How to Organize a Race

Pacific North west Motorcycle Association

Off Road Racing event Planning Guidelines

Note: This is only a guideline to putting on a race.

 

Check off tasks that are completed:

Prior to race (3 months):

c       Ensure prior permission for all applicable land access

c       Ensure no active logging in vicinity

c       Ensure your race is listed on the PNWMA’s calendar

c       Obtain Event Insurance from the PNWMA

c       Have an understanding of the PNWMA’s Rule’s and Regulation’s

c       Ensure proper trail sustainability/management practices are utilized i.e. water crossings

o       Contact the Department of Forestry for more information on what is required and specific environmental concerns regarding trail management practices. 

c       Find sponsors to help with the event costs. Approach your local community businesses for donations of cash, prizes, pop ups, arrows, concession, t-shirts etc….

c       Develop and submit to PNWMA a poster advertisement with clear directions to the event outlining rider sign up time, race start time, etc.

c       Order/Purchase arrows. See Arrowing Guidelines for complete overview.

c       Obtain emergency services from a full service provider complete with transport

c       Reserve Porta Johns to assist with waste management. Rule of thumb One Porta John for every 25 attendees.

c       Order participant t-shirts (After sponsorships have been obtained in order to be included in the marketing)

c       Order trophies see PNWMA website to learn how to trophy each class.

c       Select course layout and have a detailed map that outlines the start/finish, A/B splits, the length of each, all applicable check points and road access for emergency services

c       We like to encourage a sportsmen class to introduce new riders to racing, however it is not a speed event and must take place before or after the racers otherwise they must be on a separate course.

c       Also show camping locations on map

Prior to race (30 days):

c       Obtain radios for long range use if possible. Cell phones do not always work. Radios enable medical services to respond faster to the calls of the sweepers and check point volunteers.

c       Obtain and prepare the leather tags that will be zapped to the riders bark busters

o       2 different colours to distinguish A riders from B riders

o       A 3rd colour is required if you are hosting a sportsman course

o       These tags provide a final rider count

o       These tags will also be punched in the remote check points

c       If possible obtain a bull horn microphone or a PA system to do the riders meetings and trophies- projecting your voice over 300 people and bikes is no easy feat.

Prior to race (7 days):

c       Ensure A/B splits are marked effectively, we recommend it be manned to ensure racers are on the correct course

c       Consider the length of each loop and establish remote gas if more than 60km?

c       Establish check points where cheating or cutting of course is possible

c       Ensure your staging area for the race start can accommodate 200+ riders and a safe area for spectators

c       Plan areas for the computer sign up table and the wand check point. The score board must also hang from a pop up

c       Have a waste management plan for all the leftover garbage, arrows and signage to be removed

c       Ensure you have enough volunteers for race day. All check points, active roads with bike crossings, sweepers, manual score keepers, sign up helpers and wand person. If you have a sportsman loop you may require additional volunteers to operate both at the same time

c       Concessions are not required but can provide extra revenue for the club

Prior to race (24 hrs up to race start):

c      Ensure you have adequate tables, chairs, pop ups, generator 2000kw, fuel and extension cords to operate the automated points system

c      Inform participants about any active fire bans

c      Put up all remaining signage

c      Set up staging area for race start

c      Pit row, gasoline ally- fire extinguishers, absolutely no smoking here

c      Locate PN Race Director to coordinate a pre-ride of the course, to check dangers, ease of riding for all classes, course markings, etc.

c      Place all volunteers with appropriate communication devices in their locations

Race day:     

c      Prior to race start do a final sweep of the course to ensure the same conditions as the pre-ride

c      Keep all dogs on leashes!!

c      Ensure you have adequate sweepers during and after event cut off

After race:

c      Ensure every racer/rider is accounted for i.e. every leather tag has been returned

c      Ensure that leather tags have all proper remote check punches

c      Post the results for all classes finished racing

c      Host the event awards

c      Ensure no trace of campers and racers are left behind- pack it in, pack it out!!