Organisating a race

TO ORGANISE A RACE YOU WILL NEED:

• Sign-on kit:
  • BHPC computer
  • car power supply for laptop
  • Lexmark printer
  • car → 13A adapter (inverter)
  • car power cable + splitter
  • sign-on sheets (on clipboard)
  • spare numbers
  • printer paper
  • copy of the class definitions
  • table & chair (optional)
• Timing kit:
  • stopwatches x2
  • tally sheets (A4 folded into quarters)
  • lots of pens
  • camcorder box
• Racing kit:
  • red flag
  • chequered flag
  • easel
  • clock
  • hand bell
• 'HPVs This Way' signs

These things usually go round together in a series of boxes and cases. You should either pick them up at the previous race (preferable) or make sure someone is bringing them to the track early.

You will also need:

• cash box & float (provided by the Treasurer)
• first-aid kit (provided by Fiona Grove or her appointed representative)

BEFORE THE EVENT:

• Check the clock has a working battery.
• Charge two batteries for the camcorder.
• Ask the competition secretary if keys need picking up and make arrangements to do so.
• Use the sign-on software to print a set of sign-on sheets.

SIGNING ON 

• Tracks need to be open and available at least 1½ hours before the first race (e.g. by 9.30am for an 11.00am start).
• If necessary place signs outside the event to indicate where to go in.
• Set up a signing on point with all the stuff listed in 'Sign-on Kit above'. It is best to run the laptop and printer from a car so try and park in a prominent position near the track.
• Get everyone racing to pay and sign on.
  • The fees are:
    • £10 for non-members
    • £7 for members
    • free for juniors
    • free for those who pre-pay for the season
  • The race software contains a list of members and tells you how much to collect.
  • Make sure everyone's race classes are entered correctly (it's much easier than fixing it afterwards)
• Close signing-on 30 minutes before the first race.

BEFORE THE FIRST RACE

• Ask someone to walk/ride the track to check for glass, stones, burnt out cars, migrant elephants etc.
• Set up the stuff listed in 'Timing Kit' and 'Racing Kit' near the start/finish line. The camcorder should be set up on a tripod with a clear view of the finish line.
• Decide on the race format (i.e. number, length and order of races), taking into account everything from the weather conditions and the numbers racing to the inducements being offered.
• Using the race software (and personal experience) allocate racers to races. Try to group people according to speed. New riders should generally be in the 'slow' race.
• Announce the times and lists for each race and, if possible, print it out and post it up somewhere prominent.

STARTING A RACE

• On some tracks, notably Lancaster, there is a need for marshalls, either get volunteers or, if necessary, nominate them. [This is an important issue and the organiser can stop a rider from competing (or, if they have competed in a previous heat, remove their placing) if they refuse to marshall without due cause.]
• 10-15 minutes before the start of each race call the riders to the track for warm-up, by calling out names. Those who aren't in the race should not be on the track.
• 5 minutes before the race start use the red flag to stop those warming up and assemble the start grid, reminding riders that THEY need to get someone to count their laps.
• [Optional: lap-counters are not required if the electronic timing tag system is in use.]Assemble the lap-counters and give each a tally sheet and a pen. Lap counters should write their rider's number on the sheet, then make a mark each time they complete a lap, including the last lap.
• Find two timers who are familiar with the operation of the stopwatches. Reset both watches.
• Remind the riders of the race duration, X minutes plus Y laps.
• Start the camcorder before the race starts.
• Start the race on time; delays due to natural causes e.g. wasp stings, are acceptable; errant competitors are not.
• Start both stopwatches as you say 'GO!'. The watches are not touched again until the end of the race.
• Start the trackside clock at 12:00 as soon as you can.

FINISHING A RACE

• When the leader has completed the race duration, begin the extra lap(s) countdown. Display the laps remaining on the easel.
• When the leader has one more lap to go, ring the bell for him/her and for every rider who crosses the line thereafter.
• When the leader next crosses the line the race is finished and all competitors take the chequered flag.
• As each rider finishes:
  • the two timers press the 'LAP' button on their stopwatches
  • note the race numbers as each rider crosses the line (it is helpful to have someone to shout them out).
• When the last rider has finished, stop the camcorder.
• Ensure that the field is clear before letting other riders on the track.
• Collect results (race number, number of laps, finish time) from the lap counters and the timers.
• Enter the results in the race software. If possible print out and post up the results.

TRACK CLOSING

• Pack up the timing equipment, clock, flags, etc. and pass on to the organiser of the next race.
• Check the start/pit area for left luggage and rubbish. The track should be left in as good if not better a state as it was at the beginning of the day.
• If necessary lock up the track, ensuring that all are out and return key if necessary.

Lap counters are only required if the alectronic timing system isn't being used.  I've edited the above instructions to reflect that.