BART S BASH EVENT GUIDE 15-16 SEPTEMBER 2018 bartsbash.com YOUR EVENT RAISING FUNDS FOR YOUR CAUSE
BART S BASH EVENT MAKERS GUIDE 2018 2 BART S BASH CELEBRATING 5 YEARS OF THE WORLD S LARGEST SAILING EVENT 15-16 SEPTEMBER 2018 LET S SET A NEW GUINNESS WORLD RECORD! 5 BIRTHDAY BASH! HELLO! Happy 5th Birthday Bart s Bashers and welcome to the Event Guide for Bart s Bash 2018! Bart s Bash is one of the Andrew Simpson Foundation s key charitable activities and is all about increasing participation in sailing raising funds to help improve the lives of disadvantaged young people. As it s our fifth year of this monster event, we are going all out to make sure we inspire even more people to get on the water in Bart s name and we are also giving you the option to raise funds for YOUR CLUB!! We d also love it if we could break our GUINNESS WORLD RECORD that was achieved in 2014. But if that s not for you, then you simply being a part of this incredible global event would mean the world to us and so we would encourage you to get involved in any way possible. This guide has been written to help you make the Birthday weekend work for you and your venue. We have tried our best to keep it as simple as we can for you, so please read on to find out how you and your venue can take part. We can t wait to get you started for what is set to be an EPIC year for Bart s Bash. From the heart of Andrew Simpson Foundation, we can t express how much we are in debt to your enthusiasm and continued support for the Bash. Bart s Bash is a local race on a global scale and we encourage you to use it as a platform to engage your local community and grow your venue s membership and impact. #sailonbart
WHAT YOU NEED TO KNOW Firstly, the Bash has always been your venue s event, so to celebrate 5 years... this year it is your venue s fundraising event. BART S BASH EVENT MAKERS GUIDE 2018 3 Secondly, we want all your members to get on the water and hopefully become World Record Holders once again! Thirdly, your venue and your sailors can decide to raise money for the ASF. So far, your support has helped us deliver an incredible 900k of charitable activities. Sailors can join the Bart s Bash fundraising team via this link www.justgiving.com/companyteams/bartsbash2018 HOW TO TAKE PART 1 Nominate the Event Organiser. This person is going to be the main point of contact between your venue and the Bart s Bash team, any notifications and information will go through them. If it isn t you, please let us know who it is. 2 Register your venue on www.bartsbash.com. Each venue will be able to set its own page up and customise it with photos, news stories and race details. 3 Using our resources, encourage your entire membership to enter the race, this is a global participation event after all. 4 Ensure that there is the normal team of race officers, safety crew and (for Guinness) 2 independent witness who are fully briefed on the notice of race and race requirements prior to the day. Ensure that there is a list of all entries and that the list is updated with people entering on the day. 5 Send us all your results and all supporting documents and statements, including photos and videos from the event WITHIN 10 days of the race. 6 Make the most of your local press. Shout about your club s involvement as much as you can and encourage everyone to come sailing.
BART S BASH EVENT MAKERS GUIDE 2018 4 FUND RAISE FOR YOUR OWN VENUE OR PROJECT Bart s Bash is an exciting event for the Andrew Simpson Foundation and the worldwide sailing community. It can be used to encourage participation at your venue, introduce new people to our sport and give people the excitement of entering a global sailing event. Since its inception, the event has successfully raised funds for the ASF which in turn has helped a huge number of sailing projects across the world. We would still encourage and appreciate people to consider making a donation to the ASF. This year, participating sailing venues will have the opportunity to raise funds for their own sailing projects, using the Bart s Bash event as a fundraising platform. 5 BIRTHDAY BASH! Anyone wishing to continue to raise funds through Bart s Bash to support the Andrew Simpson Foundation will still exist as an option. Funds raised directly for the ASF will enable the Foundation to continue increasing participation and improving young people lives through sailing. Some examples of what you may like to raise money for: BART S BASH FUNDRAISING Buy Buoyancy aids, wetsuits, spray tops, gloves and footwear for your sailors. Use this as a chance to revamp your sailing kit and give more access to sailing to new and existing members. Fund a specific project. Is there a local school or group who can t afford to go sailing? You could use this as a chance to engage the local community and break down any financial barriers that might stop participation. Train your members. You could use funds raised to train potential or existing instructors to allow you to increase participation at your venue. Train one, teach many. A new boat to help increase your capacity at your club/ training centre.
BART S BASH EVENT MAKERS GUIDE 2018 5 We would ask each club to let us know: 1 WHO YOU FUNDRAISED FOR 2 HOW MUCH YOU RAISE THROUGH BART S BASH 3 IF FUNDRAISING FOR YOUR OWN CLUB, HOW MANY PEOPLE WILL BENEFIT FROM YOUR PROJECT ALL YOU NEED TO DO... 1 Complete your venue s registration for Bart s Bash at www.bartsbash.com 2 Enter the details of your own fundraising project 3 Raise money for the ASF and your own project. This could be through sponsorship, cake sales, charity auctions etc 4 Have a great day on the water 5 Let us know how it went OPTIONAL EXTRAS As part of the fundraising activities on the day, here are some ideas. 1 MAKE CAKE > SELL CAKE > EAT CAKE!!! 2 Hold a charity auction/raffle Ask local companies and individuals to donate items to be auctioned. 3 If anyone at your venue has a tracking system, nominate a boat and everyone pays 1 to take a guess for the distance that the boat will sail during the race, the winner gets a prize. 4 Encourage everyone to get involved in sponsorship. Forms are provided for people to use and donations can be made on the day or online. 5 Merchandise, there will be a link to event merchandise on our website, Bart Ribbons, Bart s Bash T-Shirts, Hoodies and car stickers. 6 Run fancy dress competitions and dress up your boat 7 Encourage everyone to come up with ideas of their own that your venue can adopt. We have built a big fundraising strategy around this event and we want to support both venues and individuals to raise as much as they can 8 Have a BBQ
BART S BASH EVENT MAKERS GUIDE 2018 6 IF YOU WANT TO TAKE PART IN OUR GUINNESS WORLD RECORD ATTEMPT This year we are out to beat the record for THE LARGEST SAILING RACE IN THE WORLD we set in 2014 which was an incredible 9484 boats! Guinness details are contained for your information and more details will be forwarded as we get closer to the attempt.
THE ROLES YOU WILL NEED TO ALLOCATE 1 EVENT MAKER 1 per club, responsible for communication with the Bart s Bash team, receiving information, sending information back to the Bart s Bash team where required. BART S BASH EVENT MAKERS GUIDE 2018 7 2 RACE OFFICERS responsible for the race management, however also needs to ensure that the exact distance of the course is measured by GPS in a powerboat. 3 INDEPENDENT WITNESS X 2 not a club member or someone with family involved in the race. Can be used as a timekeeper or race officer assistant. They cannot be linked to each other in any way. They will need to witness: The distance of the course measured via GPS The number of people starting the race The number of people finishing the race Complete the witness statement as provided template to be provided before the date Confirm the presence and ratio of stewards to competitors. 4 STEWARDS responsible for ensuring compliance of all participants. Can be safety boat driver and crew, ideally noting any who retire. Stewards will also need to provide a basic written statement describing their role and what they saw. Template to be provided before the date. Each club must have 1 steward for every 50 participants. They must be located on the course in some form e.g. powerboat, committee boat, on the shore if inland venue. 5 MEDIA responsible for photography, videography and any social media/press for the day. For the GWR, we need to ensure that we have: Mass Participation photos of the event, preferably aerial (high up will do). Video of the event, this video must include the start and finish, a fixed camera on the committee boat would work. If we don t get this, your club will not count for the Guinness World Record. Maybe think about a back-up just in case. Group Photo on land. We want to show mass participation, if every club took a group photo with their club flag in-front then that is a fantastic advert for sailing as a whole.
BART S BASH EVENT MAKERS GUIDE 2018 8 GUINNESS WORLD RECORD REQUIREMENTS Guinness World Record Title: LARGEST SAILING RACE IN 24 HOURS (MULTIPLE VENUES) 1 The race will need to happen between 00:00 on the 16th September GMT and 23:59 on the 16th September GMT. 2 The race will need to have a single start and finish point (start line one side of the committee boat and finish line the other side is acceptable) 3 The race should be your normal racing course, compromising upwind and downwind legs. 4 The distance of the course will need to be measured accurately using GPS. The course MUST BE AT LEAST 1KM/1,000M long, this can be multiple laps of a shorter course. 5 Distance should be measured in METRES. 6 The race must be at least 15 minutes long. 7 There must be at least 25 participants taking part at each location. If you don t have 25 participants, you will not be able to participate in the Guinness attempt, but you can still take part in Bart s Bash! 8 Take a full list of all boats (and people on the boats) prior the start, this can be noted off against the race entry list. 9 Video of the event. We need to ensure that the start and finish of the race is recorded by video. You do not need to record the whole race. You will need to send us the video following the event. 10 Take photos of the event, preferably of the start line where the boats are massed. If possible for publicity, a group shot (or shots) on land would be fantastic, with your club flag in front of the group etc.
BART S BASH EVENT MAKERS GUIDE 2018 9 11 Note down those boats who retire from the race they will need to be included in the Guinness results. 12 Note down those boats who cross the finish line complying with all the clubs rules, including boat number and elapsed time. This will also be the official list which gets uploaded to the Barts Bash website. 13 The race will need stewards to be present these can be safety boat drivers & crew or race officials and they must not exceed a 1:50 ratio. 14 All protests must be heard within 2 days of the event and all results must be uploaded within 3 days of the event. 15 Upload all the results to the Bart s Bash website in exactly the format required. 16 All clubs wishing to enter the Guinness world record attempt MUST have 2 independent witnesses. They should witness all items outlined above. We will provide statements for them to sign. These signed statements will be required following the event. 17 An independent witness cannot be a member of the club and cannot be linked to the race in anyway. i.e. family taking part in the race. 18 Send Video Footage, photos and witness / steward statements to the Bart s Bash team as soon as possible after the event, not to exceed 10 days from the event date.
BART S BASH EVENT MAKERS GUIDE 2018 10 USEFUL LINKS www.andrewsimpsonfoundation.org www.bartsbash.co.uk Closer to the date the documentation for the Event Makers, Race Officers, Stewards and independent witnesses will be provided. As always, we wish to finish with a thank you to you for your support and commitment. We intend to make this an event that supports your venue and your plans for development first and foremost, and if this happens around the world then it will do wonders for the sport we love so much. This is an opportunity to achieve something that will be looked upon in the future as revolutionary. You are one of the people who will be able to say that I made that happen, and we are forever grateful for your support. For venues wanting to fundraise for their own project you can set up a JustGiving page here: www.justgiving.com/crowdfunding/create For those wanting to support the work of the Andrew Simpson Foundation you can make a donation here: www.justgiving.com/fundraising/bart-s-bashsupporters or set up a JustGiving page on your Bart s Bash profile.
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BART S BASH EVENT GUIDE 15-16 SEPTEMBER 2018 bartsbash.com andrewsimpsonfoundation.org