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Western Washington Sports Car Council - Event Administration

Course Control/Penalty Call-In Instructions

  1. Make sure you know how to operate the radios (frequency selection, volume, squelch, push-to-talk, as applicable).
  2. Make sure your station radio people all know how to operate the radios, and which frequency you are on.
  3. Find a spot to stand in front of the timing vehicle with a clear view of the course, and also where you can easily be seen by the Time Recorder.
  4. Use a clipboard and sheet of paper to note penalties if you want to; this enables you to also write down which stations called in what penalties for a particular car.
  5. Establish a communication method with the time recorder in the van; hand signals, verbal, whatever. Decide whether you're going to explicitly indicate "clean" for clean runs (good), or assume that if you don't signal or tell them anything, the run was clean (not so good).
  6. Communicate the penalty total to the time recorder as soon after the car leaves the exit lane as you can.
  7. If your workers have trouble keeping up, communicate to the Starter that the second-car start interval needs to be increased.
  8. Check in with all your stations before the first car runs. Remind them that the radio person should hold the red flag, and know how to wave it if a red-flag situation arises.
  9. Have your stations check their cone placements to be sure all cones are in their boxes before the first car runs.
  10. Have your stations spread their people out as applicable for their coverage areas.
  11. Remind people on stations to run after cones, to watch out for multiple cars on course, to get out of the way if a car is coming even if they can't get the cones back up, to be safe first and correct after that.
  12. Remind stations to call station number, penalties, and car i.d. as the car leaves their coverage area for the last time (e.g. "Station Three, 2 cones on red Rx-7 #45").
  13. Acknowledge all call-ins by station number (e.g. "Two cones on 45, thank you Three").
  14. Watch for cones in the exit lane; they count too. Check with the station that covers that area to be sure they know to watch it.
  15. Call a red-flag situation if (a) Timing tells you to, (b) a Safety Steward tells you to, (c) a potential close encounter between cars is developing due to a spin, car breakdown, lost driver, etc. Tell the stations which car (or cars) to red flag, with some urgency.

Chief of Timing Checklist
DONE TASK DONE BY
BEFORE EVENT
  Recruit volunteers for each position:
AM Heat 1
Announcer ______________________
Recorder _______________________
Data Entry ______________________
AM Heat 2
Announcer ______________________
Recorder _______________________
Data Entry ______________________
AM Heat 3 (if applicable)
Announcer ______________________
Recorder _______________________
Data Entry ______________________
PM Heat 1
Announcer ______________________
Recorder _______________________
Data Entry ______________________
PM Heat 2
Announcer ______________________
Recorder _______________________
Data Entry ______________________
PM Heat 3 (if applicable)
Announcer ______________________
Recorder _______________________
Data Entry ______________________

NOTE: It is preferable to use experienced people who you know can do a good job in each of these positions. At least one person each shift, preferably the Announcer, should be familiar enough with the timing equipment to handle DNF’s, workers running through the lights, false trips, etc.		  
  Make arrangements for the following supplies and equipment:
  1. Timing equipment, including timing lights, timing cables, timing box/readout, PA system, microphone, speakers, and posting board. Consult BEAC for PA/truck usage fees and any potential equipment malfunctions.
  2. WWSCC laptop(s) and printer for onsite, real-time data entry of scoring (highly recommended as really speeds up score posting online) and announcing support. Alternately, e-mail [email protected] for a timing entry spreadsheet.
  3. Generator for running laptop(s) and printer (some clubs have them for rent if your club doesn’t own one; there is one built into the BEAC truck). Also be sure to have additional fuel and maybe even an extra spark plug on hand.
  4. Power strip and extension cord for generator to laptop and printer.
  5. Clipboard and pens for Timing Card Recorder.
  6. Handheld radios and lots of spare batteries (BEAC supplies radios if using their van, but bring your own AA batteries).
  
  Provide list of timing & scoring workers to the Chief of Workers.  
AT EVENT
  Set up timers/lights and PA system. Test to make sure everything is working. Set up scoreboard. Make sure there are pens and a clipboard in the timing vehicle.  
  Make sure laptop(s) and printer are set up and working.  
  Make sure your volunteers show up and are ready to go before each heat starts. Provide them with instructions or training as needed. When you are not running, be available to help or fill in as needed.  
AFTER EVENT
  Give timing cards to the Event Chair.  
  Make sure the printer is stowed properly, and laptops are returned to the WWSCC Secretary or next event focal.  Make sure timing equipment is returned (DO NOT LEAVE THE TIMING OR LAPTOPS IN THE BEAC TRUCK!).  
  Coordinate with Event Chair to make sure results have been properly audited and Results Report is sent to [email protected].  
  Tear down and put away all equipment you installed and neatly return it to its place of origin.  
  Make sure all trash is removed from the timing vehicle.  

Chief of Workers Checklist
Done
 Task
 Done By

BEFORE EVENT
 

Recruit worker assignment workers, who will hand out event work assignments and fill out worker assignment sheets at Registration.

  
  Prepare worker assignment sheets according to the pre-determined run groups.  
  Get names of workers who have already volunteered for setup, Registration, Tech, Timing & Scoring, and teardown from the other event Chiefs. Fill in their names on the worker assignment sheet.  

AT THE EVENT
  Set up Worker Assignment area near Registration.  Be ready to open when Registration does.  
  Assign and instruct your volunteers.  
 

Using the run group list and worker assignment sheet(s), assign each person to a work assignment in their work group. Try to assign more challenging jobs to people with experience in that job. Ideally, novices should be assigned as course workers (not radio).  Keep track of entries by class and place novices and Time Only entrants as needed to even out the run/work groups and position staffing.

  
  Your workers should write each person's name down on the worker assignment list and give him/her a note with the run/work group and work assignment information.  
 

Tell workers to report to check in near the timing vehicle before they go to their work assignments.

  
 

Remind people to get their cars Tech'ed and put them in Grid if running in the next run group before walking the course.

  
  Check in workers before each run group (check them off on the assignment sheet). Make sure course workers know where they are going.  Use the PA to call stragglers.  

AFTER EVENT
 

Return all supplies to where they belong.

  
 

Audit worker assignment/check in sheets and report those who did not complete their work assignments to the Event Chair.

 

 

 

  

Chief of Tech Checklist
Done
 		Task
 		Done By

BEFORE EVENT
 

Recruit a minimum of three tech workers per shift and tell them to arrive at least 15 minutes before tech is scheduled to open. Give Chief of Workers your list of volunteers.
AM
1_______________________ 
2_______________________
3_______________________

PM
1_______________________ 
2_______________________
3_______________________

  
 

Obtain supplies:
Shoe polish or glass markers for numbers
Water-proof pens
Rule books (for reference)

  
  Review the Safety Inspection Requirements in the Rule Book and make sure you understand them. Ask your volunteers to do the same.  
 

AT EVENT

  
 

Set up Tech in an appropriate area.

  
 

Instruct Tech Workers on how to conduct a safety inspection. See Rule Book for complete instructions.

No oil, water, or fuel leaks
Fan belt in good condition and tight enough
Battery secured
Wiring in good condition
Throttle springs safe and functioning properly
No excessive grease accumulation
Exhaust system leak-free and in good condition
Shock absorbers in serviceable condition
Wheel bearings tight
Steering gear tight
Acceptable tire condition (enough tread, no cord showing)
Hub caps and wheel trims removed
Tight lug nuts
All loose objects removed from interior and trunk
Adequate seat belts
Brake pedal height and firmness
Make sure helmet is rated Snell 95 or higher
Make sure number and class are visible on both sides of the car (this is required for accurate timing)

  
 

AFTER EVENT

  
 

Make sure all supplies and equipment are returned neatly to place of origin.

  

 

Chief of Registration Checklist
DONE TASK DONE BY
BEFORE EVENT
  Recruit a minimum of two Registration workers per shift and tell them to arrive at least 15 minutes before Registration is scheduled to open. Give Chief of Workers your list of volunteers.
AM                         
1_______________________
2_______________________
PM
1_______________________
2_______________________		  
  Obtain supplies:
- Pre-printed registration/time cards via scorekeeper.wwscc.org
- Blank registration/time cards, 50 or more
- Blue Box from Event Chair or WW Insurance Focal: Check Blue Box for waivers, minor waivers, and minor competitor waivers.
- Clipboards
- Pens
- Table and chairs and EZ-Up
- Assigned numbers list (from scorekeeper/Brett Wilson)
- $150 in change
- Cash box
- Course maps (from Course Designer)		  
AT EVENT
  Show up early and set up Registration in a conspicuous location.  PLAN TO OPEN ON TIME.  
  Instruct and assign Registration workers.  
  Smile and:
- Collect money
- Check Drivers License for expiration date and age (minor competitors must have Minor Competitor Waiver signed by parents)
- Verify that entrant signed waiver (ask)
NOTE: Minors (under 18) require minor waiver to be on site, signed by parent/guardian.

Give entrant:
- Registration/time card
- Course map

Remind them to:
- Go to Worker Assignments and Tech, and put car in Grid (if running in Run Group 1) BEFORE they start walking the course.		  
  AFTER EVENT  
  Give money to your Event Chair or Club Treasurer.  
  Return all registration supplies and equipment to where they belong.  
  Count rule books and determine how many you sold. Tell your Event Chair. Return remaining rule books to the Blue Box.  
  Complete and sign all waiver forms and return to Blue Box. (Waiver forms are kept for 7 years and are subject to audit by our insurance company.)  
  Make sure Blue Box is tidy and everything is in order. Ensure that it is returned to the Insurance Focal as soon as possible (within a week of your event).  

 

  1. WWSCC Course Designer Checklist
  2. WWSCC Event Chair Drivers Meeting Notes
  3. WWSCC Event Chair Checklist
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