Rally Organiser's Handbook - MotorSport New Zealand

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Other officials who will have specific jobs for the event will need to attend some committeemeetings to ensure that they have a good understanding of event planning.CHAIRMANThe ability of the Chairman is the key to the success of the whole event. Ideally thechairman should hold no other position except perhaps that of Clerk of the Course orAssistant Clerk of the Course.The Chairman needs to be fully aware of the individual tasks of the personnel appointedto each task and needs to be able to direct when necessary and advise on therequirements.The Chairman, in this situation, is the taskmaster the person who sets the tasks and thenmakes sure they are done.The financial aspects of any rally are very important and the Chairman, in association withthe treasurer, should set a fully detailed budget, which is as accurate as possible. Aregular check should be kept on actual expenses incurred or committed against thisbudget.Pay particular attention to the arrangements for ancillary services being provided by nonmotorsportpersons who may not fully realise what they are getting themselves into.SECRETARY/TREASURERThe Secretary/Treasurer is another key position. This official has the responsibility for:• Maintaining records of all meetings• Attending to all correspondence• Ensuring that all of the paperwork is organised properly and efficiently.• Attending to all financial matters:• Banking• Payment of accounts• Maintaining accurate records of income and expenditure on event competitordocumentation.An Assistant Secretary or Event Secretary may be appointed to handle all of the dutiesdirectly related to the event such as:• Receiving and acknowledging entries• Organising documentation• Sending out results to all competitors.The duties of other officials are covered in the latter section dealing with EventAdministration.RALLY ORGANISERS HANDBOOK2009 EditionPAGE 6
TIMETABLEThe key to a successful event is to set a timetable, including key target dates. This is bestdone by listing all of the key tasks, putting target dates on each by working back from theevent date, then arranging all of the tasks in date order.The following is a suggested timetable for an event:Organisers Duties• Appoint Committee Chairperson 9• Establish key Committee posts 9• Submit application for calendar inscription to MotorSportNZ• Initial selection of roads to be used for the rally 9• Consult with the Chairman of the Rally Advisory 9Commission regarding the roads proposed prior to anyfurther action. (Refer to Rally Coordination topic at theend of this chapter).• Initial discussions with Road Authorities and/or Forestry 6Owners• Detailed Special Stage Selection 5• Visit residents 4• Fix Event Timing Schedule 4• Formal Application to Road Authority 4• Submit draft Regulations and application for Organisingpermit to Permit Issuing Steward (PIS) or MotorSport NZas appropriateSuggested CompletionDates Expressed InMonths Before EventPrior to MotorSport NZAnnual Conference• Submit Rallysprint permit application to Permit Issuing 2 (40 days)Steward• Send out Regulations/Entry Form 2• Submit draft Safety Plan to PIS or MotorSport NZ 2• For Rallies with Super Special Stage(s). Submit a draftsafety plan and separate course plan (covering the superspecial stage(s) only) to PIS or MotorSport NZ• Complete Road Book 1As well as the main event timetable a number of the key officials (e.g. Chief Marshal),should formulate a similar timetable for the key duties that they are responsible for. TheChairman should be given a copy of this timetable so that he/she can monitor progress inthese areas.3PAGE 7RALLY ORGANISERS HANDBOOK2009 Edition
Page 1: This booklet is intended to provide
Page 4 and 5: CHAPTER ONEForeword and Organisatio
Page 8 and 9: DATE INSCRIPTION AND PERMIT APPLICA
Page 10 and 11: CHAPTER TWORoute PlanningINITIAL RO
Page 12 and 13: Approach the forestry owners on a p
Page 14 and 15: The second contact should be carrie
Page 16 and 17: 4. Forward the three copies to Moto
Page 18 and 19: If the chosen service area (service
Page 20 and 21: A regroup allows:(a)(b)The rally to
Page 22 and 23: SUPER SPECIAL STAGESReferences to t
Page 24 and 25: CHAPTER THREESafety PlanPREAMBLEAn
Page 26 and 27: There are many ways to establish ea
Page 28 and 29: SPECTATOR AREA EQUIPMENTThe followi
Page 30 and 31: CHAPTER FOURPAPERWORKPREAMBLERefere
Page 32 and 33: The draft Supplementary Regulations
Page 34 and 35: 6. Each page will be numbered, the
Page 36 and 37: ACCEPTANCE OF ENTRYReferences to th
Page 39 and 40: RESULTS FORMATThere are a number of
Page 41 and 42: Special Stage Safety Officer:Each s
Page 43 and 44: • Signs• Paperwork• Copies of
Page 45 and 46: Organisers should publish a schedul
Page 47 and 48: RELATIONSHIP WITH MOTORSPORT NZ OFF
Page 49 and 50: SETTING UP ROAD CLOSURESReferences
Page 51 and 52: Wherever a side road joins the rall
Page 53 and 54: Upon reaching the end of the stage
Page 55 and 56: STAGE OFFICIALSReferences to this s
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In any case where clear communicati
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TIDYING-UP STAGESIt is recommended
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CHAPTER SIXDocumentation and Scruti
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The inspection items are categorise
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CHAPTER SEVENGeneralTHE EVENT BUDGE
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There are consultants available who
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5. Work on a grouping of four separ
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THE RALLY OBSERVATION SYSTEMReferen
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1. SAMPLE LETTERS(1) RESIDENTS - Fi
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(3) ROADING AUTHORITY - Request for
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3. ROAD CLOSED AND CONTROL SIGN LAY
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4: ROAD CLOSURE SIGN LOCATION AND S
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Rally Organiser's Handbook - MotorSport New Zealand

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