Promoter Guidelines
Permitting and Paperwork


This document provides general information related to initiating the USA Cycling (USAC) paperwork and fulfilling TBRA's race promotion requirements.

Contacts

The primary contact for a race promoter throughout the permitting process is the TBRA Discipline Director.

USAC Road EventsUSAC Mountain Bike EventsUSAC Cyclocross Events
Nathan Stone Marsha Williams Jim Farmer

Website related issues should be directed to TBRA Webmaster Bill Parsons.

Permitting Process

The entire permitting process can now be done online at http://www.usacycling.org.

The Tools and Resources for Race Directors page from the USAC website has many helpful links.

Beginning the Online Permit

You must be listed as an Event Organizer and/or Race Director for your club. Your club admin can easily add a user to the list of event organizers.

  • From the USAC website, login and select [My Account], then [tools].
  • If you want to copy a previously permitted event, select [Event Permits], and then select the event that you want to copy. Otherwise, if you are starting from scratch, select [Enter New Event].

Deadlines and Fees

Visit the Schedule of Fees page on the USAC website for permit deadlines and late fees.

  • The initial late fees kicks in at eight weeks before your event.
  • In order to make this deadline, it is recommended that the permitting process start no later than ten weeks before your event.
  • Promoters are required to communicate race information to all TBRA clubs no later than 45 days prior to the event.

Race Flyer

As part of the online permitting process, you can upload a copy of your flyer.

  • The tentative race flyer submitted online should be informationally correct as far as race categories, timing between races, and race purse.
  • It does not, however, have to be in final format for distribution i.e. missing logos, etc are ok.


Race Day Pre-race Paperwork

Promoters should have a supply of USAC forms available on race day:

  • Rider release forms
  • USAC licenses forms (one-day, annual, renewals, add-ons)
  • License forms should be received as part of the USAC race packet. USAC Officials at the race often have additional copies of these forms.


Race Day Post-race Paperwork

The Chief Referee (CR) will coordinate the post race paperwork with the race promoter.

USA Cycling

  • USAC Rider Insurance Fees ($3.75 per unique rider per day)
  • USAC Licenses (one-day, annuals, renewals, add-ons)
  • USAC Officials (payment for fees, mileage, food, and lodging paid directly to individual Officials)
  • The race promoter will assist the CR in populating the post race reports (rider counts, licenses sold...)

Note: if the promoter utilized the USA Cycling online registration system, there will likely be enough funds in the promoter account to cover the cost of insurance and race permit fees. In that case, the promoter will not need to give a check to the CR on race day for these expenses.

TBRA Treasurer

  • TBRA BAR Fees ($2.00 per unique rider per day)
  • Be aware that most races should have a credit in their account for their race date deposit, and this amount should be backed out of the BAR fee amount.
  • The CR will collect the check from the race director and forward the check along with the rider count report to the TBRA Treasurer.

TBRA Webmaster

  • The race director should submit race results in electronic format to TBRA Points Director Bill Parsons as soon as possible after the race.