Events – Before the Event

Last Modified: 11/01/2023

Event Registration

  • Before Opening the Event to allow registration entries make sure the ride attributes are correct.

Insurance Certificate of Currency

  • Sometimes an insurance certificate of currency is required when hiring halls or other venues for support.  You can access the certificate at: Audax Insurance > Public Liability Insurance.

Ride Organiser FAQ

Weather Conditions and Hazards

Road Conditions

  • If available, check for roadworks or other changes in road conditions through relevant government channels before rides are held. Another option is to drive or cycle the route before the ride.
  • Where poor road conditions are found, re-route on to better roads where practical. Where poor road conditions remain brief riders before the ride as to the nature and location of the hazard.

As RO you have the backing of Audax to cancel or postpone a ride in consultation with the regional calendar coordinator if conditions are unsafe, or for other unavoidable personal reasons.  Refer to the Audax Australia Safety Rules.

  1. If a ride is cancelled, issue a full refund to any riders that have entered and inform the regional brevet secretary.
  2. A BRM ride may be postponed up to 2 weeks without having to inform ACP.  It will be homologated as if ridden on the original date.  Issue a full refund to any riders that have entered and inform the regional calendar coordinator and regional brevet secretary.  New calendar and registration entries will be generated for the new ride date.
  3. To move a BRM ride beyond 2 weeks requires approval from ACP.  To do this, contact the International Brevet Secretary brevets@audax.org.au.
  4. Audax Australia homologated rides can be moved anytime at the discretion of the regional calendar coordinator.

After the ride entries close

  • Event registrations typically close 2 days before the event.
  • One day before the event and on the morning of the event the Ride Organiser will receive an email with the list of registrations. This can be used if the Ride Organiser needs to contact the rider or emergency contact.
  • In Manage Events:
    • The tabs “Brevet Card Inside” and “Brevet Card Outside” are setup for printing all data on the brevet card – can save some time instead of hand writing the inside and outside of the brevet cards.

Pre-Ride Instructions Emails (Before Ride)

  • The ability to email all riders is available via the Audax portal Ride Organisers Email Riders option.
    • It is beneficial to email riders in advance to let them know about road conditions, services etc. 
    • New riders may need to be advised of Audax etiquette – get your brevet card filled in at controls and return it to the RO at the end! 
    • Remind riders that if returning cards by post, they must be received by the RO within 2 weeks of a ride otherwise a DNF is recorded. 
  • Emails can also be used as a reminder of safety requirements:
    • While Audax Australia no longer conducts lighting checks, riders are bound to obey the Australian Road Bicycle Lighting Rules and are advised to follow additional recommendations regarding secondary lighting and reflective vest options Audax Australia Safety Rules.  A reminder also that riders observed not to be obeying bicycle lighting laws will be disqualified.
    • If a ride can potentially finish after dark, it is advisable to remind riders that if finishing after sunset at hh:mm PM or during periods of low visibility, they will require lights

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