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Burghfield Sailing Club
Hangar Road
Berks RG7 4AP

01189 303 604

Duties - Open Meeting Checklist

Duties - Open Meeting Checklist


Checklist for Open Meetings

This is a check-list of some of the things that need to be organised for an Open Meeting:

Before the event:
  • Notice of race on the web-site - about 2 months before the event
  • Set up a pre-registration entry form on the web-site. Make sure its got the right details on it! From the pre-registrations, create entry forms for people to sign.
  • Signing on sheets (Pat)
  • Sailing Instructions (Check they are correct. Decide on Club or Open instructions. Ensure with Pat there are enough copies).
  • Advertise the event (8, 6, 4, 2, 1 weeks before):
    — Details on Yachts & Yachting calendar
    — Class email(s) and posters
    — Local clubs
    — Poster at BSC
    — Class at BSC emails: 6 weeks and 1 week before
    — Main BSC email list: 1 or 2 weeks before
Organise before, for the event:
  • Protest Chairman and Protest committee
  • Race Officer
  • How many rescue boats
  • Prizes: What and how many
  • Float for change
  • Ensure Antony in the kitchen knows - especially if you want Saturday or breakfasts.
  • Pre-prepare Sailwave details of the pre-registrations
  • Notice for the club entrance: Cars Left. Boats straight on.
  • Check with Pat, and organise if needed:
    — Race Officer
    — OOD
    — Bar
    — Rescue
    — Beach Master
    — Race assistants
Organise People for particular roles:
  • Car park and club gate - collect boats from back of cars, while the cars are sent into the car park.
  • Signing on / registration / payment
  • Photographer / videoer
  • Write-up of the event
  • Short write-up to Yachts & Yachting
  • Long write-up to BSC and class website.
  • Prize giver
  • Who will enter results into the PC and calculate results
  • Protest Committee.
At the event:
  • Open up the Club, changing rooms and entrance gates: At least 2 hours before the first race.
  • How much? Print out a big notice for the sign-on table. Include "pay cheques to Burghfield Sailing Club"
  • Results sheet with boats / names
  • Signing off sheets with boat / names
  • Help OOD / Race Officer set the course
  • Briefing for competitors - Fleet Captain, OOD or Race Officer.
  • Results, Prize giving and Thanks.

Created on 26/03/2007 03:50 PM by Chris Jordan
Updated on 26/03/2007 04:09 PM by Chris Jordan
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