To assist promoters in setting up their events NEBRA has created some example race announcements (flyers) and event technical guides. These will help in the creation of flyers and technical guides that provide all pertinent information and meet NEBRA and USA Cycling guidelines. The race flyer that is uploaded to the USA Cycling website is your ‘official race announcement’ and is the canonical source of information for your event. In any conflict between the USA Cycling race announcement and BikeReg, Facebook or other flyers, the USA Cycling version prevails. Once you have published your flyer/race announcement as part of the USA Cycling permit process all changes must be approved by the NEBRA Administrator- changing the BikeReg page/website is not sufficient.
So with that in mind, your flyer needs to have all the necessary information to satisfy USA Cycling Policy VI. Important highlights of that policy:
- the USA Cycling name and the USA Cycling emblem
- the declaration "Held under USA Cycling event permit"
- the order of events and all expected starting times
- the date(s) and location(s) of all bicycle races in the race event. All such race information must be included in the race permit
- a list of races that identifies which classes and categories are eligible for each
- for each race category: the amount of the entry fee, the distance/duration, the total amount of the prize lists, the nature of the prizes (cash, merchandise, combination thereof, or other), the number of places that will receive prizes. If cash is to be awarded, the minimum value must be shown, and this may not be reduced after the flyer is approved
- online registration provider and link to online registration. If you are not covering the online registration surcharge NEBRA suggests adding “Online surcharge applies.”
- the existence of any surcharges and what they are for, such as fees for late entry or day of race fees. NEBRA’s 2017 suggested language is: "Entry Fee includes NEBRA Rider Surcharge of $1 and USA Cycling Insurance Surcharge of $3.75"
- any restrictions on entries, such as registration closing date & time, and minimum or maximum field sizes
Additionally on your ‘official race announcement’ as well as the BikeReg page and event website we ask that all potential fees a rider might incur be disclosed. For riders needing a one day license the cost of that license should be disclosed, as well as the restrictions on that license. NEBRA’s 2017 suggested language is:
"One-day licenses may be purchased onsite for $10 and are valid for a single day of racing. Onsite One-day licenses may only be purchased by Category 5 Men and Women, for use in races open to those categories."
If there are parking fees or venue access fees, those should also be noted on the flyer.
In addition to a race announcement that covers all of the required information set out in USA Cycling Policy VI, NEBRA encourages events to publish a supplemental Technical Guide. This guide should have all of the information found in the official race announcement, and can include detailed prize list breakdowns, award schedules, parking and restroom locations and any other relevant information for your event. Course maps, elevation profiles, feed zone locations, route markings and route notes are also excellent information to put in your tech guide.