TRACK EVENT PLANNING

CONTRACT

Most tracks have standard contracts. These contracts will specifically discuss what comes with the track rental. In most cases the contract is to rent the track only for a specified period of time.  An average track day is $5000.00 to $8000.00 dollars for the day. Establish the times of the day the track will be open for workers and the exact time the track will close. In the contract, negotiate the ability to sell convention merchandise and allow convention vendors to set up displays and/or sell their goods.

LIABILITIES

The contract will clearly identify what you are liable for. Expect to pay for any damages to the track facilities. The example would be a guard rail. Try to negotiate this out.The ZCCA and the host club will be required to show $1,000,000.00 in limited liability insurance. This is procured from the ZCCA insurance agent.There will be a specific section of this manual on convention insurance. You will need to provide the track a copy of your insurance specific to the event. Look for hidden costs and/or liabilities.

 

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DRIVER EXPERIENCE Some tracks will require all drivers not licensed by a sanctionedrace organization. A driver must complete a driver’s school prior to open track sessions. Specifically ask this question as your track schedule will be impacted by this. EMERGENCY SERVICES Most tracks will provide one emergency ambulance in the contract. If the supplied crew is not an advanced life support crew, you will need an additional ambulance. Will the track medical facility be available to the emergency teams? It is critical to have at least one tow vehicle to remove cars from the track that breakdown or crash. Just as important as the ambulance and the tow truck is the RapidResponse vehicle. This team and vehicle is designed to get the driver out of the car, respond to fires and any other emergency.  In most cases the track will have this type of service available.

USE OF TRACK OWNED EQUIPMENT AND FACILITIES Each track contract should have the use of a pace car and/or truck to control each race session and to transport workers to their stations onthe track. It is customary to have these vehicles in the contract. For your Motorsport Manager from the host club as well as VIPs, you should get and have the use of no less than 3 golf carts. Most tracks will sell race gas at the track at the going rates. Insure that this service is available.Paddock area and garages Include in the contract the use of the paddock areas and covered garages if they have them.  Worse case, have the track provide one set of garages and the paddock area.<>Food Services In most cases the track will have a restaurant and ask that all food be procured from them. Negotiate the times food and drink will be available. Determine if people are allowed to bring their own food. Water, sodas are usually OK.   Communications The Team Managers will need to have< radio communications with the track, safety teams, corner workers and among themselves. Standard walkie talkies will not suffice. Either the track or the SCCA can provide the communications needed for the event.Spectator areas Clearly define in the contract what areas of the track will be open to spectators, both convention attendees and the general public. Only those who are paid attendees of the convention should be allowed in the active paddock or near the track.  Part of the registration process is to provide arm bands for drivers and convention attendees. Some tracks will provide these as part of the track rental. If not, then the host club is responsible for the arm bands and the administration of them.Negotiate in the contract the use of the track registration building for final track registration. At this location the track will have insurance waivers to be signed along with the ZCCA insurance waivers. This is where arm bands will be distributed.

CORNER WORKERS This in my estimation is one of the critical factors for a safe track day. Do not run a track event without trained corner workers. Determine if the track provides corner workers and any associated costs. I highly recommend that the host club contact the SCCA (Sports Car Club of America). They can provide licensed workers, communications gear, flags and also aid in getting the support teams required. All SCCA workers are volunteers. It is recommended that you offer $75.00 to $100.00 per worker for the day. This is to cover any worker expenses. This will be added incentive for the workers and insure> you get the crew needed.