From ECCC

Policy: RaceProposalRequirements

Race Proposal Requirements

The following are procedures for proposing to host an ECCC race. Any team wishing to engage in such an endeavor should closely read and utilize available documentation and resources!

Meetings

All teams proposing to host a race must have a representative at the annual meeting where that season is scheduled:

Cyclocross and Track season are currently generally scheduled via email; contact the relevant season coordinator for details.

At the meeting those representatives must present a brief overview of their race and answer questions. Scheduled road races must also have a representative at the Winter Meeting to report on the status of their event.

Deposits

Races selected for the road or MTB schedules must submit a deposit of $200 toward the successful planning of their race. Checks are to be made out to "Eastern Collegiate Cycling Conference." Invoices and EIN may be made available. Planning deadlines and deposit penalties will be discussed in detail at the meeting and are available in the promoters' documentation.

Race Proposals

Before the meeting, proposers must submit basic information and a race proposal. Specific details will be published over the mailing list and on the web page specific to the upcoming meeting. In general they involve emailing in contact information, filling out a spreadsheet calendar draft, and submitting proposal slides. Deadlines for these materials are also published on the mailing list and meeting page but are typically a week beforehand.

Basic information submitted must include the following:

Race proposal slides must be submitted as PDF or PPT documents.

Each presentation will be granted ten minutes with an additional few minutes for questions. Time will be strictly kept, use it well! Presentations must follow the basic template available at:

2009-road-proposal-template.pdf
2009-road-proposal-template.ppt

In summary, each presentation must have no more than five slides to be presented, including the title slide, and must include all of the information noted in the template:

An excellent draft presentation courtesy the Columbia team has also been made available online at:

draft-grants-tomb-2009.pdf
draft-grants-tomb-2009.ppt

The following are some additional guidelines to consider:

Remember that the presentations are not just a requirement toward having your event put on the calendar. They're also the first step in getting people excited about your race and getting everyone to come to town and participate when it finally comes around.

Handouts

Many of you will have more information about your event than can reasonably fit into a ten minute presentation. Feel free to produce a handout to be distributed at the meeting with that information. Twenty copies should be sufficient to give out one per team. Please consider the environment by using space effectively and printing on both sides of the page. All handouts should be submitted electronically along with the race proposal before the meeting so that they may also be posted online along with the presentation slides.

Nota Bene

No proposals will be considered which have not met all of the above requirements! ECCC races are among the best in the nation, and all of this is just one small part of keeping them that way.

Please contact conference director or season coordinators if you have any questions or comments.

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Page last modified on November 01, 2011, at 05:53 AM