NCCCC Club/Team Officers,
Below is the description of the “bidding” process for planning the Spring 2015 Road Bike Racing Season. It is similar to the process used by other collegiate conferences for the past few years. Note that the process involves submission of a preliminary proposal (bid), that once all preliminary bids are received and a final schedule approved by the conference clubs/teams, it will be time to finalize the preliminary bid into a final formal proposal (you will not necessarily be prompted to do so.) Subsequently, the more explicit and comprehensive the preliminary bid, the easier is this later process. Instructions for both parts are in this email.
Event Bid Preparation Instructions and Considerations:
These instructions might seem lengthy, but it is important that you follow them. Additionally, promoters will also need to be able to follow these instructions (provided to them by your club/team), so consider this part of the event bidding process. At times, promoters have been marginally following the proposal requirements and submitting the absolute bare minimum—which has subsequently affected the decisions on which clubs/teams do or do not sponsor events. Please assist promoters in providing a much information as possible and explaining why it may not be possible to provide specific informational items.
The conference will vote to approve the final schedule this year via an email ballot—with each club possessing one vote. Once the preliminary proposals are submitted, I will work with the clubs/teams and promoters to propose a tentative schedule. Promoters can make comments to the conference and propose alternatives, if they feel it is not the best schedule. The deadline for the approval of the Final Schedule will depend on how quickly it is possible to acquire preliminary proposals from the conference membership. My preference is to have this completed by the end of December 2014.
Points/Items to Consider:
1. The preliminary bids are not just a step to complete at the last minute and forget. The purpose is to allow host schools to possibly coordinate (including a potential to share-a-weekend) and to propose weekends that are not being requested by other schools. In general, you improve your chances of hosting a race event if there are fewer schools requesting the same weekend. Also, in the event that more schools request weekends than we have available (which could potentially occur), I look more favorably on weekends split between two nearby schools. I know this is not always possible due to geography or scheduling, and a split weekend is no guarantee of inclusion in the proposed schedule, but it is one of several factors that will be considered.
2. To encourage use of the preliminary bid proposals, you will have to set tentative dates and alternatives. Please remember that scheduling will most likely follow the receding winter weather from the south to the north of our conference colleges and universities. Once you have been assigned a date by the conference vote, you can then go back and update the preliminary bid as you develop the final proposal. This process allows every club/team to submit a preliminary bid and establish the initial scheduling process; it also provides the club/team with some time in case any technical problems arise and need to be worked through before the final proposal is due.
3. Another factor that will be considered is participation in last year’s road bike racing season. If you are going to ask that everyone travel to an event hosted by your school, it is only fair to hope that you travel to the events hosted by other schools. This is not a measure of how many riders you bring, but whether your school is present. Realize, nobody expects a team to be at every race. Because many clubs have different groups for road, cyclo-cross and mountain bike seasons, I will only be looking at participation in the prior road bike season. Again, this is no guarantee of hosting a race event; but is, once again, a composite of several considerations.
4. Because riders need to work their way up through the categories and the – ever tightening – requirements for nationals eligibility, we need to consider hosting various disciplines in time trials, road races and criteriums. Ideally, every event must have at least a minimum of two separate races for each gender in each discipline under the A and Intro categories. The Intro category corresponds to the lowest category for that gender in that conference and shall be advertised as “Introduction to Bicycle Racing” or “Intro” category on all event flyers e.g., Women’s B/Intro OR Women’s Intro OR Women’s Introduction to Bicycle Racing (6G2). Not including all disciplines in an event during a weekend will not strictly exclude you from hosting but it will be an important factor considered in the scheduling process.
5. Promoters who are not students must outline how collegians will assist in planning the event (not just helping race-day.) Promoting a race provides important skills and experience to collegians. This is not to say non-collegians (e.g., coaches) should not be involved since they are often responsible for long-running, consistently well-promoted events. Collegian participation will be another aspect considered.
6. All proposals must include a completed Race Hosting Plan. The goal is both to review and consider all of the components of hosting an event, making sure all issues have been carefully considered; and, to initiate a mechanism that assures the plans are being implemented as the race event approaches.
7. It would be worth considering including some team events in the event. If your proposal includes only one discipline for the weekend event, it might be reasonable to include a team race, in addition to the individual races, to fill out the weekend activities.
National Championships are scheduled for May 8-10, 2015. I have set a tentative regionals date to be no later than April 25-26, 2015. We will aim to start the season March 14-15, 2015; albeit we will need to consider earlier dates since we often have inclement weather. Event schedules will partially depend on the number of proposals and dual-conference events.
I intend to have a video conference as a follow up to these instructions on the preliminary bid process. Please contact me if you are interested in participating in that video conference (telecom).
Let me know if you have any questions prior to that video conference.
Call for Preliminary Race Proposals:
Preliminary proposals will be accepted through December 20, 2014. This step of the process will be done using email submissions; wherein, initial information on your bid must be submitted to the conference director at firstname.lastname@example.org
Proposals should include:
1. Date preference (indicating proposed date and any alternatives)
2. E-mail contact information for bid sponsor from the club/team
3. Event descriptions (Race Hosting Plan)
4. Whether or not you would want to be considered for hosting regionals (note date information below in the description of the formal proposal.)
How much to include in item 3 (above) is at the discretion of the promoters. At a minimum, the types of events planned but can also include course descriptions or any other information. Any other pertinent information is also welcome. Events should include all disciplines, or other events you want to propose. You do not need to submit all the information for the final proposal and it does not need to be formatted either (i.e., if you can’t get it to look the way you want, don’t worry as long as the basic information is there.)
Proposals will be viewable by other promoters so they will be able to see how many proposals request certain dates, what clubs are requesting races, and the nature of the event(s).
Proposals can be changed as the process progresses by submitting a revised proposal (taking into account what other clubs have proposed) and this can be done as many times as necessary till this step of the process ends. This is the primary purpose of the preliminary proposal!
Call for Formal Race Proposals:
Formal Race Proposals will be submitted to the conference director, based on the information submitted during the preliminary bid (proposal) process. These finalized proposals should not change the information represented in the last preliminary bid version – the purpose of the formal proposals is to provide further information for final consideration. Final Formal Race Proposals should be received by December 30, 2014.
Proposals are to be submitted by email to email@example.com or firstname.lastname@example.org. Proposals should contain all the required information. Maps, permits, or any other non-electronic documents would need to be scanned and included. If that is an issue and you’d like to send it through the mail, let me know. Please include everything in one document to make it easier to track what belongs with any particular proposal.
First consideration will be given to proposals that include all of the following:
1. Complete course descriptions, including maps
2. Written permission from appropriate authorities
3. Preliminary schedule for events
4. Contact information (e-mail and telephone) for the remainder of the spring, the summer, as well as the fall (as much as is possible)
5. A person designated as responsible for results and roster submissions – This can be the promoter or someone else. They must be able to take the time prior to the race to understand the process and able to complete the needed information in the correct format promptly after the event.
6. Significant student participation in the event promotion (which must be outlined – who will complete the work and what roles they will play. This is involves participation as more than just race-day volunteers.)
7. A list of race events
8. A timeline for completion of major milestones in event preparation. (Details below)
9. Completed event USA Cycling Event Medical Plan and Checklist
Notes for promoters:
Proposals deficient in one or more categories will be considered; but when two proposals compete for a date, preference will go to complete proposals.
When possible, indicate alternate dates that you might be able to also hold your event. With the initial bid, written permission will only be necessary for the first choice (if an alternate date works better for the conference, the promoter will be given an opportunity to obtain permission.)
The permission process takes time, but also is paramount in completing a successful race. The harder the sponsoring club/team or promoter works now, the less he or she will have to work later. If you are unable to get written permission before the proposals are due, an indication of where you are in the permitting process and what you will need to complete it can be taken into account to partially fulfill this requirement. The more you show you know about what needs to be done, the better your position. (Some venues will not give written permission without proof of insurance; and, you cannot get the insurance certificates without a race permit—which you won’t get without a final date on the calendar… I am aware of this; if this applies to your proposal, include as much information about what will need to be done – including a copy of the venue’s form; and, if possible, written indication from the venue that it is available on the date requested.)
For Saturday races, the NCCCC recommends a late morning or early afternoon start times, if feasible. For Sunday, the NCCCC recommends an early to mid-morning start time, if feasible. These times allow for race-day travel to save hotel costs, and earlier Sunday departure to return to home campuses. These times may be altered for the Regional Championship or other races holding multiple events on one day.
It is imperative that the conference director be able to contact race promoters in the weeks and months before the event. If contact information changes (including the names of individuals to contact) after the proposal is submitted, you MUST inform the conference director as soon as possible.
The timeline is intended to get you thinking about when different aspects of preparation need to be completed. During the winter and spring, you will need to provide documentation showing whether or not you have met the date targets you set; this will be considered as a factor when evaluating the proposals for the next season (so schedule carefully). Important milestones include submitting your USA Cycling permit application, contacting residents and businesses along and near the course, contacting the school – especially for on-campus events – and having final – written – permission to use your courses if you aren’t able to do that as part of the proposal. When setting these dates, be sure to factor in time for unexpected delays; truly extenuating circumstances might be factored in the following year, but there is no guarantee. Your schedule should include submitting your USA Cycling permit application at least six weeks before the event. No club will be given a date on the final schedule without this information.
Regional Championship Proposals:
The tentative target date for the Regional Championship is the weekend of April 25-26, 2015. Proposals for other dates will also be considered though preference will be given to proposals for this weekend. The conference championship bid must include several disciplines, e.g., road races, time trials or criteriums.