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Event Chair’s Timeline/Checklist
Establish a timeline for your Junior Olympic event. What follows is a basic outline.10 Months:
| Confirm event dates, coordinating with US SAILING, class associations and local sailing associations, so as not to conflict. | |
| Select key committee people (event chair, safety, race management, promotion, merchandise & other subcommittee chairs) and hold first organizational meeting. | |
| Meetings should be held at least once monthly thereafter. Develop event timeline or key date schedule. | |
| Develop event timeline or key date schedule. | |
| Download JO Events Manual from US SAILING web site. Distribute sections to key committee members. |
9 Months:
| Complete preliminary detailed budget. | |
| Confirm classes of boats. | |
| Initiate sponsorship plan. |
8 Months:
| Confirm remaining major project and subcommittee assignments. | |
| Make brief presentation to host club’s Board; announcement at membership meeting. |
6 Months:
| Meet with the sponsor’s local representative. Determine ways in which the sponsor can get involved in your event. Ideas are included in the “Sponsorship” section. | |
| Establish a JO section on your club’s web site. | |
| Publish Notice of Race and/or flyer with separate entry form. | |
| Request a Safe Boating Campaign Kit from the National Safe Boating Council by e-mailing them at: campaign@safeboatingcouncil.org. One kit per JO event, on request, while supplies last. |
4 Months:
| Draft & circulate Sailing Instructions. | |
| Hire a respected coach to lead your clinic (see list in the “Clinics/Learning” section). |
3 Months:
| Issue initial publicity (see Publicity Timeline in “Promotion” section). | |
| Initiate media contact (particularly longer lead-time magazines). | |
| Complete initial grounds plan, social plan, ceremonies plan. | |
| Order all necessary outside equipment. | |
| Submit marine event permit (if not done previously). | |
| Develop a safety plan for both on and off the water. | |
| Place article in club newsletter. | |
| Set up your regatta on the US SAILING online event registration system. |
2 Months:
| Order trophies (gold, silver, bronze medals provided by US SAILING for each fleet). | |
| Order T-shirts and other merchandise. | |
| Order wristbands (see info in “Registration” section). | |
| Dinner, entertainment reservations and orders. | |
| Dignitary invitations. | |
| Invite a local Olympic sailor to help give out awards. |
1 Month:
| Final Sailing Instructions printed. | |
| Confirm personnel schedule. | |
| Confirm all equipment. | |
| Confirm chartered/borrowed boats, if applicable. | |
| Confirm final social, grounds, and ceremonies plans. | |
| Place event poster on club bulletin board (and around your town). |
2 Weeks Prior to Entry Deadline:
| Call junior program directors ask how many sailors, instructors and coaches will be coming to your event. | |
| Process early registrations. |
1 Week:
| Final event committee organizational meeting. | |
| All printed material available at event office and posted on web site. | |
| All on-site signs, banners, flags, posters, etc. ready for display. | |
| Set up venue. | |
| Confirm receipt of trophies, prizes, T-shirts, merchandise, and giveaways. | |
| Send updated publicity to media. |
1 Day:
| Prepare final Scratch Sheets. | |
| Pack registration bags; set up registration stations. |
First Race Day:
| Race committee/protest committee joint meeting; include visiting coaches/instructors. | |
| Competitors' meeting. | |
| Post results on your web site daily. |
Post-Event
| Send results to local press. | |
| Write thank-you's to sponsors and volunteers . | |
| Hold post-mortem meeting. |
This timeline was adapted from US SAILING’s Race Management
Handbook.
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