Event Chairman

It is your responsibility to make all of the pre-arrangements for the event.

 

The following are the specific duties:

  1. Delegate – don’t try to do everything yourself.
  2. Secure commitments for Event Chiefs – Registration (at event), Tech, Workers, Safety Steward,  Course Designer, Timing & Scoring.
  3. Coordinate with the Chiefs and make sure that they have all the necessary equipment and personnel to do their jobs. Also make sure that they understand what is expected of them. Communication is very important between the Chiefs and Chairman.
  4. Set the run / work order – (Suggest that you do this with your Chiefs).
  5. Arrange for the following:
    1. Supplies at the event site (oil dry, lining, pylons, fire extinguishers, brooms, red flags, etc.)
     
  6. Provide a updated local map with directions to the event site and layout of the event site (i.e., pits, grid, course, etc.) to the Safety Steward on later then two (2) weeks before the event.
  7. Devise a schedule checklist – a sample is attached.
  8. Arrange for publicity of the event – Make sure that the other Regions/Clubs have event flyers.
  9. Set a budget.

 

 

Schedule Check List

This is an example of a time line that should be set for your event. These are some suggestions of things that should be included.

Date

Deadline/Action

Responsible

     

ASAP

Set Budget

Chairman/Region

ASAP

Confirm Chiefs

Chairman

ASAP

Pre-event publicity

Chairman/Social

ASAP

Site confirmation including written agreement

Chairman

 

Request door prizes

Chairman/Social

 

 

 

1 week prior to event

Set work/run order and send to Divisional Steward

Chairman

1 week prior to event

Send Course design with worker stations to Safety Steward

Chairman

1 month prior to event

Confirm supplies for course (i.e., oil dry, lining material, pylons, etc.)

Chairman

early as possible

Follow-up on pre-event publicity

Chairman/Social

2 weeks prior to event

Follow-up with Chiefs duties and responsibilities.

Chairman/Chiefs

1 weeks prior to event

Confirm door prizes, site security, scoreboards, misc. event needs

Chairman

within 1 week after the event

Thank you’s to Chiefs and sponsors

Chairman

This page has been taken from www.autocross.com (Southwest Division SCCA) and modified to fit CENLA's regional needs.