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EARLY JANUARY
Book chief and assistant timekeepers:
In 2009 these were Frank Cubis (chief) and Tony Alston (assistant).
Book HQ:
In recent years we have used The Priory School, Dorking.
Contact the 'premises manager'. He will send out an application form. We can use the CTT's liability insurance for the rental of the school, which saves buying insurance off them. The insurance certificate can be downloaded from the CTT website.
Notify Police:
- Complete the CTT Police Notification form and send a copy to Surrey Police's traffic safety officer (details in promoter's pack).
- Send two copies separately to ensure they get it (if they don't receive it they could stop the event from going ahead).
- Also send a copy to Tony Alston (London South CTT).
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AS ENTRIES COME IN
Check entry forms as they arrive. Make sure they are signed and that cheques are filled out correctly.
If the signature is missing you are perfectly entitled to return the form; alternatively you can make a note on the form and get the competitor to sign on the day of the race. Either way the form must, must, MUST be signed in order for the competitor to start.
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THREE WEEKENDS BEFORE
Start organising marshals:
As a courtesy call round last year's marshals/helpers first. Then appeal to the general membership to fill any gaps.
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TWO WEEKENDS BEFORE
Finalise which marshals and volunteers are going where / doing what jobs. Send out list to all marshals / volunteers so it is clear what everyone is doing. Get this out of the way this weekend as will have hands full arranging startsheet next weekend.
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SATURDAY OF WEEKEND BEFORE
Close entries after those received in Saturday morning's post.
Start laying out startsheet. Once this has begun do not accept any further entries under any circumstances. The more time spent on laying out the startsheet, the better it will be.
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WEEK BEFORE
Fill in riders names on results board.
Print off signing-on sheets (be sure to use the sheet for 'open' events).
Call the Red Chilli restaurant and ask that we can park 3 cars on their forecourt on the morning of the race.
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DAY OF EVENT
Need to take the following to HQ:
- Signing on sheet(s)
- Riders race numbers
- Pens
- Spare startsheets
- Results boards and marker pens
- Marshals hi-vis waistcoats
- Competitor entry forms (remember any with missing signature)
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AS SOON AS POSSIBLE AFTER EVENT
Put results on internet.
Send out results sheets for competitors without email addresses.
Send cheque for CTT levies along with copy of startsheet to London South district treasurer (this should be done within a week).
Complete CTT risk assessment and return.