JSA Regatta Playbook. Regatta Management Made Easy

Transcription

1 JSA Regatta Playbk Regatta Management Made Easy

2 Intrductin Cngratulatins! Yu have been selected t hst a JSA Champinship regatta. Nw what? This JSA Regatta Playbk is a mnth-by-mnth guide t help yu thrugh the planning prcess. The JSA has assembled a wealth f infrmatin in the Regatta Management sectin f the website: There yu can find detailed guidelines and best practices fr planning and managing yur event. A few imprtant guidelines: The JSA endrses Clean Regattas and using the regatta frum t educate their junir sailrs n the principals f prtecting and preserving ur waters. See sailrsfrthesea.rg fr infrmatin n running a Clean Regatta. Hsting a JSA regatta is a wnderful pprtunity t shwcase yur Club t JSA sailrs and their parents, and year after year different JSA Clubs step up t invest cuntless hurs t craft a memrable event fr all. The JSA understands the delicate balance between an apprpriate entry fee per sailr and the desire t prvide an exceptinal event. JSA events are intended t be break-even events. Sme Clubs chse t supplement JSA event budgets beynd the prjected entry fees t ensure quality. Fr Clubs that dn t have the ability t supplement the budget, the JSA participates by supplying the trphies when requested. The JSA lks frward t partnering with yu, and dn t hesitate t cntact us with any questins!

3 December Finalize the regatta date with the JSA. Select a Regatta Chair (r Event Chair ). Select an experienced Principal Race Officer (PRO) wh has wrked with yuth sailrs, recruit race cmmittee, judges and prtest cmmittee vlunteers. Get them started n the NOR and SI s Determine the ther key subcmmittee Chairs Scring, Safety, Husing, Hspitality, Shre-side Lgistics, Cmmunicatins / Spnsrship, Registratin Cmplete preliminary detailed budget using the JSA Event Budget Wrksheet; Set the regatta fee structure and cmmunicate t JSA Develp event timeline r key date schedule February Recruit vlunteers! Make an annuncement at a Club membership meeting, cnnect with the Junir sailing Prgram Chair fr a list f vlunteers, add a vlunteer request t the Junir Sailing signup prcess Registratin Determine hw yu will accept registratins Determine hw yu will cllect regatta registratin payments Scring Determine the best scring system fr the size and type f yur regatta Safety Recruit vlunteers with bats suitable fr prviding assistance Optimist Champinships shuld plan fr a safety inspectin, see the JSA website fr guidance Develp a Safety Plan fr bth n and ff the water Request a Safe Bating Campaign Kit frm the Natinal Safe Bating Cuncil by ing campaign@safebatingcuncil.rg Husing (fr multiday regattas) Include a sectin n husing in the NOR t clarify wh will be hused. Set apprpriate expectatins bth fr sailrs being hused and hst families, see the JSA website under Husing fr guidelines

4 March / April Pst apprved Ntice f Race (NOR) Shre-side Lgistics Arrival / Departure Plan, Parking plan, Launching Plan, Histing Plan Hspitality On-water lunches, breakfast and dinner fr multiple day regattas, snacks and beverages immediately upn cming ashre, Entertainment Plan (a D.J., games, etc.) and chaperning, water, water, water! Publicity / Spnsrship Spnsrs, Giveaways, Publicity Plan (article in club newsletter, Facebk page, website, etc.), Event Phtgrapher Trphies JSA Champinship trphies are prvided by the JSA, Sprtsmanship Award May Order wristbands / crakies / lanyards / tshirts if apprpriate (cnsider different clr tshirts fr vlunteers s they are easy t identify) Send dignitary invitatins (including cmmdre r as apprpriate fr awards ceremny) Arrange fr vendrs (e.g., Bat Lcker, Dinghy Shp, Landfall, etc.) t be nsite June Activate Publicity Plan Assign respnsibility fr regatta publicity cverage. The JSA ffice requires an article and phtgraphs t be submitted within ne day f the regatta. Articles and pictures will appear in the JSA blg r newsletter. Send articles and digital phts saved in VGA-quality reslutin t inf@jsalis.rg Reach ut t lcal news utlets in advance f the regatta t see if they wuld like t send smene t cver the racing r awards ceremny. Pst and print apprved Sailing Instructins

5 2 weeks befre the event Order signage, etc. (parking, registratin, ntice bard), cntact JSA ffice if yu have nt already received the JSA-prvided banner, table aprn, r ther additinal signage that will be n lan fr the event Fr multiday regattas, pst signs identifying specific lcatins fr each visiting club Recnfirm vlunteer persnnel schedule Cnfirm adequate bat washing statins with hses (4 per 100 bats is recmmended) Registratin due date Prcess registratins Prvide list f sailrs t be hused t Husing Chair, remind Clubs if penalties are in place fr yur regatta (see JSA guidelines fr sailrs and parents, including penalties fr nt using hstprvided husing r breaking curfew) 1 week befre the event Set up venue (signs, etc.) Cnfirm set-up crew fr event and cleanup crew fr pst-event Cnfirm receipt f prizes, trphies, t-shirts, give-aways, raffle swag, etc. Cnfirm all water craft and radis as peratinal; first aid kits fr safety bats Prepare registratin packets, cnsider JSA Blue Regatta recmmendatins befre printing SI s Meet with the PRO t review NOR and SI s Cnfirm Twitter feed vlunteer

6 1 day befre the event Set up registratin statins Set up husing desk Lad cmpetitr/flight infrmatin int yur scring prgram Gas up safety and cach bats Set up fficial ntice bard First Race Day Get vlunteers there early cmpetitrs always arrive earlier than yu expect Race Cmmittee/Prtest Cmmittee/Organizing Authrity jint meeting Cmpetitrs meeting Cmmunicate Twitter feed infrmatin t parents SI review Organizatinal annuncements (fd, water, ntice bard) Safety cncerns Instructr meeting (including safety assignments) Pst results n website and nsite daily Ensure all equipment (bats, radis, Race Cmmittee equipment) is peratinal at end f each day

7 Last Race Day Pst preliminary results as sn as pssible Finalize prtest and redress adjustments as quickly as pssible Keep the sailrs attentin by hlding a pst-race raffle with fun prizes Awards Ceremny preparatin - set up awards table with JSA banner in best lcatin fr awards phtgraphs. Phtgraph each award recipient with JSA banner clearly visible in the backgrund. Thank yur small army f vlunteers fr their service! Clean-up Pst Regatta Regatta results t the JSA ffice (inf@jsalis.rg) ASAP Return JSA-prvided signage and prmtinal materials THANK YOU!!!