Open Meeting Guidance for Race Officers and Organisers

This to help you when organising an Open Event.

1. Agree date with the Sailing Committee
2. Agree event fees (basic fee single, double, +£5 late entry)
3. Agree what date late entry fee applies
4. When confirmed email manager@burghfieldsailing.org with the details
5. Confirm the Race Officer for the event (if known at this time)
6. Draft and finalise the Notice of Race:
   
   1. Must state entry fees, dates and close
   2. Consider options for floating and club marks (or moveable windward and club marks)
   3. Are trackers to be used (ideally 20 entrants and depends on race format)?
   4. 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
7. The Event is set up for online entries
8. Confirm how many prizes to be given out email manager@burghfieldsailing.org with the details
9. Confirm safety/race team boat requirements with David Martin
10. Draft and finalise Sailing Instructions. These should be published at least 3 days before the event
11. Monitor entries and consider what resources are needed:
    
    1. Number of safety boats (see safety boat guidance)
    2. Bar manager (can be OOD/RO/other)
    3. Race team numbers
    4. Confirm the Race Officer and OOD for the Day (can be the Race Officer)
    5. Confirm who is collating the results on the day (access to SCM is needed)
12. Three days before the event write to all entrants via SCM with welcome letter. It should include:
13. Welcome note
    
    1. Confirm race and briefing times
    2. Confirm catering arrangements for the day (and pre-book option)
    3. Any restrictions (road closures, upper barrier)
    4. Changes to Sailing Instructions
    5. If trackers details of live tracking
    6. Caterers are advised of expected numbers
14. On the Day
    
    1. Late entries MUST be via online entry system (if permitted in NoR)
    2. OOD unlocks and locks up (unless delegated to someone else)
    3. Results sent to results person for the day to input
    4. All powerboars put away tidy and clean.
    5. Bar open by agreed person
15. Have FUN!