The following FAQ’s typically reference British Cycling’s The Way Forward document, outlining the stages and detail of how clubs and groups can return to activity.
Updated 21/7/20
This guidance is for Welsh Cycling clubs and activities under the sanction of Welsh cycling.
The following guidance and FAQ’s typically reference British Cycling’s The Way Forwards document, outlining the stages and detail of how clubs and groups can return to activity.
When following the Way Forward document’s guidance, be mindful we are governed by the law in Wales and need to apply Wales’s restrictions which may differ to England and therefore British Cycling’s guidance. In order for your club, group or activity to be insured – you must follow both the Welsh law and Way Forward Guidelines. Where these differ we have also tried to provide details in the guidance and FAQs below.
The stipulations below take in the current government regulations and guidance (as of the 20th July) around sports returning to activity, and hence must be adhered to in order that your club, group or ride complies with the law in Wales and is insured:
- Clubs and groups should designate a Covid officer, who will adopt the role of the ‘Responsible Person’. They must undergo Covid Awareness training, and ensure the guidelines are followed for all activities, as described in the Welsh Government Sport, Recreation and Leisure guidance;
- For all activities there must be someone allocated to ensure that, upon arrival, all participants have completed a self-assessment for COVID-19 symptoms. Attendance should be refused to anyone who is unable to provide assurance that they have done so;
- For all activities there must be someone allocated to ensure that the details of all participants is collected and retained for 21 days, should it be required to aid the NHS Wales ‘Trace, Test and Protect’ program.
- Clubs and groups should have a Covid plan for return to activity. Preparation should include the responsible person completing Covid Awareness training, and also where appropriate the volunteers leading activities.
- A Covid-19 Risk assessment must be carried out for all activities (plus any generic risk assessment for activities along with any venue specific risk assessments);
- For MTB leaders, Breeze champions, Guided Ride leaders and Ride Social – the person leading the activity should adopt the role of the designated responsible person. They must undergo Covid Awareness training, and ensure all guidance is followed.
- Social distancing of 2m must be observed at all times
- Activities can have no more than 30 people attending (or less if the risk assessment or type of activity requires it). This includes the leader or coach and all observers.
- In all other aspects, activities should follow the procedures outlined in British Cycling’s The Way Forwards documentation. You can read the current document here >>> and the latest British Cycling FAQs here >>>.
- If the above measures are not possible, or you cannot adhere to them, please do not resume activity at this stage.
List of FAQs
FAQs on resuming activity
What has changed to allow for return of group cycling activities – what are the restrictions and what does this mean?
How do the new regulations relate to those in the Way Forward?
Are activities exempt from the Social Distancing rules?
What are the rules on group size?
Does wearing masks mean we can go above the 30 attendees at an activity?
Do all activities need a risk assessment?
What is the role of the ‘Responsible Person’?
Is there any training available for clubs, groups and volunteers?
Can our club or group now operate a group cycling activity?
Can we resume group coaching?
Can we resume competition?
Can we resume Guided Rides and Breeze Rides in Wales?
Can Ride Social activities take place?
Can spectators attend a session?
Can I organise a group activity with a group of friends?
Are we still covered under our insurance?
What are the legal requirements of the guidance?
What is the liability for clubs, groups and the responsible person/covid officer?
Are we allowed to share equipment?
If we are using a large facility or venue, can we have more than one group of 30 people present?
FAQs on recording attendance and the Track and Trace process
How and why should I record participant details?
How do we ensure participants have completed a self-assessment for COVID-19 symptoms?
What is the NHS Wales ’Test, Trace and Protect’, and how do I implement
FAQs on First Aid
What PPE do volunteers and coaches need?
What happens is someone is injured during an activity?
What do we do if First aid qualifications have expired?
Other FAQs
Do these regulations apply if we ride over the border to England?
Are you looking at the studies that have been done regarding droplet transmission and the safe distance to follow another cyclist?
Will guidance be provided to each cycle sport disciplines?
When riding in a group would you recommend face coverings?
Are riders, currently classed as ‘clinically vulnerable’ such as people over 60, allowed to participate in club activity?
Do you have specific guidance on coaching on cycle circuits and other fixed facilities?
How do you propose that clubs manage parents and drop off/pick up?
What if I have other queries? / Beth os oes gennyf ymholiadau eraill?
Below are the answers to some common queries around the guidance in Wales.
FAQs on resuming activities
What has changed to allow for return of group cycling activities – what are the restrictions and what does this mean?
Welsh Government has allowed for the return of outdoor sports activities in their update (10th July, 2020); below is the wording from the announcement;
‘We are making changes to the regulations to allow larger gatherings outdoors of up to 30 people where these are organised and supervised by a responsible person. This will allow sports and leisure activities, such as fitness and dance classes, to take place outdoors, as well as collective worship. This will include charities, businesses, and sports clubs and a risk assessment will need to be carried out’.
The statement further outlines: This means organised outdoor activities, including team sports and classes, involving up to 30 people are able to go ahead from Monday July 13. Every activity will need to have a ‘responsible person’ supervising it. The activity must be outdoors and organised by a business, a public body or charitable institution, a club, or the national governing body of sport or other activity and also have a risk assessment.
For cycling activities, this means activities must adhere to the bullet points at the start of this document and the procedures outlined in the Way Forward document.
The government announcement on the 13th July and our statements only apply to a return to activity for clubs, groups and rides associated with Welsh Cycling (the governing body) and when adhering to all guidance. In all other instances the two household limit remains in Wales, or via the guidance given by the appropriate governing organization for the club or group in question.
How do the new regulations relate to those in the Way Forward?
The Way Forward outlines the protocols that ensure activities can be carried out safely. However, some of the protocols (for example around group size) in the document are governed by the law in England and hence do differ in Wales. All additional points applicable in Wales are outlined in the bullet points at the start of this document.
Are activities exempt from the Social Distancing rules?
No. Social distancing of 2m must be observed at all times, as described in the Way Forwards documentation.
What are the rules on group size?
The regulations state a maximum size of 30 people for any activity. This includes all attendees – leaders/coaches and spectators. The actual number of participants will be covered by the risk assessment that must be in place for the activity and also the ratios defined by the coach or leaders qualification.
Does wearing masks mean we can go above the 30 attendees at an activity?
No, the maximum number of attendees is defined by the Welsh Government guidance. Spectators or leaders wearing masks are still subject to this guidance.
Do all activities need a risk assessment?
Yes – this is a requirement of the guidance. British Cycling’s ‘The Way Forwards’ documentation outlines how to do a risk assessment for Covid, and provides a template that can be used. The risk assessment and risk mitigation plan should be sufficient to ensure that activities can be run safely, in a manner that conforms to Welsh Government legislation and guidance, protecting all individuals involved (e.g. participants, volunteers, spectators etc). The risk assessment should be reviewed regularly to ensure that it remains relevant and appropriate under changing circumstances. The Covid risk assessment should be in addition to any generic risk assessments for your activity.
Additional guidance and a template for covid risk assessments can be found in the WSA’s good practice examples pages: https://wsa.wales/our-services/sports-advocacy-and-policy/covid-19-support/good-practice-examples-for-a-phased-return-to-sport/
Our Cycling Development officers are on hand to help with this, and have offered a number of drop in sessions to help with this and other queries.
What is the role of the ‘Responsible Person’?
The responsible person is someone allocated by the club or group to carry out and ensure any measures identified within the Covid plan and Covid 19 risk assessments are put into place, and to ensure correct collection / storage of participant information should it be required to aid the NHS Wales ‘Trace, Test and Protect’ program.
In light of this requirement, our recommendation is that all clubs and groups have a designated Covid officer who ensures all guidance is followed and that activities are compliant with the latest regulations. This person should have attended Covid Awareness training.
For club activities, it is the Covid officer’s responsibility to ensure the guidance is implemented. They may be in attendance, or ensure that any individual taking an activity (coach, leader, club run lead etc) understands and takes responsibility for the guidance - track and trace, collating names, risk assessment etc. Training can also be accessed by activity leaders where necessary. At coached sessions it may be helpful for a club official or the welfare officer to also attend, who can alleviate pressure on the coach.
In the case of led rides, such as Breeze, Guided Rides and MTB leaders, the leader would be the responsible person. For ride social, it would be the person who has set up the ride on the Let’s Ride system.
Is there any training available for covid officers, clubs, groups and volunteers?
Yes, and in order to resume activities it is the club, group, coach or leaders responsibility to attend the Covid-19 awareness course and thus ensure activities are covid safe.
The Welsh Sports Association (WSA) are launching the course this week (20th July). The training consists of three core awareness modules on issues such as Covid symptoms, use of PPE, cleaning equipment and managing risk, and also looks at best practice behaviours across the range of key roles in sport, through the three optional bolt on modules. At the minimum, the club Covid officer must attend this course and be able to implement the guidance.
Full details of the course can be found here: https://wsa.wales/covid-19-awareness-course-for-the-sports-and-recreation-sector/
Welsh Cycling will be covering the cost for two people from each of our affiliated clubs to attend this course. Please note – if you wish to train additional club or group members, our affiliated clubs and volunteers can access the course at half price via Welsh Cycling’s membership of the WSA. This will be a nominal fee to cover administration, this is £4 + VAT.
Contact us to find out how you can access this training.
Can our club or group operate a group cycling activity?
The guidance now allows for groups (up to thirty people) to gather in organised activity provided you adhere to The Way Forwards guidance and Welsh regulations. We recommend that groups operate with smaller numbers than 30, for safety and ease of group management.
Whilst operating group activities, challenges to consider through the risk assessment may be;
- Safe number of participants
- How to manage social distancing within the group;
- Any route / venue considerations;
- The guidelines for up to thirty people must include the coach, participants and any observers to the session (such as parents or carer).
Any group activity will have to ensure all guidelines are followed and should ensure a risk assessment is in place and tat a club official or activity lead collates details of all attendees and observers.
Groups planning to ride on the public highway should only do so if social distancing is possible and careful consideration must be given to whether the starting point, route and any stops enroute are practical and safe before setting out. There also needs to be a risk assessment in place.
If you or any participants are shielding or have other health concerns, we recommend you do not lead or participate in activities.
It is important to note that club activities that do not adhere to the updated regulations will not be covered by your club insurance and they may not be legally compliant.
Can I resume group coaching
Cycling coaches can now undertake group sessions. Sessions must comply with The Way Forward’s document and British Cycling coaching and safeguarding guidelines. Note that the coach to participant ratios are lower than the 30 people in the guidance and must be adhered to.
British Cycling Coaching Guidelines >>>
Government guidelines for up to 30 people must include the coach, participants and any observers to the session (such as parents, guardians or carers). Though for the time being we recommend that observers are limited to those who need to attend.
Please remember that you must adhere to the coach to participant ratios as per your qualification, and that maximum coaching ratios are not a target, and you should only resume coached activity if you feel confident in delivery and are able to operate the session safely.
You will need to complete a Covid risk assessment, alongside your generic coaching risk assessment (click here for a template for this). You must also adhere to any Covid specific risk assessments the facility or venue require. You will also need to keep a record of attendees for the Trace, Test and Protect system
Can we resume competition?
British Cycling will be issuing an updated statement regarding return to competition in the coming days.
Can we resume Guided Rides and Breeze Rides in Wales?
Yes, the regulations mean recreation rides are now possible provided you adhere to The Way Forwards guidance and Welsh Government regulations. The Breeze Champion or Ride leader will be the designated responsible person, ensuring a risk assessment and all attendee details are collated (we recommend only allowing those registered on the Let’s Ride system to attend activities). All Ride leaders should attend the Covid Awareness training before resuming activity (the cost of this can be claimed back as expenses).
Rides can have up to 8 participants and all attendees must social distance at all times. Groups planning to ride on the public highway should only do so if social distancing is possible and careful consideration must be given to whether the starting point, route and any stops are practical and safe before setting out. Consider communicating with other local groups ahead of your ride to avoid converging on a single café.
Our recommendation is that ride leaders do not at this stage combine groups beyond a single leader. However, multiple groups could follow the same route, whilst keeping a respectful distance from the other groups. If there is a café or stopping point, the risk assessment should consider the likelihood of multiple groups arriving.
The latest version of the Breeze and Guided Ride guidance can be found HERE
Can Ride Social activities take place?
The regulations mean that Ride social activities can now happen provided you adhere to The Way Forward guidance and Welsh regulations. There must be a designated responsible person who is in charge of the activity and who has taken the Covid Awareness training (we suggest the person who creates the ride should take this role). They will need to ensure a risk assessment is carried out before the ride and attendee details are collated (we recommend on allowing those registered on the Let’s Ride system to attend activities). Please refer to The Way Forward document for further details on risk assessments. If you are not sure how to do this, contact Welsh Cycling for support.
Groups planning to ride on the public highway should only do so if social distancing is possible and careful consideration must be given to whether the starting point, route and any stops on the route are practical and safe before setting out. For example, consider communicating with other local groups ahead of your ride to avoid converging on a single café.
Can spectators attend a session?
Supporters and other spectators should be limited at this stage to only those persons who need to attend, e.g. parents or guardians of children who require their attendance for health or safeguarding reasons. All spectators are to remain socially and physically distanced from each other and from the area of play whilst attending events, including accessing and leaving the venue, use of any facilities and whilst watching game play.
Anyone on the area of play, or closer to it than social distancing rules would permit, will count towards the total number people considered to the gathered for the organised outdoor activity, where a limit of no more than 30 persons applies.
Can I organise a group activity with a group of friends?
No - The activity needs to be organised by a business, a public body or charitable institution, a club, or the national governing body of sport or other activity. In all other instances, the two household rule still applies.
Are we still covered under our insurance?
Insurance cover continues to be in place during the Covid-19 pandemic, provided that Welsh Government and British Cycling Way Forward guidance are adhered to. Failure to follow Government guidelines and British Cycling guidance may invalidate your insurance.
What are the legal requirements of the guidance?
Some of the guidance involves aspects which are LEGAL REQUIREMENTS:
- Social Distancing
- Reasonable measures to maintain hygiene
- Reasonable measures to minimise exposure
- Provision of guidance information
- Have regard to Welsh Government guidance
- Conducting Risk Assessments
- Activities must be organised
These legal requirements can be found in the Health Protection (Coronavirus Restrictions) (No. 2) (Wales) Regulations 2020, specifically in section 15. You will see that you also need to conduct risk assessments under the Management of Health and Safety at Work Regulations 1999 as set out in section 3, regardless of whether the regulation would normally apply to your organisation.
It is important that you can demonstrate having had regard to Welsh Government’s guidance – even if you have adapted it to suit your circumstances and activities. It is also important that all your activities are properly organised. This is best accomplished by implementing some form of booking, even if it is only a spreadsheet or paper form. This will also help you stay within the allowed headcount for any activity and provide an opportunity to collect contact details.
What is the liability for clubs, groups and the responsible person/covid officer?
There is a lot of concern regarding the liability of NGBs, clubs and individuals when it comes to the implementation of the Covid-19 measures. Inevitably, the club will be liable for what it does, but that is not any different to other liabilities in day-to-day sports activities. Much of the reduction in liability will come through good risk assessments and again, this is no different in the case of a Covid-19 risk assessment than any of the other risk assessments that you have been undertaking. If you don’t do a risk assessment properly, then you may be liable for any outcome that arises from it.
Clubs, groups and volunteers should follow the guidance we have provided, and where they feel something is not correct or is incomplete or they do not fully understand, contact us for clarification.
It is also important to keep thorough and meticulous records so that preparations, activities and actions can all be accounted for. For example, your risk assessments, training records, covid officer details. There will be further training available from the Welsh Sports association to support clubs, groups and volunteers around this area.
Are we allowed to share equipment?
Please refer to the guidance in the Way Forward around shared equipment. We would encourage clubs not to loan out equipment at this time. However, if this is not possible then all shared or loaned equipment used during an activity should be cleaned and disinfected thoroughly before and after each person uses it. This should be considered in the risk assessment.
Helmets cannot be shared under Welsh Government guidance.
If we are using a large facility or venue, can we have more than one group of 30 people present?
This will depend on the facility you are using and the logistics around the session. It should be covered by your risk assessment, which will identify risks and mitigation measures. The key consideration is that the groups are kept well away one another, not just during the session, but also at key points around the session. Some aspects to consider could be:
- Parking arrangements – if both groups are using the same parking area, this will likely mean you go above the 30 person rule;
- Entries and exits to activity area – will this create a pinch point?
- Ensure any observers, leaders, coaches or participants do not swap between groups
- Groups are not sharing any equipment and any procedures such as hand sanitizing are located separately.
- That you follow the facilities own risk assessment
FAQs on recording attendance and the Track and Trace process
How and why should I record participant details?
Participant details must be recorded to enable the NHS Wales ’Test, Trace and Protect’ program. There are a variety of methods for doing this, but it is imperative to ensure any data is kept confidential and only used in the instance of a participant becoming ill. Online systems are recommended for ‘sign on’, avoiding risk of virus transmission via pen and paper. The British Cycling club management tool has a facility to register participants, but also online systems such as Google forms or ‘Eventbrite’. For Breeze, Guided Rides and ride Social, the Let’s Ride system enables participant data capture.
It is important that all participants also know how to contact the person who holds the attendees list for each activity, so if they become ill and that this person is able to be contacted by the Trace, Test and Protect service.
How do we ensure participants have completed a self-assessment for COVID-19 symptoms?
All participants, officials, volunteers and spectators must undergo a self-assessment for any COVID-19 symptoms before attending, these being one or more of the following:
- new continuous cough
- high temperature
- loss of or change to your normal sense of smell or taste (anosmia)
The person responsible for implementing the guidance for each activity should ensure, upon arrival that participants have carried out a self-assessment for COVID-19 symptoms. This should be both at activity sign up, and then asking attendees when they arrive to reconfirm. Participation should be refused to anyone who is unable to provide assurance that they have no symptoms and that to the best of their knowledge it is safe for them to take part. Anyone refused entry on this basis must be instructed to go home and immediately self-isolate and following the Welsh Government’s self-isolation guidelines, and apply for a Coronavirus test.
What is the NHS Wales ’Test, Trace and Protect’ program, and how do I implement it?
The Trace, Test and Protect process relies on the collation of participant data, which should include the name, phone number and email of all participants, and each participant being able to contact the allocated person who holds the attendee data. The following outlines a procedure that clubs and groups can follow:
A register of all those participating in an activity should be taken and include consent to share that information with the NHS track and trace system if an individual in that group reports positive COVID-19 symptoms or has a positive COVID-19 test. Contact information should be obtained and stored in line with GDPR regulations.
- Members of the group will need the contact information of the individual who holds the attendee list, which the NHS will then ask for.
- The NHS team will then contact the person who holds the attendee list and ask for the contact information of everyone who was in the same group as the person who has the symptoms/tested positive.
- The NHS will then contact and inform everyone on the list that a member of the group has symptoms/tested positive. There are then two scenarios;
- If you/a group member[s] broke social distancing/had close contact for a prolonged period[less than 1m for more than 1 minute] e.g. administered first aid, shared a car or indoor space in close proximity, they must then self-isolate for 14 days [See the Welsh Government’s diagram].
- If social distancing has not been broken/no close contact, group members can continue to train/attend, but should be vigilant for symptoms.
Further information on the NHS Wales track, trace and protect programme can be found here:
https://gov.wales/keeping-records-staff-customers-and-visitors-test-trace-protect and https://gov.wales/test-trace-protect-your-questions
FAQs on First Aid
We recommend you refer to the first aid section in the Way Forward documentation.
What PPE do volunteers and coaches need?
Coaches and Leaders should ensure their own and others protection using appropriate PPE before administering First Aid, e.g. personal face mask, medical gloves (non-latex) and eye protection.
What happens is someone is injured during an activity?
Injuries should be treated as participant wellbeing is utmost - there is guidance within The Way Forward documentation.
PPE is advisable when undertaking treatment.
After contact with an injured participant, clean your hands thoroughly with soap and water or alcohol hand sanitizer. Avoid touching your mouth, eyes and nose.
What do we do if First aid qualifications have expired?
Information on regulations extending your first aid qualification can be found on the Health and Safety Executive website via the following link:
https://www.hse.gov.uk/coronavirus/first-aid-and-medicals/first-aid-certificate-coronavirus.htm
If your qualification expired after March 16th2020, and you cannot access requalification, you may qualify for an extension.
Several providers have resumed first aid training courses in Wales, including the Red Cross and St John’s ambulance.
St Johns Ambulance Cymru >>>
Red Cross Wales >>>
Other FAQs
Do these regulations apply if we ride over the border to England?
You must adhere to the regulations of the country you are riding in. The Way Forwards document accurately reflects English law.
Are you looking at the studies that have been done regarding droplet transmission and the safe distance to follow another cyclist?
We have based our assessment of the risk of droplet transmission on a discipline by discipline basis using Appendix 1 of the UK Government’s Return to recreational team sport framework.
Will guidance be provided to each cycle sport disciplines?
British Cycling has produced The Way Forward document which supports a return to small group activity for all cycle sport disciplines.
When riding in a group would you recommend face coverings?
In line with government guidelines, masks or face coverings are not required if social distancing is maintained; the use of face masks or coverings is a personal choice but they should not restrict breathing
Are riders, currently classed as ‘clinically vulnerable’ such as people over 60, allowed to participate in club activity?
The Government guidance for ‘clinically vulnerable’ groups remains the same for cycling participation. If you are in this group you are advised to stay at home as much as possible and, if you do go out, take particular care to minimise contact with others outside your household.
Do you have specific guidance on coaching on cycle circuits and other fixed facilities?
The guidelines outline a number of key considerations with some tools to support coaches and we encourage coaches and clubs to use the information to consider how best to adapt their activity in their environment. Activities will also need to adhere to any specific guidance from the facility.
How do you propose that clubs manage parents and drop off/pick up?
We encourage clubs to consider how children can be dropped off / picked up whilst reliably maintaining social distancing regulations.
Consider staggering drop off / pick up times to ease group gatherings, and review the area for entry and exit.
This should be considered within the risk assessment.
The guidance does allow for parents or guardians to remain during the session where needed for safeguarding and safety reasons. Please be mindful that anyone remaining must be included within the gathering limit of 30 people and this should be minimized where possible.
What if I have other queries?
The team at Welsh Cycling are ready and able to help. Our Cycling Development Officers are on hand and have offered a number of virtual ‘drop in’ sessions to help with this and other queries.
If you would like to participate in a session, please liaise with your club committee and secretary and book a session. Sessions can be booked via the following link;
Welsh Cycling Groups Return to Activity >>>
Beth os oes gennyf ymholiadau eraill?
Mae'r tîm yn Beicio Cymru yn barod ac yn gallu helpu. Mae ein Swyddogion Datblygu Beicio wrth law ac wedi cynnig nifer o sesiynau rhithwir ‘galw heibio’ i helpu gyda hyn ac ymholiadau eraill.
Os hoffech chi gymryd rhan mewn sesiwn, cysylltwch â phwyllgor ac ysgrifennydd eich clwb ac archebwch sesiwn. Gellir archebu sesiynau trwy'r ddolen ganlynol;
Grwpiau Beicio Cymru Yn Dychwelyd i Weithgaredd >>>
Byddwn yn hwyluso yn Gymraeg lle gallwn ac os hoffech ofyn unrhyw gwestiynau ynghylch y canllawiau yn Gymraeg, cysylltwch â ni ar info@welshcycling.co.uk ac mi wnawn ni eich cyfeirio eich ymholiad at un o'n haelodau tîm sy'n siarad Cymru.
