Pinewood Derby Best-Practices Guide Pack Pensacola, Florida

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1 Pinewood Derby BestPractices Guide Pack 418 Pensacola, Florida RACE SOFTWARE: KNOW THE RACE SOFTWARE. The importance of this point cannot be stressed enough. Problems can and do occur, even with the most wellplanned event. Your familiarity with the race software will directly influence how well you can recover when things go wrong. Work with the race software ahead of time. Be familiar with all of the aspects of its performance. In particular, know how to clear and rerun a bad heat. Validate that the computer that you intend to use for the race can properly interface with the track timing hardware which requires a 9pin serial interface. Load the race software onto this computer and perform the hardware connectivity testing *SEVERAL DAYS* prior to race day. You don t want to discover that you have an interface problem during setup the night before the race. Experimentation with the race software well before race day should be encouraged. *PRIOR* to race day, have the names of ALL of the Pack s registered Cub Scouts loaded into the race software. That way all that you have to do on race day is delete any noshows. *PRIOR* to race day, have ALL of the Cub Scouts car numbers preassigned in the race software. Insure that you use a discrete number series to differentiate the individual race groups i.e. 100series numbers assigned to the Tigers, 200series numbers for the Wolves, 300series for the Bears, etc. Following the above two recommendations will mean that the only thing that needs to be loaded into the software on race day is the name that the scout has selected for his car. Validate the software and track operation by running a COMPLETE practice race (all heats) the night before Derby Day. RACE SCHEDULING: Race organizers can anticipate that each heat will take approximately 90 to 120 seconds to complete. Suggested race format is the PerfectN scheduling method, using TWO rounds, in which each car runs a total of two races in each lane of the track. This method normalizes disparities between the individual lanes. Using this format, the total number of heats run for a given group will generally be equivalent to twice the total number of cars in that group (i.e. 12 cars will require 24 heats). The overall order of finish is determined by each car s cumulative race time from these individual heats (lowest total time wins). Using this format with our current four lane track, each boy will get to see his car race a total of eight times. Optionally, a PerfectN format using ONE round can be used in the event that a particular Den s size makes using the two round format time prohibitive. In the single round format each car will run one race in each lane of the track. Using this format each boy will get to see his car race a total of four times. Similarly, if a Den has relatively few entrants, a PerfectN format using THREE rounds can be selected. In the three round format each car will run a total of three races in each lane of the track. Using this format each boy will get to see his car race a total of twelve times. 1

2 STAFFING: Appropriate staffing, with individuals assigned to specific roles, is a key element for a successful event. It is recommended that the following duties be assigned: Race Director this individual is responsible for running the race software they should be very wellversed in how to operate the software. Inspection / Weighin it is recommended that a minimum of two people staff this station to eliminate bottlenecks during checkin. If available, a third person in this area can offer assistance to parents in modifying cars that may have failed inspection. Referee this individual verifies that the cars loaded into the starting chute match the lane assignments, validates that the cars aren t crooked in the chute, validates that the front of the car is facing forward (with some designs it is hard to tell), and insures that the cars are properly centered over the lane rail. Starting Official(s) this function is typically staffed by three or four Boy Scout volunteers. You will need to request assistance from Boy Scout Troop 3 well in advance of race day. The Starting Officials load the cars onto the track, collect the cars from the finish chute after each run, and then return them to the Starter s table for the next heat. Be certain to remind the Boy Scouts to handle the cars CAREFULLY you don t want them to accidentally drop someone s car. Concessions depending upon the concessions offered, one or more people should staff this function. LAYOUT: Prior to beginning the event setup, race organizers will need to annotate the original locations and quantities of all tables, chairs, band equipment, etc that is moved during setup. This equipment will need to be placed back into those locations during the postrace cleanup. It is recommended that you take pictures of the area, from multiple angles, *BEFORE* you begin the setup. These pictures can then be referenced during cleanup to insure that everything is returned to the correct locations. A recommended floor plan for the event is shown in Figure 1. This layout affords an optimal view of the track to the audience. It also allows the race computer to be connected to the video projector so that the race heats and the results can be displayed on the projection screen. The race software also includes sound effects, and if desired, the computer audio can be connected to the facility sound system. Using a line of chairs, ziptied together, as a barrier between the track and the crowd is the recommended method to keep spectators away from the track. This fencing scheme is quick to construct, quick to tear down, will remain in place despite the attempts of even the most determined Tiger Cubs, and affords even the littlest members of the audience a great view of the track. Graphite WILL stain a tabletop. Any table(s) designated for car rework should be covered with a dropcloth or paper to prevent graphite from staining the table surface. Parents should be strongly encouraged to conduct all required rework operations at only these tables in order to minimize postrace cleanup requirements. 2

3 Figure 1 Recommended Pinewood Derby Layout 3

4 INSPECTION / WEIGHIN: The biggest problem in the inspection area is with cars that are too long, too heavy, or have weights attached to the bottom and therefore fail the ground clearance check. Unfortunately, it s often the younger scouts cars that run into these types of problems. The Pack should make an extra effort to remind the parents of the basic rules regarding the car s construction length, width, weight, and ground clearance. Eliminating these issues would go a long way towards minimizing last minute reengineering of the cars on race day. A companion Pinewood Derby Construction Guidelines reference document (3 short pages) has been created expressly for this purpose, which details these construction requirements and includes DO THIS and DON T DO THIS types of pictures. This document should be ed to all parents a couple of weeks prior to Derby Day. A Packsponsored weighin precheck (using the official scale) that is scheduled several days prior to Derby Day is also encouraged as a way to eliminate last minute modifications on race day. Race Officials should insure that new batteries have been installed into the scale that will be used on Race Day. Additionally, it is recommended that a backup scale be available onsite in the event that something goes wrong with the official scale. However, this backup scale should only be used if the main scale becomes inoperative you don t want to be conducting your weighin using two different scales. The Race Number labels for the cars should be preprinted *BEFORE* race day and should be of a type that is easily removable Avery type 5418 labels are suggested for this purpose. Free Microsoft Word templates are available for download from the Avery website that will allow you to easily print the numbers onto these sheets. Be sure to print extra numbers beyond the exact amount required for each group (or have some blank labels) so that they can be available for any writein competitors (typically brand new scouts) that may not have been preregistered. Race Numbers should be applied to the *REAR* of the car. This will insure that the cars are properly oriented in the starting chute and will allow the Referee to validate that the cars are in their assigned lanes. Insure that the scout correctly identifies the front and rear ends of the car during the checkin process. Once the cars have passed inspection and completed checkin they should be moved into the paddock area and can no longer be handled by the owners. Race organizers should have a small collection of tools on hand to facilitate any lastminute modifications or repairs that might be required on the cars. At a minimum, these items should include: Power drill (corded is preferred rather than cordless since it needs to run all day) Drill bits Screwdrivers (phillips & flat) Super glue Tape Graphite 4

5 RACING: The race timing hardware will need to be armed prior to each race. This can be done by either pressing the ARM button on the sensor at the starting line or via a menu entry in the race software. It is strongly recommended that the race timer only be armed via the software interface on the Race Director s computer i.e. DON T press the ARM button on the sensor at the starting line. Arming the timer circuit at the Race Director s computer, *AFTER* all of the cars have been loaded into the starting chute, will eliminate the issue of spurious events at the starting line (i.e. someone s hand breaking the beam after the timer has been armed) from corrupting the timing results for that heat. The Starting Official will have to exercise some care when starting the cars. Depending upon how they grasp the starting lever there is a likelihood that their fingers could contact or brush the car in Lane #1 when they pull the lever (it moves toward the rear). Since we typically use Boy Scout volunteers as starters, they may not be aware that even slight contact with the cars can impact their performance. The sequence of events for each race should be: Starting Officials (typically Boy Scout volunteers) load the cars into the assigned lanes Referee validates that car numbers match the lane assignments for the heat and that all cars are properly centered on the track (i.e. car not crooked see additional NOTE below)* Referee signals race is ready to run Race Director arms the timing circuit via the race software Starting Official launches the cars. *NOTE: The Referee should make a special effort to insure that each car is properly centered over the lane rails in the starting chute. Cars placed in the chute that are skewed to one side or the other can have their wheels chafing against a lane rail at the start of the race. This can adversely affect that car s performance. Validating that the cars are centered properly is a quick check and insures the fairest race possible. CONCESSIONS: A selection of drinks and snacks should be made available for sale during the event. Depending upon how long your Boy Scout volunteers are scheduled to work you might want to consider providing them some free snacks/drinks (since they might not have brought any money). DISTRICT CHAMPIONSHIPS REGISTRATION: Race organizers will need to have a copy of the District Championships Race Registration form available at the Derby and they will need to insure that the scouts representing the Pack at the District Championship Race are signed up immediately following their awards presentation. Don t forget that the District Championships signup sheet typically requires a parental signature for each scout representing our Pack. 5