Here are some other things to keep in mind for race day.
Occurrence Report Forms - When ever a rider falls down and is injured an occurrence report form is suppose to be filled out. You should have someone from your race staff that will be in charge of filling out these forms. A forms should be filled out for every rider who seeks out medical attention. Along with this form the Chief Ref will also need the rider's release form to attach to the occurrence form and send it in to USAC with the post event paperwork. For your records you will probably want to make a copy of the rider's release form before turning over the original to the Chief Ref.
Officials - Normally NCNCA will assign a Chief Ref. for your race. The Chief Ref. will normally hire the rest of the officials. The number of officials that are required vary from race to race. Road races tend to need the most officials since you normally have motorcycle officials and or officials in follow vehicles for the bigger fields. If your race is a new one the Chief Ref. should work with you in advance to figure out how many officials will be needed. Established races tend to use the same number of officials as the previous year unless there are changes in the race program. For races lasting longer than 5 hours you are required to either provide a meal to the officials or pay them an extra $10. The meal is much preferred by most officials. You should also be prepared to provide drinks to the officials, especially if it will be a hot day. For extreme conditions ( like heat or rain) providing some kind of shelter is advised. You can save yourself some money if you provide a couple of volunteers to help the officials. The volunteers can help act as a race secretary ( in filling out the results sheets) or run errands for the officials. Also having a couple of licensed officials in your club who are willing to work your race for free ( or a discounted amount) is a good way to save some money.
Fees - There are a number of fees you will need to be ready to pay after the end of your race. The USCF insurance surcharge is $2 per rider per day. Note if a rider enters two or more races in one day then you only pay the insurance fee once. If you have riders who are doing more than one race in a day you need to note this some how on the entry lists so this can be tracked. For NCNCA member clubs there is the NCNCA surcharge of $1 per rider per day that needs to be paid. If your race is a series event then the NCNCA surcharge is only 25 cents per rider per day. In addition there is the one day license fee $10 for every one day license sold at your race along with the fees for any annual licenses sold at your race. All of the fees owed to the USCF can be combined into a single check. Race promoters are now responsible for mailing all USAC fees, along with one day and annual license paperwork directly to USAC. Chief Referees will still collect a check for NCNCA surcharges on race day
The Chief Ref will collect checks for the officials fees. Each official is paid based on the rules in the USCF rule book. Officials get a base fee ( for most races in Nor Cal this will be $80 for the Chief Ref, $60 for the Chief Judge and $50 for the other officials) plus a milage fee of 36 cents per milt for round trip transportation from the officials home and during the race. Officials also get reimbursed for any direct expenses ( like bridge tolls) they incur for working the race. For race days lasting longer than 8 hours the base fee is increased by $25 per official. At the end of your race the Chief Ref. will give you an invoice listing the fees for each official.
Results - It is the responsibility of the promoter to post the results. For your race to be included in the USCF national rankings and the NCNCA regional rankings the results need to be submitted to NCNCA in an electronic format. The results should either be in an excel spreadsheet or in a text file where the fields are separated by commas. Results need to contain the following information.
For each category we need the field size. This is the number of riders who started the race not the number of finishers.
For each finishing rider we need their place, , first name, last name, license number and club. The results should look something like this.
Example Criterium
Elite 1/2/Pros 75 riders
1 Joe Smith B01234567 Team ABC
2 Dan Doe B03456789 Team Pain
Note that the first and last names need to be in separate fields
Results need be turned into the NCNCA within 7 days from the end of your race or else you will lose $50 of your race deposit you paid to get your race on the schedule.
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