Information & EOI Document

Mountain Bike Australia www.mtba.asn.an | [email protected]

Information & EOI Document

Published October 25, 2016

Mountain Bike Australia | 2017 Cyclo-Cross National Season Information & EOI Document Page 2

Preamble Mountain Bike Australia (MTBA) is the peak body for the sport of mountain biking within Australia. Following the successful 2016 Cyclo-Cross National Season, MTBA now welcome expressions of interest for the 2017 Cyclo-Cross National Season, incorporating the 2017 National Series and 2017/2018 National Championships.

Revision Control Version: 1.0 Date of publication: Tuesday, 25th October 2016 Approved by: Jo Parker Position: Executive Administrator Date of next review: September 2017

Contents

1. 2017 National Season 3

2. National Season Ownership and Naming Rights 3

3. Appointment 3

4. Objectives 3

5. Responsibilities of MTBA 4

6. Responsibilities of Host Organiser 5

7. Recognised Age Categories 6

8. Expressions of Interest 6

Host Organisers EOI Form 2017 Cyclo-Cross National Season 7


1. 2017 National Season a. MTBA will run the 2017 Cyclo-Cross National Season incorporating the 2017 National Series and

2017/2018 National Championships between the months of May and August 2017.

b. National Series events will ideally be held as double-header rounds (two events over two days).

Applications for a 1 day events will be considered.

c. The preferred date of the 2017/2018 Cyclo-Cross National Championship is: August 5/6, 2017.

d. MTBA is committed to listing one (1) C2 event on the UCI calendar in 2017. Host organisers may

apply for their event to be listed as a C2 event. Host Organiser will be required to pay an

additional event upgrade fee for UCI listing and prize money in accordance with UCI

requirements. For Host Organisers planning on apply for future C1 listed events, it is strongly

encouraged applying for a C2 event the year prior.

2. National Season Ownership and Naming Rights a. MTBA is the owner of the Cyclo-Cross National Series and Cyclo-Cross National Championships

and reserves all rights of ownership for the appointment of a National Series and Championship

Sponsor(s).

b. MTBA will endeavour to source an overall National Series and Championship naming rights

sponsor.

c. MTBA reserves the right to seek and attain financial support from local council and government

to assist in the allocating and funding the National Series events and National Championships.

3. Appointment a. MTBA will appoint the club and/or private promoters, referred to as the Host Organiser, to

conduct the specified rounds of the 2017 Cyclo-Cross National Series on behalf of MTBA within

the bounds of the roles and responsibilities outlined in this EOI document, MTBA Technical

Regulations and National Cyclo-Cross Season Guidelines as they apply to national events.

4. Objectives The objectives of the Cyclo-Cross National Season are to:

a. Provide and develop quality CX National events;

b. Promote the sport of Cyclo-Cross in Australia as a fun, safe and family friendly activity; and d. Provide the opportunity for rider development in preparation for national and international

competition.


5. Responsibilities of MTBA MTBA shall oversee the provision of, and undertake the following:

a. Appoint the President of the Commissaire Panel (PCP) to the event;

b. Provide (1) MTBA staff member as Race Secretary and to support the delivery of the event; c. Cover all costs associated with the travel and accommodation of the appointed PCP and MTBA

personnel to the event; d. Sanction the event as a MTBA Cyclo-Cross National Series event or Cyclo-Cross National

Championship; e. Provide medals to the top three (1st – 3rd) riders of the National Series and National

Championship categories in accordance with the 2017 MTBA Prizemoney & Awards Guide; f. Provide a prizemoney pool to the overall Elite Men and Elite Women categories for the National

Series in accordance with the 2017 MTBA Prizemoney & Awards Guide; g. Provide a prizemoney pool to the Elite Men and Elite Women categories for the National

Championships in accordance with the 2017 MTBA Prizemoney & Awards Guide h. Provide National Series Winner Jerseys to the first placed rider in all National Series categories in

accordance with the 2017 MTBA Prizemoney & Awards Guide; i. Provide National Champion Jerseys to the first placed rider in all National Championship

categories in accordance with the 2017 MTBA Prizemoney & Awards Guide; j. Calculate and display the National Series rankings on the MTBA website; k. Provide event insurance under MTBA’s Member Insurance Policies, inclusive of $20,000,000

Public Liability cover, at the agreed cost; l. Provide a Certificate of Currency for the approved stakeholder to the event; m. Provide Cyclo-Cross National Series and National Championship event promotion across the

following platforms: i. MTBA website,

ii. MTBA Facebook Page (including dedicated event pages), iii. MTBA Instagram Account, iv. MTBA Twitter Account, v. Electronic distribution media (EDM),

vi. Members E-Newsletters, vii. SMS ;

n. Provide Cyclo-Cross National Series and National Championship graphics; o. Provide a post event report to the host organiser; p. Provide MTBA insurance to all riders; q. Provide a podium backdrop for all presentations; r. Setup and coordinate online registrations through the MTBA Online Services portal, including the

provision of previous season discount codes where applicable.


6. Responsibilities of Host Organiser The Host Organiser shall oversee the provision of, and undertake the following:

a. Maintain Affiliation with MTBA as an Affiliated Club or Private Promoter; b. Provide payment to MTBA of $5.00 (inclusive of GST) per person participating in all categories as

outlined in Section 7 as part of a National Series round or the National Championships. This per participant fee payable to MTBA will provide Personal Accident & Public Liability Insurance cover to participants in the 2017 Cyclo-Cross National Season;

c. Provide payment to MTBA of $5.00 (inclusive of GST) per person aged over 13 years participating in a support category event held as part of a National Series round or the National Championships;

d. Conduct the National Series and/or National Championship events in accordance with the Cyclo-Cross National Season Guidelines and any other relevant regulations;

e. Align the event categories with the National Series categories listed in Section 7 of this document; f. Recognise MTBA as a Major Event Partner in any event specific website(s), all event

correspondence and event logos; g. Obtain any permits required to deliver the event from external stakeholders (local Council laws,

State police, State Road departments) for the conduct of the event; h. If playing background music throughout the event, obtain any PPCA and APRA licences as required; i. Provide MTBA with a final electronic copy of the Event Guide including schedule, maps and other

relevant event information within 21 days of the event date; j. Engage local stakeholders where possible; k. Provide National Series & National Championships race bibs/body plates; l. Co-promote all other Cyclo-Cross rounds in the National Series and National Championships; m. Display MTBA sponsors signage during the event as required; n. Provide MTBA with a written post report on aspects of the operation of the event within 7 days of

the completion of the event; o. Provide timing equipment with the following specs:

Electronic transponder timing must be provided for all riders. Transponder may be passive or active.

A Timing Manager must be appointed. The Timing Manager must have no other role at the event.

Timing is responsible for producing the start lists prior to each race start.

Highly visible lap-to-go boards must be provided for laps 1-9.

Results must be provided to MTBA at the completion of the race in excel or similar in the following columns: Category, place, number, first name, LAST NAME, laps, time

“Cross Mgr” is the preferred timing software.

Results published near live to the internet is preferred.

A highly visible display of the race time is preferred.

Video finish camera or photo finish is preferred. p. Provide MTBA with the race results both a print version and in Excel or CSV file in the required

format within 6 hours of the completion of the event; q. Provide a hyperlink to the MTBA website through the event’s website; r. Provide meals and water at the event for the MTBA appointed PCP and MTBA Staff; s. Recognise and promote the previous National Series Elite Men’s and Elite Women’s Series leader

from the previous year; t. For Cyclo-Cross National Series rounds, provide discounted entry to 1st, 2nd, and 3rd placegetters

from the 2016 Cyclo-Cross National Series categories as per below: First: 100% to the maximum value of $40 Second: 50% to the maximum value of $20 Third: 25% to the maximum value of $10

u. For Cyclo-Cross National Championships, provide discounted entry to 1st, 2nd, and 3rd placegetters from the 2016/2017 Cyclo-Cross National Championship categories as per below:

First: 100% to the maximum value of $40 Second: 50% to the maximum value of $20 Third: 25% to the maximum value of $10

e. Nominate two (2) additional Level 2 Commissaries for each event. Commissaries must be approved by MTBA. Host to cover costs associated with these appointments.


7. Recognised Age Categories MTBA will offer the 2017 Cyclo-Cross National Season to the following age categories:

Elite (19 years and over) - ME & WE Under 23* (19-22 years) - M23 & W23 Junior (18 -17 years) - MJ & WJ Expert (19 - 29 years) - MX & WX Masters 1 (30 - 34 years) - M1 & W1 Masters 2 (35 - 39 years) - M2 & W2 Masters 3 (40 - 44 years) - M3 & W3 Masters 4 (45 - 49 years) - M4 & W4 Masters 5 (50 - 54 years) - M5 & W5 Masters 6 (55 - 59 years) - M6 & W6 Masters 7 (60 - 65 years) - M7 & W7 Masters 8 (65 - 69 years) - M8 & W8 Masters 9 (70 - 75 years) - M9 & W9 Masters 10 (76-79 years) - M10 & W10 Under 17 (16 - 15 years) - M17 & W17 Under 15 (14 - 13 years) - M15 & W15 * National Championships only per UCI requirements. National Series: Riders category calculated based on age as at December 31, 2017. National Championship: Rider category calculated based on age as at December 31, 2018.

8. Expressions of Interest Expressions of interest to host 2017 Cyclo-Cross National Series rounds are hereby sought. 8.1 Key Dates

Expressions of interest open: Tuesday, 25th October, 2016 Expressions of interest close: Wednesday 16th November, 2016 Host Organisers confirmed: Mid November, 2016 Series Announced: December, 2016

8.2 Bid Inclusions EOI’s should include:

a) Cyclo-Cross National Season EOI Form (see next page),

b) Letter of support from local/state government (where deemed appropriate).

c) Other supporting documents as appropriate

8.3 Submission of Bid Documents EOI’s should be submitted to MTBA in PDF or Microsoft Office format via email to: [email protected] CC: [email protected] & [email protected]


Host Organisers EOI Form 2017 Cyclo-Cross National Season

Contact Details

Contact Name: ___________________________________ Phone: _________________________

Club/Promoter: ___________________________________________________________________________

Preferred Email: ___________________________________________________________________________

Event Details

EOI in which this application is for: National Series Round and/or National Championships

Year/s for which the application relates: 2017 2018

UCI listing to be considered: C2 C1 Non UCI Listed

Proposed Venue/s: ____________________________________________________________________

1st Preference Date/s: ____________________________________________________________________

2nd Preference Date/s: ____________________________________________________________________

Proposed Organising Committee

Event Manager Name: _____________________________________ Phone: __________________

Race Director Name: _____________________________________ Phone: __________________

Cyclo-Cross Background of the Club/Private Promoter – Event brief

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


Proposed Prize Money

MTBA provide overall National Series and National Championships prizemoney to Elite Men & Women in accordance with the 2017 MTBA Prizemoney & Awards Guide. Prize money for individual rounds is at the discretion of Host Organisers, however should be paid equally between men and women.

Total proposed prizemoney: ______________________

1st Place: ______________ 2nd Place: ______________ 3rd Place: ______________ 4th Place: ______________ 5th Place: ______________

Proposed Entry Fees

Elite Men & Women: _________________ Expert Men & Women: _________________ Junior Men & Women: _________________ Masters Men & Women: _________________ Under 17 Men & Women: _________________ Under 15 Men & Women: _________________

EOI Checklist

Host Organisers EOI Form

Letters of Support (if appropriate)

Other supporting documents

Submission of Documents

EOI Applications should be submitted to Mountain Bike Australia. Email: [email protected] CC: [email protected] & [email protected] Applications close COB Wednesday 16th November, 2016