Guidelines on How to Host a Successful Event
There are two levels of events that host clubs offer to do for NSA. The Regional event is the beginning of the elimination ladder and involves only clubs from your region (Western, Southern, Central or Eastern). The next level is called the Association Finals (or just Finals). The top two winners of each regional event advance to compete in the finals. In the Midgets Regatta, the Finals are, in fact, the final event for these sailors. In all other Junior regattas (Sears, Bemis, Smythe, Leiter), the Association Finals are actually the National Quarterfinals. Depending on the event, the top one, two or three winners of the Association finals advance to compete in the “Area A” regattas (the National Semifinals) and then perhaps to the National Finals.
NOTICE OF RACE:
Although NSA publishes the dates and the names and phone numbers of the contact person for each event, it is a good idea to send out a Notice of Race to each club in your region for a Regional event. This should be done at least two weeks prior to the event. A sample Notice of Race is in the Yearbook along with a “fill in the blanks” copy that you can xerox. You should expect responses from clubs planning to send a team or individual to your event about a week prior to the event. You should state clearly on the Notice of Race when the deadline is for contact with you. Sailors should not be allowed to just show up on race day, even if they do not require any accommodations and you have the right to refuse their entry if they do show up without prior notification.
If you are hosting a Final event, then you may assume that each participant planning to attend will have received a Notice of Race when they won the right to advance. So, there is no need to send a Notice of Race out. However, you should expect the advancing competitors to contact you as soon as possible to let you know they plan to attend the Final. Again, if they do not contact you, you have the right to refuse their entry.
ACCOMMODATIONS:
All NSA events are scheduled for two days. Many participants like to complete a regatta in a single day, but many times this is not possible. It is wise to make overnight accommodations available for crews, coaches, and judges just in case they are needed. It would be very nice if dinner and breakfast could be provided by the hosting families, but you can ask crews to be responsible for their own dinner--or your club might want to provide a dinner. Visiting parents MUST make their own arrangements for accommodations and meals.
FOOD:
Host clubs provide lunch for the racers, judges, race committee, and coaches if they are helping. We encourage you to take your Midget sailors ashore for lunch. Any post-race refreshments are always appreciated. Likewise, some clubs offer juice and coffee during the skippers’ meeting. As mentioned above, some clubs host dinner for racers, coaches, and judges prior to the race. One of the most important things to do is provide plenty of liquids while the sailors are on the water (this is true for the race committee as well). Dehydration can be a potentially dangerous situation to face. Take a case of water with you and encourage sailors to drink it.
RACE DAY:
If the event is a borrowed boat event (i.e., using the host club’s boats), extend the offer to any competitor(s) to arrive early in order to familiarize themselves with the boat. Another way to accomplish this is to have a practice race before the actual races that count.
ELIGIBILITY:
Please check each application to make sure that all competitors (including alternates):
Meet the age requirements for the event,
Are members of USSA,
Have their Application Form signed by an adult who is responsible for them,
Have a completed Medical Form also signed by an adult who is responsible
for them,
Have a Lifejacket with a Whistle attached
SKIPPERS’ (or COMPETITORS’) MEETING:
Skippers’ meetings should start by 9 a.m., earlier if you wish. Prior to the start of the meeting:
completed entry and medical forms should be in the hands of the Race Chairman; all race boats should be rigged and all others ready to go (exceptions being the spectator boat(s) which will leave at the discretion of the captain; sailing instructions are to be posted and handed out.
The Event Chairman may begin the meeting with introductions and announcements, followed by the Race Chairman for review of the Sailing Instructions, etc. The Head Judge should issue special instructions and comments about such things as use of the spinnaker, boat rotation, no coaching on the water, how to report damage to ANY boat, care of boats, etc. The Head Judge should remind participants about crew commitment and advancement (if a team is unable to advance, the next place finisher then advances).
NOTE: The Head Judge has the authority to decide whether late-arriving teams (those arriving after teams have left the dock), or those arriving without confirmation will be allowed to race. (As per NSA Junior Committee, 8/95.)
COACHES:
Use coaches to help with the race. A good place for two or three coaches working together is watching mark roundings. A number of protest situations involve mark roundings and it makes life easier if there are other eyes on the scene. Please do not use parents of racers; they should only be spectators! There is no coaching allowed on the race day, which is from the start of the first race until all protests have been heard and decided at the conclusion of the event.;
SPECTATOR BOATS:
If you can provide one or two spectator boats, parents and coaches would appreciate it. When spectators are included on the committee or judges’ boats, this can lead to complications if mistakes are made by the race committee or when protests are heard. If it can be avoided, do not include spectators on official boats.
COMMITTEE AND JUDGES’ BOATS: Make sure they are properly equipped and manned.
RACE BOATS:
Ideally, if you are hosting the event in your club’s double or triple handed boats, you should have one boat for each participating team, or one team will have to rotate out for one race. Boats should be rigged by host club’s staff prior to the skippers’ meeting. Please make sure the boats are in good condition and properly equipped. At the skippers’ meeting or right after lunch, tell participants how you want the boats left at the end of the day. If you are hosting a BYO event, then it is the responsibility of each participant to provide his/her own boat and to have it rigged prior to the skippers’ meeting. Crews should report any damage or problems before leaving the boat for the next rotation. There is a section on boat damage in cover letter each Event Chairperson receives with their Event Packet.
JUDGES, PROTESTS AND APPEALS:
Ideally, each event should be judged by a certified USSA Judge. However, the reality is that these individuals are few and usually have very full schedules. A good sailor with a fundamental knowledge of the Racing Rules with a Rule Book (an impartial adult is best) can do a pretty good job as a substitute for an official judge. In order to minimize potential difficulties in a protest hearing, a few impartial people should preside to aide the Judge (especially if there is a person acting in the capacity of a judge and non-certified). A Judge may prefer to act alone in a hearing, which is fine if the Judge is certified. The decision of any certified judges on all protests shall be final and not subject to appeal. Appeals will be allowed for information purposes only. Protest Committees need to follow the US Sailing Regulations when conducting a hearing.
ENTRY FEES:
The Event Chairman does not need to worry about entry fees, except in cases where the Notice of Race states otherwise. Billing for Junior Events is done directly from NSA offices.
ENTRY AND MEDICAL FORMS:
Participating teams should bring with them a completed and signed entry form and completed and signed medical form, both to be turned in at registration prior to the skippers’ meeting. To be safe, however, have some extra forms on hand.
CREW COMMITMENT:
Entry by a crew or individual into an event will be deemed a commitment from qualifiers to compete at the next level. If a qualifying crew finds it cannot continue, it must:
notify the Event Chairman of the event just held no more than 24 hours after the completion of the event,
notify the Event Chairman of the next level of the event immediately following compliance with item #1,
notify the Event Coordinator immediately following compliance with item #1.
Failure to continue on in a series without notifying NSA deprives runners-up of their right to compete. Lack of timely notice that a crew cannot continue may result in a competitors being suspended for a year from NSA-sponsored events.
TROPHIES: These will be sent to you directly. Please make sure you have enough and that they are engraved correctly.
AWARDS’ CEREMONIES:
After all protests have been heard and decided, score the races and tally the results. Distribute the trophies to the competitors that win them. It is always wise to try to acknowledge everyone’s participation and thank those people who helped you. If an event continues (it will for all regional regattas – midgets or Sears/Bemis/Smythe/Leiter), the qualifying crews should also receive instructions about notifying the Event Chair at the next level. You should have a packet to give them that contains vital information about the next event. Please stress the importance of timely notification.
You may wish to give a Seamanship or Sportsmanship Award to recognize exemplary seamanship, sportsmanship, thoughtful behavior towards others, remarkable progress during the series, excellent care of boats, etc. The criterion is up to you. NSA does not provide trophies but suggests you give a small prize.
PAPERWORK:
After the event, please complete all the forms clearly, to include the lower portion of all the Entry Forms, the Race Report Form, Protest Forms.
Send copies to:
1. William Poole, NSA Secretary, One Runway Road, Suite 8, South Portland, ME 04106
A copy of all entry forms
the Race Report Form (including boat rotation)
any Protest Forms
If an injury occurred, a copy of the appropriate medical forms and a report of the injury
2. The Event Chairman at the next level
A copy of the Entry Form
A copy of the medical forms for those continuing unless you have sent these on with the team (which is preferable)
3. The Event Coordinator
A copy of all Score Sheets
A note about how the event went and any suggestions yo may have for furture events, or call them with these thoughts
