Clubman's Rally: Vehicle Limits Explained

Understanding Vehicle Limits for Clubman's Rallies

When organising motoring events for your club, a common question that arises, particularly for those new to event management, is the number of vehicles that can participate. This query often stems from a misunderstanding of different event types and their associated regulations. Specifically, for what might be broadly termed 'Clubman's rallies', it's crucial to differentiate between a 'Social Run' and a 'Touring Assembly'. These distinctions are important because they dictate regulatory requirements, insurance coverage, and ultimately, how many members you can invite to join the fun.

The overlap in similarity between these two types of events is intentional. It's designed to assist clubs who might wish to leverage the benefits of Motorsport UK Insurance, which is exclusively available when an event is classified as a Touring Assembly. Let's delve into the specifics of each to clarify the participant limits.

Social Run: The Spirit of Camaraderie

A Social Run is defined as a non-competitive run for like-minded participants. The sole purpose is the camaraderie of motoring together to a predetermined destination. Importantly, Social Runs are not under the jurisdiction of Motorsport UK. This means they do not require a permit or exemption from Motorsport UK, nor are they covered by Motorsport UK insurance policies.

These events were primarily created to support one-make or one-marque car clubs that already organise such activities and possess their own insurance cover. They are essentially social gatherings that involve driving to a location, rather than a formal motoring event with strict competitive elements.

Key Characteristics of a Social Run:

• Non-Competitive: No timing, awards, or penalties are involved.
• Focus on Destination: While a route may be provided, the emphasis is on the journey to the final meeting point or the destination itself.
• No Mandatory Controls: There's no requirement to visit specific points or report at intermediate locations.
• No Permits Required: You do not need to contact Motorsport UK for a permit or exemption.

For example, a Social Run might involve meeting at 9 am, departing at 9:30 am for a trip to a Motor Museum, with an expected arrival time of 12:30 pm for lunch. Organisers can suggest a route, but there should be no elements of a treasure hunt, problem-solving, or competition. Similarly, there's no need to contact a Route Liaison Officer (RLO) as it's not a Motorsport UK permitted event. However, it's considered wise to notify them for informational purposes, especially if your route might impact other road users, such as using narrow single-track roads.

No Limit on Vehicles for Social Runs

Crucially, there is no limit on the number of vehicles that can participate in a Social Run. This is because it's viewed as no different from any other organised use of the public highway. Organisers are not required to notify Motorsport UK of these events. However, as a courtesy, it is recommended to notify the local Police Authority, particularly if the event might have an impact on local traffic flow.

Touring Assembly: A Structured Journey

A Touring Assembly is an activity organised with the primary objective of assembling participants at a predetermined point. Unlike a Social Run, a Touring Assembly can involve more structured elements and is subject to Motorsport UK regulations.

In a Touring Assembly, the following may be included:

• A prescribed route that may have to be followed.
• Pre-arranged points for inclusion in the event's itinerary.
• No limits on speed may be laid down.
• No requirement to visit pre-arranged points, other than a requirement to report at a final point by a specified time.
• No awards of any description, other than those relating to activities arranged at the finishing point.

Where any or all of these points become mandatory, the event will be subject to the requirements of Route Authorisation under the Motor Vehicles (Competitions and Trials) Regulations. The regulations for the event must be clearly endorsed as a 'Touring Assembly', and crucially, before publication, written consent and approval from Motorsport UK must be obtained through a Certificate of Exemption. If the route crosses into the territory of another ASN (Authorised Sporting National) besides Motorsport UK, specific regulations must also be complied with.

The programme of a Touring Assembly can include additional non-speed-related events, provided they are held only at the final assembly point. It's important to note that no prize money can be allocated for Touring Assemblies.

Motorsport UK Insurance and Permits for Touring Assemblies

Touring Assemblies must comply with Motorsport UK Regulations D5 and require a Certificate of Exemption (permit). This permit is vital as it includes insurance cover to protect the club, officials, and Motorsport UK. Clubs can apply online for a Touring Assembly Permit, typically via their club secretary's login details. It is recommended to apply at least four weeks before the event, after consulting with the relevant RLO. If members of the public are invited, this must be clearly stated on the application.

Organisers must also consult the Motorsport UK Route Liaison Officer (RLO) well in advance. The RLO's role is to check for clashes with other events and ensure the chosen route doesn't infringe upon any sensitive mapped areas. The RLO may also advise on contacting the Police Authority, which is considered a courtesy, as different areas have varying requirements.

Vehicle Limits for Touring Assemblies

Similar to Social Runs, there is no inherent limit to the number of vehicles that can participate in a Touring Assembly. However, this is subject to RLO approval. The RLO, in their assessment of the route and potential impact, may advise on or impose limits if deemed necessary for safety or logistical reasons.

Once a permit is issued, Motorsport UK Public Liability insurance is active for the duration of the event, providing cover for the club, landowners, and Motorsport UK officials. It's vital to remember that on the public highway, an individual's RTA (Road Traffic Act) insurance is primary, not the Motorsport UK policy. Details of the insurance cover can be found in Appendix 2 of the Motorsport UK Yearbook. Motorsport UK regulations also mandate that drivers, passengers, and officials must be signed-on for insurance purposes. Signing-on forms are available from the Motorsport UK Resource Centre.

The term '12 cars' often mentioned in relation to motoring events originates from the Motor Vehicles Competitions and Trials Regulations. This specific number is solely related to competitive events and has absolutely no bearing on non-competitive events like Social Runs or Touring Assemblies.

Summary: Which Event Type is Right for Your Club?

The choice between organising a Social Run or a Touring Assembly often comes down to your club's existing insurance coverage and the level of structure you wish to provide for your event.

• If your club’s touring events are already adequately covered by insurance: You can confidently organise them as Social Runs. This offers maximum flexibility with no regulatory burden from Motorsport UK.
• If your club is not protected by its own adequate insurance, or you wish to provide the reassurance of Motorsport UK insurance: You should apply for a Certificate of Exemption and run your events as Touring Assemblies. This ensures your club, participants, and officials are covered by Motorsport UK Insurance Policies.

In both scenarios, the number of vehicles you can invite is generally not a limiting factor. For Social Runs, there is no limit at all. For Touring Assemblies, while there's no automatic limit, the RLO's approval and assessment of the route are key considerations. Therefore, when planning your next club outing, understanding these distinctions will help you run a smooth, enjoyable, and compliant event for all your members.

Frequently Asked Questions

Q1: How many cars can I invite to a Social Run?
There is no limit to the number of vehicles you can invite to a Social Run. It's treated like any other organised use of the public highway.

Q2: Do I need a permit for a Social Run?
No, Social Runs do not require a permit or exemption from Motorsport UK.

Q3: What is the vehicle limit for a Touring Assembly?
There is no set limit on the number of vehicles for a Touring Assembly, but it is subject to approval by the Motorsport UK Route Liaison Officer (RLO).

Q4: Do I need Motorsport UK insurance for a Touring Assembly?
Yes, Touring Assemblies require a Certificate of Exemption (permit) which includes Motorsport UK insurance cover. This is to protect the club, officials, and Motorsport UK.

Q5: Where does the '12 cars' rule come from?
The '12 cars' rule originates from regulations for competitive events and does not apply to non-competitive Social Runs or Touring Assemblies.

Q6: What is the main difference between a Social Run and a Touring Assembly?
The main differences lie in regulatory requirements and insurance. Social Runs are non-competitive and outside Motorsport UK jurisdiction, while Touring Assemblies may have a prescribed route and require a Motorsport UK permit and insurance.

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