Event Organisation Guideline

To assists clubs to organise a National Gliding Event, the MGA has drawn up a set of guidelines (listed below) to help. This document is intended as a guildeline and was drawn up from report backs from various clubs that have hosted Nats in the past.
Should you need more information on rules and types of events, please contact the MGA directly.

1.a
Scoring system
A scoring system must be used that is tested and reliable.
It must be dry run before the event and all problems gone through and understood.

1.b
Scoring (Running scores)
An official scorer must be provided and all scores must be returned after each round/slot and the results published (made available) within a reasonable period after the round.

1.c
Score queries
To ensure correct scores, any queries regarding the score must be referred back to the respective time keeper before capture. It is the time keepers responsibility to ensure that the scores have been captured.

1.d
Scores published
The official scores should be published within 3 working days of the end of the event to the MGA, respective MGA Rep & MGASA forum. Provisional results should be published as soon as possible after the event for review purposes. Score sheets must be kept by the organisers until the final results are published in the event of any disputes.

2.a
Photo’s
An official photographer must be appointed and lots of photos taken with details of what is in the photo so captions can be added after the event.

2.b
Photo Shoot
Time must be provided for a group photo. Preferably near the beginning of the event so that all models and pilots are fresh.

2.c
Photo disc
Photos should be made available to pilots & competitors are at reasonable cost within a reasonable period of the event ending.

3.a
Report (Scribe)
Someone must be appointed to write a detailed report. They should take notes all the time. Get details of models and people and record events as they happen.

3.b
Report published
The formal report should be published by the time the official results are presented. The report should be sent to the MGA, respective MGA Rep & MGASA.

4.a
Catering
Catering on the field must be well organised and well presented and not too expensive. (Remember diabetic’s & coffee)

4.b
Logistics
Catering facilities should be within a reasonable distance from the flying field. Reasonable shade and seating should be provided. Bathroom facilities should be provided.

5
Jury
A jury panel (3 or more people) must be appointed and someone must be responsible to record events as they happen. i.e. When a protest is lodged then that person must have the facts available so that a proper decision can be made. The jury must not delay proceedings, unless no alternative is possible. The jury should meet & a decision reached within a reasonable period of the formal complaint being lodged.

6
Rules
Some basic rules must be published in the program for the event. The detailed competition event rules must be available should they be required at the event. Each member of the jury should have a separate copy of the rules.

7
Public Address system
Someone must man the PA to provide commentary so as to keep the interest up for non-flyers & spectators. Like F3B speed times and how the thermals are developing etc.

8
Frequency Control
Frequency control must be manned at all times. Strict discipline must be enforced.

9
Prizes
Prizes must be sorted out in good time before the prize giving (if prizes are possible). Certificates must be presented.

10
Banquet
A banquet can be organised. The woman’s touch is needed. Flowers etc. Self catering is not desirable.

11
First Aid
Proper first aid facilities and venue. Emergency services should be notified of the event & contact numbers handy should these be required.

12

Matrixing
A foolproof matrixing system must be designed and tested before the event. As few pilots as possible must fly against each other in different rounds so as to give a proper mix.

13

Safety/ Crowd control
A clearly marked public area must be provided and someone must be responsible for control at all times. Don’t allow spectators into the flying areas. Provide direction signs.

14

Vehicles
A clearly marked car park must be provided. No vehicles should be allowed onto the field during flying except for emergencies.

15

Fire
The fire department should be informed of the event and contact numbers at hand should they be needed.

16

Advertising
Lots of colourful banners, bunting and flags.

17

Field Marking
Properly laid out Winch and Turn-around lines, with alternative wind directions.

18

Start Times
Strict control on start time. Latecomers don’t get to fly in the round if they are late. Emphasize this in pre comp publications.

19

Sponsors
Someone must be nominated to co-ordinate sponsorship & to formally thank them afterwards. Their names must also be mentioned in the report.

20

Fundraising
Donation of prizes that can be raffled during the event, and someone to co-ordinate. Make this early in the event so that people still have money. Don’t make the tickets too expensive. Publicize the raffle in the program.

21

Program
Print just enough programs for the competitors and sponsors.
Include raffles, adds, score-sheets, rules, matrix, etc.

22

Program
Decide times for events and stick to them. Refer 18 above.

23

Events - F3B & Open or F3J
Have F3B duration and open together. Schedule some rounds during light lift conditions so pilots are made to work for lift.
Try for 6 or 7 rounds, but a minimum of 5. Over 5 rounds allows for a throwaway.
Pre-mark field for speed sights.

24

Events – RES & 2 Meter
Must be further encouraged to promote youngsters and to get them involved in competitions.

25

Events – HLG
Have time for HLG but not during lunch. Have some challenging times scheduled. Early morning and late afternoon when lift is light and the pilots have to work to get lift.

26

Events – Electric
Make time for electric slots. Have some challenging times scheduled so that pilots need to work to optimise lift.

27

Pre-Event advertising
Pre-event marketing is essential. Use e-mail and set up web pages. Publish Entry forms in SAMAA & South Easter at least 2 months before (NB SAMAA cut-off dates)

28

Web Page
A web page should be set up or use the clubs.

29
Two-way Radio
Provide Two-way radios for officials and base B.

30
Signalling
Sound travels far slower than light – the start of working time must be signalled by means of a flag being raised or lowered (noted in pilots briefing) as well as an audible signal.

31
CD’s
Have dedicated CD’s for each event or one for all events. Don’t allow their other duties to interfere with being CD. The CD also needs a break so try and have more that one.

32
Entry Forms
Get it out early. Start at least 2 months before the event.

33
Weather
Try and observe wind direction a year before for the month of the event and get history of weather conditions, so you have some idea of prevailing wind directions. Provide a spare day in case of rain.

34
Venue
Nice and big. Reasonable distance between the field & obstructions.

35
Field preparation
Cut fields grass at least a month before the event. (6 weeks is better). Mow winch and Turn-around lines 1 week before the event.