Event Coordinator

1. Description

There is an enormous amount of work to put on an event like Speed Week. As well as all the officials and technical aspects, there is also the "back of house" or "operations" side of the organisation.


The Event Coordinator(s) are nominated at the Annual General Meeting each year and are trained accredited DLRA officials.


2. Responsibility

The Event Coordinator's Responsibility is to coordinate and manage the logistics of the event and direct the small army of volunteers required for the running of Speed Week on behalf of the DLRA.


3. Duties


3.1 Volunteer Instructions

On the day of your duty, you report direct to Clerk of Course.

Make sure you sign the Volunteers Book next to your name.

The morning session is from 7.30am to about 12.00 noon, (pick up your DLRA UHF radio from the Registration Caravan).

The afternoon session starts at about 1.00pm till 6.00pm or close of business on that day. (Return the DLRA UHF radio to the Registration Caravan).

You must be ready to start your shift at these times.

Make sure you have a hat, sunglasses, sun cream, snacks. Water is provided from the esky at the pre-stage and there are portable toilets through out the pits.

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


4. Tasks

  1. Access mats
  2. Track Layout
  3. Track Grooming
  4. Track Markers
  5. Portable toilets
  6. Caravans
  7. Shade Structures


5. Knowledge and Skills


6. Equipment


The Event Coordinator is provided with a club vehicle fitted with a club UHF radio and a hand held UHF radio so that he is contactable at all times


Portable Toilets
  • Clean & Deliver to Lake
  • Cleaning during Event
  • Clean & Return to Camp
Track Preparation
  • Track Mats to Lake & Return Track
  • Equipment to Lake & Return
Fire and Rescue  
  • Tow Timing Van to Lake & Return
  • Care of Timing Equipment
  • Charge / Remove Batteries<
  • Long Track
  • Short Track
Technical Inspection
  • Vehicle Classification
  • Cars
  • Motor Cycles
  • Push Vehicles
Collection of fees
  • Entry Collection
  • Armband Check


7. Escalation

  • For clarification of details during speed week, refer to Clerk of Course.


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


Additional Office Bearers