event chair check list

NWRSCCA Regional Series Event Chair Checklist
ü	Tasks	Notes
	Pre Event
	Specialty chiefs Two weeks prior to the event, send out an email to the specialty chiefs to remind them of the event and confirm that their area is covered. For specialty areas that require additional information, instructions are detailed after the chief title. For a list of current specialty chiefs and email, click here.


	Chief of Insurance Gretchen Everett will email the form to the event chair(s) once received—(see “At the Event” for additional notes)

	Chief(s) of Course Design Chosen course designer will generate and bring course maps for the event. Confirm with course designer about set-up prior to the event.


	Chief(s) of Registration
	Chief(s) of Tech
	Chief(s) of Workers
	Chief(s) of Scoring
	Chief(s) of Timing
	Chief(s) of Grid
	Chief(s) of Safety Stewards Chief will contact chair with names of the steward(s) for AM and PM sessions

	Chief(s) of Waivers
	Chief(s) of Equipment
	Chief(s) of Trophies
	Novice Chairs
	Arrange for a “Chief of Tear Down” Either choose someone in advance to head up the clean-up process at the conclusion of the event OR delegate the process at the end of event by asking those with trucks (and a few volunteers) to pick up and stack cones in the SCCA trailer. It MUCH easier to send out a “mass email” to get a volunteer prior to the event!


	Arrange for a bus driver The SCCA Solo bus needs to be driven to and from the event. Send an email to all approved drivers first. In the event that no one on the list volunteers, email out an all call to Nwautox.


	sani-cans and trash dumpsters Packwood: Season order already placed—don’t need to do anything BMP: Sani-cans and trash are already on site and included in the rental.


	Arrange for a reporter for NWSCN article The event chair finds a reporter, preferably someone who will commit to both sessions of the event. Articles are submitted to Kurt Batdorf kurtbatdorf@earthlink.net It is extremely important that an article is written for NWSCN for every event.


	Arrange for supplies (email Equipment Chair as a reminder) AA batteries for radios Generator gas Toilet paper Trash bags Post-It notes Lumber crayons



	Arrange for concessions/food (optional) For both sites, it is important to contact the providers early so that they can prepare. Packwood: Merry Mountaineers—Vicki Lawrence Vicki.Lawrence@lewiscountywa.gov Bremerton: Port Orchard Lion’s Club.—Phil Groff 360.710.1227


	Arrange a post-event gathering spot Bremerton/Shelton: Call the restaurant up to a week in advance to advise them of approximate number of attendees and time of arrival—approximately 20 individuals typically attend. Packwood: No post-event social.


	At the Event
	Bring checklist to event—remember to delegate work!
	Remember to bring key code for lock
	Post insurance certificate in SCCA Solo bus and Registration SCCA bus: Clipboard is located at the front of the bus near the driver’s seat. Look for the large alligator clips. One copy to registration check-in.

	Set-up sign boards for key locations (tech, reg, grid, etc.)
	Make clear and timely announcements—keep event moving
	Conduct Drivers’ Meeting (Click here for a detailed itinerary) Keep meeting to 10 minutes!! Welcome Mention Series and Novice Program sponsors Site: rules, boundaries, and waivers Intro specialty chiefs (ask to hold applause to end) Intro safety steward(s) Grid, course, and boundary rules Review course worker instructions—preferably have novices come up after driver’s meeting. Don’t hesitate to ask Novice Chairs to conduct this “mini-meeting” Call to grid and course workers





	Determine number of runs Remember, both morning and afternoon get the same number of run. Ideally, each run group per session is NO MORE than 1.5 hours. Pay attention to length of course and any issues before determining number of runs. Make decision PRIOR to beginning of third runs of the first heat.



	Conduct Trophy Presentation AM: 15 minutes after morning run group are completed (approx. 12:45pm). PM: At conclusion of event after Solo bus and trailer is packed (prior to any fun runs!)


	Event (including clean-up) should be Complete by 5:00PM Event chair(s) recruit PM run group to help clean-up. PM timing crew packs timing equipment and Solo bus. Garbage can trash bags collected, tied off, and thrown into dumpster.


	Post Event
	Check-in with pm chiefs Make note of any issues, concerns, or needs
	All timing cards go to the online results poster Currently the Chief of Scoring, Jodi Fordahl, posts the event results (jodi@fordahlmotorsports.com).

	Make note of any low supplies Notify Chair(s) of Equipment of supply needs so they can be ready for next event.

	Inform all of post event social function (if one is scheduled) If the restaurant has asked for a call before the group arrives on the day of the event, don’t forget to call them as a courtesy.