Event Chair Checklist

DONE

TASK

DONE BY

BEFORE EVENT

Arrange for an event site, if the WWSCC has not already done so.

Obtain insurance from your own source, or through WWSCC's K&K Policy by contacting the Insurance Focal. To apply for event insurance through the WWSCC, please complete the Insurance Application Form and submit to the Insurance Focal.

Arrange for WWSCC Rule Books and Insurance Waivers ("Blue Box") to be available onsite by contacting the Insurance Focal.

Arrange for the WWSCC Timing equipment to be available (contact Larry Carnahan), or use your own if you have it.

Present your Event Plan (see rule book for more information about Event Plans) at the WWSCC Meeting no less than 2 weeks before event for approval.

Arrange for Event Information and Pre-Registration to be posted on the WWSCC Website at least two weeks in advance by completing the Event Info Form and e-mailing it to [email protected].

Recruit experienced people for the following positions and make sure they have a copy of their checklist of duties:

• Course Designer (submit map to WWSCC prior to event, organize course setup)

• Chief of Registration (assign workers, have Registration ready to open at advertised times)

• Chief of Tech (assign workers, have Tech ready to open at advertised times)

• Chief of Workers (be ready to assign course workers when Registration is open)

• Chief of Grid (lay out Grid and train workers, e.g. about single driver versus 2-driver lines)

• Chief of Timing & Scoring (assign knowledgeable workers, set up/support timing equipment)

• Chief of Waivers (arrange for waiver workers at gate for shifts covering the whole day)

• Rules Stewards (represent WWSCC for rules-related issues that come up)

• Chief of Teardown (be sure all equipment is properly returned to its storage locations)

Arrange for use of a timing vehicle (possibly the BEAC truck), generator, and autocross supplies. Make sure your vehicle will be able to support the timing equipment, laptops, printer. Bring gasoline for the generator.

Arrange for onsite concessions if desired.  Coordinate mid-day concessions hours with Registration/Tech hours.

Make sure restrooms or port-a-potties are available onsite and rent them if necessary. Be sure to rent a wheelchair accessible port-a-potty.

Order mementos and/or trophies at least two weeks prior to event.

Reserve a location for the after-event social. It's a good idea to call a week ahead so that the venue can be sure they have enough staff on hand.

AT EVENT

Keep your checklist with you. Delegate responsibilities to others as appropriate.

At the Driver's Meeting, be sure to cover the following items:
Introduce the WWSCC Rules Stewards
No alcohol or drugs
Viewing areas and off-limit areas
Speed limit on site and in the vicinity of the site
Timing vehicle is off limits
Respect property
No children or pets in grid
No skates, skateboards, bicycles, scooters or running in grid
No jumping over the fence
If you go out of bounds (hit a curb or spin into an area marked as "out of bounds" on the course map) you will be DSQ'd for the day
Everyone on site needs to sign the waiver (define the site boundary)
Introduce all Chiefs
Promote the post-event social

Audit timing, or delegate responsibility (be sure to apply indexes for Pro and Street Tire class calculations before applying any penalties). If possible, audit after each heat in preparation for the trophy presentation.

Conduct the trophy presentation:
AM: 15 minutes prior to PM driver's meeting (approx 12:45).
PM: At conclusion of event and always prior to any fun runs.
Remind everyone of post-event social at trophy presentation.

Try to complete event and all cleanup by 5:30 p.m.  Be sure the gate is locked at end of day.

AFTER EVENT

Follow up with each Chief regarding post-event duties, particularly the Chief of Registration.

Make sure that supplies and equipment that were borrowed or rented are packed neatly and according to any instructions, and returned to the owners.

Make sure the "Blue Box" is returned to the Insurance Focal.  Make waivers are completed (top and bottom) and signed by waiver workers. Make sure Blue Box is in order.

Make sure the results are accurate when posted.

Make sure your Treasurer mails required payments promptly to WWSCC Treasurer.