International Sailing Federation Race Management Manual Part 1 Regatta Organisation and Management

1. International Sailing Federation Race Management Manual Part 1 Regatta Organisation and Management Edition 4 February 2006 ISAF

2. Preface to Fourth Edition • Part 1 – Regatta Organisation and Management • Part 2 – Fleet racing • Part 3 – Offshore racing • Part 4 – Match Racing • Part 5 – Team Racing ISAF

3. How to use this Manual • As a Powerpoint Presentation • Use on a PC or Laptop for personal use • Use with a data projector in a classroom situation • As a hard copy • Printed from Notes pages in Powerpoint ISAF

4. The four questions • What is the event? • When is the event? • Where is the event? • How is the event to be organised? ISAF

5. What is the event? • Status • International Championship • National Championship • Local area Championship • Major Open Meeting • Small Open meeting • Club racing ISAF

6. Major event information • Number of days • Number of classes • Number of races per day • Estimate of number of entries • Number of course areas and the course configuration • Position of finishing line in relation to the course ISAF

7. When is the event? • Dates • Does it clash with other events? • Are there outside influences affecting the date? • Olympic Games • Other cultural events • Tides • Does the state of the tide have an influence on the timing of the event? ISAF

8. Where is the event to be held? • Based on a Marina or Harbour • Commercial traffic • Leisure traffic • Restricted areas; navigation channels • Launched from the open beach • Wave height • Sand or stony beach ISAF

9. Where is the event to be held? • The seabed • Is it good for anchoring • depth of water • strength of tidal currents • Racing area • no high sea cliffs • clean winds ISAF

10. Evaluation • Evaluation of the proposed event • Can the venue cope physically with this size of event? • Do the personnel have the required level of expertise? • Risk Assessment • Can the venue provide the event with a safe working environment? ISAF

11. How is the event to be organised? • Set up an ‘Organising Authority’ • see rule 88.1 • Appoint a ‘Race Committee’ • see rule 88.2 • When appropriate appoint a protest committee • see rule 88.2 ISAF

12. Authority and Responsibility • Races shall be Organised by an Organising Authority • The ISAF • A member national authority of the ISAF • A club or other organisation affiliated to a national authority • A class association, either with the approval of a MNA or in conjunction with an affiliated club • An unaffiliated body in conjunction with an affiliated club ISAF

13. Authority and Responsibility • Organising Authority • One or more of the bodies listed previously may constitute the Organising Authority • Regatta Organising Committee • The main committee • Race Committee • Appointed by the Organising Authority ISAF

14. Authority and Responsibility • The safety of all competitors is a prime responsibility. • Ensuring fair competitionalso has high priority • Rules compliance is of prime importance ISAF

15. Committees and Key Personnel • Regatta Organising Committee • It requires a good Chairman • It is responsible for the whole conduct of the regatta. ISAF

16. Guideline plan for major event organisation Class Association National Authority Host Club Organising Authority Notice of Race Jury Race Committee On shore organisation Race Office On water organisation Secretariat Legal, Insurances, Accommodation, Transport, Security Services Car parks Marquees Changing facilities Launching ramps Cranes/Moorings etc Documents Sailing Instructions Results Beach master Dinghy park Shore safety Financial Control Budgets, Sponsorship Committee Boats Personnel Marketing & Publicity Advertising revenue Media, TV Measurement Sail & hull Measurement, weighing Safety Officer Patrol craft Mother boats Social Programme Opening & Closing Ceremonies Catering, Bar, Entertainment Equipment Flags, Halyards, Guns, Marks, Anchors, Ropes ISAF

17. Principal pre-regatta functions • to appoint sub-committees or personnel for the following • One or more Race Committee(s); • jury, when appropriate • To set up a Secretariat and Race Office • Prepare the Notice of Race • Using the Appendices found in the RRS ISAF

18. The Race Committee • Chairman • Requires someone with good organisational and management skills • Course Representative • Either appointed by ISAF or the Class Association • Principal Race Officer • A very experienced IRO is required for this position • Race Officer • There may be more than one person required; for all international events this should be an IRO ISAF

19. The Race Committee • Deputy Race Officer • Able to take over Race Officer duty if the RO is not available • Assistant Race Officer • Normally is in charge of the Pin End line boat ISAF

20. The Race Committee • Visual Signals Officer • Responsible for the display of all visual signals • Gunner • Responsible for the safe operation of sound signals • Timekeeper • Responsible for the accurate calling of the time ISAF

21. The Race Committee • Recorders • Record everything that happens on paper with tape back-up • Course-setter (Navigator) • Works out the length of the course to fit the target time based on wind strength and direction ISAF

22. The Race Committee • Pin End boat crew • Assistant Race Officer • Beach Master • Controls all launching and recovery of boats ISAF

23. Judging – The Protest Committee • Protest Committee • Appointed by the Organising Authority or the Race Committee • International Jury • An independent committee appointed by the Organising Committee and meeting the requirements of Appendix N ISAF

24. Judging – The Protest Committee • Interaction between the Protest Committee, Regatta Organising Committee and Race Committee • Protest Committee duties ISAF

25. Umpiring and On the Water Judging • Match racing • RRS Appendix C • Team racing • RRS Appendix D • Fleet racing • RRS Appendix P • Medal Race • RRS Appendix Q ISAF

26. Measurement Committee • Chief Measurer • Class requirements • Measurement area • Measurement equipment ISAF

27. Safety • Safety Officer • Number of Patrol Boats ISAF

28. Safety • Patrol boat equipment • Mother boats ISAF

29. Safety • Safety operations plan ISAF

30. Social • Social activities • Opening Ceremony • Closing Ceremony ISAF

31. Press & Publicity • Publicity • Before the Regatta • During the Regatta • After the Regatta ISAF

32. Press & Publicity • Media • Press Office and Facilities • Press Accreditation ISAF

33. Sponsorship • Amount of Sponsorship • Attracting Sponsors ISAF

34. Sponsorship • What can you offer the sponsor? • Contracts ISAF

35. Race Office Organisation • A ‘front office’ should deal directly with the competitors • receipt of entries; • reception; • registration and information; • results and information • Publish notices on the ‘Official Notice Board’ • Display signals on the ‘Official Flagpole’ ISAF

36. Race Office Organisation • A ‘back office’ should be restricted to officials • printing and photo copy support; • meteorology and weather reports. • Meeting room ISAF

37. Entries and Registration • The ‘Front Office’ deals with • Receiving entry forms and entry fees • Processing completed measurement forms • Dealing with all aspects of measurement registration; insurance compliance • Issuing ‘Accreditation Passes’ • Distribution of event memento’s ISAF

38. Registration and Information • The ‘Front Office’ deals with • Issuing Sailing Instructions • Giving accommodation information and local tourist information • Tickets for social functions • General regatta information ISAF

39. Weather • The ‘Front Office’ will also • Give weather reports of local conditions • Provide up to date weather forecasts ISAF

40. Racing area • The ‘Front Office’ will also give • Tidal information • Water temperature • Wave height • Currents ISAF

41. Results and Competition Information • The ‘Back Office’ deals with • Processing results sent in by the Race Committee’s • Processing protest hearings with the Jury Secretary • Processing any measurement issues from the Measurer ISAF

42. Communications • The ‘Back Office’ will also • Act as the communications centre for the regatta • VHF Radio contact with the Race Committees ISAF

43. Communications • The ‘Back Office’ will also • Telephone contact with local emergency services • Internet communication with the rest of the world ISAF

44. Infrastructure - What is required? • Launching facilities • Cranes • Launching ramps • Boat Parking or Mooring; • Competitors moorings or dinghy park • Coach boat moorings • Race Committee moorings ISAF

45. Infrastructure - What is required? • Storage for containers • Parking space for road trailers • Changing facilities for men and women • With adequate showering facilities • Meeting Rooms • Team leaders meetings • Daily briefings ISAF

46. Infrastructure - What is required? • Communication Centre for • Race Committee • Coaches • Competitors • Press/Media Centre • Medical Centre/Drug Testing ISAF

47. On shore facilities • Fresh water - boat wash • Parking for cars, trailers and boats • Fuel supply • Chandler (boat spares) ISAF

48. Press, Media, Sponsors, VIP’s • Press require; up to date information; communications • Media require; racing to suit their timetable; access to competitors • Sponsors require; the press, the media and VIP’s craft for corporate hospitality ISAF

49. Position of the Press on the Course • The following slides indicate the position where the press prefer to place their boats. • The position of race committee boats should not interfere with the field of view of the press unless it is essential to perform their duties. • All drivers of press/media boats should be prepared to move their craft quickly and with least disturbance to the competitors. ISAF

50. Time and Opportunity • In a race of 60 minutes only a few moments present good photographic shots. • Most of the photographic opportunities occur at the start, at rounding marks and at the finish. • Constraints of light, sun position and competitors restrict photographic opportunities ISAF