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Walter's updated summary of the original guidelines at

To start with, my general view of competition chief is as “grand coordinator.” The main role of the comp chief is to ensure that there are enough people available to actually make the race happen on race day and to make sure all the interested parties are aware of what has to happen (disregard my utter failure to keep you apprised of what will be happening this weekend…).

So, well in advance of the race date (i.e., weeks before race day), the comp chief needs to make sure the other chief roles are filled. This usually entails groveling to the club by email or twisting the arms of your friends and neighbors. After comp chief, the range chiefs are the next most important position to fill (thank Roberta and Paul) both because we need them to ensure the *safe* conduct of the race but also because setting up the range is one of the most time consuming tasks on race day. Timing chief is next most important, followed by course chief (as comp chief I've always assumed the role of course chief and in a pinch, I've covered timing).

Assuming the race is adequately staffed, the next thing to do is announce the race to the club. These are the various emails I send out to the club describing the race format, course details (once you've decided on the different courses; look here for some helpful maps: ) and race day schedule. I try to send out these notes at least a week in advance of the race. For this particular race, there were a few more notes needed to verify that there will be sufficient snow to run the race (I send these to the various Fraser valley residents in our club, Kyle, Bill, Dave C. etc; these reporters tend to be a bit more responsive and reliable than the staff at SMR). At about the same time, you'll want to communicate with Julia to make sure on-line registration is up and running.

The day before the race, I try to make it up to SMR to make sure that we have adequate supplies at the hut (paper targets for zero and paint for the targets) and to make sure nothing catastrophic has happened at the range that would slow down our race day prep (e.g., missing paddles on the targets, blown down trees on course, freshly formed lakes at critical intersection on the course, rifle racks knocked down the hillside by amorous moose etc.). I usually do this reconnaissance late in the day, spend a little time shooting myself (it's hard to get a decent zero on race day), and I'll often flag the course. I'll also check in the staff at SMR to remind them that we'll be racing the next day. I try to leave enough time in the afternoon to address any problems that might have been discovered and to make it to ACE hardware in Fraser before they close (5:00PM on Saturdays, if I remember correctly).

Later in the PM, once on-line registration has closed, I'll pull together my start lists. Given my habit of running two waves, I make executive decisions about who goes in what waves, keeping in mind that I like to send all the kids first (which means parents will be one hand to supervise them and, if those same parents want to race, they'll go in the second wave). Likewise, co-chiefs need to run in opposite waves so that we have continuous chief coverage during the race. After that, I try to keep the group sizes roughly similar so that have a balanced number of available “racer volunteers” to run the range. Last, I'll try to keep group racers of similar abilities in each wave. Usually, there will be a few race day requests to run in a particular wave. I try to honor those requests as often as possible, but there is no need to make the entire race more complicated just to help a few folks make it to an afternoon movie.

On race day, assuming a 10:00AM start to zero, I'll try to make it to the range by 8:00AM. I ask my range chiefs to do the same. As I mentioned, the range set up in the most time consuming race-day task. Having four or more people really helps. I'll ask my timing chief(s) to arrive as soon as early as they can stand (the more the merrier for set-up), but at least by 9:00AM so that the timing chiefs can be present for 9:00AM bib pick-up. I like to have the timing chief get get a look at the start list well before the race starts running at 11:00, and one of the best ways to do that is to put the timing chief in charge of bib pick-up. In short, from 8:00AM forward, the comp chief's job is to make sure everyone available to help is doing something helpful. Rather than try to describe that chaotic process in this note, we can talk through the process on race day and then I'll try to summarize those thoughts in another wordy document.

winter_event_guide.txt · Last modified: 2012/12/12 20:59 by secretary