New & Aspiring Stage Commanders Course 2014

1. New & Aspiring Stage Commanders Course 2014 with the support of the British Motor Sports Training Trust Day 1

2. Jon Binns • Marshal and Official on rallies for 27 years. • Former Deputy Clerk of Course (Armstrong Massey Rally) • Stage Commander for 17 years. • Annually (about 30 events per year): • Stage Commander (Pirelli, Jim Clark, RAC & WRGB) • Deputy Stage Commander / Stage Safety Officer • Course Car Crew Member (Trackrod & WRGB) • Steward / Timekeeper / Radio Marshal / Marshal • Member of the MSA Training Review Group • Member of the MSA International Training Team • Competitor…now very occasionally!

3. Housekeeping • Fire Exits • Toilets • Mobile Phones

4. Course Assessment Form • It is very important that we receive feedback from course delegates. • Feedback allows us make improvements based on your needs and views. • It is recommended that you fill in the course assessment form throughout the day.

5. Course Aims • To arm aspiring stage management personnel with the knowledge and tools to do a safe and effective job. • To improve overall stage management standards and consistency across the country. • To share good practice and lessons learnt from experienced Senior Stage Officials. • Not just us, that very much includes you too.

6. Intended Outcomes • By the end of today you should understand: • The role and responsibilities of a Stage Commander and other Stage Management personnel. • How to plan, staff and set up a rally stage in safe and compliant manner. • Some of the common risks, constraints and other factors outside the stage team’s direct control and understand how to deal with them effectively. • The 2014 Blue Book changes affecting Rallying.

7. Timetable

8. About You • Your Name? • What is your Senior Stage Official experience? • Roles held? • Approx events / years? • What are your objectives for the day?

9. New & Aspiring Stage Commanders Course 2014 with the support of the British Motor Sports Training Trust

10. Lifecycle of a Rally Stage(Module SC1) with the support of the British Motor Sports Training Trust

11. Lifecycle of a Rally Stage Starts: Around 10 to 12 weeks before the event. Finishes: At the start of Signing On. Starts: Around 8 to 10 weeks before the event. Finishes: 1 day before the stage. Planning If stage changes necessary for later stage. Recruitment Set Up Starts: 2 hrs 30 mins* before First Car Due. Finishes: 1 hr 45 mins* before First Car Due. * Recommended times Starts: 1 to 2 days before First Car Due. Finishes: Before final preparation. Signing On Final Preparation Starts: Authority given to run 1st Car. Finishes: Course Closer at the Stop-line. Starts: At the end of signing on or at 1st Course Car. Finishes: Authority given to run 1st Car. Stage Live Stage Closing Starts: Course Closer closes stage ATC. Finishes: Course Closer at the Stop-line Finishes: Feedback provided to/from stage personnel and organisers. Following a lengthy pause between runs, usually next day. Starts: Course Closer passes each location. Clear Up Feedback

12. Lifecycle of a Rally Stage Day 1, Module 4 Planning Day 1, Module 6 Recruitment Day 1, Module 5 Set Up Day 1, Module 7 Signing On Day 2, Module 9 Final Preparation Day 2, Modules 10,11 & 12 Stage Live Stage Closing Day 2, Module 13 Clear Up Feedback

13. Role & Responsibilities of a Stage Commander (SC2) with the support of the British Motor Sports Training Trust

14. 2014 Competitors’ and Officials’ Yearbook www.msauk.org > Officials > Publications > MSA Year Book

15. Role & Responsibilities of a Stage Commander • The Stage Commander has overall responsibility for the planning, staffing, set-up, running and clear-up of a rally special stage. • He/she is responsible to the Clerk of the Course, often via the Chief Marshal or an Area Coordinator. • He/she has the responsibility for “ensuring that the stage complies with the regulations and that an adequate number of marshals are appointed”. [Blue Book R24.2.1] • The Stage Commander may appoint other officials to assist with his/her duties. These officials form a Stage Management Team.

16. Stage Commander’s Responsibilities • Planning the stage including its set up, staffing and operation. • Recruitment of stage personnel. • Attending event briefings, if required. • Setting up and preparing the stage, including ensuring the availability of any additional equipment (e.g. lights, fire extinguishers, finish land-line) and the logistics for its delivery and return.

17. Stage Commander’s Responsibilities (continued) • Signing on the stage personnel, briefing them and allocating them to their locations. • Ensuring that the stage is safe, legal and ready to run at the appointed time. • Ensuring that any safety or operational problems are dealt with promptly and appropriately. • Managing the safe resolution of any incidents, including the deployment of the safety and medical services and the evacuation of casualties if necessary.

18. Stage Commander’s Responsibilities (continued) • Recording and reporting all significant occurrences during the running of the stage (e.g. incidents, injuries, property damage, timekeeping issues and any regulation contraventions). • Dismantling the stage after the completion of the competition ensuring that no rubbish or debris is left behind. • Providing the Organisers with a debrief report after the event so that any required improvements can be made for the future.

19. Interfaces with other Event Personnel Stage Team • Deputy Stage Commander • Stage Safety Officer • Stage Spectator Safety Officer • Doctor/Paramedic • Rescue/Recovery • Stage Radio Coordinator • Sector Marshals • Marshals/Timekeepers/Radio Crews Other Important People • Landowner &/or their agent • Sponsors/VIPs • Police Event Team Clerk of the Course Chief Marshal Radio Coordinator Event Safety Officer Chief Medical Officer Equipment Officer Chief Timekeeper Other Stage Commanders Public Relations Officer Area Coordinator Radio Controller Stewards Scrutineers

20. Event Variations • Recruitment/Allocation • Event Briefings • Set-up • Stopping the Stage • Stage Safety Officer

21. Stage Management Decision Making (SC3) with the support of the British Motor Sports Training Trust

22. Motor Sport will always carry some risks Stage Management Decision Making Risk = Probability x Impact Safety verses Time

23. Stage Management Decision Making • How does someone make a decision? • Based on information & experience. • How does someone make the right decision? • Clear information. • Reliable source(s). • By taking enough time….. Old Proverb: “Act in haste, repent at leisure”.

24. Tea & Coffee Break

25. Timetable for the Day

26. Timetable

27. Stage Planning(Module SC4) with the support of the British Motor Sports Training Trust

28. Objectives of Stage Planning • To ensure the stage is safe, compliant and runs to schedule. • To ensure sufficient stage personnel and appropriate equipment are available when and where required. • To ensure incidents can be dealt with as quickly and efficiently as possible. • To help avoid, or deal with, both foreseeable problems and nasty surprises on the day!

29. What Needs Planning? • Signing On. • Incident Management. • Closing (Maximum Lateness) • Stage Clear Up. • Staffing & Deployment. • Stage Timetable. • Equipment Requirements & Delivery. • Stage Set Up & Changes. Pretty much everything!

30. Stage Planning Checklist

31. Key Planning Documents

32. Example Staffing Plan

33. Equipment Planning:Warning Notices Notice A – “At any entrance to an event or part of an event held on private ground.” Notice C – “At any means of spectator or vehicular access to a Rally Special Stage.” WARNING! The organisers consider this area to be one of DANGER Spectators are not permitted in the vicinity of the stage at this point. Notice D – “In any area of particular danger on a Special Stage (i.e. escape roads etc).” [Blue Book D31.1 / R26.8.1]

34. Equipment Planning:Safety Code • There should be a copy of the Safety Code on display at all entrances where the public are likely to enter, and in areas considered to be hazardous, including escape routes and prohibited areas. [Blue Book R26.8.2] [Page 298 for Sign]

35. Signage in Operation

36. Example Equipment List

37. Example Equipment List (cont)

38. Example Setup Plan Start (1) & Junction No.2 Row of cones Start Arch Gate open for access to field At least 5 bales to protect spectator walkway behind

39. Example Setup Plan(Wales Rally GB)

40. Other Stage Equipment • Other stage equipment to be considered: • Fire Extinguishers [Blue Book R37] • Spill Kits [Blue Book R28.5] • Flying Finish to Stop-line Communications • Hand Portable Radios • Flags • Tabards • Timing Shelters • Lighting • Toilets • Rubbish bins/skips

41. Stage Planning Exercise • Split into Groups: • Group A – Plan Staffing • Group B – Plan Equipment • Use: • Stage Planning Checklist • Stage Plan • Event Timetable • Road Book • Group Planning – 15 mins • General Discussion – 15 mins

42. Chicane

43. Timetable

44. Stage Setup (Module SC5) with the support of the British Motor Sports Training Trust

45. Key Principles ofStage Set Up • Safety • Compliance • Visibility • Consistency • Presentation • Planning • Risk • Equipment • Time • Road Book • Teamwork

46. Warning Notices Notice A – “At any entrance to an event or part of an event held on private ground.” Notice C – “At any means of spectator or vehicular access to a Rally Special Stage.” WARNING! The organisers consider this area to be one of DANGER Spectators are not permitted in the vicinity of the stage at this point. Notice D – “In any area of particular danger on a Special Stage (i.e. escape roads etc).” [Blue Book D31.1 / R26.8.1]

47. Warning Notices • “It should be impossible for anyone on foot to gain access to any stage through normal access roads or tracks without: • Being aware of it, • Having been seen by an official, • Having seen a warning notice • Having seen the safety code”. [Blue Book R26.10] [Blue Book R26.10]

48. Stage Setup ChallengeA bit of fun!! • You are setting up a stage for an international event. • It has two mandatory radio points and one mid point rescue point. • The distance between the Flying Finish and the Stop-line is 300m. • There is a passage control at the end of the stage. • Set up your stage (on paper) putting all your boards in the right order and the correct distances apart. • You can use the same sign as many times as you would like. • You won’t fill all the spaces and not all signs will be used. Possible Example: 75m Z M

49. Stage Setup Challenge A B C D E F G Sponsor Sponsor Sponsor Sponsor Sponsor Sponsor Sponsor Sponsor Sponsor Sponsor Sponsor Sponsor H I J K L M N O P R

50. International Sponsor Sponsor Sponsor Sponsor Between 50m to 200m Usually at least 50m from road 25m 25m to 50m Alongside Advance Arrow At Junction, Alongside Gate Arrow 50m to 100m Main Stage Boards [Blue Book R29.4 & R29.5]