How to run a BMC Grass Autotest
A guide aimed at helping new organisers to promote a top quality and safe BMC event.
By Jace Shawley
A guide aimed at helping new organisers to promote a top quality and safe BMC event.
By Jace Shawley
So you want to put on a Grass Autotest eh? Well firstly, do not underestimate the amount of work and planning required. To make an event a success, there are many things to get right, and an important timeline to follow. You will have an idea in your head of how you want the event to run, and roughly (at least) what sort of tests you will offer, but it would be adviseable to read this fully before planning your event. It is not intended to be written as an instructional, but more a helpful guide, and don't be put off by this daunting revelation. There is a whole committee of dedicated enthusiasts who will be only too pleased to help and advise you should you need it.
Timeline - First there is a list of things which have to be done, and most of them need to be in a 'time defined' order. I find that it is best to write a list of these as they come to mind, adding to it as new thoughts manifest. Things like confirmation of venue with the landowner. Permit application. When to launch the regs etc. come naturally to mind, but, there are many other things which need to be scheduled in, which are often forgotten or get left until the last minute. Below is a link to a copy of a typical list/schedule from one of my events. It is a personal thing, but I hope it helps. Sample Schedule.
Timeline - First there is a list of things which have to be done, and most of them need to be in a 'time defined' order. I find that it is best to write a list of these as they come to mind, adding to it as new thoughts manifest. Things like confirmation of venue with the landowner. Permit application. When to launch the regs etc. come naturally to mind, but, there are many other things which need to be scheduled in, which are often forgotten or get left until the last minute. Below is a link to a copy of a typical list/schedule from one of my events. It is a personal thing, but I hope it helps. Sample Schedule.
Here I have listed some of the actions and events which are required, in time order from the moment you have your event on the calendar:
Venue - Confirm dates and venue with the Landowners. It is a good idea to have this 'permission' in writing, but depending on your relationship, just ensure that it is on his calendar at the earliest opportunity (Note that in the case of Popham Airfield, we have to consider that it is also a camping/caravan site, and is often necessary to 'stake our claim' regarding the area we want to use during the week prior to the event).
Format - Decide on the format of the event, even to the point of 'is it Autotest, Production Autotest', or both? You need to decide promptly and get the details to the club's Competition Secretary, so he can arrange the permit/s (It is a good idea, around 2 weeks before the event, to check with him again that these are on the way).
Vision - The Regs will need to be written around your vision of how the event will run, so you need to be clear about the format before you commit. Things to consider are classes, running order, entry limit, how many tests and how many runs at each test. It is worth remembering that competitors are there to compete rather than queue. The best way to minimise queueing is to run more tests simultaneously, and divide your entry into a corresponding number of groups. Competitors left to their own devices will naturally 'bunch on one test' and you will still have excessive queueing, so you must 'manage' competitor groups through the tests in an organised order. Of course this means more marshals, but hey, we're a motor club. Shouldn't be a problem! I like to keep groups to around ten, and ideally an entry of thirty, should have at least three tests running simultaneously (Twenty should have at least two).
Staff – Officials need to be 'booked' and included in the regs. Choose and approach suitable people to expedite the event as you want it. Before you write the regs you will ideally need to recruit the Results Team, a Steward, the Scrutineer and an Entries Secretary. These (all except the Entries Secretary) can be left until the Finals go out, but it is far more professional to publish them in the original regs.
One important point here: As 'Clerk of the Course' you will have to be available to provide solutions and answers to questions, problems and events that will require your instant response or action all day. You cannot do this if you are committed to something else. Therefore keep yourself 'unemployed' for the event. Believe me, you won't stop all day and you cannot attend an issue on test 1 if you are marshalling on test 3.
Budget - You need to know what costs will be incurred, and what any 'extras' will mean. Firstly, there are straight forward 'per car' costs, such as MSA Permits, Popham land use and Charity donations (Note that there are different fees for different events, and although the land use fee at Popham is fixed on a 'per car' basis, other venues may vary). You should then consider variables like trophies and awards etc.
Once your 'cost of entry' has been established, you should consider that although the club has funds, it needs to stay that way. The club needs to make at least a mild profit on each event to cover expenses, running costs and new equipment. Consider the 'going rate' for this type of event, not forgetting the standard of organisation that you expect, and you have all you need to set the Entry Fee.
Regs – Regs are important as they impart instantly the flavour of the event. Regs are an official document, and it is where you lay down the rules and the event format, so they have to be correct. It is worth taking a little extra time to get it right. Also this is where the entry form is included. Make provision for all classes (Juniors too), and don't forget contact addresses and phone nos for enquiries and oddities.
Timewise, Regs should be out at least 6 weeks before the event (I usually aim for 8 weeks), as there are usually other events on at the same time, and you are in competition with other clubs for those valuable entries. You need as much time to persuade entrants and spread the word as you can get.
Sample Regs at the link below. Note: MSA rules and regs have a habit of changing from year to year. Always check the MSA Blue Book regulations before copying regs from a previous event.
CLICK FOR SAMPLE REGS
Venue - Confirm dates and venue with the Landowners. It is a good idea to have this 'permission' in writing, but depending on your relationship, just ensure that it is on his calendar at the earliest opportunity (Note that in the case of Popham Airfield, we have to consider that it is also a camping/caravan site, and is often necessary to 'stake our claim' regarding the area we want to use during the week prior to the event).
Format - Decide on the format of the event, even to the point of 'is it Autotest, Production Autotest', or both? You need to decide promptly and get the details to the club's Competition Secretary, so he can arrange the permit/s (It is a good idea, around 2 weeks before the event, to check with him again that these are on the way).
Vision - The Regs will need to be written around your vision of how the event will run, so you need to be clear about the format before you commit. Things to consider are classes, running order, entry limit, how many tests and how many runs at each test. It is worth remembering that competitors are there to compete rather than queue. The best way to minimise queueing is to run more tests simultaneously, and divide your entry into a corresponding number of groups. Competitors left to their own devices will naturally 'bunch on one test' and you will still have excessive queueing, so you must 'manage' competitor groups through the tests in an organised order. Of course this means more marshals, but hey, we're a motor club. Shouldn't be a problem! I like to keep groups to around ten, and ideally an entry of thirty, should have at least three tests running simultaneously (Twenty should have at least two).
Staff – Officials need to be 'booked' and included in the regs. Choose and approach suitable people to expedite the event as you want it. Before you write the regs you will ideally need to recruit the Results Team, a Steward, the Scrutineer and an Entries Secretary. These (all except the Entries Secretary) can be left until the Finals go out, but it is far more professional to publish them in the original regs.
One important point here: As 'Clerk of the Course' you will have to be available to provide solutions and answers to questions, problems and events that will require your instant response or action all day. You cannot do this if you are committed to something else. Therefore keep yourself 'unemployed' for the event. Believe me, you won't stop all day and you cannot attend an issue on test 1 if you are marshalling on test 3.
Budget - You need to know what costs will be incurred, and what any 'extras' will mean. Firstly, there are straight forward 'per car' costs, such as MSA Permits, Popham land use and Charity donations (Note that there are different fees for different events, and although the land use fee at Popham is fixed on a 'per car' basis, other venues may vary). You should then consider variables like trophies and awards etc.
Once your 'cost of entry' has been established, you should consider that although the club has funds, it needs to stay that way. The club needs to make at least a mild profit on each event to cover expenses, running costs and new equipment. Consider the 'going rate' for this type of event, not forgetting the standard of organisation that you expect, and you have all you need to set the Entry Fee.
Regs – Regs are important as they impart instantly the flavour of the event. Regs are an official document, and it is where you lay down the rules and the event format, so they have to be correct. It is worth taking a little extra time to get it right. Also this is where the entry form is included. Make provision for all classes (Juniors too), and don't forget contact addresses and phone nos for enquiries and oddities.
Timewise, Regs should be out at least 6 weeks before the event (I usually aim for 8 weeks), as there are usually other events on at the same time, and you are in competition with other clubs for those valuable entries. You need as much time to persuade entrants and spread the word as you can get.
Sample Regs at the link below. Note: MSA rules and regs have a habit of changing from year to year. Always check the MSA Blue Book regulations before copying regs from a previous event.
CLICK FOR SAMPLE REGS
Promote it - As soon as regs are out, they need to be spread liberally around all the local, and particularly the invited clubs. This is generally a Competition Secretary role, but assume nothing. E.mail a set of regs with a covering letter to the Comp Sec of all invited clubs. Post a link with a bit of blurb on as many club group pages as you can. Post on Alan Wakeman's 'Grass Autotest' Facebook group, and keep reminding them all with regular posts. Make sure it is included in BMC's Wosson web page and check that other clubs have it included in their equivalent sites and event calendars (If they havn't, phone or e.mail them). SPREAD THE WORD! You can also get in touch with the BMC Membership Secretary to arrange individual e.mails with regs to every BMC Club member (Dave will also post it on twitter if required). If you don't push it, it won't happen. This takes a lot of time and effort but pays dividends.
Spread sheet – From the moment the regs go out, entries start coming in. You will receive entries by post with a cheque. Entries by hand with cash or cheque. Entries by e.mail with a request to 'pay on the day', Phoned in entries with a promise to fill the form and pay at the start, etc etc. You need to keep a record of all of this and the first thing to insist on is an entry form with each entry (Clearly not always possible. I like to fill an entry form for them, so that when they arrive at signing on you can match them to a completed form just requiring a signature). Even so it is complex to keep track of who and what and how. For this I like to set up a spread sheet. Now a good spread sheet has many functions, and I like to set up a sheet which covers all management requirements, even to the point of results. With a similar spread sheet you can pull out anything and everything you need for the smooth running of your event. Link to spread sheet here
As you can see we have what is primarily a blank time sheet, with lots of extra columns. These columns are filled with entry data which should be gleaned from the entry forms and the information here allows simple extraction of tables, charts etc. as required to produce entry lists, grouping lists, results tables etc. You can also produce a signing on check sheet so that when someone comes to sign on you know if they have paid or not, and if they need an entry form and or membership etc. A vital tool for overviewing your event. Feel free to copy and edit this one for your event if you want to.
Site plan and Risk Assessment – An early look at the venue is always adviseable. You need to consider where the tests will be layed out, where the Admin Centre will be, where the scrutineering will take place and where to put the 'paddock'. You need to visualise it before planning so that you can make the best of the venue. Any lumps and bumps in the field need to be avoided, or at least planned around. You need to see how competitors are going to queue for tests, run backward and forward from the paddock, will there be a 'crossover' of cars finishing a test and having to cross a queue waiting to start etc. It could be that these considerations have an effect on the proposed procedures on the day. This proper appraisal of the site and procedures will allow all the necessary safety and functionality measures to be recognised and implemented.
Tests - With a site plan done, you can now design the tests (Although this can be done at any time before printing, I like to get it done early as sheduling is easier when you know how much time to allow for each test). I try to reserve an area 200m x 200m for each test site. This is not always possible, however smaller sites can work. Tests do not have to be 200 x 200 in area, but it helps to have reserve space to allow the moving of gates and cones around excessively worn surfaces, helping to conserve the grass (We always want to be invited back again so we have to take care not to totally destroy the venue). Also care should be taken to ensure that errant testers on one test don't let their over exuberance take them onto another test area. Tests also need to be of appropriate length. Too long and you stretch queueing time, also in general, drivers are there to drive, not for a memory test, so 30 to 45 seconds is ideal. 'All forwards' is popular, but including reversing is traditional (Your choice). This guide of course is written with a view to organising a Club level fun filled Grass Autotest (not a BTRDA styled tarmac event).
Marshals are often in precarious positions, and consideration should be given to their safety. ALWAYS put a minimum of a 90deg turn in the run close to the finish. This will take off most of the speed over the finish line, thus offering some protection to marshals on the finish gate, but stay mindful of danger at every turn.
Spread sheet – From the moment the regs go out, entries start coming in. You will receive entries by post with a cheque. Entries by hand with cash or cheque. Entries by e.mail with a request to 'pay on the day', Phoned in entries with a promise to fill the form and pay at the start, etc etc. You need to keep a record of all of this and the first thing to insist on is an entry form with each entry (Clearly not always possible. I like to fill an entry form for them, so that when they arrive at signing on you can match them to a completed form just requiring a signature). Even so it is complex to keep track of who and what and how. For this I like to set up a spread sheet. Now a good spread sheet has many functions, and I like to set up a sheet which covers all management requirements, even to the point of results. With a similar spread sheet you can pull out anything and everything you need for the smooth running of your event. Link to spread sheet here
As you can see we have what is primarily a blank time sheet, with lots of extra columns. These columns are filled with entry data which should be gleaned from the entry forms and the information here allows simple extraction of tables, charts etc. as required to produce entry lists, grouping lists, results tables etc. You can also produce a signing on check sheet so that when someone comes to sign on you know if they have paid or not, and if they need an entry form and or membership etc. A vital tool for overviewing your event. Feel free to copy and edit this one for your event if you want to.
Site plan and Risk Assessment – An early look at the venue is always adviseable. You need to consider where the tests will be layed out, where the Admin Centre will be, where the scrutineering will take place and where to put the 'paddock'. You need to visualise it before planning so that you can make the best of the venue. Any lumps and bumps in the field need to be avoided, or at least planned around. You need to see how competitors are going to queue for tests, run backward and forward from the paddock, will there be a 'crossover' of cars finishing a test and having to cross a queue waiting to start etc. It could be that these considerations have an effect on the proposed procedures on the day. This proper appraisal of the site and procedures will allow all the necessary safety and functionality measures to be recognised and implemented.
Tests - With a site plan done, you can now design the tests (Although this can be done at any time before printing, I like to get it done early as sheduling is easier when you know how much time to allow for each test). I try to reserve an area 200m x 200m for each test site. This is not always possible, however smaller sites can work. Tests do not have to be 200 x 200 in area, but it helps to have reserve space to allow the moving of gates and cones around excessively worn surfaces, helping to conserve the grass (We always want to be invited back again so we have to take care not to totally destroy the venue). Also care should be taken to ensure that errant testers on one test don't let their over exuberance take them onto another test area. Tests also need to be of appropriate length. Too long and you stretch queueing time, also in general, drivers are there to drive, not for a memory test, so 30 to 45 seconds is ideal. 'All forwards' is popular, but including reversing is traditional (Your choice). This guide of course is written with a view to organising a Club level fun filled Grass Autotest (not a BTRDA styled tarmac event).
Marshals are often in precarious positions, and consideration should be given to their safety. ALWAYS put a minimum of a 90deg turn in the run close to the finish. This will take off most of the speed over the finish line, thus offering some protection to marshals on the finish gate, but stay mindful of danger at every turn.
Awards and Trophies need to be ordered, but remember, the trophies will also need to be engraved so allow plenty of time.
How many awards, and for what? is one of those perennial questions, to which there is no answer. This is entirely the decision of the organiser. However, consideration of the entry is relevant. To have 20 awards and only 20 entries is ridiculous. Likewise to have 40 entries and only 2 awards is also inappropriate. You need to cover minimum FTD and 1st and 2nd in each event (Production and Autotest), but you should also consider the class awards within each event. I like to encourage the juniors but there's no point in awarding a pot when there's only one entrant, so seek a balance and decide. A word of warning though: Pots and engraving costs money which comes off the bottom line. Don't overdo it.
Paperwork – Paperwork is important too and really needs to be done properly. By paperwork I am referring to the printed matter needed. You will need to provide Test Diagrams, Time cards and Car Number boards for each entrant. You will need to print signing on sheets (which you can download HERE) and check sheets for marshals. Then there's the 'Notice board', where you must display a set of regs and finals. A set of test diagrams, the Permits and if poss the regs for the next event. Now let's be frank. If this looks scruffy it will reflect on the club and the organisers, so it needs to be presented properly. The illustrations shown below are all functional, but let's be honest, which would you rather see on YOUR event?
How many awards, and for what? is one of those perennial questions, to which there is no answer. This is entirely the decision of the organiser. However, consideration of the entry is relevant. To have 20 awards and only 20 entries is ridiculous. Likewise to have 40 entries and only 2 awards is also inappropriate. You need to cover minimum FTD and 1st and 2nd in each event (Production and Autotest), but you should also consider the class awards within each event. I like to encourage the juniors but there's no point in awarding a pot when there's only one entrant, so seek a balance and decide. A word of warning though: Pots and engraving costs money which comes off the bottom line. Don't overdo it.
Paperwork – Paperwork is important too and really needs to be done properly. By paperwork I am referring to the printed matter needed. You will need to provide Test Diagrams, Time cards and Car Number boards for each entrant. You will need to print signing on sheets (which you can download HERE) and check sheets for marshals. Then there's the 'Notice board', where you must display a set of regs and finals. A set of test diagrams, the Permits and if poss the regs for the next event. Now let's be frank. If this looks scruffy it will reflect on the club and the organisers, so it needs to be presented properly. The illustrations shown below are all functional, but let's be honest, which would you rather see on YOUR event?
Of course it's not just what you see on the cars, but all the paperwork should be of the same standard.
With about 1 week to go before the event, you need to check that everything is in place. If it's not you should fill the gaps immediately. It helps here to have a list of equipment and personnel needed on the day. Just run through the event in your mind, noting everything that should be on the list. I find that it helps to make this list as you go from the very start of organising, then when you get to this stage it is less likely that you've forgotten something.
Clocks and timing gear - is provided by the club, but don't assume that all will be well. Get in touch with the Club's Equipment Officer, and arrange to check the clocks about a week before the event, to ensure that they work properly, and that there are sufficient to include backups. Basically, allow enough time to aquire and fit new batteries etc. Also make sure that there are enough cones, gazeebos, stakes and roping to cover your requirement. Don't forget that fire extinguishers also need to be checked. You need at least one per test deployed on the day. Popham have their own trailer which we are able to use to convey all the equipment to the site. However, it is not roadworthy and you will not be able to take it off site. Consider this if your event is not at Popham.
Now is also a good time to run through the computerised results system. Make sure that the calcs all work as they should, and that there is room for expansion should it be required. Check that you have all the necessary equipment to make the computer and printer work properly and for the duration. Remember, you will be in a field where there is no mains plug.
Finalise entries - By now you will have a good idea of how many entries you have. This is the time to finalise the classes and amalgamate where necessary. You should have issued class limits in the regs, so any of these not reached need to be assimilated into another group. Once this is done you can start printing. Remember, the later you leave it, the more there is to do close to the event. However, last minute entries can scupper the most careful of planning, so it really is 'best guess' time.
Setting out the tests and the paddock area takes time too. Be sure to arrange for volunteers to help set up with plenty of time. I usually set up the venue the morning before (Saturday), although things like the Gazeebos and computers etc. must wait until the morning of the event.
Clocks and timing gear - is provided by the club, but don't assume that all will be well. Get in touch with the Club's Equipment Officer, and arrange to check the clocks about a week before the event, to ensure that they work properly, and that there are sufficient to include backups. Basically, allow enough time to aquire and fit new batteries etc. Also make sure that there are enough cones, gazeebos, stakes and roping to cover your requirement. Don't forget that fire extinguishers also need to be checked. You need at least one per test deployed on the day. Popham have their own trailer which we are able to use to convey all the equipment to the site. However, it is not roadworthy and you will not be able to take it off site. Consider this if your event is not at Popham.
Now is also a good time to run through the computerised results system. Make sure that the calcs all work as they should, and that there is room for expansion should it be required. Check that you have all the necessary equipment to make the computer and printer work properly and for the duration. Remember, you will be in a field where there is no mains plug.
Finalise entries - By now you will have a good idea of how many entries you have. This is the time to finalise the classes and amalgamate where necessary. You should have issued class limits in the regs, so any of these not reached need to be assimilated into another group. Once this is done you can start printing. Remember, the later you leave it, the more there is to do close to the event. However, last minute entries can scupper the most careful of planning, so it really is 'best guess' time.
Setting out the tests and the paddock area takes time too. Be sure to arrange for volunteers to help set up with plenty of time. I usually set up the venue the morning before (Saturday), although things like the Gazeebos and computers etc. must wait until the morning of the event.
So with the field all set up, and competitors arriving and signing on, you should be watching everything as it unfolds. Already you will be answering questions and making rapid decisions. You will be running your briefing notes through their paces and knowing that you have forgotten something. Don't worry! It will soon be apparent. So long as you have made and followed your lists and action plan, it will all be OK.
When the event is over, it is by no means 'Done and Dusted'. All the equipment has to be broken down and put away. The club members are terrific at mucking in and helping, but beware! Always ensure that the Equipment Officer is on hand to supervise the loading of the container. He has the unenviable task of keeping it together and in good condition for the next user.
Next is to finalise and publish the official results. Results can be formed from the event spreadsheet quite easily, and forwarded to all competitors, ideally by e.mail. Also send a copy, together with a full and comprehensive report to the Media and Publicity Officer for inclusion in 'Wosson' and our Facebook Group page. Then complete the 'Event Accounts Form' (Can be found HERE) and get it to the treasurer as soon as possible.
And that should be it. Remember that you have a very experienced Motor Club Committee, who will be happy to offer advise and assist wherever possible. Just Ask!
As a footnote, it would be good to consider that soon we will likely be required to provide a 'Written Risk Assessment' for each and every Off Road event we promote. At the time of writing this is not mandatory, but keep an eye on the Blue Book. We think it's coming. A Verbal/mental Risk Assessment is already included as part of the guide, and really should never be shirked or ignored.
Next is to finalise and publish the official results. Results can be formed from the event spreadsheet quite easily, and forwarded to all competitors, ideally by e.mail. Also send a copy, together with a full and comprehensive report to the Media and Publicity Officer for inclusion in 'Wosson' and our Facebook Group page. Then complete the 'Event Accounts Form' (Can be found HERE) and get it to the treasurer as soon as possible.
And that should be it. Remember that you have a very experienced Motor Club Committee, who will be happy to offer advise and assist wherever possible. Just Ask!
As a footnote, it would be good to consider that soon we will likely be required to provide a 'Written Risk Assessment' for each and every Off Road event we promote. At the time of writing this is not mandatory, but keep an eye on the Blue Book. We think it's coming. A Verbal/mental Risk Assessment is already included as part of the guide, and really should never be shirked or ignored.