Chief of Workers Checklist

Done
Task
Done By

BEFORE EVENT

 

Recruit worker assignment workers, who will hand out event work assignments and fill out worker assignment sheets at Registration.

 
  Prepare worker assignment sheets according to the pre-determined run groups.  
  Get names of workers who have already volunteered for setup, Registration, Tech, Timing & Scoring, and teardown from the other event Chiefs. Fill in their names on the worker assignment sheet.  

AT THE EVENT

  Set up Worker Assignment area near Registration.  Be ready to open when Registration does.  
  Assign and instruct your volunteers.  
 

Using the run group list and worker assignment sheet(s), assign each person to a work assignment in their work group. Try to assign more challenging jobs to people with experience in that job. Ideally, novices should be assigned as course workers (not radio).  Keep track of entries by class and place novices and Time Only entrants as needed to even out the run/work groups and position staffing.

 
  Your workers should write each person's name down on the worker assignment list and give him/her a note with the run/work group and work assignment information.  
 

Tell workers to report to check in near the timing vehicle before they go to their work assignments.

 
 

Remind people to get their cars Tech'ed and put them in Grid if running in the next run group before walking the course.

 
  Check in workers before each run group (check them off on the assignment sheet). Make sure course workers know where they are going.  Use the PA to call stragglers.  

AFTER EVENT

 

Return all supplies to where they belong.

 
 

Audit worker assignment/check in sheets and report those who did not complete their work assignments to the Event Chair.

 

 

 

 

Chief of Registration Checklist

DONE TASK DONE BY
BEFORE EVENT
  Recruit a minimum of two Registration workers per shift and tell them to arrive at least 15 minutes before Registration is scheduled to open. Give Chief of Workers your list of volunteers.
AM                         
1_______________________
2_______________________
PM
1_______________________
2_______________________
 
  Obtain supplies:
- Pre-printed registration/time cards via scorekeeper.wwscc.org
- Blank registration/time cards, 50 or more
- Blue Box from Event Chair or Karen Babb: Check Blue Box for waivers, minor waivers, and minor competitor waivers.
- Clipboards
- Pens
- Table and chairs and EZ-Up
- Assigned numbers list (from scorekeeper/Brett Wilson)
- $150 in change
- Cash box
- Course maps (from Course Designer)
 
AT EVENT
  Show up early and set up Registration in a conspicuous location.  PLAN TO OPEN ON TIME.  
  Instruct and assign Registration workers.  
  Smile and:
- Collect money
- Check Drivers License for expiration date and age (minor competitors must have Minor Competitor Waiver signed by parents)
- Verify that entrant signed waiver (ask)
NOTE: Minors (under 18) require minor waiver to be on site, signed by parent/guardian.

Give entrant:
- Registration/time card
- Course map

Remind them to:
- Go to Worker Assignments and Tech, and put car in Grid (if running in Run Group 1) BEFORE they start walking the course.
 
  AFTER EVENT  
  Give money to your Event Chair or Club Treasurer.  
  Return all registration supplies and equipment to where they belong.  
  Count rule books and determine how many you sold. Tell your Event Chair. Return remaining rule books to the Blue Box.  
  Complete and sign all waiver forms and return to Blue Box. (Waiver forms are kept for 7 years and are subject to audit by our insurance company.)  
  Make sure Blue Box is tidy and everything is in order. Ensure that it is returned to Karen Babb as soon as possible (within a week of your event).  

 

WWSCC Driver’s Meeting Notes

Introduction:

Welcome to WWSCC Event # _____, hosted by ______________

The WWSCC Championship Series is sponsored by Jim’s Detail Shop and Coop's Miata.

Introduce yourself + key people that helped put on this event (Course, Grid, Registration, Tech, Timing, Trophies, Waivers, Workers)

Introduce Event Stewards

Site and Safety Basics:

  • Everyone on site needs to sign the waiver (and wear a wristband if applicable)
  • All minors must have a signed waiver by a parent or guardian
  • Obey speed limits on the roads leading to this site and drive slow on site – 10mph or slower
  • Respect this property and the property of your competitors
  • Pick up your trash and other trash you see. If you leak fluids, clean them up!
  • No smoking, alcohol or drugs on site
  • Timing vehicle is off limits
  • Viewing areas
  • No skates, skateboards, bicycles, scooters or running in grid
  • No children or pets in “hot areas” (grid and course) - Pets must be leashed or contained
  • No hand-held cameras in the car (cameras must be mounted)
  • Novices can NOT ride with novices
  • If you are a novice and would like some help during your runs, please ask a Grid official
  • If you are entered in a regular open class you can NOT ride with anyone until after you have completed your competition runs
  • If you are running in PRO, you MAY ride at any time for instructional purposes
  • If you go out of bounds or hit a hard object you will receive a DSQ from the event and will no longer be allowed to run today
  • Be prepared to pay if you make contact with the timing equipment ($100 whether it’s lights or cables)

Course Basics and Penalties:

  • Corner captains are in charge of their corners – they should be holding the red flag and the radio and make sure all their corner workers know what they are doing
  • Radios – call in your station, the car, and the penalty, and make sure you get an acknowledgement from course control
  • Red flags - hold it furled, not rolled, flag cars if you see something dangerous, make sure they see you (but don’t get in front of the car!), go tell the driver what’s up and what to do next
  • Familiarize yourself with the cones and where they are supposed to go when you go out to work course
  • No sitting down, talking on cell phones, texting or taking pictures on course
  • Watch the cones, not the cars
  • Go over cone penalties and penalty signals (DO NOT place cones in a box with an X)
  • If the cone wiggles, check it and make sure it’s centered in the box. Signal to your station’s radio person (cone, gate, or no penalty gesture) and make sure he/she sees you

Wrapping up

  • If you are running first your car should be in grid with your timing card on the windshield
  • If you have a dual-driver car, line up in the far left lane of grid (both timing cards on the windshield)
  • If you are working first please check in at the timing van before heading to your work assignment

Any Questions?

Course Designer Checklist

DONE
TASK
DONE BY

BEFORE EVENT



Design Course. Allow safety margins, solid object margins, good second-car overlap, 3-5 worker stations. Consult applicable references and experienced course designers as needed.



Submit map to WWSCC Meeting at least a week prior to the event date. Get blanks here.



Obtain supplies: Lumber crayons for cone marking (Dixon yellow or white, no paint crayons, get at least a dozen; twenty is better)
Dolomite for lining the course (if needed)



Make at least 200 copies of the final course maps (8-1/2 x 11) for registration. Print extras to use as course station coverage area maps. If you are setting up the course the day before the event, it is a good idea to wait until after course setup to copy the maps, as you will most likely end up making changes.



Recruit workers to help set up the course the day prior. A WWSCC steward should be there too. Mark all cones when satisfied. If necessary, knock over or pick up and leave cones near lamp posts.



If necessary, recruiter workers to set up final course at least one hour prior to the opening of registration.



AT EVENT



Set up course and get final approval from WWSCC Event Stewards. Re-mark cones if necessary.



Post official map by Registration.



Post a small course map showing defined areas of coverage at each course work station, and provide copies to the Chief of Workers.



Place fire extinguisher, red flag, minimum of three spare cones, and garbage bag (if possible) at each work station.



Course Designer should be available all day to handle course degradations, changes, issues, etc.



AFTER EVENT



Use blowers to remove dolomite lines, if applicable.



NOTE: If your event chair has done their job, you should not have to do the "teardown." There is a Chief of Teardown job description!


 

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 Karen Babb at 425-226-1053. To apply for event insurance through the WWSCC, please complete the Insurance Application Form and submit to Karen Babb.

 

 

Arrange for WWSCC Rule Books and Insurance Waivers ("Blue Box") to be available onsite by contacting Karen Babb at 425-226-1053.

 

 

Arrange for the WWSCC Timing equipment to be available, 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 webmaster@wwscc.org, or to karen dot babb at comcast dot net.

 

 

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 Karen Babb.  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.