Everything you need to know about

Conducting Your Event

but didn't know who to ask

The information in this article is aimed primarily at people new to the Race Committee or for younger associations or clubs. A lot of the information may be "obvious" for experienced RCs but for someone just starting out, it could prove very helpful. This information should be considered "guidelines". Some are common to every Event while some are for a specific Discipline or Event. Almost all might be necessary for a major Event while many would be superfluous for a Fun Event.

The topics covered in this RC Help Article are:

Be On Time!

Bring Everything You Need

Laying the Marks

Wind Minimums

Conducting the Skipper's Meeting

Using the Proper Start Sequence

Managing the Boats

Keeping Good Records

Conducting the Event Professionally

Changing the Course

Keep Slalom Races Moving Fast

Score the Races Accurately

Know the Rules

BE ON TIME!

Very few things stifle enthusiasm and spawn like behavior as a late Race Committee! If the Notice of Race states that Registration starts at 8:00AM, the Skipper's Meeting starts at 8:45AM and the first possible start is 9:15AM, then make sure the boat is in the water at 7:00AM; the buoys set by 8:00AM to allow time for course checking, warm-up and practice; the Skipper's Meeting is 8:45AM; and the first start is 9:15AM (provided there's wind of course!) If you do this, the racers will soon learn to be on time!

As a general rule, the Race Director, Assistant Race Director, and Boat Crew should be on site and ready to work 2 hours before the scheduled Skipper's Meeting. For a major Event, even more time is usually needed.

Registrars and Beachmaster should be at the site and ready for Registration 1 hour before the scheduled Skipper's Meeting.

BRING EVERYTHING YOU NEED

Here's a checklist of racing supplies and equipment that you can use to make sure you have everything you need:

• State/Province, City and County Permits

• Wind Meters

• Laptop Computer with RaceManPro, Portable Printer, Printer Cable, DC Battery Adapters for both Computer and Printer, and Battery

• Racing Marks

• Marine Radios (avoid "walkie-talkies"!)

• Supply of Sail Numbers

• Personal Flotation Devices for Boat Crew

• Megaphone

• Plastic storage box with lid: clipboards, duct tape, masking tape, pens, pencils, china markers, dry erasable felt tip markers, extra paper, association membership forms, etc.

• Chalkboard or Whiteboard

• Race Committee Boat with: Danforth boat anchor; drag chain and line; start flags (white, blue and red, postponement); other signal flags as required; full fuel tanks; extra line; safety equipment; PFDs; tools; extra spark plugs; heat number board is Slalom Racing; lots of beverages and water; sunscreen; hat, etc.

• Audible signal devices

• Folding table and chairs

LAYING THE MARKS

There are two commonly used methods for laying racing marks:

• One method lays all the marks except the windward and gybe mark. Just before the race, lay these marks.

• The second method lays all the marks at one time. Just before the race, adjustments are made to the windward and gybe marks.

For Course Racing, the windward mark should be directly upwind of the start line. The first gybe mark should be a little off the wind between a close and broad reach.

A compass and flag can be used to help lay the marks. At the start line (which should be as close as possible to the beach for the sake of spectators), determine wind direction with a flag and then take an upwind compass reading. Proceed to windward on your compass reading and lay your upwind mark. If you're using the standard Course Race "M" course, lay the middle gybe mark next, then the windward gybe mark, and then the downwind gybe mark. Finally, lay the inside gybe marks. If your finish area is too far from the beach for spectators to easily see the finish, then add a short upwind leg with a final reach to the beach. Spectators enjoy watching the racers as they round the final mark off in the distance and come blazing toward the beach and the finish line. For interest, consider a short 50-100M upwind finish. Many a race has been lost by the faster offwind sailor being passed in the last seconds of the race by the better upwind sailor.

If laying marks for a Slalom Race, select either a downwind course, Figure 8 or similar course. For variation, consider a downwind/upwind course. When racers finish the last downwind leg, they must bear to windward, then tack and finish through the start line. If laying a downwind course, keep the course tight, reaches 200-600 meters in length, and buoys 30-60 meters apart. Fun Races should have 4 gybing marks while more serious races can have up to 8.

WIND MINIMUMS

We think racing should happen if at all possible. Therefore, consider writing into your Notice of Race a provision to automatically convert your Event to Fun Racing should you not have wind minimums at scheduled first possible start time.

CONDUCTING THE SKIPPERS MEETING

The Skipper's Meeting is the time for racers to listen to:

• An enthusiastic welcome

• An announcement of the Event and sanctioning

• A summary of the course, any hazards, and special DSQs like swim area violation

• An announcement of the start sequence

• A review of any last minute changes

• A reminder of alternative penalties for rule infringement (i.e. 720 turn)

• An Announcement of the schedule for the day

Consider making it your policy that:

• The Race Director controls the Skipper's Meeting, not the racers.

• The Skipper's Meeting not be an "open forum" in which racers are allowed to complain, argue, or try to change what the Race Committee has planned.

• The racer's questions about the course, starting sequence, alternative penalties, etc. be answered clearly and completely.

USING THE PROPER START SEQUENCE

A water start should be either between two race committee boats, or between a race committee boat and a mark. When a race committee boat marks the end of the line, the line itself should be identified by a high-visibility flag or shape on the boat. Anchor lines should be marked by a buoy 3M or 4M in front of the boat and races should be warned not to pass between the buoy and the boat. When raising anchor, this buoy facilitates grabbing the line.

For large Course Racing starts of over 75 boards, consider using a two part starting line with an additional race committee boat centered between the other marks. For even larger groups of 100-200 boards, use RaceManPro's computer generated heat (start) assignment system.

Course Race Start 6 Minute

Unless otherwise prescribed by the Sailing Instructions, a Course Race should have a six minute start. As a courtesy to racers, the postponement flag may be raised for a short time. When it's dropped, the starting sequence begins exactly one minute later.

6 minutes Warning White Up One short sound

4 minutes White Down

3 minutes Preparatory Blue Up One short should

1 minute Blue down

0 minutes Start Red Up One long sound

Course Race Start 6 Minute with Sound Signals

6 minutes Warning White Up One short sound

4 minutes White Down

3 minutes Preparatory Blue Up One short should

1 minute Blue down

30 seconds Three short sounds

20 seconds Two short sounds

10 seconds One short sound

5 seconds One short sound

4 seconds One short sound

3 seconds One short sound

2 seconds One short sound

1 second One short sound

0 minutes Start Red Up One long sound

Slalom Race Start 3 Minute

Unless otherwise prescribed by the Sailing Instructions, a Slalom Race shall have a three minute start.

3 minutes Warning White Up One short sound

2 minutes White Down

1 minutes Preparatory Blue Up One short should

30 seconds Blue down

0 seconds Start Red Up One long sound

1-2 minutes Red Down Change Heat#

When last racer rounds 2nd Mark, begin next starting sequence.

Slalom Race Start 3 Minute with Sound Signals

3 minutes Warning White Up One short sound

2 minutes White Down

1 minute Preparatory Blue Up One short sound

30 seconds Blue down

20 seconds Two short sounds

10 seconds One short sound

5 seconds One short sound

4 seconds One short sound

3 seconds One short sound

2 seconds One short sound

1 second One short sound

0 minutes Start Red Up One long sound

Slalom Race Start 2 Minute

2 minutes Warning White Up One short sound

1.5 minutes White Down

1 minutes Preparatory Blue Up One short sound

30 seconds Blue down

0 seconds Start Red Up One long sound

1-2 minutes Red Down Change Heat#

Any start may have premature starters but a large fleet often has so many unidentified starters that a restart is necessary. Dividing the group into starting heats or dividing the start line into two parts in combination with a well-laid line, is a proven method of reducing the number of unidentified premature starters.

Beach starting is a viable alternative to water starting a race. Each racer shall be randomly assigned a starting station at the line by drawing a number directly before his start. If using RaceManPro's computer assigned heat assignments, the heats are already randomized for beach starting. The number at the top of the heat is the most windward position while the number at the bottom of the heat is the most leeward.

In a beach start, the preparatory signal is the raising of the red flag and giving 3 short sound signals. At any time thereafter, the starting officer may give the starting signal by lowering the red flag and giving one long sound signal. Premature starters (any part of the board, rig or body is on the course side of the starting line) shall be disqualified for that heat with no opportunity for restart. There shall be no general recalls.

Once the starting signal is given, each racer shall take the shortest possible route from the starting position to sailing position in the water. Normally, this will be a course approximately at right angles to the shoreline.

MANAGING THE BOATS

A major Event usually needs at least three boats: a Race Committee Boat, a P.R.O. boat and a Duty Boat.

The Race Committee boat and Duty boat are usually used for laying marks although the P.R.O. boat may also be used.

When racing begin, the P.R.O. boat is used by the Principal Race Officer and judges for observing the start line and finish line and to make sure the course is sailed correctly.

The Duty boat is used to observe specific areas of the course during racing, record buoy rounding by racers, make rescues, change the course, provide spectator control, give the media opportunity to observe the race up close and take pictures and provide assistance as needed.

Each boat should have a marine radio on board and the Race Director should remain in communication with them.

These numbers are guidelines only but Fun Events, Recognized and Sanctioned Events at the Points Regatta level usually require only one boat, the Race Committee boat which also serves as a Duty boat. Direct Qualifiers may require two boats and National and International Championships may require at least 3.

KEEPING GOOD RECORDS

The Race Committee should keep records in writing, on film and on tape recorders for later reference by the R.C, the P.R.O. and judges, and the scorers.

Such records should include, if possible, sail numbers of racers who arrive at the start line, sail numbers of racers who start prematurely or in violation of "Round the Ends" rule, racers involved in apparent rule infringements, the order of finish, and any protest or protest intentions reported at the Race Committee boat or finish line.

When possible, the order of roundings at all marks should be taken, but only when boats and personnel are available for this secondary task.

CONDUCTING THE EVENT PROFESSIONALLY

In a major Event, the R.D. should insist that the Race Committee and P.R.O. boats be used only by Race Committee members and the P.R.O. and judges respectively. All others including "V.I.P.s", the press and media should be accommodated on the Duty boat or other boat reserved specifically for that purpose.

In a smaller Event, a single Race Committee boat often must serve as a multipurpose boat but care should be taken to make sure the quality of racing isn't compromised.

CHANGING THE COURSE

If conditions change (wind direction, lost buoy, etc.) to such an extent that the course becomes unsailable, the Race Committee must be prepared to take appropriate action immediately. Either the race must be finished, abandoned or changes made as quickly as possible.

If a fair finish isn't possible, then the race must be abandoned using appropriate sound signals and code flag N.

Incidentally, it's important that signal flags be large enough to be seen easily from some distance away. Nothing is more frustrating to racers than small, nearly invisible signal flags.

Also, consider the possibility of using white, blue and red flags for starting sequences because they're far easier for color blind or "visually color challenged" persons to see. Many R.D.s use red, yellow and green flags as they're easier for the media and public to understand but from our point of view, this isn't a valid reason to make starting difficult for many racers.

If a course change is necessary, the change may be made during the race or between racing. The Sailing Instructions must clearly provide for course changes during racing in order for this option to be selected. Even then, making changes during the race must be done without prejudice to any racer. When relocating one or more marks, lay a new mark with different characteristics, then remove the old mark. Make the appropriate signaling as described in the Sailing Instructions.

When a course change during racing is not provided for or cannot be done fairly, then the race must be abandoned and the change must be made between races. In this case, make the appropriate sound signals and fly Code Flag N from the boat. Code Flag L must be raised on the beach, written notification made on the Official Notice Board and a brief Skipper's Meeting held to advise of the change.

Even if conditions remain the same, be prepared to change the course during the Event. As the old saying goes, "Variety is the spice of life" and it's true in windsurfing competition also! It helps keep racing fun, challenges the racers and evens out any advantage some races may have with a particular course. Make sure course changes are properly made with Code Flag L raised on the beach, written notification made on the Official Notice Board and a brief Skipper's Meeting held to advise of the change.

KEEP SLALOM RACES MOVING FAST

One feature of the randomized heat assignment program is the short time required to conduct an Event. This is due primarily to the fact that everyone knows their heat assignments at the beginning of the race day. There's no time wasted on the beach waiting for a new heat assignment based on who won the last race.

For Slalom Racing or dual start Course Racing or Course/Slalom Racing, the Race Committee must provide a standard information procedure so races know the heat number in progress or coming up. Here's one way to do it:

Before the white flag, during white, blue and red flags, display "1". One or two minutes after the start (Course or Course/Slalom) or when the final racers gybes around the second mark (Slalom), drop the red flag and display "2".

During the white, blue and red flags, display "2". One or two minutes after the start (Course or Course/Slalom) or when the final racers gybes around the second mark (Slalom), drop the red flag and display "3", and so on.

This procedure assures that late starters will know the heat in progress. If necessary, the red flag and heat number in progress can stay up longer than one or two minutes. Just make sure when the red flag goes down, the next heat number goes up.

SCORE THE RACES ACCURATELY

Scoring consists of recording finishing places, discarding, tie breaking, ranking, awarding points and totaling event values to obtain recap or multi-discipline ranking.

Recording finishing places

The first step of the scoring process may seem so easy that nothing could be said about it. However, I've actually seen cases where scorekeepers assumed a certain racer would cross the finish line first, looked down to record the finishing place and while they were looking down, the racer just behind pumped his sail and crossed the line just a second ahead. Therefore, remember these four rules for scorekeepers:

• KEEP YOUR EYES ON THE FINISH LINE

• RECORD VALUES AFTER EACH RACER CROSSES THE LINE, NOT BEFORE

• ALSO RECORD FINISH PLACES ON A TAPE RECORDER

• RECORD PENALTY NOTES WITH SCORE VALUES

If the Event has lots of finishers at the same time, use one scorekeeper as a spotter to call our finishing places while the other scorekeeper records. Again, use a tape recorder or video camera to assure scorekeeping accuracy.

KNOW THE RULES

Be sure to have a copy of your NOA's Event Guidelines and RRS on hand at all times. Study them often. Meet with your RC and take turns explaining the rules to each other. Invite a knowledgeable member of the local sailing club to give a talk to your association on the racing rules. Remember, rules help make an event safe, fun and fair. There's really no excuse why anyone should ever conduct an event without knowing the rules or having your National Association's Event Manual or RRS handy.

Finally, avoid making "rules on the fly". Rules hastily decided seldom have a rational basis and seldom have been thought through to their logical end.

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