Audax India Randonneurs (AIR)

QUE. Where can I find AIR contact details? ANS. There is a Contacts link available on AIR home page (http://www.audaxindia.org/). QUE. We’re few cycling enthusiasts & want to start brevets in our city, what all steps to be followed? ANS. Please find details below.

● Brevet calendar begins every year on Nov 1st. BRM dates are submitted by Club representatives before end of Sep & sanctioned by ACP for the entire year (till 31st Oct of the next year).

● Please read the Rules for Organizers and also all the documents hyperlinked in below link. https://docs.google.com/document/d/1UBqRa2rEwa8q2_Doc8hlrw00mBfQxx0AdmyermfOndk/edit

● Please look carefully at the Fee structure (particularly 2nd table) as you have to accept these terms https://sites.google.com/site/audaxindiarandonneurs/air-structure/air-fees-for-riders-and-organisers---2015-16

● It is suggested that if you want to share the job of organizing brevets in your city then you create new email id(s) like xyzRandonneurs@xmail.com or xyzCyclingClub@xmail.com

1. Club representative must fill out the Club Registration Form here : http://www.audaxindia.org/club-registration.php

2. Once above form is submitted, after verification an email with log in details for the club will be sent to Email Address of the Club.

3. Once club credentials are received, ask the Ride Responsible(s) to fill below form. ● Club representative needs to share Email Address of the Club & PWD (sent by AIR) with the

ride responsible(s) and ask them to fill out the following form http://www.audaxindia.org/ride-responsible.php

● Who is called a Ride Responsible? ○ A Ride Responsible is one who will take on the organizer role during brevets along

with the Club representative. 4. Once all the Ride Responsibles are added, Club representative needs to click on CALENDAR

REGISTRATION button.

**NOTE: CALENDAR REGISTRATION button is only available during start of season for upcoming season.

5. Keep entering all the events (Category, Date & Ride Responsibles) for the upcoming brevet season as shown below.

Audax India Randonneurs (AIR)

**NOTE: If Ride Responsible isn’t selected using drop down, Club representative will be considered as default Ride Responsible.

6. If any wrong or unwanted entry is made simply delete it. Using Delete link available on RHS & re-enter.

7. You are required to make a deposit and annual payment as described in the Fee structure table (particularly 2nd table) above.

8. All the clubs are expected to make the deposit payments by mid (or end) of Oct.

Audax India Randonneurs (AIR)

QUE. How to login to my club page ? ANS. Select your club from Clubs dropdown @ http://www.audaxindia.org/

Provide Email Address of the Club & Password and click on Login button to view your club page.

Audax India Randonneurs (AIR)

QUE. I’ve forgotten my club Password, how to get it back? ANS. There is a Forgot Password link available at Club Login page.

After clicking on Forgot Password link please provide Email Address of the Club and click on Send Password button. Your password will be sent to the Email Address of the Club.

QUE. I’ve forgotten my Club Login ID. ANS. Club Login ID is Email Address of the Club given at the time of filling Club Registration Form. If you are not sure which email ID you’ve used while filing registration form, please write to Divya Tate - rindcontact@gmail.com & provide club details: Name of Club, Location, Club representative’s Name & Contact#. Admin will be able to help you locate Club Login ID.

Audax India Randonneurs (AIR)

QUE. Where & What all details to add for any BRM event? ANS. Click on the UPDATE EVENTS button available against each event in club home page.

Update all the fields. ● Brevet Category & Brevet Date are non-editable as this was submitted by club rep earlier & approved

by ACP. ● Select the Brevet Time using Hour & Minute dropdowns. **NOTE: Based on Brevet Time only all the control timings will be calculated. ● Select the Ride Responsible from list. ● Select the already submitted Route from list. **NOTE: New clubs creating event for the first time won’t find any entry in the Route list drop down. Please refer “How to add a new Route in the Route drop down” below. ● Brevet Fee & Medal Fee are to be decided by individual club & must be a non-zero value. ● Payment Details: Provide all the details w.r.t. how a rider will make payment for the event & medal.

e.g. Bank a/c number, bank name, bank branch, IFSC, any google form which needs to be filled. ● Please Note** STRICTLY NO CASH DEPOSIT - Must be Cheque / Online NEFT*

o ICICI BANK ACCOUNT: “HYDERABAD RANDONNEURS” o SAVINGS Account#: xxxx-yy-zzzzzz o Branch: Financial District, Nanakramguda o IFSC CODE: ICIC000xxxx o MICR CODE: #########

● Fill Google xls http://goo.gl/forms/VTeHJeMMFx to help us validate & confirm your payment

● Close of Registration Date: Pick a date & time, post which registration will not be accepted by system. ● Route Specific Instruction: Any specific details about the route for riders. ● Event Facebook Page: e.g. https://www.facebook.com/events/846713298775197/ ● Event Blog: e.g. http://www.hyderabadrandonneurs.com/blog/?p=22 ● Activate Event?: Only when marked as Yes, riders will be able to register for the event. **NOTE: Once an event is activated it CAN’T be deactivated. If for any reason an activated event needs to be suspended, enter past date in Close of Registration Date field. ● Click on Update Event button to save all the values entered.

Audax India Randonneurs (AIR)

Audax India Randonneurs (AIR)

QUE. How to add a new Route in the Route drop down (as mentioned in Update Event)? ANS. Click on the ADD NEW ROUTES button provided in club home page.

Update all the Route Registration Form fields as shown in the screenshot below.

● Enter a Route Name ● Select Brevet Category ● Mention Starting Point of ride ● Do mention Route Map link ● Contact Name is the name of the person filling up Route Registration Form ● Fill Contact Number of the person filling up Route Registration Form

● Also fill as much Additional Information as possible

● External URL: can be used to provide link for photo album of the route / fb page. ● External URL2: Any route blog page. ● CSV Upload File (optional): This is very useful quick option to avoid manual entry of route.

● Fill the route details in a .CSV file & upload it back (sample can be downloaded by clicking on “Click Here for sample csv file” link above the Submit button). **NOTE: Make sure there is NO SPACE in .csv file name

Audax India Randonneurs (AIR)

● After clicking on Submit button below grid will be displayed.

Audax India Randonneurs (AIR)

● Ensure to fill LOCATION, (REF No. & Co. Ord., ROAD NUMBER if available) and PARTIAL KM. ● Any LOCATION which is going to be BREVET Control Point must have C column ticked. **NOTE: If CSV Upload File option was used above grid will be auto populated using .CSV file data. ● Select Start Time Hours & Minutes & click on RECALCULATE CONTROLS button. **NOTE: Start Time Hours & Minutes in this screen is only to preview Control Timings while creating routes. ● Once done click on Submit for Approval button available at the bottom of page. **NOTE:

● Ensure every PARTIAL KM value is a non-zero value (except 1st row). ● Ensure NOT to have more than 12 C rows checked in any route, since back of brevet card is limited

to have only 12 controls. ● As long as Route is in “Approval Pending” status it can be EDITED too (by clicking on EDIT button

available in ROUTES LIST button).

Audax India Randonneurs (AIR)

QUE. After clicking Submit for Approval button, I’m getting error “Invalid Endpoint (299Km) which is less than (300Km)”. What should I do? ANS. Total distance of any route must be equal to or a little more than the Category selected. Since 299 is less than 300Km so is the error. Also ensure every PARTIAL KM value is a non-zero value (except 1st row).

QUE. After entering PARTIAL KM value as below, pressing TAB is showing following error “The last control point (362) is over 20% longer than the theoretical distance (300 km); error in selecting units? ANS. TOTAL distance of any route can exceed only by a few Kms more than the Category selected (MAX up to 20% of the selected Category). e.g. for a 300K BRM the distance can be a little more than 300Kms say 303Km, 305Km (MAX up to 360Km), but not 361Km. Adjust the Endpoint distance to a lower value and it should be fine.

Audax India Randonneurs (AIR)

QUE. As an organizing club what all needs to be done to execute a brevet event? ANS. Print & Distribute "BREVET KIT" to riders. -- Distribute In a day or two in advance to avoid rush.

Brevet KIT must contain: CUE SHEET, Brevet Card, and Printed BIBB & Two Zip Ties. >>> Optional items: Candies / Energy Bars / energy drink sachets

Send an email to all the participants few days before the event: • To study the route beforehand. As in the spirit of Randonneuring, there are not going to be any

route markers along the road. • To inform them about the Start point & start time. • To bring mandatory items: Helmet, functional front and rear light and reflective vest. • That their cycle should be in condition where safety is not compromised. • To inform them that they need to be self-supported for the checkpoints. • That they MUST carry one form of identity, Credit / Debit card & Emergency Contact Numbers. • Asking riders to report @ the start point at least 1 hour prior to the flag-off so that bike check,

signature on indemnity form, brevet card stamping can be done on time. • Divide riders into groups (say 50 riders can be divided into 5 groups of 10 riders each). • Identify & Assign Bike Check Volunteers for each group & communicate the same with riders well

in advance. What All TAKE PLACE BEFORE BREVET RIDE STARTS?

• Rider Reports @ FRONT desk at START POINT. • Volunteer verifies the Payment & hands over the BREVET KIT to rider.

o IF Payment wasn't received collect the payment or deny [as per the club rule]. • Rider goes to assigned BIKE CHECK volunteer for bike, accessories & mandatory items check. • After successful check Rider gets his/her brevet card stamped & signed.

o ANY rider starting without their brevet card stamped will be disqualified at next control. • Rider signs the START CONTROL Checklist. • Rider waits for flag-off.

Wish riders “all the best”. QUE. Couple of ride responsible / volunteers want to go for pre / post BRM ride. Whom all we need to inform & what all guidelines to follow ? ANS. All the guidelines for Pre / Post BRM ride are listed below: https://sites.google.com/site/audaxindiarandonneurs/rules-and-regulations/organisers-pre-post-ride Sample email: to be sent to rindcontact@gmail.com & airworx@googlegroups.com Dear All,

Below list of riders will be going for a pre ride on Nov 1st 2015 for Chintamani “200K BRM” (Event Date: Nov 14th 2015 05:30am, Event Link : http://www.audaxindia.org/event-e-774) 1) Name of Rider1 (AIR# 9988) - Ride Responsible 2) Name of Rider2 (AIR# 9999) - Volunteer 3) Name of Rider3 (AIR# 9900) - Club Organizer

Audax India Randonneurs (AIR)

QUE. An event was planned while submitting the calendar but it needs to be cancelled now. How do I cancel the event? ANS. There are two ways. 1. If event isn’t activated yet – Simply click on “CANCEL EVENT” button for that event in club home page.

2. If event is already activated – click on # hyperlink before DOWNLOADS button.

Select Cancelled radio option (marked #1 below), then click on SAVE THESE VALUES button (marked #2 below) and finally click on SEND RESULTS FOR HOMOLOGATION button (marked #3 below).

Audax India Randonneurs (AIR)

QUE. A brevet event was conducted but no rider registered for it / No rider turned up at start point / No rider could finish the ride successfully Do I still need to submit the result? ANS. Yes !!! Please select No Result radio option (marked #1 below), then click on SAVE THESE VALUES button (marked #2 below) and finally click on SEND RESULTS FOR HOMOLOGATION button (marked #3 below).

Audax India Randonneurs (AIR)

QUE. How can I add a rider once Registration for the event is closed / SPOT REGISTRATION ? ANS. click on # hyperlink before DOWNLOADS button of event.

● Enter the AIR Rider Number: and click REGISTER button (marked #1 below).

● In the next page confirm by clicking the REGISTER button (marked #2 below).

● Rider will be added to event. ● Rider will also get Event Registration email.

Audax India Randonneurs (AIR)

QUE. What all values need to be filled to submit a BRM result for homologation? ANS. As soon as rider completes Brevet ride, collect his / her brevet card & ensure all the controls are stamped and signed at the back of card. Fill “The randonee was completed in _________hours _________ minutes” and “Do you require a medal” values in his/her brevet card. Submit the result for homologation by filling below form. ● Actual Event Start Time is (Brevet Time &) to be updated ONLY when BRM didn’t start as scheduled. ● Mark Brevet Fee checkbox for the riders as & when they pay Brevet Registration fee.

● Marking this ‘checked‘ will send a Registration Fee confirmation email to rider. ● Select Medal dropdown as Yes / No (depending upon rider's preference).

● Marking this Yes will send a Medal Fee confirmation email to rider. ● YTC means club hasn't yet got confirmation from rider if s/he needs medal or not.

● Choose either of Finished, DNS, DNF or LF from Status dropdown. ● Select Day, Hour & Minute values for each Finished & Late Finished riders who are marked Active. **NOTE: Hour & Minute are the time values of DAY rider finished the ride (e.g. 18:58), NOT the time taken. ● Click on buttons SAVE THESE VALUES & then SEND RESULTS FOR HOMOLOGATION **NOTE: Fix errors (if any); e.g. Finish time is more than cut off time or less than END control open time. ● Fee Reminder & Medal Reminder buttons are provide to send respective reminders to riders.

**NOTE: Do enter all the pre / post BRM riders timings also before submitting result for homologation.

Audax India Randonneurs (AIR)

QUE. What is the timeline to submit result for homologation ? ANS. Every BRM result must be submitted to AIR for homologation (or if applicable Cancelled / No Result) within 2 weeks from Actual Event Start Date. **NOTE: Late result submission fee will be charged if result is not submitted within 2 weeks from event date. QUE. What all documents & checklists are required for a brevet event & where can I download them? ANS. All the documents related to a brevet event can be downloaded by clicking on DOWNLOADS button against each event.

Below downloads are available & Screenshot is given in the next page.

1. CONTROL SHEET: One for each of the Control Points. 2. CONTROL - ADDRESS SHEET: Contains address details of each rider. 3. CONTROL - CHECKLIST: Used for BIKE CHECK at the start point. 4. CONTROL - EMERGENCY: Contains Emergency contact details of each rider. ** All the above 4 types of checklists can be downloaded in the order of “Last Name”, “First Name”, ”Rider Number”, ”Sequence Number (riders as registered for event)” 5. Download Homologated Result: Available only after result is homologated by France; To download the event result with Homologation# 6. Various downloads:

a. PARTICIPANT LIST: All the participants’ details. b. ROUTE: Cue Sheet for participants. c. BREVET CARD - FRONT: Printable Front of Brevet Card with all the rider & club details. d. BREVET CARD - FRONT BLANK: Printable Blank Front of Brevet Card. e. BREVET CARD – BACK : Back of Brevet Card with all the control points & open & close timings. f. RESULT SHEET g. AIR Membership form h. AIR Waiver form

Audax India Randonneurs (AIR)

Audax India Randonneurs (AIR)

QUE. Where can a club see the total dues till date? ANS. Login using Email Address of the Club & Password

● Click on AIR ACCOUNTS button.

● Club Account Statement will be shown as below.

QUE. When do we need to pay the AIR? ANS. Security Deposit, Annual Fee, Event Fee & Initial Route Approval Fee must be paid at the beginning of the season. Later at least once every quarter or as soon as last BRM result is submitted all the DUES till the date must be settled with AIR. QUE. When can I find AIR account details to make payment? ANS. AIR account details are available at the bottom of club Account Statement (AIR ACCOUNTS page).