| APPLYING TO HOST A REGATTA
- The SQ Zone will publish regatta dates following the Zone AGM
- Club secretaries must apply in writing to host a regatta
- Your application must include the venue for the regatta based on weather conditions at that time of the year, public holidays, other major events, and in particular tide times and heights.
- Before applying, ensure your club is aware of all that is required to run a successful regatta.
- All clubs must comply with the rules and regulations of hosting a regatta.
PERMITS AND NOTIFICATION
Once your club has been approved to host a regatta you must obtain:
PERMITS AND LICENCES - These need to be applied for up to eights weeks in advance to allow for Government processing. A fee will apply for each permit. The amount will vary depending upon your locations. Permits and licences required are:
- Local Council
- Aquatic Permit - in Qld applied through Queensland Transport
- Liquor licence (if applicable)
ADDITIONAL NOTIFICATION MIGHT BE REQUIRED TO:
- Coast Guard
- Air/Sea Rescue
- Water Police
- Police
- Life Guards
RACE PROGRAM
A draft program must be sent to your Zone for approval at least six weeks prior to the event. The information contained in your draft program must adhere to AOCRA Rules and Regulations. Program Requirements:
- Front cover - host club, regatta date
- Invitation letter for clubs to attend
- Rules and regulations
- Official race program - times, categories, race lengths
- Course Maps - OC6, OC1/2, Junior, Senior
- Fees and nomination information page
- Club nomination form (F102)
- Team paddler nomination forms (F104)
- Location map of regatta site
- Information on canoe trailer unloading areas and parking
- Presentation details - times, location
- Accommodation recommendations - include caravan parks, cabins, motels, apartments
- If you have sponsors, ensure they are recognised throughout the program
All the forms listed above should be obtained from the AOCRA site.
Once the zone approves your program you must then send a full copy to all club secretaries in your zone. The program must arrive at clubs a minimum 4 weeks prior to the regatta date.
PRE REGATTA PREPARATIONS
- Appoint a Race Director
- Organise safety/support boats - each category must have a lead boat, a rear boat and one safety boat for every five OC6 canoes. The lead boat is not included in this equation. If clubs are running split races (eg open and short course at the same time) separate lead boats and safety boats are required.
- Radios and Stop Watches - usually supplied by SQ Zone. Check that there is sufficient print out tape and batteries for stop watches and radios are fully charged.
- First Aid - must have a phone contact for Ambulance in case of emergencies on the day of racing. It is also compulsory to have a qualified first aid officer in attendance with first aid equipment. An area should be allocated for treatment of injuries with prominent signage.
- Administration forms - Team nominations, recording sheets for judges, team check in forms, latest AOCRA Rules, support boat driver infringement forms, protest forms (F115), injury forms (F118), volunteer registration forms, points record sheets, race director's disqualification form, race director's protest result form.
- Announcement sound system - ensure that announcements can be heard in all tent locations.
- Toilets and plenty of toilet paper
- Rubbish bins - see your local council
- Tents - registration, food, drinks and club shelter
- Results board
- Binoculars for judges
- Computer and printer (optional) - Glare and sand/dust ecreate problems using computers on the beach. Manual recording is acceptable, although electronic recording is preferable.
- Food and drinks - a variety of food should be available. Fruit and muffins are usually popular. Ensure you have plenty of sports drinks and water for sale.
- Medals and prizes - check with your zone registrar.
- Liability insurance - check with your zone secretary re IEA insurance
- Signage - Signs on the side of the road directing paddlers to venues are a great help. Trailer unloading and parking signs are also useful.
- Paper work - have copies of the necessary administrative forms made prior to the event.
OFFICIALS
- Race Director
- Assistant Race Director/Liaison person to communicate between club and the Race Director
- Protest committee - appointed by zone
- Water Safety Officer
- Announcer
- Race Starter - must be familiar with flag starting procedures
- Judges
- Registration/paddler check in personnel - must be familiar with age categories and rules
- Time Keepers
- Support Boat Coordinator - organise boats on the water, fuel, food for drivers and to ensure safety boats are familiar with the race course.
ADDITIONAL REQUIREMENTS
- Emergency numbers required on site on race day:
- Ambulance
- Doctor
- Police
- Coast Guard
- Life Guards if applicable to the venue
- Water Police
- Air/Sea Rescue
- Dept of Meteorology (weather forecast access)
- Start flags - full set - additional white flages for all lead boats
- Completion of AOCRA Form F101 - submit to Zone Secretary 14 days prior to the regatta.
- Safety boat drivers beifing prior to the regatta - drivers need to be aware of courses, rules and safety issues on the water.
PRESENTATION OF MEDALS
- Check and sort medals prior to race day if possible
- Announce the club points for the day - Points can only be allocated to clubs where there is a minimum of three different clubs involved in each event. Points for placings can be found in the AOCRA Rules. You may wish to announce senior points and junior points separately and then an overall points tally.
AFTER THE EVENT
- Reults need to be sent through to the zone
- Thank you letters to clubs in attendance (optional)
- Thank you letters to sponsors
- Club debrief
- Relax!
FINANCIALS
What you can expect to gain from running a regatta.
REVENUE:
- Percentage of club registration fees (refer to AOCRA website - Regatta Tax Invoice)
- Sponsorship
- Food and drinks (there is a lot of money to be made here)
- Merchandise (don't over cater)
- Raffles
EXPENDITURE:
- Permits
- Food and drink purchases
- Food and drinks for volunteers and support boat drivers
- Hire of Equipment
- Merchandise costs
- Raffle expenses
- Stationery
- Medals (check with your zone - these may be payable by them)
- Sound Equipment Hire
- First Aid
- Fuel for Safety Boats
- Program printing costs and postage
- Hire of tents
- Hire of rubbish bins
- Equipment Hire - white board, results board etc
- Advertising
- Other expenses
It is important that you get the most recent versions of forms from the administration section on the AOCRA website.
This guide has been written by Greg and Ann Steindl. Greg and Ann have had extensive experience in running both Grand Prix regattas and National events through their club, Panamuna OCC. Greg is an experienced Race Director for South Queensland Zone and AOCRA so he is well aware of all that is involved in running a regatta. Hopefully, this guideline will assist you in making your regatta successful. Good luck! |
