User:Vtaylor/HSA/Regatta

This is a planning document. . For actual regatta tracking, save a copy of the Google sheet template and add comments, notes, tasks, owner, completion dates, as appropriate. . vt google docs tasks spreadsheet

2024.3.24 . pink ribbon 2024 Nov 9-10, 2024

Regatta Outline

. date . responsibility . coordinator . contacts

. roles . timeline . event . race committee . template

. forms nor si volunteer signup flyers fb website member email competitor check-in finish recording sheets payments

. resources . links . organization - communication emails

. training . regatta network event scoring . https://www.regattanetwork.com/html/tips.php

Organization

timeline - milestones, deadlines . as soon as possible / annual event schedule . 4 months . 1 month . 3 weeks . 2 weeks . week of . day of . days after

Budget, funding, advance

• costs, prepay, ? food truck, food, ? shirts hats
• registration revenue
• donations - collect, distribute
• payment system setup

Volunteers - signups, job descriptions, teams/coordinators by function * contact email updates reminders meeting

Communication

Organizer communication - Google doc, FB, ?WhatsApp

• notification flyers publicity
• Sponsors - request letter, 501 information
• Promotion - HSA calendar, website racing, regatta network, social media, florida women, ??

Pre-Event preparations

Administration

• contact city
• contact Coast Guard / Police
• media
• photographer

• Club clean / decorate
• Sail - perpetual
• T-shirts, hats
• Logo

Organization to support - Halifax Health, Heart Stings NSB, Daytona shop

• Donations - how to
• Hailfax Foundation donations, ? Heart Strings, ? GoFundMe
• Heart Strings - brochures, pens, foundation - no online donation, accepts lightly used

• Race prizes
• Competitor "goody bags"
• Raffle / auction / fund-raising - ribbons in honor/memory
• Boob-tique - merch, donations, pink ribbons honoring...

• planning meetings - event, food, logistics, race committee

Regatta food

• Food Trucks
• alternate HSA food ? tacos

Volunteers

• co-ordinators registration parking dollies launch race committee food merchandise sales donations sponsors
• descriptions
• signups - online

Race Committee

• PRO recorders scorers make set safety boat coach boats spectators photographer

Registration

• online payment - Square?
• communicate with competitors, race committee - confirmation, NOR, updates

Regatta Network setup

copy text from previous

• event
• nor
• si

Event Day

• parking
• registration
• payment
• prepaid tshirts
• meal tickets
• launch, dollies, rigging

Food service

• food delivery storage
• patio table arrangement seating
• drinks coolers ice soda ?water
• buffet tables outlets crockpots extension cords service utensils
• plates napkins bowls knives forks spoons dessert
• leftovers storage bags containers freeze distribute
• return dishes
• trash recycling cleanup

Regatta

• Notice of Race NOR Completed and posted online 9/10/22
• Sailing Instructions SI
• Registration - Regatta Network https://www.regattanetwork.com/event/25297#_home

• Race Committee - PRO
• 3 motor boats for use day of races - committee boat, mark set boat, safety boat
• Mark set equipment
• Scoring using Regatta Network
• Skippers / competitors meeting
• RC equipment - class flags, signal flags, timing, sounds - horn, whistle, clipboards, competitor check-in lists, finish record sheets, radios, first aid, ...

More...

• first aid
• emergency contacts - event participants

Suggestions, concerns

• Fri evening event / presentation - not this year, consider next year
• parking marking spaces coordinators golfcart taxi
• launch, dollies, boat tieups
• electrical - circuits for food service
• recycling ? no 1-use water bottles

Resources

• links / emails other clubs organizations to contact to promote regatta
• media contacts
• tshirts
• sponsors
• organizations/ contacts to support
• forms - google docs edit / share copy only

• Regatta Network - setup guidelines standard inputs for HSA regattas . https://www.regattanetwork.com/html/tips.php

How To: Running a Successful Regatta

added 2022.11.27 October 30, 2016 by Sail1Design Editor By Airwaves Writer Taylor Penwell https://sail1design.com/

The steps to running a successful regatta

A stressful, make or break day for your yacht clubs image. The annual regatta.. A day/weekend when the club discovers if they’re competent, or simply can patch it for long enough to convince visiting participants it is, or sadly more disorganized than a crowd of Pokemon-Go players sprinting to a rare spawning. People who play a role in the regatta,

• Directors, Head Instructors
• Coaches
• Board Members/Junior Sail Committee Members
• Club Managers
• Volunteers
• Race Officers

All of these people are vitally important for the success of any regatta. Often there are many more people and factors that come into play for larger, regional, national and international events. However this article is targeted for small and medium sized clubs.

THINGS TO DO:

• Pick a good date . It is imperative that you pick a date that will work well for your club and the clubs around you. The worst thing a club can do is a pick a date when a not-so-far away club is also running a regatta. If two regattas are on the same day and less than 100 miles apart, the number of participants will drop because many will be split between the two venues. Most clubs have had specific dates for annual regattas for years, and knowingly stepping on their designated slot will bring smaller numbers to both events, friction between the other club who is now your rival for hoping more sailors show up to your event as opposed to theirs. And lastly and probably most importantly for small clubs that have to worry about their keeping their program budget in the black, conflicting dates also mean less regatta income from less registrations. At larger annual events which have a number of different classes and over a hundred competitors, this could mean suffering loss of business to the clubs bar and restaurant and also local community. A sizeable regatta bring people to towns to stay in hotels and eat in restaurants that are not affiliated with the yacht club but certainly enjoy the extra boost in customers. . So please, when picking a date, think long and hard to determine if changing your event to the same day as another nearby clubs is worth the risks.

• Marketing the event . Marketing your regatta should be done through sailing registration websites, your clubs website, and Facebook pages. A good idea is to have club directors contact other clubs in your area to inform them of your event. It’s a shame when sailors don’t register for a regatta because they see no entries or small numbers. Often times the interest is there for many sailors and clubs, but people don’t want to commit unless they see that the fleet sizes make attending the event worthwhile. Having your club talk to other clubs to see if they are attending is a sign of good faith and also helps your club better prepare for the regatta.

• Make a working plan . Event organizers need the cooperation of so many different people for a regatta. The most important part is making a working plan for everyone to understand what their roles will be and for them to follow them. Volunteers and cal2coaches need to fully know what is expected of them and how the flow of the event will go. Have a meeting and have a printed plan prior to the day of the regatta with instructions and people’s duties. This working plan can cover things such as parking instructions, unloading procedures, boat launching, registration, food and entertainment and scoring.

• Have working equipment . Nothing is worse then running around like a headless chicken in the hours before the first race starts looking for marks, lines, flags, horns, and a million other things. Take time to ensure all the boats are fully operational and fueled, all the necessary flags are ready, horns and radios are working, and the marks are working with sufficient length lines. This preparation can save a lot of headache on the day of the regatta.

• Have competent race committee . We have all been to events where you are constantly shaking your head at the PRO and race officials. Putting together a competent race committee takes time and energy. The best thing to do is ensure the PROs are capable of doing the job. If your club doesn’t have anyone who will agree to do the job, there is no shame in bringing in outside experienced officials. Competitors are spending time and money and are entitled to a level of professionalism from the race committee staff.cal4 . Scoring should be one of the most important aspects of the race committee. Allocate enough people and resources to the scorers so the scoring is accurate and can be posted quickly after racing is concluded.

• Have attractions . Regattas are for people to compete against one another and to test their skills but they are also a major social event. Longtime friends get to see each other and catch up along with new friendships being made. A well-run regatta has great racing on the water with good attractions off the water. These attractions should be things like BBQs, bands, cocktail parties, and fun activities for children and junior sailors so everyone in the family can enjoy the regatta.

Regattas are an important pulse checker to see how a clubs sailing is doing. Sailing has seen an increase in attention in recent years with high performance boats on television and in the media. But these kinds of regattas make up a small percent of the sailing community. An to an average sailor who gets to sail for five months out of the year, their clubs annual regatta is their own America’s Cup. They deserve to have well run regattas, and ensuring this takes preparation and an understanding of how things need to be done correctly. These are just a few of the ways a yacht club can do to better prepare for a regatta so everyone can enjoy the occasion.