The UKMotorSport Index: Motor Club Manual: Guideline 23, Races

Guideline 23
Races

Arranging a race meeting for the first time is a big undertaking, both in terms of the organisation and the financial implications. The first question which should be asked is whether there is any necessity for running your own meeting rather than joining forces with one of the smaller clubs which already does so. There are a few race meetings run which are not as well-supported in terms of entries as they need to be to make them viable.

Having made the decision to proceed, the basic steps are:

Appoint a Secretary of the Meeting - he/she will be responsible for all the planning and paperwork.
Locate a Clerk of Course - an experienced one will be most beneficial in these circumstances.
Find an experienced Chief Marshal preferably one who is able and prepared to make all the necessary arrangements for this side of the event.

These three people should form the main organising committee for the event.

Other officials who will need to be chosen are:

Club Stewards (two).
Chief Timekeeper - he/she will organise their team.
Chief Scrutineer ~ he/she will also organise their team.

Having contacted the circuit owner/manager and arranged a date for the race meeting, get confirmation of what is included in the circuit hire and for how much. This will be the starting point for your budgeting.

Since this is your first event, you will not be able to run championships (except for any which are registered in your club's name at the MSA). You will therefore need to invite members of other clubs to participate in the various races.

The next stage is to prepare the Entry Forms (or Supplementary Regulations) with reference to Section B of the MSA Yearbook. A draft will have to be submitted with a Permit Application form to the MSA at least six weeks prior to the date of the event - preferably sooner to allow you more planning time. Once the Permit has been approved, Entry Forms can be circulated.

Arrangements must be made for the following, either through the Circuit owners/managers or by the Secretary of the Meeting:

Race Rescue Unit.
Ambulance.
Doctors.
Breakdown/Recovery vehicles.

Final Instructions, which will set out the final timetable of events in full detail, will need to be prepared and sent out with passes a few days after the official Closing Date; this is usually about two weeks prior to the event. Copies of these Finals should also be sent to the Clerk/s of Course, Club & MSA Stewards, Scrutineers, Timekeepers, Commentator, Doctors, Race Rescue Unit/s and to the Circuit owners/ management.

Getting closer to the event, the following need arranging:

Laurels - usually one for each race winner.
Trophies - usually for l^st, 2^nd and 3^rd overall.
Programme - allow one per competitor, one per marshal and all officials and ask the circuit for advice on the anticipated spectator attendance and allow for one for every two spectators. Do not print an excess - they are not cheap. (N.B. If this is the first race meeting organised by the club, spectators are not allowed under MSA Regulations.)

In the final few days leading up to the event there is some more paperwork:

Drivers' signing-on sheets.
Officials' signing-on sheets.
Programme Amendment forms for listing of any late entries/cancellations.
List of novice drivers for the Clerk of Course.
List of drivers requiring upgrade signatures for the C of C and Chief Marshal/Observer.

On the day, the Secretary of the Meeting will be responsible for ensuring that all drivers have the necessary licence and club membership card. He/she will have an MSA report form to complete regarding the details of the meeting and the names of the officials; this will be handed over to the MSA Steward along with copies of results sheets and any Official Bulletins issued on the day.

The Clerk of Course takes over the actual running of the meeting, in terms of what happens on the circuit; this is why an experienced Clerk is exceptionally useful, since no guidance will be needed.

The MSA Steward is present not to hinder the running of the meeting, but to ensure that the necessary regulations are adhered to. He and the Club Stewards may be called to adjudicate in any disciplinary matters which cannot be handled by the C of C, or where protests/appeals have been submitted. In the majority of club race meetings, their presence is simply a requirement and they seldom need to get involved in the race meeting.

The race meeting is not officially over until 30 minutes after the publication of the results of the last race; this allows the requisite time period for any protests/appeals. Once this period has passed, the Secretary of the Meeting, the Clerk/s, the Stewards and the Chief Officials can declare the meeting closed and go home.

After the race meeting, the Secretary of the Meeting has some more paperwork to complete before the meeting is finally 'wrapped up'. The documents which have to be forwarded to the MSA are:

Completed Permit and payment of Insurance.
Copies of race results.
Race programme and amendment sheet.
Copies of drivers' signing-on sheets.
Copy of Final Instructions.
Copy of any Official Bulletins.

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