Rules for Organizers

[Note: This is an original source document from the ACP, please do not change unless correcting differences from the original]

Introduction

Clubs/Organizers requesting permission to organize Brevets de Randonneurs Mondiaux (BRM) events

are bound, through their designated representative for the events, to strictly enforce the BRM rules for

participants, as well as, to comply with the supplemental rules for organizers below.

BRM events are not casual affairs. BRM event organizers must take their responsibilities seriously.

Organizers must respect the events and those who regularly participate in them. To assure the BRM

events maintain the reputation, which any of those worthy of the title randonneur have come to expect, do

not hesitate to penalize any participant for any violation of the BRM rules.

The Audax Club Parisien thanks all volunteers who contribute to the organization of these events, and as

a consequence the development of long distance cycling, both in France and abroad.

Requirements for Organizing Events

Clubs, individuals or organizations seeking permission to organize BRM events must submit their brevet

calendars for the following year to their local ACP representative before October 1. He will in turn transmit

them to the ACP's Representative for Foreign BRM events before the due date.

For events to be officially designated as Brevets de Randonneurs Mondiaux they must be on the official

ACP calendar published each year in January. Consequently, it is absolutely imperative that event

calendars be submitted on time. The local ACP representative will notify those organizers requesting to

schedule events, but whose events will not carried on the official calendar. Organizers are equally

responsible to notify the local ACP representative of any cancellation or change of dates.

Representatives

Each club must designate an official representative who will serve as liaison with the ACP concerning

BRM events.

Insurance

The Audax Club Parisien require that all organizing clubs and event participants be covered by liability

insurance.

Routes

Two copies of the brevet routes (cue sheets) must be included with the request for permission to organize

events. The routes are to be described in detail. Clubs whose brevet routes have been previously certified

by Audax Club Parisien or the local ACP representative (ie. stamped and given a verification number)

may submit the certified routes' verification numbers. A stamped, self-addressed envelope, addressed to

the club's representative, should also be included so that a copy of the certified routes may be returned.

Choosing the route is left to the organizer; however, routes consisting of doing the same loop multiple

times, regardless of the distance of the brevet, are not permitted. Ideally, routes should be out and back,

on low traffic roads, and on roads that are easy to follow. Roads shall be carefully chosen for night rides

(marking on the road, excel coating...). It is necessary to avoid intermediate passage close to the finish

Checkpoint to keep the spirit of the great excursion and to minimize the withdrawals. Extreme terrain

should be advertised as such when the ride is first publicized. The date and location of a ride should take

into consideration possible weather conditions to avoid, when possible, such as snow, or extreme cold or

heat.

Cue sheets should be clear and accurate, and contain all relevant details. Mileage must be determined

from state road maps, odometers, or computer mapping programs. Total distance for an event must

always be at least the official distance for the brevet and may exceed the official distance by a few miles.

The cue sheet must include the location of all checkpoints, as well as, their opening and closing times.

A brevet may have only one starting point. Organizers in the same region or locality may, however,

organize brevets starting on the same date and time and using the same route. This exception to the rule

is allowed only for those clubs which agree to coordinate their checkpoints, so that a checkpoint serving

as the start point for some riders will also be an intermediary checkpoint for those having started at

another checkpoint.

Checkpoints

Checkpoints should be more or less regularly spaced between the brevet start and finish. According to

the distance, there should be :

2 to 4 for a 200 km brevet 4 to 6 for a 400 km brevet 6 to 10 for a 1000 km brevet

3 to 5 for a 300 km brevet 5 to 7 for a 600 km brevet

Additional checkpoints should be located at each end of the brevet route, as well as, at any point along

the route where a shortcut might be taken. Additionnal checkpoints should be manned by ACP’s

members on the ACP's Representative for Foreign BRM request. The start and finish checkpoints should

be manned by one or more people selected by the organizer.

To the extent possible, these checkpoints should be manned at all times between their official opening

and closing times. Other checkpoints should be similarly manned. Preferably, checkpoints should be

located in an establishment, a business for example, where all participants may have their brevet cards

verified and stamped. The address of the establishment should be listed on the brevet card.

Calculation of Opening and Closing Times

A - Start Checkpoint:

Opening: The start time is set by the organizer (time X).

Closing: The closing time for the start checkpoint is 1 hour after the opening time (time X).

B - Intermediate Checkpoints:

Opening and Closing: Opening and closing times for intermediate checkpoints are determined by adding

minimum and maximum travel times to the start checkpoint's opening time. Travel times are calculated by

dividing the total distance of the checkpoint from the start by a minimum and a maximum speed. Minimum

and maximum speeds vary according to total distance.

C - Finish Checkpoint:

Opening: The opening time for the finish checkpoint is calculated in the same was as those for the

intermediate checkpoints, however, the theoretical distance (200, 300, 400, 600 KM) is used.

Closing: The closing time for the finish checkpoint is calculated by adding the maximum permitted time for

the brevet to the opening time of the start checkpoint. Maximum permitted times (in hours and minutes,

HH:MM) are :

13:30 for 200 km 27:00 for 400 km 75:00 for 1000 km

20:00 for 300 km 40:00 for 600 km

D - Example calculation:

[TODO]

Brevet cards :

The organisers will provide a brevet card to each participant. On this card will be listed the location of the

controls, the distance and the opening and closing times for each checkpoint (start, intermediate

checkpoints and finish).

Organization schedule :

Previous year :

• Preparation of your BRMs calendar and registration with national publications.

More than one month before :

• Local advertisements (newspaper, leaflet, internet, etc...).
• Insurance for public liability or any other insurance required by his country.
• Notification of event in government service if required.

A few weeks before :

• Order your Brevets cards and possibly a medal of demonstration; charts & medals change the year after P.B.P. and are valid 4 years

A few days before :

• Prepare the Brevets cards (information about brevet and controls).
• Complete the Brevet cards for the pre registered riders (informations about the participant and its club).

Before the start :

• The organizer must provide each rider with a set of brevet rules and a cue sheet. Riders must acquaint themselves with the rules, as well as, comply with them.
• Riders register for the event by completing, in full, a registration form.
• Registered riders receive a properly completed brevet card and a road map.
• The organizers should stamp the riders' route cards and note the time of departure at the start checkpoint.

During the Brevet :

• At each checkpoint the organizers should stamp the riders' route cards and note the time of arrival to the checkpoint.
• in the case of checkpoints without a member of the organizing staff present either: (1) a postcard notation (to be verified against receipt of the postcard and its postmark); (2) a store receipt or other proof of purchase with the time and date noted; or (3) information concerning a predetermined and identifiable landmark or sign with the time and date noted. The organizer can prescribe which option is to be allowed for a given checkpoint.

At the finish :

• The organizer must verify that each card has the following:
  • a stamp from each of the checkpoints
  • the time of arrival at each checkpoint
  • the medal option completed
  • the signature of the rider.
• The organizer must calculate the total time for the brevet and note it on the rider's route card in the space provided.
• The organizer should collect all the Brevet cards until he receive the homologation stickers.

After the Brevet :

• Organizers should summarize brevet results within 10 days of the conclusion of the event. Summaries should be in the form required by the ACP representative. The summary should include the names of all riders who successfully completed the brevet. The summary should also include each rider's time for the brevet and an X in the medal column if the rider has purchased a medal. The ACP code for the rider's club should also be included. The ACP representative should summarize all brevet results within 30 days of the conclusion of the event. Summaries should be in the form required by the ACP responsible for the BRM.
• Any published brevet results should list riders randomly or alphabetically by last name and not by the order of the riders' arrival or total elapsed time. Pay attention to the ACP codes which are six (6) digits, for each rider, even non affiliated riders. The ACP code list is available by the ACP responsible for the BRM or the ACP representative.
• Organizers, who are organizing a BRM event for the first time must also send all the riders' route cards. This requirement allows the ACP representative to verify that the organizer fully understands the BRM rules and has properly implemented them. Any organizer of any BRM
• event may be required to submit the event's route cards for the ACP's review.
• The ACP representative will review brevet results submitted by organizers and verify that the brevets have been properly executed. Upon verification, a copy of the brevet results submitted by the organizer will be returned. The completed copy will list the certification number for each rider. A sticker with the same certification number will also be included. If any medals were ordered, these will also be sent. Stickers are to be placed on the riders' route cards in the space provided. Completed cards and purchased medals should then be returned to the riders by the organizer.