Pack 7 Buttonwoods, Pinewood Derby Run Book

Table of Contents

Goal

Important Links and Resources

Roles and Responsibilities

Program Director

Responsibilities

Race Director

Responsibilities

Concession Director

Responsibilities

Full Roles and Responsibilities Matrix

Race Program

Facility Setup Friday NIGHT

Track Setup Friday NIGHT

Pre-Registration

Registration

Check in

Opening

Welcome – Race Director

Racing –Preliminary Round

Intermission

Design Awards/1st Round Elimination

Racing Finals Round (top 24)

Intermission

Speed Trophies

Clean Up

Appendix 1 - Software information

Application: GrandPrix Race Manager (GPRM)

Application: DerbyDMV

Application: RaceReplay

Appendix 2 - Hardware information

Timer

Track

Goal

Deliver a pinewood derby where families have a smooth arrival and check in process, can understand how the race works, can see and hear clearly, can spend a few bucks at the concession stand and go home on time with their son who has not been traumatized.

Important Links and Resources

ResourceLink

Event Registration Page (Regional):

Current Year Rules Link:

BestTrack (Track Manufacturer) FAQ

Microwizard (Timer) FAQ

Grandprix Race Manager (Software) FAQ

Pack 7 Software Details Appendix 1 - Software information

Pack 7 Hardware DetailsAppendix 2 – Hardware Information

Roles and Responsibilities

The following three primary roles are responsible for the successful execution of the pinewood derby event. The general responsibilities for each are outlined below.

Program Director

Responsibilities

  1. Prior to Event
  2. Interface with Charter Organization
  3. Get Father’s OK
  4. Get on the Parish schedule
  5. Interface with Council
  6. Ensure that the rosters are finalized and in hand 48 hours prior to the event.
  7. Ensure that we have awards
  8. Ensure we are not surprised by any Council action on the day of the race. I.e. extra participants etc.
  9. Day Of Event
  10. Responsible for all aspects of the program not directly related to the execution of the race
  11. Facilities
  12. Health and Safety
  13. Following Event
  14. Coordinate Start, Stop, Continue exercise with Pinewood Derby Committee
  15. Solicit and communicate any feedback from Council

Race Director

Responsibilities

  1. Prior to Event
  2. Ensure all equipment is on hand and operational
  3. Oversee any necessary procurement or repairs
  4. Day of Event
  5. Responsible for all aspects of the program related to the execution of the race
  6. Pit Crew
  7. Overall responsibility for the Check in, execution of the race, determining winners.
  8. Announcer
  9. Following Event
  10. Participate in ‘Start, Stop, Continue’ exercise
  11. Develop list of any equipment damaged or in need of replacement, present to Pack Committee

Concession Director

Responsibilities

  1. Prior to Event
  2. Overall responsibility for the fundraising aspect
  3. Responsible to set menu, secure budget and procure product
  4. Day of Event
  5. Coordinate all aspects of the concession operation
  6. Following Event
  7. Participate in ‘Start, Stop, Continue’ exercise
  8. Work with Pack treasurer to report out proceeds of the event to the Pack Committee

Full Roles and Responsibilities Matrix

The Roles and Responsibilities matrix is designed to give clarity to each team member’s location at each phase of the event and what they are supposed to be doing. Each team member is defined to the Program, Race or Concession sub teams. All direction or escalation of issues encountered should be made to the Director responsible for their function.

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Race Program

All race staff arrives in Class A or Class B uniform no later than the time designated on the Roles and Responsibilities Matrix.

Facility SetupFriday NIGHT

Process Goal

The goal of this phase of the program is set up the facility in a safe way in according to the outcomes listed below.

Process Outcomes
  1. We know where everything goes so we can put it back! (Location of chairs tables etc.)
  2. Safe physical layout of the facility.
  3. No exits are blocked
  4. Adequate walkways and traffic flow
  5. The setup of the rom conforms generally to the floor plan described in Figure 1 – Floor Plan below
  6. The location of mops etc. are known and accessible to address spills
  7. Ample measures are in place to address in wet floors in case of rain or snow
  8. Ample garbage cans are available and placed efficiently
  9. Signs posted
  1. Dedicated seating areas established
  2. Dedicated seating area for the racers is established
  3. Dedicated seating area for spectators is established
  4. Boundary tape/ropes are placed as described in Figure 1 – Floor Plan
  5. A designated First Aid area is established at the stage

Figure 1 - Floor Plan

Track SetupFriday NIGHT

General notes: Pack 7 has a 3 lane, 42’ ‘Best Track’ brand Pinewood derby track. This track was purchased from pack funds in 2012 following a review of available options. This model of track was selected due to its quality, its ease of expansion and readily available replacement parts. The track is on risers to facilitate viewing. The track is equipped with an electronic timing system that utilizes the pack laptop running timing and video software.

Process Goal

The track is set up; level and all electronic systems are working as expected.

Process Outcomes
  1. All spare equipment is removed from the Pinewood derby track cabinet (Labeled PACK 7 SPEEDWAY) and stored in the RACE COMMITTEE ROOM
  2. Once registration commences the starting grid will be covered in cars and cannot be opened.
  3. The track is set up per Figure 1 – Floor Plan
  4. The track is level and all sections are securely joined
  5. The necessary boundary lines, cones etc. are set up
  • The track should generally be assembled from the finish line end working toward the starting tower.
  • All of the straight sections of track are on risers. The stop section is placed at the end after the finish line and clipped. The Plexiglas guards should be clamped to form walls around the stop section.
  • The track sections are labeled with a series of numbers at the attachment points. Join, 1 to 1, 2 to 2 etc.
  • Similarly the structure for the start end of the track is labeled with letters
  • The most complex part of the assembly is the start end of the track. Here you will find hole locations labeled at attachment points. This was redone in 2015 in order to clarify the assembly process.
Tech notes

All electrical components touching the track (Computer, timer, starter, and projector) need to be plugged into a single surge strip to ensure proper grounding.

Pre-Registration

Process Goal

Early arrivers to registration are directed to the appropriate location managed until the registration opens.

Process Outcomes
  1. Visitors know where to go
  2. Three (3) Den Chiefs outside – direct people to the race location, or to the elevator as necessary
  3. Visitors know when the program begins
  4. The RACE DIRECTOR starts the video display on the main screen. A countdown featuring cartoon racing snails will serve to get all participants into a racing frame of mind.(

Registration

Check in

Process Goal

Quickly and efficiently complete the inspection and check in process for all cars while being prepared for the inevitable nonconforming entries and associated conflict.

Process Outcomes
  1. Visitors know where to go
  2. Three (3) Den Chiefs remain outside – direct people to the race location, or to the elevator as necessary

The goal of the check in process as people arrive they will be directed to the ‘Check in Room’ by the PROGRAM DIRECTOR. The participants will be directed through the following steps:

Car Inspection

In order to determine the legality the following steps must be completed:

  1. An inspection sheet is generated and the racers name and car number is documented
  2. The number is found by looking at the roster
  3. The inspection is completed per the attached inspection sheet.

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The RACE DIRECTOR has the final say in the legality of the car. If a car is deemed to be noncompliant with any of the 2015 Narragansett Pinewood Derby Rules the car will be rejected and time allowed to remediate the issue if possible. The racer with the noncompliant car will be directed to a designated area to address the issue with the car (i.e. remove weight, replace wheels) All cars must pass inspection or be in the inspection process (on line) by the end of the posted registration window. It has been observed by the Race Director that in occasional unfortunate circumstances there will be several nonconforming attributes of a given car. If any attribute is found to be nonconforming following by a judge at the end of the posted registration window the car will be disqualified.

Pass Procedure

Once a car has passed inspection:

  1. The completed and signed off inspection sheet is provided by the racer.
  2. The racer is asked to clearly indicate the FRONT (the end of the car that will rest against the starting pin) and the TOP (the side of the car oriented toward the heavens while resting against the starting pin)
  3. The pit crew member will affix the appropriate numeral label to that FRONT TOP position of the car
  4. The pit crew member will affix the appropriate numeral label to the front left area of the shirt of the scout himself (ensuring the two numerals match)
  5. Recognize that kids may have coats etc. on at this stage of the process. Please make sure that the sticker winds up on the shirt so it will be visible to the pit crew during the race.
  6. The pit crew member will remind the scout that that label must remain in that same visible location on his shirt or he will not be allowed to handle his car during the program.
Announcements EVERY 20 MINS

The PROGRAM DIRECTOR will announce the availability of concessions

Opening

Process Goal

Provide the participants and spectators with information on how the race day will unfold. Set ground rules and the tone for the event.

Welcome – Race Director

GOOD MORNING AND Welcome to Saints Rose Clement Parish, HOME of Pack 7 Buttonwoods. My Name is… and i am your race director.

Please rise aND REMOVE YOU HATS for the Pledge of allegiance

Scout salute

I Pledge Allegiance…

i ask that you Please REMAIN STANDING FOR THE PINEWOOD DERBY PLEDGE… scouts, aDULTS, grandma, AND ESPECIALLY ANY OVEREXUBERENT DERBY DADS… (I WAS ONE, I’M NOT JUDGING) everyone… Please REPEAT AFTER ME:

OUR CARs ARE Wood (), OUR WHEELS ARE VINYL (), WE ARE HERE TO HAVE FUN ( ), AND ALL DECISIONS MADE BY THE RACE DIRECTOR ARE FINAL! ( ) Please take your seats.

On behalf of your race crew today from pack 7 buttonwoods, home of the worlds largest pinewood derby car, I’D LIKE TO Welcome to the 2016 NARRAGANSETT COUNCIL SOUTHWEST Service area regional championship pinewood derby.

Some important points

Health and Safety

  1. Please be aware of the emergency exitlocations
  2. If any minor First Aid is necessary, come to the table near the kitchen at the stage
  3. Restroomlocations, out the end of the room and to the left
  4. Please keep them clean, please report any issue with the restroom to the race committee at the stage (Please wave Mr Graves)and we will address it.
  5. No Go Zones – upstairs, outside grass, up on the wall, stage, back hallway etc.
  6. Garbage pails and a recycling container are available. Please discard your trash and lets leave this hall better than we found it this morning.

RaceInformation

  1. Our kids are not here… We have done everything possible to ensure a fair outcome, including sending our Pack 7 top 5qualifiers to the outstanding regional race held in East Providence last Saturday.
  2. The first round will run on an elapsed time system: Everyone will run 3 heats.
  3. Each car will race down each lane once
  4. The total elapsed time will be used to determine the standings
  5. Finish order in your heats does not bear on your position in the overall standings. It is possible for the 3rd place car in a very fast heat to have a time around 2.95, It is also possible for a winning car in a slower group of cars to win a heat with a time of 3.05
  6. We intend to run a “Finals Round” of the 24 fastest cars after a brief intermission.
  7. We will do exactly the same thing; the top 24 cars will all run 3 heats, once in each lane to decide the final standings.
  8. We must be finished, awards handed out, cleaned up and out of here by 2PM today. So if there is any delay in the first round we will eliminate the 24 car “finals round” and use the results from the first round to award our trophies. We don’t anticipate needing to do that, but I want to make sure there is a predictablemethod if we get into a time crunch and everyone is aware of the rules before we get started.
  9. Now that the cars are through the inspection process there are some Council Rules that apply to today’s program
  10. Car owner or handler must retain his issued Pit Pass numbered decal, in readable condition, on the upper right front of the Cub Scout Uniform Shirt.
  11. Car owners and handlers must stay alert for the call of their number during the race.
  12. Any car owner or handler touching a car other than his own will be automatically disqualified.
  13. Any car owner handler bumping or stepping on or across the Pinewood track (or boundary rope) as well as anyone causing such action will be subject to disqualification.
  14. Any adults or Scouts displaying poor behavior or poor sportsmanship are subject to ejection from the racing premises… Pack 7 Addendum… at any point in the race or intermission… do not ask for your scouts car, do not attempt to intercept the car as your scout is walking it back to the starting area. Do not attempt to physically overpower Mrs. Cerullo and steal the car from the starting grid… YOUR SCOUT WILL BE IMMEADIATELY DISQUALIFIED! (and my money is on Mrs. Cerullo to come out on top of any physical altercation)
  15. A couple of additional rules regarding how our setup works today…
  16. Any car that does not successfully pass the finish line will be assessed a heat time of 9.9999 seconds for that heat.
  17. If a car loses a wheel, jumps the track, falls completely apart, or spontaneously bursts into flames and does not interfere with another car while doing so, the result of the heat stands, even if your car fails to finish.
  18. If a car loses any weight, accessory or decoration in the course of the race, it is gone for the remainder of the event. It may not be reattached to the car. We will make every effort to reunite you with that accessory at the conclusion of the program today. Please do not ask for it until the race is over.
  19. If a car loses a wheel, our pit crew will attempt to reattach it. If the wheel cannot be reattached the racer will be notified so they can attempt a repair before their next heat.
  20. If a car under repair is not back on the grid in time for the next heat, your heat will be run without your car and you will be given a time of 9.9999 for that heat. Unfortunately wecannotdelay the event in such circumstances.
  21. If a car encounters any debris on the track that the race committee did not spot prior to a heat, the heat will be rerun.
  22. If a car jumps the track and interferes with another car prior to crossing the finish line, the heat will be rerun.
  23. If the same car jumps a second time the car is disqualified from the competition and the heat is rerun without the DQ’d car.
  24. Any other nutty circumstance beyond these examples will be ruled upon in the interest of fairnessby the race director.The race director’s ruling is final.
  25. In the event of a catastrophic failure of the computer system, i.e. computer crash or the track falls over
  26. We will do what we have to do to ensure a fair result. This could include changing to paper based scoring using order of finish to determine today’s outcome.
  27. We will analyze the race data at the conclusion of each round to ensure we had no timing issues. Heats will be flagged and rerun as necessary.
  1. The top 12 finishers (in the speed category) will qualify for the Narragansett Council Championship Pinewood Derby to be held on 4/17 in __. The top 12 finishers will be given an invitation with the details at the conclusion of today’s program.
SKIT/DEMONSTRATION

PROGRAM DIRECTOR makes sure that the three actors are wearing number labels clearly on their shirt (like all of the other kids)

Script:

Places:

  • DANNY O’HARA goes to his position at the finish line
  • DAVID CERULLO, MICHAEL GRAVES and BRENT SUNDERLAND sit amongst the racer seating area. On the floor if necessary. WEARING BIG NUMBER LABELS ON SHIRT
  • STARTER(Paul) Make sure we have the three demo cars in position; get in position ready to launch the cars.
  • PIT CREW (Aly) in position, ready to receive cars

ANNOUNCER: (Signs up)“OK – This is the really really important part… Please pay very close attention”

(Wait for attention) “Each Scout will be invited to sit beside the track to watch each of their heats.

HERE IS HOW THIS WILL WORK….

STEP 1… WHEN YOU HEAR YOUR car Number and NAME CALLED, PLEASE WALK… and I mean walk… UP to the finish area and have a seat in a chair beside our race steward DANNY… PLEASE WAVE DANNY(Danny waves)

STEP 2… ENJOY the sight of your car speeding down our state of the art track.

STEP 3… Once the Heat is over our track steward Danny… PLEASE WAVE ONCE AGAIN DANNY(Danny waves)will hand you your car to you BY MATCHING YOUR CAR NUMBER TO THE NUMBER ON YOUR SHIRT. TAKE ONLY YOUR CAR!ANDdon’t lose the sticker on your shirt!