1 Regatta Management Tom Winlow 2009

2 The Team Regatta Chair –Race officer –Protest Judge –Publicity - Notice of race, Local press, Club liaison, SI's, registration desk and kits, notice board –Awards - awards for winners, sponsorship and any other prizes or freebees –Regalia –Meet and greet - people to meet out of town boats, assign trailer and car parking; Liaise with harbormaster for moorings; handle haul out including extra cranes if required –Accommodations - billeting, camping, hotels –Food services - Breakfasts, dinners, on the water lunches –Entertainment - regatta party, presentations, guest entertainment –Budget - control

3 Regatta Chair Regatta Chair –Race officer –Protest Judge –Publicity - Notice of race, Local press, Club liaison, SI's, registration kits, Official Notice boards –Awards - awards for winners, sponsorship and any other prizes or freebees –Regalia –Meet and greet - people to meet out of town boats, assign trailer and car parking; Liaise with harbormaster for moorings –Accommodations - billeting, camping, hotels –Food services - Breakfasts, dinners, on the water lunches –Entertainment - regatta party, presentations, guest entertainment –Budget - control The Team

4 Regalia A tough one A tough one –How to estimate in advance the number and size of t- shirts, golf shirts, hats, or other stuff you will be able to sell –Depends on the size and prestige of the event –Don’t agonize over sizes. Just get large and X-large? Try and find a competent designer –Better to sell out than have dozens left over –Sell at cost. Don’t try to make money on the stuff –Try and have fleet select suppliers to get bigger orders and better prices

5 Meet and Greet One of the best bangs for the bucks. One of the best bangs for the bucks. –Make sure the volunteers are recognizable –Get them on-site early for arrival and departure –Make sure they know how to run the cranes if keelboats are expected –Ensure they liaise with club manager for trailer space, car parking, rules with respect to free beer on arrival –Have some tools and access to spare bits and pieces available

6 Accommodations Dependent on whether out-of-town boats are expected Dependent on whether out-of-town boats are expected –Sign up billets early –Location for campers on-site and off –Maps and information on local motels/hotels/B&Bs –Make certain the club showers and washrooms both in the main building and the youth center are cleaned each day and stocked

7 Food services Make it good and make it cheap Make it good and make it cheap Regatta Policy – Break even or sponsor Regatta Policy – Break even or sponsor Work with club caterer to ensure they know the kind of crowd to expect. Recognize that most will not sign up in advance for dinners (some cost risk here) Work with club caterer to ensure they know the kind of crowd to expect. Recognize that most will not sign up in advance for dinners (some cost risk here) Making lunches available for the racing days is a great opportunity for volunteers. Racers can order at registration Making lunches available for the racing days is a great opportunity for volunteers. Racers can order at registration Provide breakfast on race days even if only coffee, juice and muffins Provide breakfast on race days even if only coffee, juice and muffins

8 Entertainment Decide whether band is wanted Decide whether band is wanted –Liaise with club manager –Budget –Off-site opportunities for racers families Tours in Ottawa Tours in Ottawa Restaurant recommendations Restaurant recommendations Volunteers Volunteers –On-site activities after racing Making the Regatta Memorable for all

9 CYA manual Principle Race Officer- all on-water race activities Principle Race Officer- all on-water race activities Protest Committee Chair – on and off-water jury / protests / judges Protest Committee Chair – on and off-water jury / protests / judges Safety - this is the responsibility of PRO Safety - this is the responsibility of PRO Medical - if special needs are involved such as Able Sail Medical - if special needs are involved such as Able Sail Equipment - responsibility of PRO Equipment - responsibility of PRO On-shore logistics (i.e. boat storage) – part of Meet and Greet above On-shore logistics (i.e. boat storage) – part of Meet and Greet above Measurement - requires a separate team leader if classes require Measurement - requires a separate team leader if classes require Registration - part of publicity Registration - part of publicity Food Food Accommodation Accommodation Social activities/seminars - entertainment Social activities/seminars - entertainment Ceremonies - awards Ceremonies - awards Media - publicity Media - publicity Sponsorship – awards Sponsorship – awards Prizes/trophies - awards Prizes/trophies - awards