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. Select Event Chiefs – Registration (at event), Tech, Workers, Safety Steward, suggested Chief Steward, suggested Operating Steward, Course Designer, Impound, Protest, Announcer, Course, Grid and 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, Chief Steward and Chairman.
  4. Set the run / work order – (Suggest that you do this with your Chiefs).
  5. Arrange for the following:
    1. Porta-potties
    2. Trash containers
    3. Supplies at the event site (oil dry, lining, pylons, fire extinguishers, brooms, red flags, etc.)
    4. Food vendors (if possible)
  6. Provide a updated local map with directions to the event site and layout of the event site (i.e., impound, grid, course, etc.) to the Divisional Steward on later then four (4) weeks before the event.
  7. Coordinate the Saturday social with Chief of Hospitality.
  8. Devise a schedule checklist – a sample is attached.
  9. Arrange for publicity of the event – Make sure that the other Regions/Clubs have event flyers.
  10. 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

Submit Region Agreement

Chairman

ASAP

Set Budget

Chairman/Region

ASAP

Confirm Chiefs

Chairman

ASAP

Start planning social activities

Chairman/Social

ASAP

Pre-event publicity

Chairman/Social

ASAP

Site confirmation including written agreement

Chairman

3 months prior to event

T-shirt design confirmed and ordered

Chairman

3 months prior to event

Request door prizes

Chairman/Social

 

 

 

1 months prior to event

Send map of area to Divisional Steward

Chairman

1 months prior to event

Set work/run order and send to Divisional Steward

Chairman

1 months prior to event

Send Course design with worker stations to Divisional Steward

Chairman

1 month prior to event

Confirm Porta-potties

Chairman

1 month prior to event

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

Chairman

1 month prior to event

Follow-up on pre-event publicity

Chairman/Social

1 month prior to event

Follow-up with Chiefs duties and responsibilities.

Chairman/Chiefs

2 weeks prior to event

Confirm door prizes, site security, delivery of porta-potties, scoreboards, misc. event needs

Chairman

2 weeks prior to event

Follow-up with pre-event publicity

Chairman/Social

Friday of event

Chiefs meeting

Chairman/Divisional Steward

1 week after the event

Thank you’s to Chiefs and sponsors

Chairman