Desert Event Checklist

Having decided what type of event (Hare and Hound, Desert Scrambles, or European Scrambles) is desired, the club should determine a general area which is suitable in terms of size and terrain. Generally, this will be an area which is familiar to several of the club members, unless there is sufficient time to check out and learn a new area very thoroughly. (This area to be in an approved section by the BLM) .

I. Course and area selection (between 8 months & 120 days prior):

Avoid any premature decisions as to location of the pits and starting area. A rigid attitude on this can lead to undesirable modifications of the course to fit a starting area which might just as well have been elsewhere.

Ride out and check each feasible suggestion.

Weed out poor or impossible ideas, and incorporate workable routes into a loop. This basic loop should be roughly marked on a survey map, preferably with a grease pencil on acetate overlay, to facilitate later changes. Large scale survey maps (USGS Sheets) may be obtained from a local blueprint company.

Scout the loop and rough check the mileage.

Look for adequate mileage for the particular event.

Look for impossible danger points, bottlenecks, paralleling roads too near the course (these will need to be patrolled during the event), irate ranchers, barbed wire, cattle, etc.

Choose a starting area and figure how to tie it into the loop so that start, to smoke bomb, to first check is as straight a line as possible (fastest route).

The starting area should be as long as possible, even if this necessitates placing the starting line at some distance from the pits.

The area from the start to the first check must be carefully scouted to determine if there are any roads, etc., which must be patrolled during the start.

Bottlenecks between the start and the first check will ruin a race right at the beginning. They must be avoided like "The Plague".

When working on the run, avoid burning trails over the start to bomb area .

Choose a pit are and figure out how to tie it into the loop.

Set the checks so that the course is the fastest route. Use of the survey map is very helpful here. Cheating during a run is usually due to faulty check placement by the sponsoring club.

Checks should be placed so that they are visible from a maximum distance.

Wherever possible, place checks at points where the riders must funnel down into a narrow line, or are slowed down. .

The number of checks depends upon the course and upon the available manpower. If, after assigning the necessary pit workers, road patrolmen, and flagmen at dangerous points, there are inadequate personnel to man the checks, it is better to change the course to suit the manpower, than to eliminate checks .

The pit area should be set to allow for easy access and exit of riders and pit crews. In order to avoid confusion, the pit check and finish check should be placed before entering the pits.

When the course, starting area, pit area, and checks are finally decided, mark the survey map clearly to show all such information. The map will be invaluable in getting check crews and radio units to their proper stations and, after the race, in rescuing stranded riders. A copy of this map must be submitted 90 days prior to the event, to BLM.

II. Two months before run (Time approximate):

Planning for the run:

The Referee is overall in charge of every phase of the event.

The Referee appoints the necessary committees (advertising, supplies, work assignments, trophy presentation), picks the key personnel (course coordinator and loop captains), and follows up on the work of these people .

Attend district referee meetings.

This is not a popularity contest, so pick people who are responsible and who have experience. If some inexperienced people are mixed with the experienced ones, you have a training program all set up which will ensure workers for the next event.

Course Coordinator or Referee. This is the key man in the whole event. He must have ridden and know the course. He has the map and knows how to get to any part of the course, in case aid to an injured or broken down rider is required. He delegates work and ties everything together for a smooth run. He stays in one place during the event so that he can be located in case the ambulance is needed, or in case any worker does not show up to do his job. He knows where every worker is assigned, and is responsible for seeing to it that every worker knows what to do and is in the proper place to do it at the proper time.

Loop leaders. If possible, have more than one working as a team; they accomplish more. They carry responsibility for the success of their loop. They assign work to be done, but they must take personal responsibility that their loop is properly ribboned, that all necessary danger marks are in the proper place, that old trails are blocked with brush, "W" signs, etc.

Notify ambulance, Rescue 3, and arrange for toilets.

Advertising

Notification in the Cycle News Coming Events Column will be done by District 37.

Send flyer to JART after District 37 approval.

Information on the poster:

Name of the sponsoring club

Type of event and length of course

Date and type of event

Marked from (commonly known location)

Cost of entry

AMA sanctioned - District 37 points

Special features of event, number of trophies, etc.

Type of start (LeMans - bring prop)

III. Six weeks before the run.

Obtain or arrange for the necessary supplies

Masking tape

Tank cards-one color for AM-EX, and one color for NOVICE

Lap sheets (lots of paper properly lined)

Clip boards

Envelopes and stamps

Entry blanks (available from Report Form Steward)

Pens (for sign-up and for lap checkers)

Marking crayons or marking pens

Pie plates

Minor release forms, insurance release forms, onion skins, credit card machine

Result envelopes and box to put them in

Ribbon-surveyor's type (available at Surveyors Instruments

and Supply Companies)

Course signs, arrows, day-glows, bomb return ribbon and cards, etc.

Stakes for signs

Staplers for signs

Money box and change

Trash bags

Toilets - minimum of 4

Toilet paper

Banner and flags (danger and finish),(yellow, black and checkered)

Sign-up posters for Expert, Amateur, Novice, Beginner, Mini, etc.

Riders instruction sheets

Survey map of the area

Pit control material (rope, flags, stakes, etc.)

Lime for start line and the lime stripers

Arrange for the work on results: This should be started on Monday or Tuesday following the run.

A rapid method of printing must be lined up and ready to go, as the final results must be mailed to the riders and to the District 37 Stewards within two weeks. Grand Prix's are 3 weeks.

Don't forget that AMA must also receive Referee and Injury report forms, and insurance release forms.

Trophy Presentation

Decide on how many will be awarded (usually 10% of entries in each class)

Arrange to purchase trophies in advance

IV. Five weeks before the run - make the work assignments:

Sign-up

Checks (put the largest possible number of experienced men on the first check)

The Radio crew can be led out by the check crews

Starting area (get as many people as possible to mark the starting checks - the longer the riders are held on the line the greater the chance for a false start)

Banner

Pit area and control

Responsible for marking the start and finish, liming the pit area and the entrance and exit to it, location of gas pits, and necessary signs on the entry road to direct the entrants to the gas pits, camping area, etc.

Pilot riders (carry ribbon)

Follow-up riders (take pencil and paper to note names and numbers of riders broken down)

Ambulance, Radio coordinator, Course coordinator

Course crews

Finish crew

Flagmen at road crossings

Bomb

Clean up

V. Four weeks before the run - notify the following people:

Highway Patrol - especially if road crossings are used

VI. Three weeks before the run - begin marking the course:

Rough tape, make corners, and burn in new trails.

It may be a good idea to burn in several trails in brushy areas, so that passing is possible .

Get as big a crew as possible when burning trail. Go slowly and make everyone keep in single file.

VII. Two weeks before the run - make sure supplies for race will get there:

Make necessary transportation arrangements.

VIII. One week before the run - Final tape the loop.

The loop leader should lead the tape party, and should never be passed. The second loop leader should follow at the end and spot check the work.

Enough ribbon should be tied so that a rider who has never been on the loop before could follow the course at reasonable speed.

IX. Week of the run

Wednesday, Thursday, Friday, and Saturday -

Final ribbon the loop, place cards, and danger mark.

Separate crews for card placing are desirable. Only one or two men actually spot cards and the rest do nothing but carry supplies.<

Danger marking should be done by a separate crew, if possible. Use the fastest big bike riders for this job.

Layout pits and area for overnight campers.

Pass out instructions and trash bags to incoming riders.

Patrol starting and bomb areas, and stop pit racers.

Sunday (day of race)

Re-lime starting line.

First loop pilots should leave 2 hours before the start.

Check and Road Crossing Personnel should be on station when the pilot gets there.

Second-loop pilots should leave at least 2 hours before first rider is expected at gas check.

Rider's Instructions shall include:

Number of loops

Distance for each loop, time first loop closes

Distance to be covered by Red Numbers

Location of starting line and bomb

Special features, prohibited roads, etc.

Particularly dangerous areas, holes, etc.

Type of finish -if time element or European Finish, or etc.

Report all injuries to Club Referee

Organize the finish

Keep the finishing riders in line

Take tank cards in order

At Hare Scrambles, start the Novices as soon as the dust settles. At Hare and Hounds, the Novice's start can be one half hour after the big bikes.

Sweep should leave after the last rider has gone through, or at same pre-announced time .

No riders should be allowed to continue after the Sweep has left.

Send responsible people who will write down names and numbers, and not simply race the course waving at stranded riders.

Clean up the pit area, and have a drink.

X. Suggestions for preparing lap charts and run results:

Make sure that lap checkers know their job - have a special meeting for them, if necessary.

Prepare a manila envelope containing lap sheets, pencils, clip boards, and crayons (or marking pens) for each check.

Have the persons taking numbers write the date, event, checkpoint, page number, their own name, and a sample of their writing (O through 9} at the top of the first sheet .

Instruct the number recorders not to anticipate riders, that is, to write the number only when a rider passes a fixed point, or as he gets his tank card checked .

If a mistake is made, do not erase. Cross out the error and continue writing .

Have two persons writing numbers at each check point where numbers are recorded. They should not, repeat, not call numbers to each other or attempt to make their lists agree. The object is to have an independent list as a cross check .

When it is impossible to record all numbers due to dust or confusion, try to indicate the number of riders missed .

Use large clip boards and standard sizes of paper. Tie two pencils to the clip board with string.

Position the recording check points so that they are not facing the sun, not in the dust cloud, and are down course from some feature which will slow the riders and keep them from bunching up.

Have the recorders take their trip behind a bush before the race.

When compiling the results, do not alter the original lists. Use them to prepare a master list to work from.

Instruct the recorders about numbers, letters (C, X, T}, and plate colors.

Put the number of entries by classes and the Club Referee's name and phone number on the printed results.

XI. Tips for a good run

Mix experienced men with beginners.

Course patrolmen before and during the run help eliminate cheaters.

Don't try to use rubber stamps as markers at checks.

Hang tape at eye level and never too high. See that the taping crew doesn't get lazy and tie on the backs of bushes where it cannot be seen.

When taping and placing cards, remember how fast the leader will be going during the race.

A well ribboned course is one on which the next spot of ribbon can always be seen from the one you are just passing.

Donation for assisting groups

XII. Miscellaneous comments.

Locate the starting banner In front of the starting line.

Put experienced people on the banner. Once the banner is raised, don't wiggle or move it until it is dropped. If a false start occurs, throwing down the banner will usually result in a protest, and the run will be declared no contest.

Do not allow any practice beyond the bomb, prior to the race.

Finish Line. Place checkered flag well ahead of finish chute. Preferably yellow flags before to slow riders into finish.

Check AMA cards and District 37 cards at the signup. Riders without a District 37 card must join District 37 and AMA.

Be sure that entry blanks are filled out completely and are legible. Check engine size and be sure rider is in the right division.

Refer to District 37 rule book, as this is only a guide.

GOOD LUCK!