Chairing an Event

[kickslop]

Let's gather this information and make it public so people can read on their own what everything entails. Please, by all means, let me know of anything to add below! Eventually this can be made a sticky and/or exported as a document hosted at wedrivefast.com

A lot of this is covered in great, albeit dated, detail here: http://wedrivefast.com/srfiles/EventChairmanGuide.pdf" onclick="window.open(this.href);return false;

Duties
* Design a course or have someone design it for you
***** Course must be ratified by safety steward well in advance
***** of the event. If the design can be pinned down and blessed
***** a week or so before the event, folks like to see the course map
***** posted before the event.
* Ensure supplies are present, delegate pick-up as necessary: water, ice, chalk, blue tape, sodas
* Set up the course the day of the event (or delegated to designer). Final check is on you though.
* Delegate registration/payment duties
* Delegate tech inspection
* Delegate lunch pick up (delivery is possible if site is SPC Allstate Center)
* Ensure safety (course layout, driver's meeting voice, etc)
* Ensure the trailer towing arrangements are made to and from the event
* Ensure the timing equipment gets set up and is functioning as expected

Course Map Templates
* Select "Course Maps" from the drop-down box : http://www.wedrivefast.com/gallery/gallery.cfm

Course Design Booklet
From the Houston, TX SCCA : http://www.houscca.com/solo/courses/coursedesign.zip" onclick="window.open(this.href);return false;

[muddy]

Assign people to the following duties:

Supplies
1.

Course setup
1.
2.

Registration
1.
2.

Tech:
1.
2.

Pickup Lunch:
1.

Safety:
1.

Trailer and Timing setup:
1.

Tow trailer:
1.


I am not sure what else is done besides assign duties, design a course, hold driver's meeting.

[kickslop]

Updated top post. Seem okay?

[Loren]

Course design needs to be "ratified" by the safety guru well in advance of the event. If the design can be pinned down and blessed a week or so before the event, folks like to see the course map posted before the event.

[Alizarin]

Course design needs to be "ratified" by the safety guru well in advance of the event. If the design can be pinned down and blessed a week or so before the event, folks like to see the course map posted before the event.

Be prepared to make multiple rounds of tweaks and redesigns... unless its just me that has problems with that.

[Loren]

Course design needs to be "ratified" by the safety guru well in advance of the event. If the design can be pinned down and blessed a week or so before the event, folks like to see the course map posted before the event.

Be prepared to make multiple rounds of tweaks and redesigns... unless its just me that has problems with that.

While I recognize that it's a pain to design and redesign multiple times... the alternative is to have a design that ends up being radically changed when it gets laid out... rendering your course map useless and your course designer befuddled because "his course" was changed. It's worth taking the time and trouble to have an experienced course designer (I'm always happy to do this) review your design as well as your assigned event safety steward. The more eyes, the better. It just helps ensure that we won't have to make MAJOR deviations from the map. (there will always be minor deviations)

Not to mention the fact that "design by committee" on-site on event day generally takes twice as long as just tossing out cones in accordance with an accurate and well-considered map.

[AScoda]

Since this will be a sticky, you could note that the St Pete site is accessible to delivered lunch. Only at Brooksville does it have to be picked up.

[Native]

...and since pizza from papa john's seems to be the tradition, we could also add teh phone numbers from the places we order from, as well as the usual amount ( which needs to be increased, by the way).

[kickslop]

Sure... someone just needs to let me know the numbers.

Added info about delivery at SPC option.

[Alizarin]

...and since pizza from papa john's seems to be the tradition, we could also add teh phone numbers from the places we order from, as well as the usual amount ( which needs to be increased, by the way).

Not that any other lunch items are unwelcome...

I do recall with a fondness a particular SPC event where small sammiches and chicken tenders from Publix were the lunch offering. Quite a welcome change.

I guess its because every Jan/Feb they overfeed the robotics team with pizza as a means of keeping us all working instead of dissolving for lunch and reconviening.

[WAFlowers]

I do recall with a fondness a particular SPC event where small sammiches and chicken tenders from Publix were the lunch offering. Quite a welcome change.

I did that at the event I co-chaired; I like a change from pizza too.

[kickslop]

My 2 cents:

I'm fine with pizza. It's easy and hand food.

I just wish we'd order some veggie with light (as in not a lot) cheese.

The more we only get plain and pepperoni, the less fine I am with pizza every time A big stomach of grease, cheese and spicy meat isn't my ideal lunch for a day out in the sun autocrossing. Might as well serve maple syrup to drink too

[Native]

Papa John's
5000 34th St. S.
St. Pete
727-866-7200

Papa John's
19526 Cortez Blvd.
Brooksville
352-796-8004

We're working on a sponsorship from them to cover lunch, so if we score it, we're gonna need to be darn sick of pizza to not use it (which we can once in a while). Both of those locations usually give us a discount for the quantity we order.

And since we're going to be getting a little more food, and trying to not run out, a special order here or there shouldn't be so bad. Just let the event chair know...

[Loren]

I'm hearing that most people are okay with pizza, just want a variety. (Dan-o used to be good at ordering a variety of pizza... always trust the Pizza Guy) I agree, pepperoni or cheese pizza is less than ideal.

[Alizarin]

I prefer green pepper, since usually its much cheaper to limit it to 1 topping. Sausage is a good bet too.

[WAFlowers]

There was talk of updating the Event Chairman doc and including things that should be discussed at the drivers meeting.

Was this ever done or am I going to have to wing it tomorrow?

[kickslop]

The document as I saw it long ago had all this info in it.

[Loren]

Someday someone might get around to updating this, but until then:
http://www.wedrivefast.com/srfiles/Even" onclick="window.open(this.href);return false; ... nGuide.pdf

[kickslop]

Bill, contact Steve.

He has the latest. We worked on it quite a bit a few months ago and polished it up.

[Native]

yeah, and it's the one linked on the website:

http://wedrivefast.com/EventChairmanGuide.pdf" onclick="window.open(this.href);return false;

Bill, I pm'd you with the link!