THSCC Forums

I'd like to try this as an experiment to see if we can do some "knowledge management" here on the forums. Some background: I consider it the "fault" of past officers for not having continued to update our Event Chair guide with all of the things we learn about how to make events great. Once in a while an event has some glitches and we re-learn some things all over again.

Since this is MY thread, here are the rules:

POSTING RULES
- Make suggestions for additions to the event chair guide or suggestions for MINOR changes/new things.
- Do not suggest wholesale changes to the way things are run. Start a new post.
- Be specific about how to implement
- Point out good practices that are inconsistently performed.
- If your suggestion would require EXTRA work from the officers or event chairs, make REALLY good case for it
- Think through your recommendations.
- DON'T post your personal pet peeve unless it follows the above
- Feel free to offer modifications to prior posts. I plan to copy the wording from these posts verbatim into the EC guide.
- Write your suggestions as you would like to see it in final form.

CATEGORIZATION - Try to preface your suggestions with one of the following implementation types (or make up a new one). Documentation can mean a label, sign, placard, whatever.
- Event Chair Guide
- GM Responsibility / Checklist
- VP Responsibility
- At-Event/Bus Documentation
- Registration Documentation
- T&S Documentation
- Website Documentation
- Novice Coordinator Responsibility
- Worker Coordinator Responsibility
- Tech Process
- Recommendation for the VPs

MODERATION PROCESS
- I'll be using a "Two out of three" rule. If anyone has an objection to any recommendation, post a well-thought out retort.
- If there is an objection, I will be the 3rd vote. If I agree with the suggestion, it stays and the objection is deleted. If I also disagree, I will delete both.
- If there are several responses about a topic I will split it into a separate thread. Bring the final recommendation back here when there is consensus or a VP decision please!
- I will remove ANY recommendations if the officers tell me to
- I may edit any posts in this thread for clarity and tone.
- I will NOT stand complaining, fighting, bad attitudes, contentious topics, or discussions about things.
- If something isn't a fairly obvious lesson learned or insightful suggestion, I will delete it.
- If you have a gripe about what I'm doing, PM me privately.

Something to keep in mind that if you'd like to see someone do something at a specific time (like turing the volume up or down), there needs to be something implemented. Where should this recommendation be written down? Should it go into an event chair guide? Should there be a sign or label? Can YOU implement the solution?

No one in this club is good at "just remembering to do it". There is too much to remember and too much turnover for a lesson to just stick without documentation.

I'm all for opportunities for improvement. But I'm fishing here for the fairly simple, almost-slam-dunk, "Oh Yeah, Why Didn't I Think Of That", we-should-do-that-every-event, kind of suggestions.

If this works, I'll take the results and see about how to best capture them for future reference. Please don't be afraid to post -- if it turns out to be a dumb idea, just let me know and I'll delete it.[/b]

_________________
Mike Whitney
whit32@gmail.com, 919-454-5445
V10, V8, V8t, I6, I6, V6, F4t, I4, I4, I4, I4, I2, 1, 1

Event Chair Guide, and GM Responsibility / Checklist
Loaner helmets: Try to put them at a place where cars going from grid to start AND from finish back to grid will pass them. That way, the loaner helmets can be picked up easily and dropped off easily. If they are just sitting next to the start, a lot of loaner helmets go right back to grid with the driver.

_________________
Mike Whitney
whit32@gmail.com, 919-454-5445
V10, V8, V8t, I6, I6, V6, F4t, I4, I4, I4, I4, I2, 1, 1

An effort to make T&S less loud (and is something I mentioned at the event as well, but may be a non-issue):

Let's move the new (and awesome) pit speaker closer to the grid, then, except for the drivers meeting, pre and post event announcements, etc... let's turn the on-bus PA down. This may allow T&S a chance to concentrate a bit more, especially when the announcers get a little.... "windy".

_________________
Dustin Fredrickson
-- I'm a nobody --

Event Chair Guide
Have someone check the PJs the day of setup.

The one we had this weekend were almost full Sat morning

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In need of car.

Ok, Im an officer so Im gonna break the rules and offer more than one (I have a meeting to go to)

-If we have a course that is EXTREMELY cone intensive and EXTREMELY long, where T&S is a mad house trying to keep up with things, increase the launch interval. Its amazing how that one change made Sunday much better than Saturday.

-After the drivers meeting, the box of paper numbers and tape needs to be taken to the front of the grid. Then task the grid worker to not release folks who have crappy numbers. Also, I am gonna shoot the next person who suggest getting rid of the paper number. Yeah we SHOULDNT have to do it, but it really does make T&S better with them than without them.

Damn gotta go!

_________________
02 Focus SVT
STF 9

Event Chair Guide
- Park the bus close enough to the start that the car numbers can be seen.
- If start or finish is hard to see (ie remote start) create a staging line of 4-5 cars. This line should be in clear view of T&S.

Needs clarification
- Enforce regulation numbering on the cars (how?)
http://www.thscc.com/autocross/info/numspecs.html
At the above link, THSCC has outlined specifications for how large numbers and letters should appear on the cars. The person working grid should check size and color contrast of letters/numbers before allowing the car to go to the start. If a car does get through with inadequate numbering and T&S can't read the numbers/letters on the car, they should have the option to pull the car out of line to replace existing lettering/numbers with paper numbers and letters. Hope this helps!

Second edit - see Miles' comments below. Speaking as a member of T&S, I love the suggestion.

(significantly edited by MW with content from Dustin and Jim)

Course design should consider cone efficiency and our ability to reset the cones after they are hit. Is the cone needed? Can the worker(s) reset the probable coneage within 20 seconds? What are the consequences if he/she can’t?

If for example, a single-worker station near the end of a typical, long Laurinburg layout can’t reset in 20-25 seconds the wall of cones that you chose to use, the result will likely be one driver with a high cone count and two others needing reruns. This same wall near the start would only result in a high cone count and a slightly delayed start of the next driver.

Event Chair Guide
- We should always put chalk or lumber crayons out at the work stations. (And maybe spare batteries too)

GM Responsibility / Checklist
- During the driver's meeting, tell workers to re-mark all "target" cone boxes in their areaduring any downtime.

How many times have we all been out there, frantically trying to find a well worn box, with a car at speed approaching? I also believe this would improve the (somewhat infrequent) mis-placed cone on course. Sometimes course workers are forced to just "guess".

_________________
Mike Whitney
whit32@gmail.com, 919-454-5445
V10, V8, V8t, I6, I6, V6, F4t, I4, I4, I4, I4, I2, 1, 1

More suggestions (extensively edited by MW):

T&S Documentation
- Head of T&S needs to remind all T&S workers to acknowledge every cone call
- If T&S has a clear view of start or staging, consider telling the starter that he does NOT need to call in car numbers. This can cut down on the audio chatter in the bus.

GM Responsibility / Checklist
During the driver's meeting, tell the course workers that T&S will acknowledge every cone call. If T&S does not, then they did not hear your cone call.

Event Chair Guide
Events usually work more efficiently when timing and scoring is close to the start and finish.

_________________
Jim Pastorius
2008 Silverado VortecMax
1992 Camaro CMC#92
2002 BMW R1150R

2009 3rd Place CMC Mid-Atlantic Championship
2009 CMC Hyperfest Winner

I'd like to paraphrase the lessons from Jim's posts (since I deleted them -- no hard feelings Jim!)

Event Chair Guide
- Three workers should be the on busy work stations -- one shagging cones, one on the radio and one with the flag.
- Ideally the starter should be able to see the entire course. Consider changing the course layout if there is a significant portion of the course obscured from start or T&S. They control the overlap, holding cars for potential danger, releasing cars, etc.
- If possible, make sure the starter is facing the course, not with his back to it
-Can a worker set up the cones and get safely off course before another car approaches? Consider car launch interval, complexity of the course, and how well spaced the work stations are.
- At Laurinburg be aware that the growing season is in the summer (?) and tall crops can obscure the course. It might be best to not run long events there during the growing season.

_________________
Mike Whitney
whit32@gmail.com, 919-454-5445
V10, V8, V8t, I6, I6, V6, F4t, I4, I4, I4, I4, I2, 1, 1

Here's a few:

T&S Documentation

1. Make every effort to print results after each heat and get them posted outside of the bus.

Driver's Meeting Checklist
Novice Meeting Checklist

2. We are great at explaining that you should be in Grid A if you are working in next heat. We need to put equal emphasis on the fact that if you are NOT working the next heat, that you MUST be in Grid B. Emphasize that this is true, even in the 4th heat!

Registration Documentation

3. Post a sign on the bus or the registration with an example of the smallest acceptable class size and numbers with a note that says "If your class numbers and letters are not at least this size, you cannot run today."

Needs a decision from T&S

4. I would ask T&S how important it is for the starter to keep the running cue of cars on the clipboard. It obviously can be done, but it does distract the starter from his primary job. If it isn't absolutely essential, I would delete this task. If it is absolutely 100% essential, then fine, keep it realize there is a cost to do so.

Event Chair Guide

Remember that it is the starter's job to:

- maintain a consistent and/or safe launch interval
(which varies if Patrice is following a novice for example)
- watch for downed cones immediately in his area
- check drivers for wristbands, helmets, safety belts
- call in car numbers to T&S
- stage the car
- monitor the radio and respond when needed
- watch the car launched to make sure there are no spins or offs prior to the launch point
- and if requested by T&S, to keep a running cue of the cars on the clipboard

VP Responsibility

5. The VP requesting the PJ delivery should request that they be delivered on set up day, and if possible during the time that the setup crew will be on site. The setup crew can then direct the PJ delivery truck as to where to position the PJs.

If the above is not possible, consider either marking the location, (chalk or leave a cone, etc.) of the desired location of the PJs. In many cases they are delivered late in the day or very early in the morning when the set up crew is not on site.

T&S Documentation -- Reminder for computer and axware operations:
There are some laminated "cheat sheets" available about AXWare in the bus. These are out on the tables during all the events.

It contains some of the more common computer and axware procedures. things like "computer reboot procedure", "axware restart procedure", "how to print audit results", "how to remove/add a car's time", etc.

(edited by MW)

_________________
05 MCS

- Event Chair Guide
- GM Responsibility / Checklist

Grid space: FIVE paces per car (about 12 feet) x 30 cars typical (120/4) = Set Grid up to be at least 150 paces long.

_________________
Jim Pastorius
2008 Silverado VortecMax
1992 Camaro CMC#92
2002 BMW R1150R

2009 3rd Place CMC Mid-Atlantic Championship
2009 CMC Hyperfest Winner

Do we have a document that details all the responsibilities of every worker position at (&/or leading up to) the event? If so, could we put that up somewhere at the event? I've noticed that some people (including myself) have been confused about what exactly they're supposed to do sometimes.

Kevin - Please edit this post with the specific positions you would like "job responsibilities" created for. Suggest that it be added to the VP's responsibilities - MW

Event Chair Guide:

The finish of the course, especially if it is a high speed finish, MUST point AWAY from the pit, grid, and spectator areas. You must allow for the possibility of driver error, mechanical failure or even the rare case of medical problem with a driver at the finish. This principle applies to other high speed parts of the course as well, but especially the finish. You should never rely on the cones, not even cones in a stop box or cone wall, to keep a vehicle on course. (Knowledge of the SCCA guidelines for course design in regards to safety issues is mandatory for all course designers and event chairs).


Incidentally, this was well done at this weekend's event. The finish was well away from the grid, and cars were pointed toward the grass, not the spectator area in the braking zone after the lights.