Policies and Procedures Manual: Event Chairman
The Event Chairman is responsible for ensuring that the conduct of the CFR/SCCA SOLO II Event strictly adheres to the guidelines set forth by the SCCA SOLO Events Board, the CFR/SCCA SOLO Board, and CFR/SCCA Regional Policies and Procedures.
The Event Chairman duties include but are not limited to:
With assistance from the SOLO II Area Coordinator, prepare a SCCA SOLO II Sanction Application Form (description is part of the Area Coordinator section) and submit it to the CFR/SCCA SOLO Program Chairman for approval and forwarding to the Regional Executive, who will sign it and send it to the SCCA National Office, at least 45 days prior to the scheduled event (absolute minimum is 21 days). The Event Chairman must make sure that the request conforms to the requirements described in the Area Coordinator section of this manual.
Coordinate activities with event sponsors and site owners. This includes determining the event schedule and access requirements.
Ensure that the SOLO II equipment (pylons, timer, etc.) arrive at the event site on time for course setup and registration (usually by 7:00 AM). Many event sites will allow for the courses to be setup the day or evening before the actual event. Take advantage of this whenever possible.
If rental equipment is needed, such as port-a-lets, canopies, and so on, arrange for rental with an invoice to the regional treasurer (contact SOLO Chairman for details).
Design or assist in the design of a course layout that conforms to the regulations governing SCCA SOLO II course design. Ensure that adequate help is available to complete course setup within one-half hour of the opening of registration (normally by 8:00 AM).
Ensure that a course map is drawn and posted. The course map should include all pylons, proper course direction, worker positions, radio positions, solid objects, spectator areas and point out potentially hazardous areas.
A drawing of the final course map should be posted near the event registration area prior to the opening of registration. Whenever possible, copies should be made of the course map for distribution to all entrants.
The Course Worker positions should be communicated to the Chief Registrar of the event along with the method of course worker assignment (hourly, run groups, etc).
Make sure that a Drivers Meeting is conducted in the manner as defined by the Drivers Meeting section of this manual.
Direct protests or appeals to the Protest or Appeals Committee Chairmen. For regional events, the Event Chairman is usually the Protest Chairman as well.
Ensure the continuity of the event.
Take charge of awards and any door prize drawing ceremonies. Coordinate this with the Merchandise Chairman.
Ensure course and site is cleaned up and equipment returned.
Sign logbooks for the SOLO Event Safety Stewards and Deputy Safety Stewards.