Policies and Procedures Manual: Area Coordinator

AREA COORDINATOR

The Area Coordinator is responsible for locating and qualifying new event sites for their area of concern. And they work as liason between the Club and the hosts of the event sites in order to set the autocross schedule.

  1. Actively pursue new event sites.
    This includes contacting prospective sites and gently urging them to host a single event as a way of introducing them to the concept of autocrossing. Key point: autocrossing isn't "racing" -- an autocross is a "precision driving competition" or "driving skills competition".

  2. Liason with the site hosts.
    For some sites, this simply means staying in contact and ensuring they get their rental fees in a timely manner. Other sites may have additional details, such as renting port-o-lets or coordinating access to the site for the participants.

  3. Site layout template.
    Having an outline of the usable area of an event site (as a template) for the Chief of Course will help immensely in preparing a course layout.

  4. Coordinate event scheduling.
    Events must be scheduled among all area coordinators and other Specialty Chiefs, so that the necessary personnel can be obtained.

  5. The CFR/SCCA SOLO II Sanction Application should include:

    1. Verification of the site acquisition in writing

    2. Verification of any Event Sponsorships in writing

    3. Request a SCCA SOLO II Insurance Certificate by submitting the Sanction Request to the Regional Executive for their signature. They will fax it to SCCA headquarters and the Insurance Certificate should arrive by mail within 7-10 days. In rush circumstances, the certificate can be faxed -- be sure to provide a fax number on the Sanction Request.

      1. List of parties that are to be additional insured

      2. Specify any special insurance requirements

    4. Listing of Event Officials

      1. Event Chairman

      2. Assistant Event Chairman/Chief of Course

      3. SOLO Event Safety Stewards (prefer 2)

      4. Registrar

      5. Tech Inspectors

      6. Chief of Timing and Scoring

      7. Driving Instructor

      8. Chief of Equipment -- Person(s) delivering equipment

      9. Protest/Appeals Committee Chairmen (usually the Event Chairman for regional events)

      Some of the above officials will require assistants to help work the position(s) during the event. The official is responsible for finding said individuals.
    5. Prepare a list of any expenses that may occur:

      1. Site rental - flat rate fee and/or per entrant fee

      2. Per entrant divisional/national sanctioning/insurance fees

      3. Additional insurance premium requirements, if any

      4. Trophy requirements and/or special trophies

      5. Equipment rentals, if any (usually port-o-lets and/or tents)

      6. Refreshments, course marking supplies, tech stickers, barricades

      7. Additional event advertising requirements

      8. Any additional extraordinary expenses

    6. Proposed Entry Fees:

      1. Entry fee for members and non-members (usually $10 difference)

      2. Special entry fee for representatives of the hosting site (usually they pay member price)

      3. Additional fee for late registration (usually $10)

    7. Proposed Site Layout:

      1. Pit/Paddock area

      2. Registration area

      3. Tech Inspection areas

      4. Staging and pre-staging (grid) areas

      5. Timing and posting

      6. Spectator areas (minimum 75 feet from course edge, unless behind solid barrier)

      7. Impound area (if required)

    8. Proposed Course Diagram:

      1. Course Layout

      2. Worker Stations/radio positions