Event Chair Checklist

DONE

TASK

DONE BY

BEFORE EVENT

Arrange for an event site. Contact BEAC for Boeing sites.

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.
Send copy of Insurance Certificate & Hold Harmless to Boeing when applicable.

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

Arrange for timing equipment rental 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 at least 2 weeks before event for approval.

Arrange for Event Information and Pre-Registration to be posted on the WWSCC Website at least one week in advance by completing the Event Info Form and e-mailing it to webmaster@wwscc.org.

Recruit experienced people for the following positions and make sure they have a copy of their checklist of duties:

• Course Designer

• Chief of Registration

• Chief of Tech

• Chief of Workers

• Chief of Grid

• Chief of Timing & Scoring

• Rules Stewards

• Chief of Teardown

Arrange for use of a timing vehicle, generator, and autocross supplies. Make sure your vehicle will be able to run your timing equipment. Bring gasoline for the generator.

Arrange for onsite concessions if desired.

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 dash plaques and/or trophies. (Victory Awards 425-883-7907)

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
If the event is held at a Boeing site then announce that no pets are allowed on Boeing 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 site boundary)
Introduce all chiefs
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 5:00 p.m.

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. Count rulebooks sold to complete Event Invoice Form. Make waivers are completed and signed. Make sure Blue Box is in order.

Make sure the results are accurate when posted.

Complete Event Invoice Form and mail payment to WWSCC Treasurer.