Introduction

   To make this guideline simple and easy to understand it is divided into several sections, defining the further sections to be read, according to circumstance and a Club's organising experience.

   References, enclosed in brackets, are made to MSA General Regulations in the Competitors' and Officials' Yearbooks (The Blue & Red Books).  It is essential that copies of these publications are available for study by prospective organisers.  The paragraphs noted should be read in conjunction with the appropriate section of this guideline.

1.  New organising team from experienced Club for existing event at existing venue.

Go to Section A.
2. Club NOT having organised Hillclimbs or Sprints at all, or not for many years.

Go to Section B.
3. Experienced Club organising event at a NEW venue.

Go to Section C.
4. Experienced Club organising a NEW event at an existing venue.

Go to Section D.

A. New Organising Team

1. Prepare for major changes in organising team well in advance.  Enable new incumbents to understudy existing senior officials.
2. Make sure all new senior officials are familiar with contents of Sections E, F and L.
3. (a) Review all organisational parameters and procedures already in place.

(b) Review event financial viability.
(c) Check for newly implemented or imminent changes to the venue or regulations.  These may affect the running of the event.

B. New Clubs

1. Appoint the Clerk of the Course and Secretary of the Meeting
2. If they are new to these positions, make arrangements for them to visit existing events, to examine what is required and the procedures involved.
3. Provisionally appoint the remainder of the principle officials, to assist the CofC and Secretary by visiting other events to familiarise themselves.

HAS THE PROPOSED VENUE BEEN USED BEFORE?:

If NO  - Go to Section C.
If YES - Go to Section D.

C. Events at new venues

1. Inspect proposed venue to ascertain which type of event is most suitable, that sufficient space exists to lay out a suitable course and that certain other criteria may be complied with (D.2.3, D.4.2). The main difference between the Hillclimb and Sprint venues is that the former should have a significant gradient.

 

 
 
 
 
 
 
 
 
 

Essential criteria include:

1. Course MUST be tarmac, concrete or similar sealed surface, throughout proposed competitive length.
2. Start & Finish areas, including the areas immediately before and after, must have similar surface and be otherwise suitable.
3. Adequate paddock space exists for proposed size of entry (not necessarily tarmac).  Paddock may be either before the start or after the finish. most commonly the former.
4. Space must also exist in-Vicinity of start to assemble competing cars.  At venues where it is necessary to traverse the course to return to the paddock a similar area is necessary at the finish.
5. Proposed course must not be impeded by buildings, walls or other structures.  Structures alongside the course may be acceptable, but will probably need barriers erected to avoid competing cars making contact.
6. Proposed course should not be part of a Public Footpath or Bridleway, this may make use impossible.
7. Suitable space at both start and finish, adjacent to but at a safe distance from the course, for siting Timekeepers.
8. Adequate, preferably separate, access for both competitors and spectators.  Many of the former will have trailers.
9. Adequate space for spectator enclosures, which MUST be separated from the course at all times.
2. Club MUST have:
1. Full and complete written agreement with the owner(s) of all land to be used by the event. (Course to be used, paddock space and spectator areas).
2. Written agreements with owner(s) must include all financial arrangements, including venue rent, and charges made for public entrance, car parking, programme sales etc.
3. Specific insurance cover which owner may deem necessary, at MoD property in particular.
3. If requirements in 1 and 2 above are satisfied proposed course should be inspected by the MSAs Safety & Environmental Executive.

  To proceed further without inspection is futile, as acceptability may depend on amendments being made to the original proposals and/or work carried out.
4. Before proceeding further, Planning Permission may need to be sought.  Usage may be acceptable under a General Development Order (known as the 14/28 day rule).  Usage under a GDO is however easily revocable, whereas under a Planning Order it may not be. Discrete checks should therefore be made with Local Authorities etc, for possible objectors to Motor Sports events.  If the proposed venue is to be permanent and used fairly frequently, the planning order route may be best, especially if venue preparation requires considerable financial outlay.
5. Check for existence of local churches, or other establishments, which may require quiet at specific times, or other special requirements.
6. If all above are reconciled apply for issue of a Track Licence for the venue. (D. 1.3)
7. If MoD property is involved, specific permission must be obtained from the Officer Commanding the facility and application made to the nearest Defence Land Agency Office for an MoD licence.

GO TO SECTION E

D. New events at existing venues

1. Before planning events at an existing venue care should be taken not to compromise the activities of other Clubs already using the venue, particularly in respect of proposed dates.
2. If sufficient space exists for variations of course to exist, common on airfield Sprint venues, check what is covered by the existing Track Licence.  The course you propose to use can then be devised.
3. Survey the venue carefully to ascertain if best use is currently being made of the site in terms of course, paddock siting, officials' and marshals' parking, spectator areas, etc.
4. Having satisfied the above you should set out the logistical details of running YOUR event.
1. How many cars does the Track Licence allow on the course at a time.
2. Is there a return road, or some other way by which cars can return to the paddock without being driven on the course.  If not, cars will have to be dispatched from and returned to the paddock in batches.
3. What space is available for collecting cars after the finish.  This will affect number of cars in a batch.
4. What size of entry should be aimed for?  How many do other clubs accept? (Remember it is better to start with numbers which you are sure can be handled.  Increases can always be made for future events).

E. All Events

1. Officials

1. The following mandatory Officials must be appointed: (B.1.5):- Secretary of the Meeting; Clerk of the Course; Club Stewards (2); Scrutineer(s) (including Environmental Scrutineer for noise testing); Timekeeper(s); Doctor or Registered Paramedic.
 
Note: Clerk(s) of the Course; Scrutineer(s) and Timekeeper(s) MUST be holders of an appropriate MSA Licence, valid for the event.
2. The following additional Officials are advisory:- Deputy/Assistant Clerks of the Course; Course Control & Safety Officer(s); Entries Secretary; Chief Marshal; Chief Paddock Marshal; Chief Start Marshal; Chief Results Officer; Commentator; Awards Secretary; Press, Publicity & Advertising Officers.
 
   Teams will also be needed to support those responsible for Signing-On and Results.
 
   These positions should be filled as early as possible, so as to involve the holders in the overall event and planning and preparation.  Facility should also be made for continuity and individuals encouraged to undertake more responsible roles.

2. Duties & Responsibilities of Officials

Secretary of the Meeting: Responsible for organisation of all event documentation including: Conformation of inscription of event date(s) in appropriate Fixture Lists.  Conformation of acceptance Application for the Organising Permit.  Preparation and distribution of Supplementary Regulations and Final Instructions.  Supervision of acceptance of entries and allocation of competition numbers.  Compilation and distribution of entry lists and results (C.3)

Chief Marshal: Responsible for recruitment and allocation of marshals.  Allocation of necessary equipment to all marshals' posts.  Preparation of information packs for all marshals' posts.

Stewards: Stewards should be persons thoroughly experienced in motor sport.  At
hillclimb and sprint events as well the two Stewards appointed by the club, a third Steward will be appointed by the MSA.  The Stewards are responsible to the MSA for ensuring the event is run in compliance with the terms and conditions of the permit, track licence etc.  They also have an overall responsibility and authority for safety, but should always work through the Clerk of the Course.

   Stewards are the second judicial body at an event, hearing and adjudicating on appeals against decisions of the Clerk of the Course. (B.2)

Deputy/Assistant Clerks of the Course: Responsible for deputising for and assisting the Clerk of the Course in the performance of his duties.  As a general rule a Deputy may act on behalf of the CofC.  An assistant assists the CofC in the performance of his duties. (AA.2.9)

Entries Secretary: Assists the Secretary of the Meeting by taking responsibility for the receipt and processing of all entries.

Course Control & Safety Officer(s): Responsible for course safety at all times by preventing cars from leaving the start line if safety is compromised.

Chief Paddock/Start/Results: Responsible to the CofC for the efficient running of their respective functions.

3. Competitors

   Factors to be examined:

 
1. Period during the day when course may be used, particularly latest closing time.  Usually not before 8am or after 6pm.
2. Size of paddock - There is no point accepting 120 competitors if the paddock becomes totally congested with just 90.
3. Ease of access from paddock to start line and return to paddock from finish Two way traffic between course and paddock will increase time taken and congestion.
4. Number of cars allowed on course simultaneously by the Track Licence.
5. Estimated average time required for cars to complete the course.

4. Spectators

1. Are spectators allowed? - Many MoD venues prohibit spectators.
2. Does the venue owner require you to make arrangements to accommodate spectators?
3. Do you want spectators? - Can the venue and/or the organisation cope with them?
4. Are spectators needed? - Will the event be financially viable without spectators?
5. Are there suitable areas where spectators may be contained in safety?
6. Is there sufficient space for spectator car parking, separate from competitors?

 

 
 
 

If spectators are to be accommodated then the following will be required:
 

7. Publicity to ensure potential spectators are aware of the event, its date and the venue location.
8. Direction arrows will be needed on approach roads to the venue.
9. Spectator access, and exits, plus car parking area(s), need to be clearly indicated.
10. Personnel will be required to set up an efficient system of taking entry money and selling programmes.
11. An efficient and well informed PA system will need to be set up.
12. A paddock transfer system may need to be set up.

 F. Check list

List of documents, which must be available on the day.

• Organising Permit.
• Track Licence or copy.
• Major Incident Plan.
• Supplementary Regulations.
• Final Instructions.
• Entry List with amendments.
• Confirmation of acceptance by invited clubs.
• Confirmation of acceptance as rounds of advertised championship(s).

 Statutory Authorities to be informed of date, type of event and location of venue.

• Local Hospital.
• Police

Specialist Services

• Local Ambulance Service (St. John, British Red Cross or St. Andrew) (L.5.1.1)
• MSA Licensed recsue Unit & Crew (L.5.2.1 or 5.2.2)
• Doctor or MSA Registered Paramedic (L.5.2)
• Breakdown/Recovery Vehicles
• Fire Extinguishers, with certificate (D.11)
• Public Address system.
• Catering (for competitors, marshals and spectators).

Other Services

• Access to building, caravan or other large vehicle of competitor 'Signing-On'.
• Access to similar for Officials'/Marshals' 'Signing-On'
• Lorry, large van or similar for transportation of equipment to venue, particularly straw bales etc, necessary for initial course building and repair.
• Course Car.

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