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Home / Sailing / Club Racing / Preparing for an Open Meeting - Checklist
Home / Sailing / Club Racing / Preparing for an Open Meeting - Checklist

Preparing for an Open Meeting - Checklist

This is a check-list of some of the things that need to be organised for an Open Meeting:

Before the event:

    1. Notice of race on the website - about 2 months before the event
    2. Set up a pre-registration entry form on the website. Make sure its got the right details on it! From the pre-registrations, create entry forms for people to sign.
    3. Signing on sheets (Office)
    4. Sailing Instructions (Check they are correct. Decide on Club or Open instructions. Ensure with the club office that there are enough copies).
Advertise the event (8, 6, 4, 2, 1 weeks before):

    1. Details on Yachts & Yachting calendar
    2. Class email(s) and posters
    3. Local clubs
    4. Poster at BSC
    5. Class at BSC emails: 6 weeks and 1 week before
    6. Main BSC email list: 1 or 2 weeks before

Organise before, for the event:

    1. Protest Chairman and Protest committee
    2. Race Officer
    3. How many rescue boats
    4. Prizes: What and how many
    5. Float for change
    6. Ensure Antony in the kitchen knows - especially if you want Saturday or breakfasts.
    7. Pre-prepare Sailwave details of the pre-registrations
    8. Notice for the club entrance: Cars Left. Boats straight on.
Check duty roster, and organise with office to ensure following roles are filled, not all may be needed depending on the event:
    1. Race Officer
    2. OOD
    3. Bar
    4. Rescue
    5. Beach Master
    6. Race assistants

At the event:

    1. Open up the Club, changing rooms and entrance gates: At least 2 hours before the first race.
    2. Results sheet with boats / names
    3. Signing off sheets with boat / names
    4. Help OOD / Race Officer set the course
    5. Briefing for competitors - Fleet Captain, OOD or Race Officer.
    6. Results, Prize giving and Thanks.
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