NSW ZONE
EZY
REGATTAS
YOUR PERSONAL GUIDE TO RUNNING A SUCCESSFUL REGATTA
CONTENTS
Applying for a regatta
Permits and licences
Race program
Pre regatta preparations
Officials
Additional requirements
Presentation of medals
After the event
FORMS
F101 Regatta Information Form
F115 AOCRA Protest Form
F118 Injury Report
Team check in form
Safety Boat Incident Report Sheet
Points record sheet
Club nomination form
Team/Paddler nomination forms
This publication has been written by Greg and Ann Steindl. Greg and Ann have had extensive experience in running both Grand Prix regattas and National events through their club, Panamuna OCC. Greg is an experienced Race Director for South Queensland Zone and AOCRA and so is well aware of all that is involved in running a regatta. Hopefully, the following guideline will assist you in making your regatta successful. Good luck!
APPLYING FOR A REGATTA
§ Your Zone will publish regatta dates following the AGM
§ Club secretaries must apply in writing to host a regatta
§ Your application must include the venue for the regatta based on weather conditions at that time of the year, public holidays, other major events, and in particular tide times and heights
§ Before applying ensure your club is aware of all that is required to run a successful regatta
CONGRATULATIONS!!!
YOUR CLUB HAS BEEN APPOINTED
TO HOST A
GRAND PRIX REGATTA
FOR YOUR ZONE
NOW YOUR WORK BEGINS!
PERMITS AND LICENCES
These need to be applied for up to eights weeks in advance to allow for Government processing. A fee will apply for each permit. The amount will vary depending upon your location. Permits and licences required are:
§ Local council
§ Aquatic Permit / Waterways permit (NSW)
§ Liquor licence (not applicable in NSW)
Additional notification to:
§ Coast Guard, Air/Sea Rescue, Water Police, Police, Life Guards
Send the following to the Zone Secretary:
§ Regatta Contract
§ Notification of Regatta Form
RACE PROGRAM
A draft program must be sent to your Zone for approval six weeks prior to the event. The information contained in your draft program must adhere to AOCRA Rules and Regulations. Program requirements:
§ Front cover – host club, regatta date
§ Invitation letter for clubs to attend
§ Rules and regulations
§ Official race program – times, categories, race lengths
§ Course maps – OC6, OC1, Junior, Senior. Maps must include a measurement scale ie nautical map. Maps must also include channel markers and any fixed navigation).
§ Fees and nomination information page
§ Club nomination form (available from AOCRA website)
§ Team paddler nomination forms (available from AOCRA website)
§ Location map of regatta site
§ Information on canoe trailer unloading areas and parking / parking fees
§ Presentation details – times, location
§ Accommodation recommendations – include caravan parks, cabins, motels, apartments
§ If you have sponsors, ensure they are recognized throughout the program
WELL DONE !!
YOUR PROGRAM HAS BEEN APPROVED BY ZONE
SEND A FULL COPY IMMEDIATELY TO ALL
CLUB SECRETARIES
IN YOUR ZONE
THE PROGRAM MUST ARRIVE A
MINIMUM OF 4 WEEKS PRIOR T0 THE REGATTA DATE
PRE REGATTA PREPARATIONS
§ Appoint a Race Director – This must be someone who is not racing.
§ Organise safety/support boats
Each category must have a lead boat, a rear boat and one safety boat for every five OC6 canoes. The lead boat is not included in this equation. A rep from the lead boat must attend the race briefing
If clubs are running split races (eg open and short course at the same time) separate lead boats and safety boats are required.
(see appendix for more information)
§ Radios and Stop Watches
Usually supplied by Zone. Check that there is sufficient print out tape and batteries for stop watches and that radios are fully charged.
§ First Aid
Must have a phone contact for Ambulance in case of emergencies on the day of racing.
§ Administration forms
Team nominations, recording sheets for judges / time keeper, updated AOCRA Rules, support boat driver infringement forms, protest forms, injury forms.
§ Announcement sound system
Ensure that announcements can be heard in all tent locations.
§ Toilets and plenty of toilet paper
§ Rubbish bins – see your local council
§ Tents – registration, food, drinks, sunscreen and club shelter
§ Results board
§ Binoculars for judges
§ Computer and printer (optional)
Glare and sand/dust create problems using computers on the beach. Manual recording is acceptable.
§ Food and drinks
A variety of food should be available. Fruit and muffins are usually popular. Ensure you have plenty of sports drinks and water for sale.
§ Medals and prizes – check with your zone registrar
§ All Australian competitors must be registered with AOCRA.
§ Signage
Signs on the side of the road directing paddlers to venues is a great help. Trailer unloading and parking signs are also useful.
OFFICIALS
§ Race Director
§ Assistant Race Director/Liaison person to communicate between the club and the Race Director
§ Protest committee – appointed by zone
§ Water Safety Officer
§ Announcer
§ Race Starter – must be familiar with flag starting procedures
§ Judges
§ Registration/paddler check in personnel – must be familiar with age categories and rules
§ Time Keepers
§ Support boat Coordinator – organise boats on the water, fuel, food for drivers and to ensure safety boats are familiar with the race course
ADDITIONAL REQUIREMENTS
Emergency numbers required on site on race day:
Ambulance
Doctor
Police
Coast Guard
Life Guards if applicable to the venue
Water Police
Air/Sea Rescue
Dept of Meteorology (weather forecast access)
§ Start flags – full set – additional flags for all lead boats
§ Completion of AOCRA Form F101
Submit to Zone Secretary 14 days prior to the regatta.
§ Safety boat drivers briefing prior to the regatta
Drivers need to be aware of courses, rules and safety issues on the water.
· If conditions are considered unsafe then an alternate course is to be made available. In severe conditions the event must be postponed or cancelled.
· All OC6 canoes must have towropes on board and the crews are trained to fix the towrope in the approved manner to assist in rescue procedures. Towropes must be 12mm silver rope 25 metres in length.
· Race briefings must be detailed and clear.
PRESENTATION OF PRIZES
§ Check and sort prizes prior to race day if possible
§ Announce the club points for the day
Points can only be allocated to clubs where there is a minimum of three different clubs involved in each event. Points for placing can be found in the AOCRA Rules. You may wish to announce senior points and junior points separately and then an overall points tally.
.
AFTER THE EVENT
§ Results need to be sent through to the zone
§ Thank you letters to clubs in attendance (optional)
§ Thank you letters to sponsors
§ Club debrief
§ Relax!