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Regatta Planning

Much of this site deals with race management during & after racing. Here, we'll talk about pre-race tasks -- what are they & when should they happen.

Start planning early

Among the factors which lead to unsatisfactory experiences by competitors in races and regattas are failures by the organizing club to adequately plan and organize the event. These often stem from failure to appreciate

The advance, or “lead”, planning time required and
The amount of cooperative effort needed to pull off an event which makes sailors want to come back again and again.

To do a good job, start the planning early and make sure the burdens are shared.

The 2001-2004 edition of US SAILING’s Race Management Handbook included the recommended basic outline of a timetable below (used with permission and noted for conditions specific to the SAIL region):

On delegation:

A large undertaking can not be accomplished by one person alone; the regatta chair needs to delegate tasks to others. Delegation works well if its requirements are met:

The task delegated must be clear to both the delegator and the delegatee. Both need the same understanding of what's to be done.
Concrete & tangible tasks are more easily delegated than those that are vague and ambiguous.
The delegated task should be accompanied by an expected completion date, set by the delegator. The delegator may fill in a step-by-step schedule or ask the delegatee to supply it.
Effective delegation requires that the delegator receive frequent and periodic reports to assure that each delegatee is on schedule. Don’t assume; you’ll be unpleasantly surprised.

Failure to follow the rules of delegation results in more stress and poorer work by all.

Schedule

12 months in advance: (This is when most miss the boat.)

Pick regatta dates.
{SAIL’s general meeting is held the first Saturday of November and it’s an excellent idea to send a club representative to that meeting to present your preferred dates & avoid conflict with another club’s event.}
Select Steering Committee.
Determine advertising category of each class.

9 months:

Select key members of regatta committee & conduct first of monthly meetings.
Complete preliminary detailed budget.
Confirm major sponsorships, if any.

6 months:

Confirm major project assignments.
- Principal Race Officer (PRO)
- Chief Judge
The PRO & Chief Judge will want to review the draft Notice of Race & make suggestions.
Publish Notice of Race for major events. (Smaller events, publish at 3 months.) on website. {SAIL will publish your NOR on its website if you submit it and also in quarterly newsletter if received 10 days in advance of publication dates -- i.e. by Dec. 20, Mar. 20, Jun. 20, Sept. 20.}

3 months:

Complete competitors' advance registration packets.
Publish & distribute Notice of Race if not done before.
Issue initial publicity. (Press releases, mailings to potential competitors.)
Complete initial grounds plan, social plan, housing plan & ceremonies plan.
Order all necessary outside equipment.
Submit permit application (if not done before.)

2 months:

Finalize housing, dinner, trophies, entertainment reservations & orders.
Formally invite dignitaries.
Draft sailing instructions {Responsibility of PRO.} and have reviewed by Chief Judge & Regatta Chair.

1 month:

Print final Sailing Instructions & put on website.
Entry deadline for major regattas.
Confirm personnel schedule.
Confirm all equipment. {Check locations of fixed marks.. Sufficient depth for multi-boat roundings? Easily distinguishable from navigation buoys?}
Confirm borrowed or chartered boats.
Confirm final grounds, housing, social, & ceremonial plans.
Initiate media contact for TV, radio, newspapers. (Earlier for magazines.)

1 week:

Final regatta committee meeting.
All printed material to regatta office.
All on-site “look” materials ready for display.
Set up venue.
Confirm receipt of prizes.
Send updated publicity to media.
For handicap regattas, prepare class or division breaks by ratings and prepare final scratch sheets and list of competitors by rating. {Difficult when competitors sign up on race day. Try making scratch sheets from prior year entries,, then line out those that don’t enter.}

Race Day 1:

Race committee/protest committee/organizing authority joint organizational meeting.
Race committee organizational meeting.
Competitors’ meeting.
Go out on the water & start racing.

In our region, little sailing can be done during the winter months, so this season presents a good time for getting the preparation work done. Adaptations and adjustments to the timetable will be needed for local conditions and situations. For example, there may be other tasks you’ll need to add. But, don’t ignore the need to plan and organize in advance.

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Revised: 12/19/2009