Open Meeting Guidance for Race Officers and Organisers
This to help you when organising an Open Event.
- Agree date with the Sailing Committee
- Agree event fees (basic fee single, double, +£5 late entry)
- Agree what date late entry fee applies
- When confirmed email manager@burghfieldsailing.org with the details
- Confirm the Race Officer for the event (if known at this time)
- Draft and finalise the Notice of Race:
- Must state entry fees, dates and close
- Consider options for floating and club marks (or moveable windward and club marks)
- Are trackers to be used (ideally 20 entrants and depends on race format)?
- If trackers are to be used, they MUST be allocated BEFORE the day so there will be a need to CLOSE entries before the event
- The Event is set up for online entries
- Confirm how many prizes to be given out email manager@burghfieldsailing.org with the details
- Confirm safety/race team boat requirements with David Martin
- Draft and finalise Sailing Instructions. These should be published at least 3 days before the event
- Monitor entries and consider what resources are needed:
- Number of safety boats (see safety boat guidance)
- Bar manager (can be OOD/RO/other)
- Race team numbers
- Confirm the Race Officer and OOD for the Day (can be the Race Officer)
- Confirm who is collating the results on the day (access to SCM is needed)
- Three days before the event write to all entrants via SCM with welcome letter. It should include:
- Welcome note
- Confirm race and briefing times
- Confirm catering arrangements for the day (and pre-book option)
- Any restrictions (road closures, upper barrier)
- Changes to Sailing Instructions
- If trackers details of live tracking
- Caterers are advised of expected numbers
- On the Day
- Late entries MUST be via online entry system (if permitted in NoR)
- OOD unlocks and locks up (unless delegated to someone else)
- Results sent to results person for the day to input
- All powerboars put away tidy and clean.
- Bar open by agreed person
- Have FUN!