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Event Organizer Resource Guide
Ontario Cycling is proud to support our event organizers with a comprehensive Event Organizer Resource Guide. This resource is designed to walk organizers through every step of planning and delivering a sanctioned event—ensuring safe, professional, and successful experiences for athletes, volunteers, and the cycling community.
Why Sanction with Ontario Cycling?
Sanctioned events carry the official “stamp of approval” from Ontario Cycling, meaning they meet our technical standards, safety requirements, and best practices for quality event delivery
With sanctioning comes access to our exclusive set of organizer resources, which are only available to those who sanction with us. This ensures that the support and tools we provide are directly aligned with the organizers who are committed to running events under the Ontario Cycling umbrella.
By sanctioning, you receive more than just insurance and governance support-you gain access to a structured toolkit that reduces risk, saves planning time, and enhances the overall experience for participants and spectators alike.
What’s Included
To give you a sense of what’s inside, we’ve shared the Table of Contents along with the Introduction and Event Sanctioning section of the Guide. These sections outline the purpose of the Guide, what it means to host a sanctioned event, and the step-by-step sanctioning process that ensures your event is safe, compliant, and well-supported.
The full Guide includes discipline-specific requirements, sample documents, timelines, and best practices covering everything from traffic management and emergency action plans to sponsorship, volunteer planning, and post-event wrap-up. These tools are continuously updated and expanded—so by sanctioning your event, you will always have access to the latest standards, examples, and supports.
Help Us Help You
We recognize that no two events are the same. That’s why we invite organizers to let us know what additional resources would be most helpful. Your feedback will guide future updates to the Guide, ensuring it remains a practical, evolving tool that reflects the real needs of Ontario Cycling’s event community.
For more information, please contact our Event Team at [email protected]
Table of Contents
Part 1 – Introduction & Event Sanctioning Process – CLICK HERE for more information!
1. Introduction
1.1 What is an Ontario Cycling sanctioned event?
1.2. Event Sanctioning Process
1.2a Before you begin the Sanctioning Process
1.2b Event Sanctioning Policy
1.2c Types of Sanctioned Events
1.2d Event Sanctioning Process
1.2e Certificate of Insurance / Liquor Application (if applicable)
Part 2 – Organizing Your Event – Available to Ontario Sanctioned Event Organizers Only!
2.1 Organizer Requirements
2.2 Certificate of Insurance/Liquor Application (if applicable)
2.3 Event Organizing Committee
2.4 Budget
2.5 Traffic Management Plan (TMP)
2.6 Emergency Action Plan (EAP)
2.7 Registration Requirements
2.8 Course Requirements
2.9 Facility/Land Requirements
2.10 Event Schedule
2.11 Run Sheet
2.12 Commissaires
2.13 Volunteers/Staffing Plan
2.14 Technical Guide
2.15 Timing/Results
2.16 Equipment Requirements
2.17 Communication
2.18 Food/Accommodation
2.19 Safety Requirements
2.20 Awards/Prizing
2.21 Sponsorship/Promotions and Enhancing Your Event
2.22 Post-Event Wrap-Up
Part 3 – Staying on Track – Available to Ontario Sanctioned Event Organizers Only!
3.1 Event Organizer Responsibilities Checklist
Part 4 – Examples & Resources – Available to Ontario Sanctioned Event Organizers Only!
4.1 Event Budget
4.2 Equipment List
4.3 Land Use Permission
4.4 Resident Notification Letter
4.5 Staffing Plan
4.6 Tech Guide
4.7 Traffic Management Plant
4.8 Volunteer Requirements
4.9 Eco-Responsible Event Action Guidelines
