How to tell us about an event or procession

There are some events we'll need you to contact us directly about, these are detailed below. For all other events, please contact the county council via the Derbyshire Prepared site; they'll notify us if necessary. 

Events you need to contact us about - if any of the following are happening on a public highway:

• a motor rally
• cycle time trial
• cycle race
  
  

Motor rallies

A rally is 12 or more vehicles on a public highway. If you're planning a rally you'll need to do so through Motor Sport UK as they are the body responsible for the regulation and administration of motor rallies. 

Before authorising an event, Motor Sport UK will need to notify the chief of police in the relevant area at least six weeks before the event. 

Cycling events

If you're planning either a cycle time trial or race on a public highway you'll need to contact us at least 28 days before the event is due to take place. 

Read the relevant legislation. 

Please email us and include the following in your email:

• your name
• your address
• the club you represent
• your contact details (email and phone number)
• any details you have about the event (eg number of participants, route, number of marshals, expected numbers of spectators and where they are likely to congregate)

If you have any maps of the route or risk assessments then please attach those to the email. 

Please note: Do not use this email address to report a crime. If you need to a report a crime, you can report it online.

Information and advice

We strongly advise you not to use high speed, high trafficked roads because of the increased safety risk to all road users.

If your race deviates from the standard conditions covered by the legislation, you need authorisation from Derbyshire Constabulary. If we authorise you to hold the race, we may impose specific conditions.

As organiser, it’s your responsibility to:

• ensure the safety of those taking part and other road users
• have public liability insurance
• carry out a risk assessment
• manage overall event traffic

Triathlons and duathlons

These events are not regulated by the legislation, but organisers have the same set of responsibilities as above.

Leisure rides, charity rides and sportives

The size of these events range from quite small to the larger commercial types with varying route distances. Organisers have the same set of responsibilities as above and should have or consider having public liability insurance depending on how big the event is.

Event safety

As organiser, you’re responsible for ensuring the event’s safety, as mentioned above.

Sometimes the Derbyshire Events Safety Advisory Group will need to carry out a review of an event. This can be triggered by the:

• type of event
• number of cyclists taking part
• impact on Derbyshire roads and neighbouring counties’ roads

Road closures and traffic control

If the event passes through more than one county, you must inform each highway authority and police force it passes through.

As far as possible, make sure your event doesn’t clash with other events.

If the event is on open roads, where no traffic management or road closures are in place, make sure you tell cyclists to comply with traffic signs and the Road Traffic Act 1988.

Remember: event marshals are not allowed stop or direct traffic, so you can’t ask them to.

At British Cycling events only, we use the Accredited Marshal Scheme (AMS). This means trained and accredited marshals stand at risk-assessed, agreed locations using a Cycle STOP sign to control road users.

You may need to ask for roads to be closed to ensure safety from opposing traffic and at junctions. Apply for road closures from the relevant local authority. It will grant the application if you agree to support the closure by:

• employing a traffic management company to support the barriers
• addressing the need for diversionary routes and signs