Mountain - FOG
June 20, Road - PLP Double Header - Portage La Prairie - JYD
June 22, Road - Tues Crit #6 - Assiniboine Park - Prov Team
June 23, MTB - WNS #3 - Bur Oak - Olympia
June 26, MTB - Cup #4 - BAF Birch - JYD
June 29, Road - Tues Crit #7 - Assiniboine Park - Prov Team
July 4, MTB - Reach Beach Enduro - Grand Beach - Olympia
July 6, Road - Tues Crit #8 - Assiniboine Park - Prov Team
July 7, MTB - WNS #4 - Bur Oak - Olympia
July 11, MTB - Cup #5 - Swan River - TTT
July 13, Road - Tues Crit #9 - Assiniboine Park - Prov Team
July 17, MTB - Enduro - Pembina Valley - Training Coop
July 18, Road - ITT - Morden - Alter Ego
July 20, Road - Tues Crit #10 - Assiniboine Park - Prov Team
July 21, MTB - WNS #5 - Bur Oak - Olympia
July 25, Road - Prov. Road Race - Wawanessa, MB - MCA Road
July 25, MTB - 24 hr Enduro - Falcon - FGBC/Birch/RRR
July 27, Road - Tues Crit #11 - Assiniboine Park - Prov Team
Aug 1, Road - Road Race - TBA - Lifesport
Aug 3, Road - Tues Crit #12 - Assiniboine Park - Prov Team
Aug 4, MTB - WNS #6 - Bur Oak - Olympia
Aug 8, Road - Muddy Waters - TBA - FOG*
Aug 10, Road - Tues Crit #13 - Assiniboine Park - Prov Team
Aug 15, Road - Provincial ITT - BH Park - FOG
Aug 15, MTB - Alter 8 Enduro - Birch - Alter Ego
Aug 17, Road - Tues Crit #14 - Assiniboine Park - Prov Team
Aug 22, Road - Provincial Crit - Broadway Ave - Woodcock
Aug 24, Road - Tues Crit #15 - Assiniboine - Park Prov Team
Aug 29, MTB - MTB Provincials - Falcon - MTB Committe
Aug 31, Road - The Finals - Assiniboine Park - Prov Team
Sep ?, MTB - Event - Sandilands - Body Driven
Sept 12, Cross - Belgian Supercross - Belgian Club Olympia
Sept 19, Cross - Wildwood - Wildwood - Woodcock
Sept 25, Cross - CMU Cross - CMU - FGBC
Sep 25, MTB - Fall Classic Event - Birch - JYD
Oct 3, Cross - Omands Creek - Training Coop
Oct 16, Cross - St.Malo, MB - Olympia
Oct 17, Cross - Southern Cross - Altona, MB - FGBC
Oct 24, Cross - Whittier Park - FOG
Oct 30, Cross - TBA - RRR
Nov 7, Cross - Cross Provincials - TBA - Woodcock

Women's Mountain Bike Committee Meeting - Rescheduled

2010-01-26T10:29:00.002-06:00

Due to the weather on Monday, January 25th, we have rescheduled the Women's Mountain Bike Committee Meeting to Thursday, January 28th at 8pm.

Please email Jane Braun to let her know if you are attending.

Meeting location

Complete Mountain Bike Schedule - Almost Final Draft

2010-01-23T17:46:00.000-06:00

This schedule includes the Wednesday Night Series at Bur Oak, any comments (comments are open now).

May 2 (Grand Beach - Olympia - Cup #1)
May 12 WNS #1 Bur Oak
May 16 (Brandon - BBC - Cup #2)
June 6 (Morden Back 40 - Tinker - Enduro #1)
June 9 WNS #2 Bur Oak
June 13 (Falcon - B&B - Downhill/Cup #3)
June 23 WNS #3 Bur Oak
June 26 (BAF/Birch - JYD - Cup #4)
July 4 (Reach the Beach - Olympia - Enduro #2)
July 7 WNS #4 Bur Oak
July 11 (Swan River - TTT - Cup #5)
July 17 (A Rocha Pembina Valley - Training Coop - Enduro/MTB Event)
July 21 WNS #5 Bur Oak
July 25 (Falcon - FGBC/Birch/RRR - 24hr Enduro #3)
Aug 4 WNS #6 Bur Oak
Aug 15 (Birch - Alter Ego - Enduro #4)
Aug 29 (Falcon? - MCA MTB - Provincials)
Sep ? (Sandilands - Body Driven - Event)
Sep 25 (Fall Classic - JYD - Event)

Race Organizer's Meeting

2010-01-13T10:53:00.001-06:00

Here is the list of proposed race dates, events and organizers. We will go over this at 9:30 on Saturday

May 2 (Grand Beach - Olympia - Cup #1)
May 16 (Brandon - BBC - Cup #2)
June 6 (Morden Back 40 - Tinker - Enduro #1)
June 13 (Falcon - B&B/Woodcock - Downhill/Cup #3)
June 27 (BAF/Birch - JYD - Cup #4)
July 4 (Reach the Beach - Olympia - Enduro #2)
July 11 (Swan River - TTT - Cup #5)
July 18 (Morden area - Training Coop - Event)
July 25 (Falcon - FGBC/Birch/RRR - 24hr Enduro #3)
Aug 15 (Birch/Assissippi? - Alter Ego - Enduro #4)
Aug 29 (Falcon - MCA MTB - Provincials)

Other items I would like to discuss:

Participation Series
Promotion

Following the race organizer's meeting there will be a joint meeting for the road and mountain bike organizer's where we will cover the following items:

Agenda:

9:30 - 10:30 MTB committee meets to finalize its dates and to discuss participation series and promotion
10:30 - 12:30 (or sooner) joint meeting with Road to cover the following items:

Setting the 2010 race schedule
Goals and Objectives - races as events, better organization, professionalism
Emergency Preparedness Plan
Race Organizer Information Form
Promotion - how the MCA can facilitate the promotion of your event (website, news releases through the MCA office?)
Posting Results
Insurance - what is covered and what is not
Commissaire training and First Aid

How to get to the meeting:

The location of the meeting will be the Neil John Maclean Health Science Library, located on the mezzanine level of the Brodie Centre, 727 McDermot Avenue.

There are two parkades plus street parking available at the library: one off of Emily St and one off of Techumseh St, the Emily Street Parkade would be the best choice. There should be plenty of parking available on the 16th.

To get to the library enter through the doors of the Brodie Centre and go to the mezzanine level (stairs and elevators are to your left just past the bookstore. We will be meeting in the Ross Computer Lab, located on the main floor of the library. In case you are going to be late or you get lost you can call me on my cell at 299-5872.

Here are some maps: U of M map / Google Maps

Women's Mountain Bike Meeting - January 25th, 7:30pm

2010-01-08T21:31:00.000-06:00

The MCA Mountain Bike committee would like to get the input of more female riders and racers for the upcoming 2010 season, on how to keep racing competitive and enjoyable for all levels of female racers. We will be discussing the current categories, the race day experience as well as the retention of female racers. We will hopefully also have time for any other comments and concerns.

You do not have to be a racer to participate; past racers, juniors, current racers - the only requirements are being female and coming with a constructive attitude.

We will try to keep the meeting to two hours or less. The feedback will be presented to the MTB committee to help them make some important decisions for the coming season.

The meeting will be held at 7:30 PM, Monday, January 25th at the home of Jane and Kevin Braun. 1140 Lee Blvd. Winnipeg - 255-3245
Refreshments will be served.

If you do not have time to attend, please feel free to forward any feedback to info(AT)elementbdesign.com

Sincerely,
Kevin Braun

Race Organizer's Manual - Draft

2009-12-26T18:03:00.000-06:00

This is a draft of the race organizer's manual. Please review and make comments and suggestions.

Thanks

Mountain Bike Race Organizer’s Manual

Introduction

The purpose of this manual is to guide organizers of mountain bike races and events in putting on their events in the province of Manitoba. This document is to serve as a guide only.

Goals

To meet all the event requirements as set out by the MCA Race/Event Guideline (new document - to be created)
To put on the best event possible
To create a positive race experience for the athlete
To be family-friendly

9 Steps to Putting on a Race

1. Who Can Put on a Race?

Any club or member with a current MCA affiliation membership can put on a MCA sanctioned event
The club or member must have an organizer’s license
To conduct Manitoba Cup/Provincials events the club must have exhibited an ability to conduct an event that meets the criteria outlined in the Manitoba Cup document.

2. What is the First Step?

Attend the MTB Committee meetings, important information about regarding the events is discussed at these meetings and your input in this process is important.
Attend the event scheduling meetings in January of the current racing year - meetings are usually conducted with the road committee present to minimize event conflicts.
Contact the Manitoba Cycling Association office in for information about the January date for the organizer’s meeting

3. What’s Next?

You will be assigned a date for your event during the scheduling meeting
Indicate a venue where the event will be conducted (please ensure your venue is available prior to the scheduling meeting) - the venue can then be listed on the MCA insurance policy document
Fill out the MCA Mountain Bike Information Form – please note the dates that you need to submit for particular pieces of information
If you will be hosting an event that includes a race for non-members you must secure additional event insurance available through the MCA office. Please apply well in advance to ensure the policy is in place by the event date; there will be an additional premium for this insurance
Once you have secured an event have race-planning meeting with your club. Establish goals and objectives for the race (see goals at the beginning of this document for MCA mountain bike event goals)
Create a budget for your event to see what you can afford and what you may need to exclude from your event, some details you need to consider include:

Promotion (advertising, printing, mailing costs, phone bills)
Signage
Sound system
Communication system for marshals
Food and Water (both racers and volunteers)
Prizes and Swag (T-shirts, socks, etc)
Traffic control
Road closure permits, road access fees
Insurance certificate – the MCA office will help you with this if needed
Expenses for officials
Facility and toilet rental
Fuel for generators or vehicles
Fees for first aid personnel
Commissaire fees

4. Race Promotion

Plan ways in which to promote your race by creating posters for distribution at bike shops and other sites, websites and Blogs for your friends and community. Make sure that your poster depicts a positive, exciting, and safe experience (i.e. avoid pictures of crashes) for the racers – you want to encourage new people to try mountain bike racing and not to scare them away. Proper race promotion should include:

Race Organizer’s contact information
Name of the race
Date and location
Pre-registration deadline and final registration deadline
Entry fees and mode of payment
Schedule of event (categories) and distances
Registration hours of operation and location
Types of events
List of sponsors and supporters
Race profiles and/or maps (optional but encouraged)
Prize breakdown
General information: accommodations, direction, banquets, souvenirs (optional)

Create an announcement to be posted on the MCA website and submit it a minimum of 1 month prior to the event, earlier if you can. Your poster will often be posted on the website as well
Contact any and all media to announce the race event; the MCA will provide assistance with this if possible

5. Venue Preparation

See the MCA Mountain Bike Race Course Guidelines for information on selecting and marking a course
For established courses it is a good idea to complete all trail clearing, cutting back of brush and undergrowth at least one week prior to the event
For new courses it is a good idea that new trails are completed one month in advance of the race and well ridden to help establish the trails; this is not mandatory, but does have the effect of making racing the course more enjoyable. When cutting new trails follow the guidelines of the IMBA
For a Manitoba Cup race the course must be marked by 3:00 PM on the day prior to the event. It is acceptable to wait until the day of the race to close off trails with tape as long as trail entrances directions, and corners are marked
For the Provincials it is recommended that the course be established and marked one month prior to the race date. The course is to be marked with marking tape on trees and branches and marking flags in open areas. A description of the course should be published on the MCA website
A GPS map of the course is always a good idea to help riders, officials, and medical personnel become familiar with the course.
Equipment for trail clearing is available to borrow from the MCA office, there are loan policies in effect and these should be read before attempting to borrow any equipment.
Cones and race venue supplies are available from the MCA office and may be borrowed for your event, contact the MCA office for more information
Funding is available for site development by applying to the MCA using the form for the Site Development Fund, view the MCA forms on the website or contact the MCA office for more information
It is required that restroom facilities be available for participants, these can be in the form of an established washroom or port-a-potties as may be required.

6. Advance Event Preparation - People, Items, and Tasks Required for Your Race

Complete and submit the MCA Mountain Bike Race Organizer Information Form.
Once you have a date you need to arrange for medical coverage, the person(s) should be qualified first responders. Normally an honorarium and supplies costs are given to medical staff.
Complete the MCA Emergency Preparedness Plan for your event
Commissarie information:

commissaries will be required and are assigned by the Chief Commissarie
each commissaire will be paid an honorarium unless your officials are members of your club and have volunteered their time (the Chief Commissaire must be notified of this in advance of official scheduling)
organizers will be informed who the chief commissaries is for their event

See the MCA Bike Event Fee Schedule to find information about regarding entry fees, commissaires fees, insurance fees, and race levies required by the MCA to run your event
Blank entry and waiver forms are available as a download from the MCA website. You must fill in the sections highlighted on the forms. Print good quality double-sided photocopies of a sufficient numbers to place in the sponsoring bike shop and at the race venue for race-day registrations. It is also important to submit an electronic copy to the MCA office for posting on the MCA website one month prior to the event date
Your event will be posted on the MCA website based on the information submitted with your the MCA Mountain Bike Race Organizer Information Form.
Food and drink is a requirement for Manitoba Cup/Provincials events. You can also have extra food and drink on sale for spectators.
Manitoba Cup races require prizing for all categories (Provincials have medals supplied by the MCA), the specific recommendations are available from the Manitoba Cup Document. It is recommended that prizing go at least 3 positions deep in categories that have a sufficient number of riders.
The venue should have a parking area large enough to accommodate all vehicles and be far enough away from the course so as not to impede the race participants or cause an unsafe situation.
Commissaries are responsible for providing a License in Process list from the MCA office to determine the current status of athletes who have recently purchased a license but do not have a copy of the license for the race
The organizer is also responsible for collecting all pre-registrations; it is recommended that the pre-registration deadline be 48 hours prior to the race date and time. The organizer must compile a participant list containing the name, race number, club, and category for the race officials, this information can be compiled in either a Word table or and Excel file and be submitted to the head commissaire officiating your event.

7. Event Day Preparation

Complete race course setup: tape necessary sections of the course, make sure all corners are marked and directional signs are in place, mark the kid and adult courses, setup the technical and feed zones; setup the start and finish areas; the course should be race ready one hour before registration opens
Setup the registration area (with table), medical station, and food area. A cover or shelter is recommended in case of rain
The registration area should have:

sufficient copies of the entry form/waiver are available.
a cashbox and float for the onsite registration area; credit card forms are recommended for non-cash transactions, these can be run through the MCA office or the sponsoring bike shop
MCA Membership Application forms
a table large enough to accommodate pre-registered participants and on-site registration area

Liaise your medical staff with the commaissaires and the marshals
Distribute two-way radios or lists of cell-phone numbers to all the marshals, medic and commissaires
Orientate the course marshals with the race course and your emergency preparedness plan; marshals are in place to keep the course clear of spectators and others, and to report and request the need of the medics in case of accidents (it is recommended that marshals are supplied with a radio, food, water, sunscreen, chair, vest, and bug repellent)

8. Race Day Schedule

It is recommended that the organizer arrive in advance of the registration with enough times to:

post any direction signs to the site, setup the registration area
set up a canopy (available from the MCA office)
ensure the course has been adequately marked (directions signs, start/finish area, feed and tech zones)

Open registration two hours prior to the start of the first race
Registration responsibilities:

the organizer is responsible for the registration area along with the officials, who will compile the race roster by category
all race-day registrations will be added to the roster by the officials and the organizer is responsible for handling all registration fees.
commissaries will supply adequate copies of the License in Process forms and race registration forms

Registration closes 1 hour prior to the start of the race.
Equip medical personnel and officials with communication devices for the duration of the race (make sure they are instructed on their correctly use the radios). 1 hour prior to the start of the race
Marshals should be instructed as to their positions and sent be at their positions 15 minutes prior to the start.
Officials will conduct the start of the race and will instruct the organizer to announce when the race is to begin
The person(s) in charge of food and beverages should begin to get food ready so that is available when the athletes finish their race
Following the race the commisaires will compile the results and post the unofficial results for the athletes to view. The results will be made official 15 minutes later barring protests. Protests to the results will be heard and dealt with at that race or within 2-3 days following the race depending on the nature and complication of the protest. Official results will be posted on the MCA site once results are official.
The results will be posted on site for any protests and then forwarded to the organizer
The organizer should have the prizes ready to distribute following the official posting of the results; prizing should be conducted prior to any course teardown so as to facilitate a quick prizing ceremony and to expedite the end of the event.
Course teardown should occur after the prizing ceremony has concluded. All signage, safety tape, trash, and markings should be removed from the racecourse.

9. Post Race Day

Race results must be submitted to the MCA office the evening of the race-day by the commissaire
All MCA equipment must be returned to the MCA office immediately following the race.
All license-in-process applications and MCA applications must be submitted to the MCA office immediately following the race

Cup Points

2009-12-16T15:47:00.001-06:00

Updated December 16, 2009

Draft Manitoba Cup Series Criteria - Mountain Bike

The Manitoba Cup is comprised of a series of races in which points are awarded to all finishers in each category. The winner in each category is determined by the accumulation of all the points received in every race in which the athlete competes (number of races may vary each season). The points are awarded by finish as follows:

1st – 25
2nd – 23
3rd – 21
4th – 19
5th – 17
6th – 16
7th – 15
8th – 14
9th – 13
10th – 12
11th – 11
12th – 10
13th – 9
14th – 8
15th – 7
16th – 6
17th – 5
18th – 4
19th – 3
20th – 2
All others – 1
DNF – 0
DNS – 0

Athlete Requirements

Eligibility

Athletes must be members of the MCA in good standing and must hold a valid MCA/CCA/UCI racing license in order to be eligible for MB Cup points.

All athletes must abide by all MCA/CCA/UCI rules and regulations governing the conduct and responsibilities of riders. These rules and regulations can be obtained online at:

http://www.canadian-cycling.com/English/information/rulebook.htm

These rules include (but are not limited to):
•   wearing approved racing attire
•   having your license with you at all races and events
•   respecting the organizers and officials,
•   familiarizing yourself with the race course (i.e. marshals cannot give out directions to confused riders)

Points Calculation

To win the series the athletes must start a minimum of four (4) Cup races.
The total accumulation of points earned in all races will be used to determine a final score for the year.

Points for each athlete are calculated based on the official results as posted online at: http://www.cycling.mb.ca/

N.B. It is the athlete’s responsibility to review the results as soon as they are posted and to immediately inform the Chief Commissaire for MTB events of any discrepancy in regards to results. Results will be posted on-site and athletes/coaches will have 15 minutes in which to lodge an appeal. After 15 minutes with no appeals the results become official and will be posted on the MCA website for the remainder of the calendar year.

Tie-Breaker

If two or more athletes receive the same time for a particular race the athletes will share the points allocated to that shared position.

If two or more athletes receive the same amount of total points as calculated at the end of the season the athletes’ times in the same races they competed in will be used to determine a final score for each athlete.

Categories

The Manitoba Mountain Bike Cup Series places an emphasis on ability and not age for its races. Athletes should know their ability and thus which category they fall under. If an athlete is in a category under or over their ability they will be asked to change categories by the acting Mountain Bike Committee. Athletes may make a formal request by letter or email to the Committee to move up a category at any time during the season. The following categories are used in the Manitoba Mountain Bike Cup series:

•   Elite male and female
•   Expert male and female
•   Comp male and female
•   Sport male and female
•   U17 male and female
•   U 15 male and female
•   U13 male and female
•   U11 male and female
•   U9 male and female

Note: The Provincial Championships use the UCI/CCA age and class divisions:

•   Master 50+ male and female
•   Master 40+ (40-49) male and female
•   Master Expert 30+ (30-39) male and female
•   Master Sport 30+ (30-39) male and female
•   Senior Elite male and female
•   Senior Expert (19-29) male and female
•   Senior Sport (19-29) male and female
•   Junior Expert (17-18) male and female
•   Junior Sport (17-18) male and female
•   U17 Expert male and female
•   U17 Sport male and female
•   U 15 male and female
•   U13 male and female

November 2009 Minutes

2009-12-12T17:46:00.001-06:00

Date: 16/11/2009

Location: MCA Office

Race Schedule

· The committee discussed the structure of the race schedule for the upcoming 2010 season.

· We are working with the road committee to have a balanced schedule where Mountain and Road Cup events will not be run on the same weekend.

· The plan is to have 5 Cup races, the Wednesday Night Series, 4 endurance events (one being a 24 hour race), and two gravity events.

· Other races will be put on the calendar as events and may conflict with Road Cup races – Road can do the same.

· It was decided that Falcon Lake will be the location for the 2010 Provincials race pending availability

Kids of Mud Races and Mountain Bike Races

· The issue of running KoM races concurrently with regular Mountain Bike races was discussed. It was decided that running these events on the same day and the same venue would not be encouraged because of the logistical and resource difficulties of running an event of this size and magnitude.

Commissaire and First Aid Training

· First aid training course is being planned by the MCA early in 2010. Clubs will be encouraged to have people get their first aid training to facilitate the development of first aid personnel that they can use for their events.

· A commissaire training course will be run in 2010.

Race Organizer and Athlete Manuals

· Updates of the race organizer and racer’s manuals are being worked on and will be in place for the 2010

· A race organizer’s meeting will take place in January outlining the goals and objectives that the committee would like each organizer to achieve for their event

MB Cup Points

· A new points system for Mountain Bike Cup races is being developed and will be in place for 2010.

Provincial Team

· Jay asked if clubs could give the Provincial Team a discount rate for entry fees, feeling that this would help attract kids to the program. It is up to the individual clubs to do this but it would be encouraged that they should provide a break to theses kids.