Chiefs Needed for Jan 18-19th 2014 Event

[Sebastian Rios]

In order to put on our events, there are several key positions that must be filled before I can submit the request for insurance sanction.

If you would like to volunteer for the following positions, please post here or send me an e-mail or PM.

Positions needed for Insurance:
Event Chair: Sebastian Rios
Safety Steward: Ken Lord
Chief of Waivers: Arthur Grant
Youth Steward: KJ Christopher

Positions needed for event management
Chief of Reg: Jon Hartendorp
Chief of Timing: Rick Brown
Course Designer/Chief of Course: Tom Berry
Chief of Tech: Sean Fenstermacher
Chief of Workers: Mike Yanase


Thanks all, volunteer early and often!

P.S. If you haven't done so before, please don't be afraid to step up, it's easier than you think.

[Arthur Grant]

I am good with either tech or waivers.

[Sean Fenstermacher]

I can do chief of tech!

[Mike Yanase]

im in for chief of workers

[Rick Brown]

Timing

[Sebastian Rios]

Thanks to all that have volunteered so far.

Arthur: Have you renewed your SCCA membership?

[Ed Holley]

Thanks to all that have volunteered so far.

Arthur: Have you renewed your SCCA membership?

If you still need a Waivers Chief, I can do it. Let me know.

[Jonathan Hartendorp]

I will do Chief of Reg please

[Arthur Grant]

Thanks to all that have volunteered so far.

Arthur: Have you renewed your SCCA membership?

Yes, and you will see I purchased my points card.

[Sebastian Rios]

Thank you to those that have volunteered so far. We really need to get the Event Chair, SSS, and Youth Steward before moving forward.


Thanks again!

[KJ Christopher]

Thank you to those that have volunteered so far. We really need to get the Event Chair, SSS, and Youth Steward before moving forward.


Thanks again!

I can do youth steward

[Ken Lord]

Thank you to those that have volunteered so far. We really need to get the Event Chair, SSS, and Youth Steward before moving forward.


Thanks again!

I can be SSS.

[Ed Holley]

Thank you to those that have volunteered so far. We really need to get the Event Chair, SSS, and Youth Steward before moving forward.


Thanks again!

PM sent

[Sebastian Rios]

OK, first post updated to show volunteers in place. We still need a course designer.

[Sebastian Rios]

Ed has informed me of other obligations. Would anyone else like to volunteer for Event Chair? It's really not as daunting as it sounds, with the great folks we have in the other roles, there's not much to worry about.

[Arthur Grant]

Is the minor waiver on the main site still current? It appears to be dated 11/03? If the form is still valid, since were starting up for the year, I would ask parents to print and fill out before arriving at the track. It doesn't say it is good for a full year, but as I recall they are?

Specifically who would this question be addressed to?

Thanks

[Craig Naylor]

Is the minor waiver on the main site still current? It appears to be dated 11/03? If the form is still valid, since were starting up for the year, I would ask parents to print and fill out before arriving at the track. It doesn't say it is good for a full year, but as I recall they are?

Specifically who would this question be addressed to?

Thanks

The one on the SCCA web site under downloads Insurance Forms: Minor Release and Waiver: http://www.scca.com/downloads/" onclick="window.open(this.href);return false; is dated 3/07. (and the form itself: http://www.scca.com/documents/Club%20Fo ... rogram.pdf" onclick="window.open(this.href);return false;)

If you leave it as designed, Event: ALL SCCA AND SCCA PRO EVENTS Dates: ALL, it's good all year at ANY SCCA Solo, Club, Rally, PRO event nationwide.

[Steve Ekstrand]

Be sure to print out the Minor waivers in color.

[Arthur Grant]

Be sure to print out the Minor waivers in color.

Do we know if we have a good supply in the box in the motor home?

Why print in color?

Fyi, I am not planning on printing any, but rather recommending people who have minors, fill them out in advance so we don't have them stacked up, or are chasing them down as has happened in the past.

Do we have two spots to offer to volunteers as their work assignment for opening and lunch or will be just take as available from the worker pool?

[Sebastian Rios]

Arthur: I believe there is a supply in the gate waiver box.
The gate is a work position during run groups, but you will need to find workers for Saturday morning, Saturday lunch, Sunday Morning and Sunday lunch. These do count as the work assignment.

[Jayson Woodruff]

Be sure to print out the Minor waivers in color.

Why print in color?

Lawyers.

Jay W

[Sebastian Rios]

We still need an event chair! Please step up, not that hard.

[Ed Holley]

This might help...It's from the St. Louis Region but provides a great overview for those considering "stepping up".
Others from OUR region more experienced might want to add to or further clarify:

Event Chair Checklist
Thanks for considering being an event chair for one of our Solo events. This is a great way to get
more involved with the club and get a feel for what goes on behind the scenes. Below is a
checklist of items that need to be addressed before each event.

Your mentor for this job is the Chief Steward for the Event. That person will help you in any way
to make your job as event chairman be successful. Contact them early and work with them to get
any help you need in performing your duties.

The position of event chair is a SUPERVISOR position. You should not/can not do everything
yourself. All of our specialty chiefs are qualified to do their jobs. Your job is to ensure all the chiefs
will be there and have what they need to do their jobs. Communication is essential with all these
people in the week before the event. Remember that this is a volunteer organization, and
people's plans change.

The biggest key to having a good event is to ensure that you and everyone else have fun! If you
ensure that all the chiefs are present and doing their jobs and design a good fun course (or have
it done for you) you will be GUARANTEED a fun event!


In Preparation for the Event

1. Give Your Name and Member Number to the Chief of Safety for inclusion on sanction
application.
2. Verify the Solo Safety Steward for your event, assure they also give their Name and
Member Number to the Chief of Safety for inclusion on sanction application.
3. If applicable, arrange for moving the truck and trailer from the storage area to the correct
place on the lot. Coordinate this with the Chief of Course and all the other appropriate
chiefs.
4. Attend Solo Advisory Committee Meeting previous to your event. SAC meetings are
usually held the first Tuesday of each month. At this meeting, you need to confirm the
following:
1. Time Limits/Site Restrictions
2. Attendance of key people
3. Special Issues - make a copy of the Supplemental Regulations and have them and a
rule book available to you during the event.
4. Assure that the Insurance Certificate is ordered by Chief of Safety
5. Course Design - contact the Course Chief

A Week or Two Before Event

1. Communicate with the following people to verify attendance and check on any pending
issues (you can create or use a previous mailing list to contact the chiefs as well):
1. Solo Safety Steward for Event
2. Chief of Registration
3. Chief of Tech
4. Chief of T&S
5. Chief of Course
6. Truck and Trailer placement
7. Chief of Waivers
8. Novice Chief
NOTE: Normally, any chiefs who are not planning to attend will have already alerted the
board and made alternate arraignments.

FRIDAY and/or DAY OF EVENT

1. Plan on arriving EARLY. Generally, between 6:45 and 7:00 AM and Get truck and trailer
moved to final position. Also get a group of people to start unloading the trailer. This has
to be done first.
2. Find the registration chief and get yourself checked in. Also, plan out a time later in the
morning to get yourself ready for the event.
3. Ensure that the course setup is progressing.
4. About 1 hour before the start of the event, you will have to coordinate with the Safety
Steward and Course Designer on worker station placement, and the place on course to
start the second car.
5. Keep the event on schedule!
6. Make sure the Novice Chief announces the Rookie Walk Through. They will also go over
the safety of working and the down & out pylon rule.
7. Ensure the Safety Steward has approved the course.
8. Get a group of people together to mark course.
9. Call for help on this via the PA - Announce the FM communication system and the station
it will be on.
10. Help with Trophy presentation at the end of the event (ya right)
11. Ensure that truck and trailer is returned to storage and
locked up
.
Remember, this is a SUPERVISORY position. DELEGATE AND PLAN AHEAD. If you try to do
everything yourself, you'll just drive yourself crazy! Spend your time making sure the chiefs/key
people are present and don't have any problems. Planning ahead and having all of your key
people in place will make your event very easy to run.

[Rick Brown]

Those that have volunteered for a Chief position are eligible for an entry discount. If you are new to this and don't know the appropriate code, let me, KJ or Sebastian know.

Oh yeah, the last paragraph in the post above is the most important!

[Steve Ekstrand]

The print in color comes from the SCCA.

This lawyer type actually called Pete Lyons who was in charge of the insurance and waivers at the time and told him that I felt the demand that the form be printed in color opened up more liabilities than benefits and was a rather serious mistake. They ignored this law professor.