Event checklist (before & during the event)

A number of volunteers are required to run the regular KART series events.

There needs to be at least 2 volunteers for each role as backup (so one can take over if the other cannot attend).

The following roles are needed before, during and after each of the events. Further information / checklist of activities can be found here.

Before the event

event promotion (required):

This role concerns with the promotion, communication and registration updates for the coming event. The objective is to increase participation and spectator support.

pre-event preparation (required):

The objective of this role is to ensure all the necessary preparations, arrangements are made to enable the event to be carried out. This concerns with preparation for a particular event, which includes arranging for on-site requirements like

• track booking & readiness
• medical support
• documentation & tools
• prizes & souvenirs (if relevent)
• food & beverage
• hospitality
• fees, licenses & permits (if applicable)
• photography, video arrangements
• PA system
• Event MC
• other entertainment
• sponsor booths

sponsor acquisition (if applicable):

This role concerns with obtaining sponsors for a particular event with the objective of generating revenue for each event. The sponsor acquisition role shall work together with the media invite and event promoter roles to ensure value for the sponsor. This role also requires the preparation of sponsor material and should coordinate with the pre-event preparation role for the hospitality matters.

media invite (if applicable):

The objective of this role is to ensure the event receives the necessary and proper coverage. The media invite role will need to make arrangements for the media coverage.

During the event

event director:

This is the overseeing role for each event to ensure that the operations and overall event execution is efficient and on time. The event director may also further instruct other volunteers for grid formation and pit turnaround. The event director will also decide on techical matters upon advise by the event technical advisor

event administration (required):

This role concerns with the event administrations involving registration, collection, safeguarding my-KART cash & assets, payment etc.

event operations (required):

This role concerns with the event operations involving the following:

• race grouping
• scheduling
• scoring, ranking, sorting, results reporting
• race briefing
• safety management
• grid management
• pit management

The event operations role is one of the busiest roles during an event and the incumbent may need to appoint / select a few volunteers to do the following:

• lap charting
• driver, kart and grid formations
• flag marshalling
• race observers (need experienced racers), if applicable
• scoring & administration

For scoring and administration, the event operations role may request the event administration role to assist, although the main call / decision maker will be the event operations role.

event technical adviser:

The event Technical Adviser will be in charge of assessing the track & weather conditions, the state of the kart wear and tear and provide the event operations / administration roles with the avilable karts for the events. The event technical adviser role will also liaise with the kart / circuit operators on any issues pertaining to the kart or track conditions.

After the event

post-race reporter:

This role is required to seek feedback from the event partcipants concerning the event and commentary about their races. The role is required to provide a written report via this website on the event.

external liaison:

This role is required to extend / communicate my-KART's appreciation for the media's & sponsor's attendance to the events.

DRIVERS series operations checklist

This section contains information about what needs to be done before and during a particular event. It describes the hows in a checklist (as attached).

The checklist is recommended as a guide to conducting a DRIVERS series event from the preparation 2 weeks prior to the event, to the preparation the night before the event and activity guides during the event.

It also helps inventorise the various tools & equipments needed to run a DRIVERS series event.

my-KART members are invited to review the checklist and comment for on going improvements.

DRIVERS series lap charts & results

This document will describe the various activities, roles and processes with regards to the lap charting and result reporting functions (record to result).

All race progress will be recorded either by way of -

1/ manual lap charting; AND/OR
2/ automatic transponder assisted recording

For the DRIVERS series, the preference is for manual lap charting due to the past experience on reliability of transponder assisted recording (eg. failed or dropped transponders). Hence, it is crucial for the manual lap charting is done properly.

Two volunteers are needed for each race/sortie. One of the volunteer is to read the kart numbers as they cross the "start/finish" line, and the other to record the kart numbers in the lap chart.

The volunteers shall be selected by the category (K1/K2/K3) captain or owner - or his/her assistant/deputy. The category captain must ensure that the lap chart volunteers are aware of their lap charting responsibilities & procedures.

Lap Charting Procedures

A lap chart will be printed for the lap charters.

The lap chart shall contain the list of drivers and their kart numbers as they start the race. The drivers are printed on the list in starting order.

The lap chart contains columns for each lap of the race duration. eg, for a 8 lap race, there should be at least 8 columns for each race lap.

The lap charting volunteers shall record the kart numbers SEQUENTIALLY AS THEY CROSS THE START/FINISH LINE from top to bottom in the relevent lap column. Kart numbers shall only be recorded WHEN the kart crosses the start/finish line. Lapped karts, shall only be recorded WHEN they cross the start/finish line. Lap charting volunteers shall not be compelled to record lapped karts in the final lap column.

The lap charting volunteers shall discuss and agree the recorded results and append their names on the bottom of each lap chart.

Results Transcription Procedures

this part is under construction

DRIVERS Series Volunteers

As most of you are well aware, my-kart introduced the K1 series for teh first time in Round 1 2008. As such, it was quite a learning curve for all the committee and volunteers to incorporate this race into a tight schedule for the day.

Based on feedback from the committee, volunteers and participants, we are currently in the process of streamlining the management and organisation of the K1, K2 and K3 events and looking to achieve a faster turn around time between races. This will mean we require a lot more dedicated volunteers.

It is the intention that participants from each group become responsible for assisting in organising their events.

I have had a private discussion with some K2 drivers and they have agreed to volunteer their services for the 2008 season. We would also like to see more involvement in particular from the K3 group, especially when it comes to arranging the karts for the grid formation. By volunteering to help the organisation you will benefit from gaining experience and exposure in race management and become part of the team and not just a driver! I hope you won’t be shy and will come forward….

For ease of operations, we propose to assign volunteers to a specific group i.e. Group A, Heat 1 and 2 etc. In the event that a volunteer cannot assist due to participation in that particular group then the volunteer would be responsible for finding a suitable replacement. Adopting this methodology will ensure continuity of support to each race.

The ‘volunteers’ who have confirmed their participation is as follows:

K1 Managers
1) Naza
2) Luen

K1 Group A Organisers
1)

K1 Group B Organisers
1)

K2 Managers
1) Zul
2) Mark

K2 Group A Organisers
1) Jac
2) Edwyn

K2 Group B Organisers
1) Hafizah
2) Julian Wilson (tbc)

K3 Managers
1) Emmy
2) Muhaymin

K3 Group A Organisers
1)
2)

K3 Group B Organisers
1)
2)

Race Secretariat
1) Fazz (tbc)
2) Marcy (when available)
3) ??

Treasury
1) Azlan (tbc)

Merchandising
1) Euss (tbc)
2)

Marshalling, Safety and Flags (K1, K2 and K3)
1)
2)
3)
4)
5)

As mentioned, this format has been discussed but we would welcome feedback and suggestions/recommendations for further improvement.

Many thanks in advance for your support.

Attachment A: Driver database records, entry lists

Whenever myKART organises any league events, participants entry confirmations and responses needs to be recorded for administrative purposes. To this end, myKART uses an MS Excel spreadsheet to track member names and basic details, their responses and also the results.

The excel file is attached within this section.

Attachment B: Event Result Recorder (ERR)

A specific MS Excel spreadsheet is utilised to capture the individual event results. This spreadsheet allows driver listing according to registration and seeding, and employs VBA macros to sort them into smaller groups.

Extensive use of formula enables the event organiser to assign grid positions and kart numbers according to the standard myKART grid formation rules.

Additional formula will assign scores to each results and allow the results to be ranked in order. This spreadsheet also tabulates the whole event scoring and ranks which will need to be separately updated into the league table.