Volunteer Register

Task Descriptions - Committee

Race Director

1. Description

The Race Director has overriding authority to control the race itself. He works closely with the Clerk of the Course (who can give the relevant orders only with the express agreement of the Race Director) other officials, marshals and the Inspectors.

There is an Assistant who's main duty is to document an incident if one should occur.

The Race Director is nominated at the Annual General Meeting each year and is a trained accredited DLRA official.

2. Responsability

The Race Director is responsable for

Running of vehicles on the designated tracks.
Observing the actions of entrants and their vehicles.
Prepare and conduct Entrants Briefing.
Prepare and Conduct Rookies Briefing.
Managment of the Impound.
Managment of Pre-Stage.
Provide a safe working environment of the event area.
Respond and report of any incidents.
Host meetings with Clerk of the Course, Event Secretary, Timer, Starter, Impound and Pre-Stage Marshals or any other officials as required.

3. Duties

3.1 Speed Week

A Race Director will be designated for the entire duration of an Event.

The Clerk of the Course shall work in permanent consultation with the Race Director.

The Race Director shall have overriding authority in the following matters and the Clerk of the Course may give orders in respect thereof only with his express agreement:

The control of practice and the race, adherence to the timetable and, if he deems it necessary, the making of any proposal to the stewards to modify the timetable in accordance with the Code or sporting regulations;
The stopping of any vehicle in accordance with the Code or sporting regulations;
The stopping of practice or suspension of the race in accordance with the sporting regulations if he deems it unsafe to continue and ensuring that the correct restart procedure is carried out;
The starting procedure;
The use of the safety car
If it is necessary for his duties and responsibilities to differ from the above, these duties will be set out in the relevant sporting regulations.

Please read this information about avoiding Dehydration and recognising Heat Exaustion or Heat Stroke.

The Assistant Race Director will be designated for the entire duration of an Event and works at the express direction of the Race Director.

In the event of an accident or incident the Assistant Race Director shall;

Maintain a log of events starting directly after the incident.
Record the names of all those present at the incident scene.
Document observations of the incident scene, weather and track conditions, lighting, tyre marks, vehicle condition (including tyres).
Take measurements of markings on the track and distances from the nearest mile marker.
Where appropriate take photos of the incident

3.2 Annually

The role of a Race Director involves a multitude of responsibilities to ensure the smooth and safe operation of a race event. Here's a comprehensive list of their duties:

Overall Event Management: The race director oversees all aspects of the event, from planning to execution.
Course Design: They design or approve the race course, ensuring it meets safety standards and provides an appropriate challenge for participants.
Safety Planning: Ensuring safety measures are in place for participants, spectators, and staff, including medical support, emergency plans, and communication protocols.
Rules and Regulations: Developing and enforcing race rules and regulations to maintain fairness and safety, often in accordance with governing bodies or federations.
Participant Registration: Managing participant registration, including processing entries, issuing race numbers, and providing information to participants.
Volunteer Coordination: Recruiting, training, and coordinating volunteers to assist with various aspects of the event, such as registration, course marshaling, and aid stations.
Logistics Management: Organizing logistics such as venue selection, permits, equipment rental, and transportation.
Communication: Acting as the primary point of contact for participants, sponsors, vendors, and other stakeholders, disseminating information about the event through various channels.
Budget Management: Developing and managing the event budget, including revenue generation, expense tracking, and financial reporting.
Race Day Operations: Overseeing all operations on race day, including setup, registration, start and finish line management, timing, and results.
Emergency Response: Coordinating response to emergencies or incidents that occur during the event, working closely with medical personnel and local authorities.
Post-Event Evaluation: Conducting a post-event evaluation to assess the success of the event, gather feedback from participants and stakeholders, and identify areas for improvement.
Compliance and Permits: Ensuring compliance with all relevant regulations, obtaining necessary permits, and liaising with authorities as required.
Public Relations: Representing the event to the media, sponsors, and the public, and managing public relations before, during, and after the event.
Sustainability Initiatives: Implementing environmentally sustainable practices where possible, such as waste reduction, recycling, and minimizing the event's carbon footprint.
Contingency Planning: Developing contingency plans for various scenarios that could affect the event, such as extreme weather, equipment failure, or changes in local regulations.

3. Tasks

Friday - Review track preparation and event area set up with Event Coordinator. Establish Race Control.

Saturday - Secure and check of equipment, Meeting with Clerk of Course and Event Secretary. Meeting with Technical Chairman and Car and Bike Inspectors. Assist with Entrant Registration.
Sunday - Final check of track set up and event area layout. Meeting with Impound and Pre-Stage Marshals. Assist with Entrant Registration. Conduct Entrants Briefing and Rookies Briefing.

Monday to Friday - See responsabilities above.

4. Knowledge and Skills

The Race Director will have undergone Accredited Official Training and be familiar with the DLRA Policy and Code of Conduct.

Knowledge:

Event Management: Understanding the principles and practices of event management, including planning, logistics, and risk management.
Sports and Racing Regulations: Knowledge of the rules and regulations governing the specific sport or racing discipline, as well as any relevant local, national, or international governing bodies.
Safety Protocols: Familiarity with safety standards and protocols for event management, including crowd control, medical support, and emergency response.
Course Design: Understanding of course design principles, including factors such as terrain, distance, elevation, and safety considerations.
Technology and Timing Systems: Knowledge of timing systems, software, and technology used in race events for accurate timing and results management.
Permitting and Regulations: Understanding of the permitting process and regulations related to holding events in specific locations, including environmental considerations and traffic management.

Skills:

Communication: Excellent communication skills to effectively convey information to participants, volunteers, sponsors, and other stakeholders through various channels.
Organization: Strong organizational skills to manage multiple tasks, timelines, and resources effectively, ensuring all aspects of the event are well-coordinated.
Problem-solving: Ability to anticipate and address challenges that may arise before, during, or after the event, finding creative solutions under pressure.
Leadership: Strong leadership skills to motivate and coordinate teams of volunteers and staff, delegating tasks and providing guidance as needed.
Attention to Detail: Meticulous attention to detail to ensure all aspects of the event, including course markings, timing systems, and safety measures, are accurately implemented.
Decision-making: Sound judgment and decision-making skills to make quick and effective decisions in high-pressure situations, prioritizing safety and fairness.
Customer Service: A customer-centric approach to ensure participants have a positive experience, addressing their needs and concerns promptly and professionally.

Qualities:

Passion for the Sport: A genuine passion for the sport or racing discipline being organized, coupled with a dedication to promoting its growth and development.
Adaptability: Flexibility to adapt to changing circumstances and unexpected challenges, adjusting plans and strategies as needed to ensure the success of the event.
Calm Under Pressure: The ability to remain calm and composed in stressful situations, maintaining focus and clarity of thought to make informed decisions.
Integrity: Commitment to upholding the highest standards of integrity, fairness, and ethical conduct in all aspects of event management.
Resilience: Resilience to overcome setbacks and obstacles, persevering in the face of adversity to deliver a successful event.
Innovative Thinking: A willingness to explore new ideas and innovate in event management practices, seeking continuous improvement and excellence.

By combining these knowledge areas, skills, and qualities, a race director can effectively plan, coordinate, and execute successful race events that provide a memorable experience for participants and stakeholders alike.

5. Equipment

1 x DLRA Private Channel Radio for Track 1
1 x DLRA Private Channel Radio for Track 2
1 x DLRA UHF Radio for communicating with Support Vehicles
1 x Binoculars
DLRA Rulebook, Notebook, pens
Protest Forms
Incident tool Kit (Incident Logbook, clock, camera, distance measuring wheel, measuring tape.)

6. Escalation

There is no higher authority than the Race Director. If there is an issue that he is unable to resolve, it needs to be referred to the Event Committee.

Note: The difference between an executive committee member’s role and other roles
A executive committee member role is a strategic position within the club and consequently, a executive committee member is responsible for governing the club. A executive committee member’s role should not be confused with the management and operational roles of an organisation (like a Race Director, Inspector, Timer or Starter). The day-to-day work of the organisation is managed and completed by these volunteers with the club. Unless you also hold an execution (operational) role, it is not your responsibility to perform or be involved in the day-to-day running of the club.

Executive Committee

General Committee

Event Committee

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