Table of Contents

• Organizers' Resume
• Divisional SOLO II Championship Manual
  • Bid Procedure
  • Bid Requirements
  • Pre‑Registration Packet Suggested Contents
  • Check‑in Packet Suggested Contents
  • Entry Form Requirements
  • Registration Protocols
  • Timing and Scoring Standards
  • Equipment Requirements
  • Pre-Event Preparation
  • Drivers' Meeting; Sample Script Items and Guidelines
  • Trophy Presentation Protocols
  • Event Results Requirements
  • Post‑Event Checklist
  • Post‑Event Evaluation

ORGANIZERS' RESUME
(For Solo II Divisionals)

Please print:

Chairman's Address____________________________________________________________

Region__________________R.E.'s

Name__________________Phone____________________

Requested Date____________2nd Choice_______________

THE FOLLOWING MAY BE ANSWERED IN GRAPHIC OR WRITTEN FORM

1. How many Divisional events has your region hosted? When?
   
2. How many Divisional events have you attended? Nationals?
3. Have you chaired a Divisional event before? When?
4. What type of timing equipment will be used?
5. Describe the type and placement of the P.A.
6. Is scoring computerized?
7. Do you have back‑ups?
8. Are provisional times available during a run group?
9. How are pylons marked? Called in? Audited?
10. How is course marked?
11. What is your grid procedure? Impound? Staging?
12. What is your anticipated run time? Event? Start?
13. In what format will the final results be mailed?
14. Describe your tech procedure, hours of operation and locations.

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DIVISIONAL SOLO II CHAMPIONSHIP MANUAL
(mostly plagiarized from SEDiv and generalized by K. Babb)

PURPOSE OF THE EVENT

A Divisional Solo II Championship event serves two primary purposes; to serve as the mechanism by which the Solo II champions for a Division are determined and to fulfill a requirement for entry into the Solo II National Championship event (per Solo II Rules Section 4.2.E), Additionally, this event is to be a means for a competitor to gain practice and experience for the Nationals; therefore the Divisional event should be representative of the Nationals and recreate the National‑level event experience.

A Divisional Event Chairman's task is to attempt to make that event run as smoothly as possible. This goal is attained through prudent and thorough organization prior to the event and conscientious attention to detail before, during, and after the days of competition. Following is a list of the types of attributes which should characterize a Divisional championship event:

Course designs similar in tone and difficulty to those of National‑level events.

Well‑organized and structured Registration and check‑in procedures. This is critical; all drivers must be required to show their valid driver's license and current SCCA membership card (per Solo II Rules Section 4.1).

Adherence to and enforcement of a well‑publicized and well‑planned time schedule, including entry and reporting deadlines.

Complete and thorough Technical Inspection. This includes checking for required decals, class letters and numbers, as well as a safety check. per the Solo II Rules (Section 3.3) and any applicable supplemental regulations. It should be remembered that the purpose of Tech Inspection is to ensure the safety of the car, not to find illegalities (though anything obvious which is observed by the Tech inspector may be pointed out to the car's driver).

A run order executed in the manner of a National event, in which the field is split into approximately four groups and which provides for all three of a competitor's runs to occur within a two‑hour period. It is preferred that each Ladies' class not be required to run during the same group as its companion Open class, or during the group in which the Open class is working.

Accurate scoring and prompt posting of times. Competitors should understand the meanings of DNS (did not start), DNF (did not finish or off‑course), and DSQ (disqualification). These terms should be used consistently among events throughout the Division.

Competitor work assignments. Solo II is a sport of participation, made possible by the efforts of volunteers, and everyone must help by doing their part to assist with the conduct of the event. A system should be in place via which competitors can indicate their preference of work areas. It is not necessary to arrange the run/work order such that a competitor works during the same half of the day as which he/she runs.

Impound on both days of competition. The open‑hood rule (section 6.10) should be enforced, and the cars should be checked to verify that the requirements of the rules are met.

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BID PROCEDURE

The bid for a Divisional Solo II Championship event is available on the web. The Divisional Solo II Steward must receive bids from any Regions wishing to host a Divisional Championship event no later than the deadline indicated in the notification of invitation.  The events in the series, if applicable, will be dispersed in such a manner as to provide a reasonably wide geographic coverage and accessibility to a maximum number of Regions and competitors.

The deadline for bid applications should allow time for the schedule to be published in Sports Car if at all possible.

Bids will be approved and selected based upon, at a minimum, the following qualification characteristics (not listed in any implied order):

• Suitability of the site
• Size of the site
• Geographic location
• Suitability of the date
• Past performance of the host Region
• Quality of the bid paperwork submitted
• Quality and content of the course designs
• Suitability of the supplemental regulations
• Willingness to follow sponsor requirements (if any)

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BID REQUIREMENTS

A Divisional event bid will include, at a minimum, the following:

• 1st and 2nd date choices for the event (if available)
• Name and location of the proposed site
• A map of the site which shows, at a minimum, the following detail
  • physical dimensions of the overall site
  • site perimeters and what lies beyond them
  • any solid objects contained within course area boundaries or within 25 feet thereof
  • spectator (non‑participant) viewing areas
  • course area and boundaries
  • pit area and boundaries
  • location and size of grid are
• Course design diagrams, complying with the following (as well as the dimensional requirements of the Solo II Rules):
  • SoloII Nationals style courses are recommended and the Divisional Steward and Safety Steward reserve the right to adjust a course to fit course and safety parameters set forth
  • a complete and distinct course will be used for each competition day
  • stop boxes, pivot cones, and excessive crossovers are discouraged
  • re‑use of prior courses or portions thereof is discouraged
  • course worker station positions shall be shown
  • layout should accommodate starting a car at least once every thirty seconds if possible and practical
• List of timing equipment to be used (make, resolution, trigger type, availability of backup equipment
• Proposed event schedule, including but not limited to the following:
• Registration check‑in and Tech Inspection times
  • walk‑through times
  • run group start times
  • lunch break (or notification that there will not be one)
  • social event start times
  • entry fee, late fee
  • entry deadline
  • any additional costs (party, etc.)
• Any other information required by the Divisional Steward.
• Signed agreement on sponsor requirements (if any)

Incomplete bids will not be approved. If time allows, an incomplete bid may be returned to the submitting Region along with an indication of what additional information must be provided and the deadline by which it must be received.

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PRE‑REGISTRATION PACKET SUGGESTED CONTENTS

The pre‑registration information for a Divisional Championship event, which should be made available to competitors throughout the Division no less than 30‑45 days prior to the event date, should contain at a minimum the following items:

• event entry form
• event headquarters information including:
  • name, address, phone number
  • SCCA special rates and procedure for obtaining them
  • names, addresses, phone numbers of nearby alternative lodging
• map of the general area showing locations of the competition site, event headquarters, nearby restaurants, social activity site(s), gas stations, and any other items of interest
• event schedule
• work/run order

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CHECK‑IN PACKET SUGGESTED CONTENTS

The check‑in packet for a Divisional Championship event, which should be provided to competitors either with confirmations of registration prior to the event or at registration check‑in, should include, at a minimum, the following:

• list of event officials including:
  • Event Chair
  • Chief Steward
  • Solo Safety Stewards)
  • Chief of Timing and Scoring
  • Chief of Tech
  • Chief of Registration
  • Chief(s) of Course
  • Chief of Impound
  • Chief of Protest
  • Any other key positions
• supplemental regulations
• general information regarding the event, as applicable
• schedule of the event
• description of the run/work order and number of runs
• copies of the course maps
• any other event information competitors may require

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ENTRY FORM REQUIREMENTS

The entry form shall include a minimum of the following:

• name of the event, which shall include at least "SCCA Solo II South West Divisional
• Championship" (and/or other appropriate sponsor and event title information)
• logos for SCCA and sponsorship (if any)
• sanction number for the event, as issued by the Divisional Solo II Steward (per Solo II Rules Section 1.5.13)
• date(s) of the event
• name of the host region(s)
• name of the event site
• spaces for competitor information, including at a minimum:
  name, address, phone number and email address
• SCCA membership number and expiration date
• driver's license number and state of registration
• region of record
• class and number preference(s)
• co‑driver's name (for two drivers in the same class and car)
• spaces for car information, including at a minimum:
• make, model, year, color(s)
• engine type and size
• Tire brand and size
• entrant sponsor info.
• space for name of person to notify in case of emergency
• entry fees in the amount of $50 for early registration, $60 for 3 days prior and $70 late registration
• late fee amount and deadline date
• to whom checks should be made payable
• name and address of Registrar and phone number
• space for driver's signature

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REGISTRATION PROTOCOLS

Divisional Championship events must have a pre‑registration system in place. The Registrar will be responsible for processing entry forms which are properly submitted and (if applicable) for sending a confirmation for those which are received prior to the deadline. Confirmation notifications should at a minimum include the class entered and the car number assigned.

At the check‑in for the event, the Registration crew shall verify the following:

• valid and current SCCA membership card or trial membership license.
• valid and current driver's license
• current Solo I & II Rulebook is not required.

SCCA Solo Event decals and sponsorship decals (if any) shall be available at Registration/check‑in.

All competitors, workers, crew members, and anyone else on‑site must sign the SCCA waiver and any other waiver which may be applicable.

It is recommended that the Registrar work in conjunction with the Chief of Timing and Scoring to ensure that all names are provided to Posting personnel so that the scoreboard is complete prior to the start of competition.

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TIMING AND SCORING STANDARDS

It is recommended that the timing system for Divisional Championship events be of the same type as those used for National‑level events. Pneumatic hose‑activated systems are not recommended.

The timing system shall be set up and checked out no less than thirty minutes prior to staging the first car for each day's competition.

A backup system equal to the primary is recommended to be available such that it can be in place within no less than thirty minutes should a failure of the primary system occur.

Scoring and posting will be according to the Solo II Rules (see Section 7). The method of posting may be determined by the host Region, and may consist of unofficial hand‑written times plus penalties as soon as available. However, official times and penalties must be available to the competitors following the completion of each run and prior to the commencement of the subsequent run.

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EQUIPMENT REQUIREMENTS

The following is a list of the minimum equipment which is required for the conduct of a Divisional Championship event:

• timing equipment (see above)
• scales for verifying weights of Prepared and Modified cars
• pylons, no less than 18" in height
• P.A. system, capable of coverage including the grid and if possible, the pit/paddock areas
• fire extinguishers, one per worker station, one at start and in Grid
• tire marking materials for Tech Inspection and Impound verification
• scoreboard and materials for Posting
• oil‑dry and cleanup equipment (e.g. brooms, leaf blower, etc.)
• course lining material (if permitted on site)
• cone marking material (e.g. sheet rock, lumber crayon, etc.)
• current waiver forms
• required decals for sale
• floor jack

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PRE‑EVENT PREPARATION

The following is a list of suggested procedures for ensuring a successful Divisional Championship event, once a bid has been approved:

• Finalize the entry form, including sanction number.
• Confirm the availability of the site for the date and times planned.
• Obtain the insurance certificate.
• Conduct planning meetings with the specialty Chiefs and other key Region members (such as the social event Chief).
• Make arrangements with a motel to be the event headquarters. A discount room rate for SCCA members and ample parking for vehicles and trailers are essential.
• Distribute copies of this documentation to the specialty Chiefs and other key Region personnel.
• Review the applicable sections of the Solo II Rules and verify that methods are in place to ensure compliance.
• Take inventory of available equipment. Arrange to borrow or rent anything which is lacking.
• Appoint a reporter to provide coverage for all Regional newsletters SportsCar Magazine, and any other applicable publications.
• Mail the required materials to the Divisional Solo II Steward and the National Office in Denver.
• Arrange for distribution of pre‑event publicity as applicable.

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DRIVERS' MEETING; SAMPLE SCRIPT ITEMS AND GUIDELINES

This sample is meant to provide a guideline for the significant elements which should be covered in the drivers' meeting for the event. This meeting should be conducted by the event Chair.

Introductions should mention any other sponsors, note that the event is part of the Divisional Championship program, and point out the primary event officials including the Chief Steward, the Operating Steward, the Chief of Timing & Scoring, the Chief of Protest, the Safety Steward(s), the Divisional Solo II Steward and any SEB, BoD member present.

Remind the competitors that they are expected to know the Solo II Rules and to be familiar with the Supplemental Regulations (which should have been given to them at check‑in).

Announce the locations of rest rooms, nearby restaurants, concession stands, on‑site vendors, sources of gas and air, nearest telephone, designated cellular phone, etc. Review any special site regulations such as smoking restrictions, litter removal requirements, alcohol prohibition.

Review the run order and explain which classes run first, how each run group relates to its corresponding work group (e.g., "run 1, work 3"), what changes if any have been made in the run groups due to turnout or other reasons. Indicate if cars are to line up and run in class/number order, or simply within their class.

Remind competitors to go to Impound each day after their last run. Tell them where it is located, and remind them that the penalty for not appearing is disqualification.

Remind them that all competitors must fulfill the work assignment they've been given (except for key officials and members of the Protest Committee if applicable), and that the penalty for not working is disqualification.

Make sure competitors know where viewing area perimeters are. Review the prohibited items such as skateboards, motor scooters, etc. Make sure they know who the Safety Stewards) on duty will be for the day.

• Ask the Chief Steward for comments.
• Ask the Divisional Steward for comments.
• Ask the Safety Steward for comments.

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The trophy presentation should be conducted as quickly as possible following the conclusion of competition and determination of final results. For those classes whose results are to be delayed by Protest or Appeal proceedings, it is best to announce that the delay will occur and proceed with presentations for the other classes.

Trophies should be presented by class, ideally in the order in which each run group took place, and may be announced in either ascending or descending order of place. The following should be announced with each:

• finishing position in class
• driver's Region of record
• best corrected total time
• type of car
• name of driver

If possible, the following information should also be announced:

• brand of tires used
• sponsors
• hometown

Thank you to 1) Sponsors 2) Officials 3) Guests 4) participants for attending & cooperation

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Event results should comply with the requirements of the Solo II rules, Section 7.11. The header/title page should include, at a minimum, the wording "Official Results" and "SCCA Solo II Divisional Championship" (or whatever sponsorship credit is required) as well as identification of the host Region(s), location of the event, and its date(s).

Classes should be listed in some sensible order, either ascending in each category (e.g., SS to HS then ASP to ESP then AP to FP then AM to EM) or descending.

Results must be posted on the internet ASAP. The Divisional Solo II Steward will notify the SCCA National Office per the requirements of the Solo II Rules. It is advisable in addition that they be provided to any applicable newsletters or other publications.

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Results finalized (including indications of any pending Appeals) and sent to the Divisional Solo II Steward.

• Results copied
• Results mailed to competitors and National Office no more than two weeks after the event
• Insurance fee submitted to Risk Management
• Divisional sanction fee calculated (if any) and submitted to Divisional Solo II Steward.
• Copies of any Protest paperwork retained, originals sent to the National Office in Denver
• Any sponsorship requirements

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The Divisional Steward will complete an event Evaluation no more then two weeks after the event.  This evaluation is then sent to the  Event Chairman and the SCCA Solo Manager. 

Purposes for the evaluation:

• Ensure that all Divisional guidelines have been followed.
• Point out areas where some improvement may be needed for future events.
• Point out areas that were done well.

Sample Event Evaluation Report
(To be filled out by the Divisional Steward)

EVENT:                                              LOCATION:   

DATE:                                                 CHAIRMAN

REGION: 

EVENT INFORMATION

Surface (asphalt, concrete - conditions):

Site Layout (size adequate, not adequate, convenient, neat, problems, good points): 

Number of  entries:

Start on time?

If Late, why?  

Compliance for required SCCA Solo Event decals?

COMMENTS:

EVENT RATINGS      (E = Excellent, G = Good, F = Fair, P = Poor, DNA = Does not apply)

OTHER COMMENTS:

By                               Date:

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