An Amateur Event using Old Smkey Grills As f 11.28.18 WHAT YOU NEED TO KNOW Key Infrmatin and Dates Page 2 Team Cmpsitin Page 3 The Team Captain Team Members and Team Relatinships 3 rd Party Spnsrship Mve-In/Mve-Out Dates and Prcedures, Safety and Security Page 4 Beverage Cntainers, Beverage Sales and Cnsumptin Parking Trailers with pits attached, and equipment trailers Team Parking Parking Inside f the Team Space Fire Extinguishers and Fire Safety Nighttime Security Vehicle Safety Other Infrmatin Page 5 Electricity in the Space Dimensins f the Team Space and Purchase f an additinal space. Cntrl f the Team Space Tents Generatrs Trash Music Prhibited Activities Page 6
KEY INFORMATION and DATES Spnsr: The 2019 BBQ n the Bay (the Event ) is spnsred by The Hustn Yacht Club ( HYC ). All Event prceeds, net f direct Event expenses, will be used fr a specific HYC capital imprvement prject (the Event Prject ) subject t all HYC apprvals. The Event is pen t all amateur Teams that meet the qualificatins and criteria nted in the Team and Cntest Handbks. Address questins t: EVENT CHAIR Jhn J. Peter 281.300.4528 jhnjpeter@msn.cm jp@jpeterandassciates.cm The BBQ n the Bay Cmpetitin is an AMATEUR event which is pen t the fllwing: All HYC Members, as well as their families and invited guests n their Team. In additin, the current Cmmdre may make the fllwing invitatins t cmpete: A team frm each f tw Galvestn Bay reciprcal yacht clubs; A Team frm the Galvestn Bay Cruising Assciatin; Up t three Teams frm gvernmental r ther rganizatins having purpses cmplimentary t the Purpses f the Hustn Yacht Club. All HYC members and their families and guests, as well as guests f Team members; and ther guests frm invited Teams are welcme t HYC n the day f the Event. T be cnsidered amateur cking teams cannt have cmpeted during the past three years in a BBQ event: Sanctined/rganized by the HLS&R Wrld Champinship BBQ Cntest; r, In a BBQ ckff event where the winners receive cash prizes. Key Dates: Team Sign-Up Nw pen fr Registratin Team Sign-Up is clsed All Entry Fees Due 03/17/19 TEAM CAPTAINS and CHIEF COOKS MEETING 03/20/19 7:00 PM in the HYC Centennial Rm. Old Smkey grills will be handed ut t each team Captain r Chief Ck based n their entry frm/fees paid. The Team Captain, r designate and/r the Chief Ck, r designate are required t attend. All Team members are encuraged t attend. Any final updates r Event changes will be annunced. Captain r Chief Ck questins will be answered. Judging criteria will be reviewed. The Chief Ck packets will be delivered. Space assignments will be drawn by lt. Entry Frm Turn-in: Yu can turn in yur entry frms ne f three ways: 1. Email t the Event Chair at: jp@jpeterandassciates.cm 2. Drp ff in an envelpe at the HYC Office, nting n the utside f the envelpe BBQ ENTRY FORM 3. Mail t the HYC ffice at 3620 Miramar Shre Acres, TX 77571 ATTN: BBQ ENTRY FORM Cancellatin: Due t ther Events scheduled at HYC after the Event Date, there is n backup date fr this Event. In the case f Event cancellatin, all Entry Fees will be refunded r, at the discretin f the Team Captain, may be dnated t the Event Prject. Any cancellatin due t weather r ther circumstances will be annunced n later than 12:00 PM (nn) n 03/20/19. 2
TEAM COMPOSITION Each team must have a Team Captain. A Team may be cmprised f just the Team Captain, r up t as many Team Members as the Captain chses. THE TEAM CAPTAIN: MUST BE a Member (r spuse, sn, r daughter f a Member) f the Hustn Yacht Club; with the Member being in any membership class, and in gd standing as f the date f Team Signup, and the Event; OR By the Cmmdre s Invitatin nly, MUST BE actively emplyed as f the Event date in a management rle at a gvernmental r ther rganizatin having purpses cmplimentary t the Purpses f HYC. MUST actively participate in all f the activities f the Team. MUST be n site and generally available thrughut the entire day f the Event. A single Team Captain can be the Captain f n mre than tw Teams but can be the Chief Ck fr nly ne f thse teams CHIEF COOKS Each Team must have its wn Chief Ck and a Chief Ck may nt ck fr mre than ne Team. TEAM MEMBERS AND TEAM RELATIONSHIPS Only the Team Captain is required t meet the requirements nted abve. Hwever, Team Members must have an existing relatinship with the Team Captain. Existing relatinships include family, bna fide persnal and/r business relatinships, r HYC relatinships. A Team Captain may nt pick-up a team fr the purpses f this Event and a team cannt pick-up a Team Captain fr the purpses f this Event. A team will be cnsidered t have been picked up if it is bvius that the Team has previusly participated in BBQ events at a level beynd amateur status, regardless f the relatinship t the Team Captain. Any team deemed t be a pick-up r nn-amateur Team by the Event Chair, in cnsultatin with the Chief Judge and the Head f the Fd Cmpetitin Cmmittee, will be autmatically eliminated frm the cmpetitin, but will be allwed t ck thrughut the Event. Team Members may nt be cmpensated fr participating in the cmpetitin. Any exceptin will result in that Team being eliminated frm the cmpetitin, but the Team will be allwed t ck thrughut the Event. 3RD PARTY TEAM SPONSORSHIP 3d Party Spnsrship f teams is encuraged fr the Event. Cwrkers f the Team Captain are cnsidered t have an existing relatinship with the Team Captain. 3 rd Party underwriting f certain event csts will be slicited by the Event Cmmittee. 3 rd party spnsrs are encuraged t prmte their businesses as part f this Event by the use f signage, handuts, and ther nn-sales prmtinal activities. 3
MOVE-IN/MOVE OUT DATES AND PROCEDURES The Team Spaces will be marked n Friday, March 22 (weather permitting). Mve-In will be available Friday after 5:00 PM, but there will be n added security n Friday. Teams mving-in n Friday d s at their wn risk. All mve-in MUST BE cmpleted by 9:00 AM f Event day. All Team Member vehicles MUST BE parked in the Team Parking area by 9:00 AM f Event day. Each Team is respnsible fr ensuring that all its equipment, structures, and trash are remved frm HYC at mve-ut. All Teams and all team equipment, structures and trash must be remved n later than 2:00 PM n Sunday, March 24. SAFETY AND SECURITY BEVERAGE CONTAINERS, BEVERAGE SALES AND CONSUMPTION Glass cntainers f any kind are strngly discuraged; if used, they must be kept inside the team space. N kegs. The sale and cnsumptin f alchlic beverages n the grunds f the Hustn Yacht Club is regulated by the Texas Alchlic Beverage Cmmissin and we request that all Teams cmply with thse regulatins. PARKING RV/Mtrhme Parking On a space-available basis we will accmmdate Member-wned RV s nly, subject t the apprval f the HYC General Manager. N guest/nn-member RV s will be allwed. Trailers with pits attached, and equipment trailers Trailers with pits attached must fit inside the Team Space (see new space sizes which are nw smaller than befre). Equipment trailer parking will be available utside f the Event Area The tires n all trailers must be blcked while n HYC grunds. All trailers must have supprts underneath the trailer n the frnt, rear, left and right in rder t prevent backtipping r side-tipping f the trailer. All trailers must be remved frm haulers. All trailers will be identified with a Team Captain, regardless f actual wnership. All trailers must be remved frm the premises as part f the mve ut by Sunday, March 24th. Team Parking Persnnel will be nsite n the day f the Event t direct all parking. PARKING RULES WILL BE STRICTLY ENFORCED. An assigned parking area will be reserved fr Team Members vehicles and trailer parking. This area will be clearly marked. Please help us maintain safe and effective vehicle cntrl by utilizing this parking. Parking Inside f the Team Space Other than ne electric glf cart (n gas-pwered carts), n vehicles are t be parked inside the Team Space. Trailers with pits attached must fit inside the Team Space (see new space sizes which are nw smaller than befre). FIRE EXTINGUISHERS AND FIRE SAFETY Each team shall have at least ne A:10-B:C rated prtable fire extinguisher readily available Cmbustible materials such as hay r straw may nt be brught nsite fr any purpse. N prtable heaters f any kind will be allwed. Teams must prvide their wn cntainer(s) t facilitate dispsal f embers ffsite f the HYC premises. Teams are expected t use their best effrts t keep embers and grease ff all lawn, rad and parking lt surfaces. It is especially imprtant t have sme prtectin between the Old Smkey Grill and the asphalt radway. VEHICLE SAFETY Glf carts are allwed in the Event area but must remain parked in the Team Space except when in use. N ther vehicles are t be in the Event area frm 9:00 AM t 6:00 PM n the Event Date. In the event f extreme weather cnditins, the Event Chair may adjust these restrictins. 4
OTHER INFORMATION ELECTRICITY IN THE SPACE HYC will prvide15 amps f electricity fr all Team Spaces. This will cnsist f (1) 15 amp 110-vlt electrical service cnsisting f (1) quad bx with GFCI and 15-amp verlad prtectin. DIMENSIONS OF THE TEAM SPACE and PURCHASE OF AN ADDITIONAL SPACE All team spaces are 15 wide (left t right) X 20 deep (frnt t back). This is a significant reductin in size frm previus years. A Team can purchase 1 additinal adjining space (see Entry Frm). In that case, any team(s) ding s will be the first t draw fr spaces at the Team Captain and Chief Cks meeting. CONTROL OF THE TEAM SPACE Team Captains are respnsible fr maintaining cntrl f their space and their Team Members at all times. Teams must fit all structures, equipment, supplies, etc., within the bundaries f their assigned team Space. Teams may nt stre supplies, equipment, etc. utside their assigned space befre r during the Event. Exterir décr and interactin with the public is highly encuraged, but must be apprpriate fr viewing by a public audience f all ages and may nt cnsist f material having a plitical, religius, discriminatry, r lewd nature. TENTS If a tent is t be used, it must be anchred regardless f frecasted weather cnditins. The ONLY acceptable anchring system is t attach at least ne 5-galln bucket, filled with water, t EACH leg f the tent. GENERATORS Generatrs that are nt a permanent part f the trailer/pit are nt allwed. Generatrs cannt be perated unless cmpletely inaccessible by the general public. TRASH As part f the Entry Fee, ne trash can will be prvided t each Space. HYC will supply all trash cntainer liners. HYC will prvide trash pickup n Saturday at apprximately 9:00 AM, nn, 3:00 PM and 5:00 PM; and Sunday mrning befre 8 AM. At all ther times, teams are respnsible fr depsiting their trash in the dumpster lcated behind the fenced area t the right f the entrance t HYC prperty. Teams may nt leave trash in the Team Space. During mve-ut, all trash must be remved frm the HYC grunds r taken t the dumpster lcated behind the fenced area t the right f the entrance t HYC prperty. MUSIC The Event Spnsr will be prviding music thrughut the Event n Saturday. The Event Spnsr will als be making peridic Event annuncements thrughut the day f the Event. In additin, any safety r security annuncements that are required will be made by the Event Spnsr. Cnsequently: Music played in the Team Spaces must be at a vlume that allws all Teams t clearly hear any Event annuncements Team music cannt be played at a vlume level that cmpetes with the Event Spnsr s vlume; All Team music must be shut dwn by 2:30 PM fr the duratin f the Event s that annuncements regarding turn-in and ther activities are nt in cmpetitin with Team music. Please be cperative with ther Teams wh als have music as well as with the Event music. 5
PROHIBITED ACTIVITIES PROHIBITED ACTIVITIES Animals are NOT permitted in the Event area except fr certified Assistance Service Dgs which are specially trained t assist individuals with disabilities. (Assistance Facility dgs and Assistance Therapy dgs, even if certified, are nt permitted in the Event area.) Fundraising, selling memberships (ther than t the Hustn Yacht Club) r sliciting cntributins fr any purpse ther than fr the Event are prhibited during the Event. Teams may NOT sell ANY item, including fd and drink, frm their space r any lcatin within the Event area during the Cntest, mve-in r mve-ut. N gambling f any kind is permitted. N grease dispsal at HYC. HYC has n ability t dispse f grease, used cking il r fats. Teams must prvide their wn cntainer(s) t facilitate dispsal f used grease, cking il r fats, ffsite f the HYC premises Hrns r public-address systems are prhibited, except by the Event Spnsr. N music f any kind in the Event area is allwed after 7:00 PM n the Event date. Music played at a vlume that is disruptive r intrusive t ther Teams r the Event activities is prhibited. Charcal made with fillers is prhibited. See the Cntest Handbk and Entry Frm (page 11) fr apprved 100% natural charcal prducts. 6