VeloViewer WorldTour: Best Practice for Race Organisers

Help videos

• VeloViewer WorldTour Package AIOCC General Assembly 2024 Presentation
• 1. VeloViewer WorldTour Package Race Organiser Overview
• 2. VeloViewer WorldTour Package Race Organiser User Admin Overview 
• 3. VeloViewer WorldTour Package Race Organiser Race Hub Overview
• 4. VeloViewer WorldTour Package Route Organiser Race Details Overview
• 5. VeloViewer WorldTour Package Race Organiser Waymarkers Overview
• Live app setup – not yet available (quick start guide pdf)
• Live app use – not yet available

Initial Set-up

• AIOCC will send an email to all members with welcome/introductory information, links to VeloViewer resources and ask a suitable representative of the Race Organiser to get in touch with worldtour@veloviewer.com providing your Race Organiser name and a list of their AIOCC registered races. Or you can just contact us directly using the email above providing that same information.
• Rachel or Ben at VeloViewer will get back in touch asking for a few more specific details.
• A Race Hub for each Race Organiser will be created containing placeholders for all of their AIOCC registered events.
• The nominated ‘admin’ person within the Race Organisation will then be able to add other users to the Race Hub. There is no limit to the number of users.

Race Preparation

(i) Race Routes

• VeloViewer will add top level race information from the UCI calendar to your Race Hub and they will show as Planned Races until the race route files are received.
• Race Organisers will create provisional race route files. Our preferred software is Ride with GPS as the route exports are higher quality and it is more reliable.
• Race Organisers should send files (e.g. GPX, KMZ etc) for their provisional race routes to VeloViewer.
• VeloViewer will add these and you will see them in your Race Hub. Initially the routes will only be available in your organisation’s Race Hub, Teams will not be able to view them.
• Race Organiser can then do recons using VeloViewer Live app and revise your routes as required. If there are any route changes, then you update your own versions of the routes (e.g. in RWGPS) and send updated GPX files to VeloViewer who will make these changes in the Race Hub.

(ii) Adding Waymarkers (POIs)

• Race Organisers should add waymarkers during your race preparation in VeloViewer as early as possible, ideally before the routes are available to the Teams. This can be done when viewing a route in the Race Hub or, when on the road, in the Live App.
• An importance level can be set against each waymarker, this will determine whether it will be shared with Teams (levels 0 – 3) or just visible within your organisation (levels 4+):
  • Level 0 – Main race markers e.g. Sprint/Bonus, KOM (HC/1/2/3/4), KOM start, Pavé/Gravel start/end, Feed, Waste Zone, PPO, Team parking, Anti Doping location. The accuracy of the location of these waymarkers (especially Sprints) is very important to the teams.
  • Level 1 – Major hazards e.g. rail crossings, dangerous tunnels/bridges, especially dangerous road furniture or turnings. This level should also be used when adding unexpected hazards in the Live app during the race which will then automatically be past to the teams e.g. fuel spill on road, start/end of diversion from planned race route.
  • Level 2 – Other hazards.
  • Level 3 – Other information that could be useful to the Teams.
  • Level 4+ – These will only be visible to the Race Organiser’s users e.g. information for marshals, logistics for signage/barriers, other information for Race Radio.
• An optional description can be set which is also shared with the teams (on level 0 to 3 waymarkers). You can also set a private notes field against any of your waymarkers which is only visible within your organisation to help with race logistics, e.g. signage/marshalling.

(iii) Making your files available to Teams

• When you are ready the race routes can be shared with the Teams. This could be straight away or it can be scheduled for a specific date (e.g. the route presentation).
• Teams often want to begin their preparation many months before the race and expect some route changes to be made when necessary so the earlier the routes can be shared with the teams the better.
• Once race routes have been made available to Teams, any further changes to the routes will still need to be processed by VeloViewer. Any changes will be listed in the Notes Log so it is clear to Teams what the changes are.
• You can continue to add/edit your waymarkers once the routes are shared to the teams.

(iv) Exports for Road Books

• The following data can be exported:
  • A CSV file with waymarkers along with expected arrival times for three given speeds for use in the race schedule.
  • Profiles of the climbs.
  • Maps.
  • The GPX/TCX files with all waymarkers.