New Horisons District Pinewood Derby 2013

1. New Horisons District Pinewood Derby 2013 Volunteer Meeting

2. Welcome • Thank You for attending • This event needs YOU Purpose of tonight • Explain how the event runs • Learn about the work stations • Select a station to work on race day • Work Station Training • Answer any question

3. Purpose "The purpose of the Pinewood Derby is to help the Cub Scout build a team relationship with their parent or helper, experience the sense of accomplishment and the excitement of competition, learn Win/Lose good sportsmanship, and to have fun.“ Source: usscouts.org

4. Committee • Mike Bisaga – Chairman • John Abrams – Check-in/Registration • Jon Edgar – Check-in/Registration • Dave Jennemann – Check-in/Registration • Bill Wittke – Operations/Track • Bryan Brush – Operations/Track • Matt Muller– Operations/Track • Tracy Bolte - Design • John Kirkpatrick – MC

5. The Event by the Numbers • 68 Packs Registered (91% of the District) • 400 Racers • Approx 1500 attendees • Between Qualification and Finals rounds, Cars will race a total of almost 14.5 miles • .3 seconds was difference between 1 and 50 with 3 ties down to .000 • 100 Speed Awards presented • 200 Design Car Entries • 22 Design Awards presented

6. Race Day • Date: March 2nd, 2013 • Location: Missouri Baptist University Carl and DeloresPettySports and RecreationComplex • Campus Map Posted on website • Race Time: • 9:00am-1pm (Qualify Round) • 1pm-3pm (Grand Finals and Awards) • Volunteer Time – 8:15am-4pm

7. Volunteers – General • Plan to arrive in the gym by shift time • Sign-in on the sign-in sheet at Volunteer check-in table(Design Area) • Pick up Volunteer Pass (please wear pass at all times). • You may leave your area to get your Scout registered and watch his race, but please return when done. This only applies to a few Packs • Volunteer pass will get you drinks at concession (for you only please)

8. Volunteers – General (cont) • There will be a cooler behind the Pit table with water, etc. (drink this first) • Check-out with Committee member in your area before leaving the event • Return Volunteer Pass and Lanyard Always • Smile, be friendly and helpful • Treat each Scout like your own • Treat each car like it is your Scouts car • Address the Scout whenever possible • Keep Youth Protection Guidelines in mind

9. Race Day

10. The Flow • Scout will check-in at the check-in table at their Pack scheduled time • Scout will proceed through the check-in/registration process • Preliminary Inspection – Major issues • Weigh-in / Measurement • Registration • Cars are placed in impound area and grouped for heats • Scout will be called to the track area by heat

11. The Flow (Continued) • Scouts are grouped by heat at the track • Scouts are escorted to starting line to identify their cars • Scouts will be seated next to track to watch race • After race, Scouts will be escorted to the timers table and given their final race results • Scout leave the track area

12. Exceptions • Car does not pass inspection. • Scout is given opportunity to fix the problem • Will be given a Speed Pass (which allows them to jump back in line after they make changes) • No limit on number of tries to pass • Disqualification • Car does not pass inspection and Scout/Parent does not want to resolve • Car is flagged • Scout may race

13. General • It is important that Packs check in at their scheduled check in time. • Packs are scheduled in 15 minute intervals • Once registered, Scouts should be racing within 15-20 minutes • All Scouts must race their own car • Scouts should come to the track when called, or they will be skipped

14. General • Skipped racers will need to go back through the registration process to get back on the schedule • Once a car is pulled from the impound it is done racing • Scouts must have a parent with them to pull a car from impound. No cars should be released to a Scout without a parent.

15. Race Day Events

16. Qualification Round • Scouts qualify on Blue or Gold track • Scoring is on cumulative time for all 4 races • Top 50 on each track are combined to make the top 100 • Top 25 on each track will advance to the finals • Track cut-off times will be posted. Times under the cut-off are still in running for trophy or Grand Finals

17. Grand Finals • Top 25 from each track combine to make overall top 50 and advance to the Finals • Scoring is on cumulative time for all 4 races • Place 26-50 on each track get Top 100 trophy • Place 26-50 in Finals will get Top 50 trophy • Place 11-25 in Finals will get Top 25 trophy • Place 1-10 get place trophies

18. Design • All Scouts are eligible to enter the Design competition • No Fee to Enter • 1 car per Scout • Scout can enter the same car in both speed and Design, unless, they are in the Top 100 • Trophies awarded 1st-3rd place in each category • Judges Special awarded overall • Trophies awarded during the Grand Finals

19. Design (Cont) • New registration process • Scouts/Parents can self register race day at kiosk or on their own smart phone • Scouts/Parents can register ahead of time (link on our website) • Goal is to cut down on wait time near the end of the day.

20. Work Stations

21. Check-in / Registration Area • Duties: • Checking in Scouts • Registering Scouts on the Computer • Weighing Cars • Measuring Cars • Registration table volunteers need to work their entire shift • Other things to consider: • Need to CAREFULLY handle cars • Might need to DQ a car • Deal with parents

22. Operations / Track Area • Duties: • Track Starter – must work entire shift • Track Runner • Escort Racers to and from track • Crowd control • Timers table • Other things to consider: • Work directly with Scouts • May need to CAREFULLY handle cars

23. Pit Area • Duties: • Assist Scouts and Parents in making car modifications • Enforce Safety procedures • Other things to consider: • Good understanding of the rules and building cars • Work directly with Scouts • May need to CAREFULLY handle cars • May need to deal with parents

24. Design Area • Duties: • Register Scouts • Crowd control • Other things to consider: • Work directly with Scouts • May need to CAREFULLY handle cars

25. Quiz Time… • Why are rules enforced so strictly? • What does the cut-off time mean? • Does a Scout need to race his own car? • If we leave the race, what time do we need to be back? • What happens if I pull my Scouts car from the impound? • What are the options for cars that don’t pass inspection • What if my Scout misses his race?

26. Questions?

27. Now What • Pick a work station • Sign up for that work station • Station spots are limited • The Stations availble • Registration and Check-in • Track • Pit • Design • Racer Packet Pick-up

28. Thank You for your Time