The Code of Practice for the Organisation and Management of Sporting Off Road Motorcycle Events

  • Introduction

    In this Code the term ‘AUTHORISING BODY’ and ‘AUTHORISING BODIES’ refers Authorising Bodies as listed in Statutory Instrument 1995 No. 1371 The Motor Vehicles (Off Road Events) Regulations 1995

    The term ‘ORGANISER’ refers to responsible Event Organisers of legal, authorised motorcycle sporting events (often Clubs) and includes all motorcycle sport authorising/awarding bodies.

    The term ‘OCCUPIER’ shall include farmers, landowners or occupiers of land and property.

    The term ‘LOCAL AUTHORITY’ refers to the relevant local authority or other statutory body who may have authority over the area upon which the sport takes place.

    FOR FARMERS AND LOCAL AUTHORITIES

    It is in the best interests of Occupiers/Local Authorities and the community to ensure that only properly organised, Authorised events, run by Clubs and Organisers with the correct insurance, Authorisations and safeguards in place, are allowed to use their land in their authority area, for motorcycle sport events. The status of an event organiser can be checked by logging onto www.mscode.co.uk to confirm that they are affiliated to a signatory body to the Code of Practice.

    With the appropriate operational safeguards in place, the Occupiers/Local Authority can be confident that the event will be run to the highest standards and, in the event of an incident, the appropriate indemnifications will be in place.

    Insurance
    • Minimum insurance must include:
    o Up to a Limit of Indemnity of £10,000,000, for each and every claim, which covers the organising body, plus:
    o Local Association Club,
    o Any Official carrying out duties at the Insured event,
    o rescue organisations or their personnel,
    o the promoters and sponsors of the Insured event,
    o participants (and their pit and service personnel) authorised to compete in the Insured event,

    • A full indemnification for the Occupiers as joint insured in respect of claims arising from the event or injury caused on his land/property. There must also be full Personal Injury protection for all event Officials.
    • This insurance must also include an Authorisation Permit, issued by the Authorising Body to which the organiser is fully affiliated, which temporarily suspends the specified elements of the 1995 Road Traffic Act in relation to the use of motor vehicles in an event. Permits help ensure event organisers and promoters involved in any type of auto or motorcycle leisure, comply with the law and the Motor Vehicles (Off Road Event) Regulations 1995 in particular.
    • Motorcycle Sporting Event Organisers should not be permitted to use land for organised events without evidence of adequate insurance and Authorising Permit.
    • All Event Organisers must be able to produce evidence of insurance cover and Authorising Permit provided by the Governing Body or Association to which they are properly affiliated.

    Event Organisation
    By ensuring that any event organiser/club is affiliated to a body who are signatories to the Code of Practice, Occupiers/Local Authorities can be assured that the Organiser is compliant with the Off Road Motorcycle Sport Code of Practice in respect of the following:

    1. The Environment: There is a need for mutual respect for the needs of the environment by all parties and also respect and toleration for properly organised and authorised motorcycle sport in general.

    It is important that organisers co-operate closely with all appropriate organisations in order to ensure that motorcycle activities are, at all times, environmentally acceptable.

    According to the above General Principles, this Code seeks to improve the relationship between motorcycling the farming/land owning community at large and local communities. These main principles refer, in particular, to:
    a) Fuel: protection of the ground, and cleaning issues
    b) Sound: all machines used should comply with published sound limits along with sound testing protocols. Machines must be fitted with a silencer. A silencer is a separate device fitted to an exhaust system specifically designed to reduce the noise level emitted from the exhaust. An expansion box is not a silencer.
    c) Behaviour of all persons, either directly or indirectly, involved in motorcycling.
    d) Spectators: consideration must be given to the potential number of spectators at the event and the measures in place for getting vehicles off the road and parked safely
    e) Catering and other trade stands: consideration must be given to the positioning of trade stands and food concessions. Also evidence of relevant food hygiene certificates and other appropriate Health and Safety requirements must be obtained by the Organiser


    2. Licensed Competitors: The full accountability of all riders and associated individuals to their licence issuing authority is essential to the running of a safe event.

    All competitors must be:
    • Appropriately licensed with the Governing Body or Association to which they are affiliated.
    • Fully accountable to both the Organising Club and Governing Body or Association

    3. Licensed & Accredited Officials: The running of a safe motorcycle sport event is entirely dependant upon the expertise and experience of the key event Officials. In all cases, the key Officials must be:
    • At least 18 years old
    • Licensed or Accredited by the Governing Body or Association to which they are affiliated.
    • Trained in their duties as part of the licensing/Accreditation process, with records of training held by the Licence/Accreditation body.
    • In possession of, and able to produce a valid and dated Officials licence/Accreditation.
    • Fully accountable to their licence issuing authority (Governing Body or Association)
    • Properly insured (see insurance above)
    Other Event Personnel:
    • Marshals, race office staff and event management team must be a minimum of 16 years of age and supervised by the appropriate key event Official.

    4. Sport Specific Regulations: All Sporting Motorcycle Events must be run in accordance with published Rules & Regulations of the organising body. These must outline the nature of the activity, the type of motorcycles taking part and the minimum age and Licence requirements for participants.
    Organisers must be able to produce these for inspection upon request.

    5. Risk Assessment: Where events are run on temporary tracks, a full, appropriate risk assessment of the track and activity should be undertaken by the Organiser. This will usually take the form of a simple pro-forma and supported by the track certificate issued by the Clerk of the Course or Steward or Governing Body/Association.

    6. Medical Services: Appropriate medical cover must be on site as detailed in the discipline specific regulations for the sport that have been adopted by sport authorising bodies.


    FOR EVENT ORGANISERS

    Event Organisers have a duty to organise their events in line with the principals of sustainable motorsport, with due respect to the full environmental impact of their activities. By ensuring that it manages itself in a way that is sustainable within the environment and providing a sporting activity in a safe and managed way, motorcycle sport can bring many benefits to rural communities, Occupiers and Local Authorities.

    Event Organisers should ensure that Occupiers, and where appropriate Local Authorities, are kept fully abreast of how events are being run on their land and ensure that the protection of the Occupiers and his land, spectators, members of the public and participants are foremost in the minds of those tasked with making events happen.

    Before the Event

    1. Select an area of land that will cause the least possible inconvenience to the Occupiers and local residents. Particular consideration should be given to access and egress from the land and where participant/spectator vehicles will be parked. Parking on roads and verges should be avoided. Holding events where access routes can impact disproportionately on local communities should also be avoided.
    2. For larger events, issue of parking and traffic management must be considered, with consultation with the Police and/or Local Authority where appropriate.
    3. Ensure that the Occupiers is advised of the level of insurance in place for the event and is aware of the identity of the club and its affiliation to an appropriate Governing Body or Association.
    4. Ensure that the Occupiers is aware of the exact nature of the activity/Sport that is to be run and the likely noise impact
    5. Ensure that only appropriately silenced motorcycles take part in any activity
    6. Ensure that the appropriate medical cover is in place.
    7. Agree a start time and curfew
    8. Ensure that the environment is respected as outlined in this Code and in accordance with the Environmental Code of the appropriate body. Also, that any additional environmental safeguards identified by the Occupiers /Local Authority are implemented.
    9. Guidance should be given to participants regarding the appropriate disposal of chemical waste (fuel, oil, portable toilets etc) and also any restrictions re jet washing of motorcycles.

    During the Event

    1. The organiser must ensure that all elements of the discipline specific regulations are complied with. This must be supplied to the Occupiers/Local Authority or any other relevant party upon request.
    2. Make sure that, at all times, the wider environmental impact of the event is controlled, with specific attention paid to dust, machine noise and Public Announcement system noise.
    3. Ensure that an ongoing review of site access and parking is undertaken.
    4. Appropriate fire precautions must be in place at each event.
    5. All areas to which the public are not permitted should be fenced off, roped off or marked with Plastic Pegs and clearly visible tape and be clearly defined with signs stating they are ‘PROHIBITED AREAS’.


    After the Event

    1. Ensure the area used for the event is left in a reasonable condition.
    • Signposts, billboards and posters must be removed immediately after the event.
    • Clear away tapes and markers around the event site.
    • The event site must be returned to its original condition as soon as possible.
    • Arrange for prompt removal of all waste and rubbish.
    • At regular intervals make an evaluation of the event; correct any shortcomings and prevent future errors
    2. Encourage participants and spectators to leave the venue in a considerate manner.
    3. Liaise with the Occupiers and address any concerns/issues that he may have regarding the event.
    4. Ensure that an ongoing review of the site, with future use in mind, is undertaken. 

     




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