WOSCA Organizer's Hand Book

The Western Ontario Sports Car Association

Organizer's Handbook

Solo-2 is an entry level sport designed to introduce new people to motorsports. That means organizing too. With that in mind this page is help new organizers with tips and guidelines of the things they have to worry about.

Any opinions expressed in this article are those of the authors and not necessarily those of the Western Ontario Sports Car Association or it members.

Before the Event

Scheduling

Scheduling and event isn't usually the responsibility of the event organizer, but usually will be done by the Solo director before the season begins. However the event organizer should make it his or her responsibility to confirm that the event is correctly scheduled. That all parties, such as the property owner, competitors, and region are aware of the correct date. This is especially important in the case of regional events, or any other event that will require the help of others to organize.

You'll also need to lay out a schedule for the day. What time do the gates open? What time does registration begin? When is the drivers' meeting? Participants need to be aware of these things before they arrive, so they can plan their day. Be sure to plan enough time for delays if you have to be off the property by a certain hour.

Permissions and Legal

Once an event is scheduled the organizer also needs to make sure that all legal requirements are met. This should also include any needs of the property owner, such as confirmation of insurance etc. In many cases an event might require a permit from the sanctioning body. For CASC-OR regional events, the organizer must also provide a letter of permissions from the lot owner, copies of any advertising materials, insurance certificate, master course diagrams and some other items. It is also often required that local law enforcement be notified in writing and a copy of the letter be provided. All these materials should also be on display at the event. Always consult your regions rules well before the event to make sure you have complied with any requirements. The CASC-OR rules can be found at soloontario.com. Also remember that your region's rules often apply to all your club's event and not just regional events. So don't be one of the "That's the way we've always done it!" puppets. Read the rules and make sure they are followed. If anything goes wrong, it your responsibility.

Sup. Regs.

Supplementary Regulations are very common on Solo-2. It may be that the local municipality has tougher noise laws then stated in the rule book. The property owner may have special requirements of the participants, such as restricting access to some areas. Any such rules, that are not listed in the regional rule books, and can't be expected to be know by new competitors to your venue, should be listed in the supplementary regulations. The "Sup. Regs." should be included in any promotional materials, and in any event notices. The drivers' meeting may be to late, if the misconduct of a new comer early in morning causes you to lose the lot. And this won't make you very popular at the next club meeting!

Logistics

This is usually the most important part of organizing. Making sure the timer is there, the cones are there, the helmets, the paper work etc. etc. Although this gets done every time, it's very easy to miss something. Especially if it's your first time. Make a check list well in advance. If it isn't possible for you to transport everything then you'll need to get volunteers to help you. For this reason, you should have your check list at the last meeting before the event and confirm which other club members will be bringing what. Also get the phone numbers of all your helpers and make sure they have yours. Grandmothers get sick. Cars breakdown. People just can't always make it. If this happens make sure they can notify you and you can call someone else. Also have a backup plan. The driver's meeting is bad time to find out the insurance waiver is missing and nobody can run.

Don't forget man power! It often takes many people to make the event happen happen. Setting up the course, taking entries and doing timing, is more than a one man job. Make sure that everyone knows what they're doing and when they should be there.

Things that should be on your check list:

Cones

Timer/timing equipment

Entry forms, Insurance waiver and other paper work

An update and complete rule book

Permits, insurance cert. etc.

Table or other place to setup the timer in (and what if it rains)

Food and Restrooms (If there's nothing on site, then there should be something nearby

Who's in charge of: Timing, Marshaling, Course Design, Tech Inspection etc.

Contact phone numbers for: Other organizing members, Property owners and local emergency services.

Before you get to the event you also need to plan the procedures for the day. Make sure everyone knows their duties before they arrive. Make sure you have a plan to deal with running order, timing marshaling etc. Make sure that you have designated areas for paddock, staging and spectating. Also make sure that everyone at the events understands where these areas are. Making some signs ahead of time to help people figure things out is very helpful.

During the Event

Course Setup

This is something of a crossover between Before and During the event. To save your self some aggravation and time it is best to design a course ahead of time, so that you can show up on site and set it up quickly. You still want to do this early so that there is time to make changes if need be. Finding a parked car in the middle of your lot is not uncommon, and will totally change your course plans (if not ruin the event). Also make sure that there is a course map available. Although handout maps are nice, a large master map should also be present. This allows for all the participants to see any last minute changes. Make sure that the course gets chalked before the first car goes. I often avoid doing this until the official walk through, in case complaints lead to a last minute course adjustment. Some people prefer to do this ahead of time so that anyone can reset the course that morning without supervision of the course designer. If this is the case be sure that a non-competing, experienced member drives the course first to see if there will be any problems.

Rather than go into course design, which would really take it's own web page, I'm going to strongly recommend that everyone download Robert Johnson's "SCCA Solo-2 Course Design". This excellent PDF booklet is a most read for any organizer, no matter how long you've been doing Solo-2. Although based on SCCA rules the general guidelines of the book are easily applied to all Solo-2. Keep in mind that CASC-OR rules require:

The course boundary can not pass closer than 25' to a solid object or curb.

Speeds in straights should not normally exceed 90km/h.

Speeds in a turn should not exceed 70km/h.

The course must be a minimum of 15' wide.

Slalom cones must be a minimum of 45' apart (wider for staggered slaloms).

The minimum stop box length is 40'.

The course design book can be download here.

Registration and Tech Inspection

Your registration procedure should be well planned. There are always new comers. Sometimes half the competitors will have never done a Solo event before, so the procedures should be clearly evident to avoid confusion. This is the best time to insure that everyone signs the waiver and pays their fee. If you are doing forced tech inspection then that is also a good time to have the waiver signed. If you can spare a person, it is also good idea to station a worker at the property entry point to make sure that everyone entering the property, even spectators, signs the waiver. Also make sure that the proper forms are filled out for any minors that may be present. This is when new people will ask the most questions, so be sure that a knowledgeable person is present to answer those question correctly. Things like rules about passengers etc. can change from year to year, so make sure all the helpers are aware of these changes. Also ensure that you have a system to minimize the time between registration sign in and timing setup. Nobody likes standing around during the drivers meeting.

Also be sure to minimize the waiting time. This is usually the same time people need for setup and course walking, which are very important. So don't delay people in a huge registration line, when they have more important things to do.

Driver's Meeting

This is one of the most important aspects of the organizers duties at the event, in my opinion. Often many incidents that can lead to major headaches during the day, could have been avoided if the rules and procedures were better explained during the driver's meeting. If you won't be doing the drivers' meeting your self then don't be afraid to add something they might miss. Keep it brief, but cover everything. There are always people that have never done this before and they don't always come forward and say so. ALWAYS ask if there is anyone that is new! They need to hear a lot more detail. If there a lot of new comers then give the "first timer speech" to everyone. This will save some time for you (although a little annoying for others) and also allows experienced competitors to add anything you miss. When giving the speech, be firm but not rude. You don't want to offend anyone, but your in charge. Make sure everyone knows that rules are rules, not just suggestions, and that your are prepared to enforce them if need be. Speak clearly or even use a loud speaker if one is available. Also be sure that everyone is present. Anyone that misses the drivers' meeting should not be allowed to run.

Things that you should cover at the drivers meeting:

Sup. Regs., make sure everyone is aware of them. Many experienced competitors often don't bother reading them.

Rules of conduct. Often new people think it's a big game. Remind them that their behaviour reflects on everyone and there are rules of conduct that will be enforced. Things like pit speed limit should never be taken for granted.

Running Procedure. Different clubs do things differently. Now is the time to tell everyone where they are supposed to be and when. Also cover how the rules for penalties and stop box works. Many regions don't use an end cone. Some score it as a dnf. Some score it as a 2 second penalty. Be sure to make your clubs rule clear. (BTW CASC-OR has an official rulling on this in the 2002 Solo rule book)

Marshaling. Make sure that everyone is aware of what their marshaling duties are and when to do them. Again different clubs do things differently. Also tell the new people to make the chief marshal aware that this is their first time, so that someone can go out with them and show them the ropes. Marshaling is a very important and often dangerous activity that should never be taken lightly.

Run Order. Even if running numerically, there will be missing numbers so this is a great time to read off the run order. A great tip is to read it in reverse order. This is rarely done and a great pet-peeve of mine. Nobody really starts to listen until they here their own name. At which point they have forget who was before them. So read them out in reverse order calling out "John Smith you are after Jim Stevens. Jim you are after Jill West..." etc. Also use car numbers and descriptions. Most people won't know each other and car numbers aren't visible from the rear when in line. Lastly post a grid list with all the information including name, number, car and class. This is a must so that people can see if an error has been made on their entry or on the entry of a competitor in their class.

Car numbers. Remind everyone that they need to have their car number displayed. Tell them what the rules for numbers are and how they can put them on (for the new people).

New People. Ask if there are any new people and be sure to explain the basic rules of down and out and how the timing works.

Reminders. At the end of the meeting remind everyone that their help cleaning up at the end of the day would be appreciated. Also remind them of any upcoming events they might want to know about. Lastly don't forget your sponsors! They gave you their support, so return the favour, and remind everyone that supporting your sponsor supports the sport.

Course Walk

I've been to event where this isn't always done, but it should be. New people never walk the course often enough, plus this gives them the chance for them to ask questions of the experienced people. It also ensures that everyone correctly understands the course. I've been to Regional level events where the organizers couldn't agree on the correct course directions on a chalked course after the first car had already started! This also gives time for the timer to get setup and add any last minute arrivals. A course walk need not be mandatory. Later arrivals will appreciate this time to finish getting ready.

Competition

Unlike most other people this is often the most relaxed time for the organizer. If you've planned ahead and delegated properly then all you need do is watch over the proceedings and make sure everything is going well. Be sure that the timer, and chief marshal have everything they need. Watch for any safety problems like a car going where it shouldn't or being parked in the wrong place. Make sure that there are no spectators where they shouldn't be. Also keep an eye out for any rules violations. Usually a quick reminder is all that is needed, as long as it is given immediately after the infraction. Also be ready to lend a hand if one of your helpers is short handed. An organizer should be well versed in running any aspect of the event. If there is something your not as familiar with, then spend a little more time in that area and use your day of non-competition to learn. Also make sure that there is a system for competitors to see their times after each run. At a big event "looking over the timer's shoulders" is not acceptable.

After the Event

Final Drivers' Meeting

It's often a good idea to call a final drivers' meeting after the last run has completed. This is the time to announce the results if they're ready, or where people can find them, if they're not. At the very least make the raw times available for everyone to see. Now is the time to announce fun runs and any special rules relating to them. Make sure you explain that the rules of conduct and safety still apply during fun runs. Thank your helpers and your sponsors. Thank the competitors. Give another reminder of up coming events and clean-up. A good tip is to ask everyone to gather up 8 or 10 cones before they leave. This will only take a second for each person, but will make cone gathering a snap.

Cleanup

Remember that your responsible for cleanup. Don't allow fun runs to go too long or everyone will leave before they have helped and you'll be stuck with a mammoth task! Getting venues for Solo-2 is extremely difficult these days, so leave the property even cleaner than you found it. As you pack up the equipment keep everything neat and tidy so that organizing is just as easy for the next guy. Make sure to remind every one to help clean up before they start packing their own vehicles for home. Be sure that any garbage is properly disposed of. This often means taking it with you. (tip - Ask the owner ahead of time if there is somewhere you can put the trash. Most lot owners will gladly help you out on this one rather than have their property look like a dump.)

Written by Marshall McLean. Four year competitor in CASC Ontario Regional Solo-2. If you have any questions or comments about this article email the author here: Marsh@CockyRacingGuy.com

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	Cones
	Timer/timing equipment
	Entry forms, Insurance waiver and other paper work
	An update and complete rule book
	Permits, insurance cert. etc.
	Table or other place to setup the timer in (and what if it rains)
	Food and Restrooms (If there's nothing on site, then there should be something nearby
	Who's in charge of: Timing, Marshaling, Course Design, Tech Inspection etc.
	Contact phone numbers for: Other organizing members, Property owners and local emergency services.

	The course boundary can not pass closer than 25' to a solid object or curb.
	Speeds in straights should not normally exceed 90km/h.
	Speeds in a turn should not exceed 70km/h.
	The course must be a minimum of 15' wide.
	Slalom cones must be a minimum of 45' apart (wider for staggered slaloms).
	The minimum stop box length is 40'.

	Sup. Regs., make sure everyone is aware of them. Many experienced competitors often don't bother reading them.
	Rules of conduct. Often new people think it's a big game. Remind them that their behaviour reflects on everyone and there are rules of conduct that will be enforced. Things like pit speed limit should never be taken for granted.
	Running Procedure. Different clubs do things differently. Now is the time to tell everyone where they are supposed to be and when. Also cover how the rules for penalties and stop box works. Many regions don't use an end cone. Some score it as a dnf. Some score it as a 2 second penalty. Be sure to make your clubs rule clear. (BTW CASC-OR has an official rulling on this in the 2002 Solo rule book)
	Marshaling. Make sure that everyone is aware of what their marshaling duties are and when to do them. Again different clubs do things differently. Also tell the new people to make the chief marshal aware that this is their first time, so that someone can go out with them and show them the ropes. Marshaling is a very important and often dangerous activity that should never be taken lightly.
	Run Order. Even if running numerically, there will be missing numbers so this is a great time to read off the run order. A great tip is to read it in reverse order. This is rarely done and a great pet-peeve of mine. Nobody really starts to listen until they here their own name. At which point they have forget who was before them. So read them out in reverse order calling out "John Smith you are after Jim Stevens. Jim you are after Jill West..." etc. Also use car numbers and descriptions. Most people won't know each other and car numbers aren't visible from the rear when in line. Lastly post a grid list with all the information including name, number, car and class. This is a must so that people can see if an error has been made on their entry or on the entry of a competitor in their class.
	Car numbers. Remind everyone that they need to have their car number displayed. Tell them what the rules for numbers are and how they can put them on (for the new people).
	New People. Ask if there are any new people and be sure to explain the basic rules of down and out and how the timing works.
	Reminders. At the end of the meeting remind everyone that their help cleaning up at the end of the day would be appreciated. Also remind them of any upcoming events they might want to know about. Lastly don't forget your sponsors! They gave you their support, so return the favour, and remind everyone that supporting your sponsor supports the sport.