THANK YOU FOR ORGANISING A RACE.
IF YOU HAVE ANY QUESTIONS PLEASE ASK A MEMBER OF THE COMMITTEE
TO ORGANISE A RACE YOU WILL NEED
- Sign-on kit:
- BHPC computer
- car power supply for laptop
- sign-on sheets (on clipboard)
- spare numbers
- copy of the class definitions
- table & chair (optional)
- Timing kit:
- box of stopwatches
- clipboard and timesheets (one per race)
- Racing kit:
- red flag
- chequered flag
- hand bell
- 'HPVs This Way' signs
These things usually go round together in a series of boxes and cases. You should either pick them up at the previous race (preferable) or make sure someone is bringing them to the track early.
You will also need:
- cash box & float (provided by the Treasurer)
- first-aid kit (provided by Fiona Grove or her appointed representative)
BEFORE THE EVENT
- Check the clock has a working battery.
- Ask the competition secretary if keys need picking up and make arrangements to do so.
- Use the sign-on software to print a set of sign-on sheets.
- Tracks need to be open and available at least 1 hours before the first race (e.g. by 10.00am for an 11.00am start).
- If necessary place signs outside the event to indicate where to go in.
- Set up a signing on point with all the stuff listed in 'Sign-on Kit above'. If running the laptop from a car try and park in a prominent position near the track.
- Get everyone racing to pay and sign on.
- The fees are:
- £10 for non-members
- £7 for members
- free for juniors
- free for those who pre-pay for the season
- The race software contains a list of members and tells you how much to collect.
- Make sure everyone's race classes are entered correctly (it's much easier than fixing it afterwards)
- Close signing-on 30 minutes before the first race.
BEFORE THE FIRST RACE
- Ask someone to walk/ride the track to check for glass, stones, burnt out cars, migrant elephants etc.
- Set up the stuff listed in 'Timing Kit' and 'Racing Kit' near the start/finish line.
- Decide on the race format (i.e. number, length and order of races), taking into account everything from the weather conditions and the numbers racing to the inducements being offered.
- Using the race software (and personal experience) allocate racers to races. Try to group people according to speed. New riders should generally be in the 'slow' race.
- Announce the times and lists for each race and, if possible, write it out and post it up somewhere prominent.
STARTING A RACE
- On some tracks, notably Lancaster, there is a need for marshalls, either get volunteers or, if necessary, nominate them. [This is an important issue and the organiser can stop a rider from competing (or, if they have competed in a previous heat, remove their placing) if they refuse to marshall without due cause.]
- 10-15 minutes before the start of each race call the riders to the track for warm-up, by calling out names. Those who aren't in the race should not be on the track.
- 5 minutes before the race start use the red flag to stop those warming up and assemble the start grid, reminding riders that THEY need to get someone to time them.
- Assemble the timers and give each a stopwatch. Make sure all watches are reset (showing all zeroes) - operating instructions are attached to each stopwatch.
- Find two master timers to measure the finish times of all racers
- Remind the riders of the race duration, X minutes plus Y laps.
- Start the race on time; delays due to natural causes e.g. wasp stings, are acceptable; errant competitors are not.
- Start all stopwatches as you say 'GO!':
- individual timers press the 'LAP' button each time their rider crosses the line, including the last lap (finish)
master timers don't touch their watches until the end of the race
- Start the trackside clock at 12:00 as soon as you can.
FINISHING A RACE
- When the leader has completed the race duration, begin the extra lap(s) countdown. Display the laps remaining on the easel.
- When the leader has one more lap to go, ring the bell for him/her and for every rider who crosses the line thereafter.
- When the leader next crosses the line the race is finished and all competitors take the chequered flag.
- As each rider finishes:
- the master timers press the 'LAP' button on their stopwatches
- someone else notes the finish order (race numbers) on a timesheet as each rider crosses the line (it is helpful to have someone to shout them out)
- Collect the results on the timesheet:
- individual timers give you the number of laps
- master timers give you the finish time. Do not record the finish time from the individual timers: it's not reliable enough for close finishes
- Pack up the timing equipment, clock, flags, etc. and pass on to the organiser of the next race.
- Check the start/pit area for left luggage and rubbish. The track should be left in as good if not better a state as it was at the beginning of the day.
- If necessary lock up the track, ensuring that all are out and return key if necessary.