Guidance for Race Officers and Event Organisers
The following information is provided as guidance for those volunteering to these duties.
STARTER’S BOX
The Starter's Box is situated on the harbour wall and is unlocked with the key stored in the wall cupboard outside the Race Office.
ASSISTANT RACE OFFICER
It is advisable that the Race Officer arranges to have at least one assistant to help with timekeeping, signals and any emergency situation.
BEFORE RACING
SAFETY BOAT - NO DINGHY RACE MAY BE RUN WITHOUT A SAFETY BOAT.
The Race Officer is responsible for ensuring that the Safety Boat is available in working order and manned. (Duty Rota: the list of Duty Officers). Any vacant duty is to be decided on the day between competitors and duty officers.
EQUIPMENT
The following equipment will be found in the wall cupboard outside the Race Office - Starter's Box key; calculator/clock; blank results sheets, sign-on/off sheets, Sailing Instructions, protest forms and air horn. The Signal flags are in the Starter's Box. An electric air horn and handheld and base station radios are stored in the Race Office.
SIGN ON/OFF SHEET
Before leaving the Clubhouse ensure that a “Sign-on/off” sheet is available in the Race Office. Check the “sign-on/off” sheet before the race starts to confirm which boats are racing and sailing. Children should provide the name and contact details for their responsible adult/guardian or someone acting in loco parentis.
Record sailor name and boat details on a race result form - new forms provided in the stack of trays. Also note the Safety Plan requirements, especially for all skippers to record their intention to sail and to confirm their safe return on the Sign-on/off sheet.
COURSE
Well before the Warning Signal decide upon the course to be sailed, with reference to the wind strength & direction and also the slowest handicap boat(s) in the race. Race results are based on the “average lap time” system so the course must be made up of one or more rounds of a lap. Race Officers are encouraged to use sample course plans (available in the Race Officer's Folder in the race office) and/or discuss choice of course with experienced competitors if they need guidance. Instruct the Safety Boat crew to move or lay the marks required for your course. If the course is changed, make sure that all participants are informed of the new course before the Warning Signal.
START LINE
Using the Safety Boat, position mark A, such that the starting line is perpendicular to the wind direction. This is only possible in South Westerly winds, so in most cases seek experienced guidance and use sample course plans (available in the Race Officer's Folder in the race office). The inner limit mark, if there is one, should be placed just forward of the start line; i.e. on the same side as the first mark. There are no transit marks, so the start line should be fixed at least 10 minutes before the start of the race to give the competitors time to fix their own transits. It must be fixed before the Preparatory Signal.
SIGNALS
Flag signals will normally be raised on the halyards on the flagpole by the Starter's Box. Familiarise yourself with the signals required. If there is more than one start then either the additional Warning Signals will have been specified in the Race Notice(s) or you must specify them on the course notice.
Note: All competitors should be in the vicinity of the start line before the start and are deemed to be racing 4 minutes before prior it.
STARTER’S BOX
The Starter's Box is situated on the harbour wall and is unlocked with the key stored in the wall cupboard outside the Race Office.
ASSISTANT RACE OFFICER
It is advisable that the Race Officer arranges to have at least one assistant to help with timekeeping, signals and any emergency situation.
BEFORE RACING
SAFETY BOAT - NO DINGHY RACE MAY BE RUN WITHOUT A SAFETY BOAT.
The Race Officer is responsible for ensuring that the Safety Boat is available in working order and manned. (Duty Rota: the list of Duty Officers). Any vacant duty is to be decided on the day between competitors and duty officers.
EQUIPMENT
The following equipment will be found in the wall cupboard outside the Race Office - Starter's Box key; calculator/clock; blank results sheets, sign-on/off sheets, Sailing Instructions, protest forms and air horn. The Signal flags are in the Starter's Box. An electric air horn and handheld and base station radios are stored in the Race Office.
SIGN ON/OFF SHEET
Before leaving the Clubhouse ensure that a “Sign-on/off” sheet is available in the Race Office. Check the “sign-on/off” sheet before the race starts to confirm which boats are racing and sailing. Children should provide the name and contact details for their responsible adult/guardian or someone acting in loco parentis.
Record sailor name and boat details on a race result form - new forms provided in the stack of trays. Also note the Safety Plan requirements, especially for all skippers to record their intention to sail and to confirm their safe return on the Sign-on/off sheet.
COURSE
Well before the Warning Signal decide upon the course to be sailed, with reference to the wind strength & direction and also the slowest handicap boat(s) in the race. Race results are based on the “average lap time” system so the course must be made up of one or more rounds of a lap. Race Officers are encouraged to use sample course plans (available in the Race Officer's Folder in the race office) and/or discuss choice of course with experienced competitors if they need guidance. Instruct the Safety Boat crew to move or lay the marks required for your course. If the course is changed, make sure that all participants are informed of the new course before the Warning Signal.
START LINE
Using the Safety Boat, position mark A, such that the starting line is perpendicular to the wind direction. This is only possible in South Westerly winds, so in most cases seek experienced guidance and use sample course plans (available in the Race Officer's Folder in the race office). The inner limit mark, if there is one, should be placed just forward of the start line; i.e. on the same side as the first mark. There are no transit marks, so the start line should be fixed at least 10 minutes before the start of the race to give the competitors time to fix their own transits. It must be fixed before the Preparatory Signal.
SIGNALS
Flag signals will normally be raised on the halyards on the flagpole by the Starter's Box. Familiarise yourself with the signals required. If there is more than one start then either the additional Warning Signals will have been specified in the Race Notice(s) or you must specify them on the course notice.
Note: All competitors should be in the vicinity of the start line before the start and are deemed to be racing 4 minutes before prior it.
DURING RACING
STARTING SEQUENCE
The starting sequence and timing for regular series races is as follows:
Min. to start - Flag - Signal
3 - Warning displayed - Numeral Pennant 1 up with 1 sound signal
2 - Preparatory displayed - Flag P up with 1 sound signal
1 - Preparatory removed with 1 long sound signal
0 - START - NP1 removed with 1 long sound signal
When running separate starts for the fast handicap classes and slow handicap classes the starting sound signal for the first class becomes the warning signal for the second start. At the warning signal for the second race Numeral Pennant 2 should be displayed, thereafter the sequence follows the sequence as for the first start.
WARNING SIGNAL
Having decided when to start, the race the Warning Signal (Numeral Pennant 1) must be made exactly 5 minutes before that time - i.e. break out the Warning Signal with one sound signal.
PREPARATORY SIGNAL
One minute after the Warning Signal display the Preparatory Signal - Code Flag "P" and make one sound signal. If this signal is mis-timed you should signal a postponement as described below and then re-start the race. Between signals it is good practice to make a note of all the boats likely to start, on the race results form. After 1 minute fully lower the Preparatory Signal with one sound signal; i.e. 1 minute before the start.
START
At the start fully lower the Warning Signal with one sound signal. If a few boats are over the line and can be identified signal an Individual Recall by hoisting/waving (on a pole) the X Flag and make one sound signal. If one or more boats cannot be identified, signal a General Recall as described below. The X Flag remains hoisted until the offending boat(s) have returned fully to the pre-start side of the line and started correctly, or until the Race Officer decides that boats have no intention of starting correctly (allow 4 minutes). Record any boat over the line at the start signal and not starting correctly as OCS (On Course Side). If a number of boats are over the line it may be fairer to signal a General Recall and make a fresh start. To do this, break out the "First Substitute" and make two sound signals. To re-commence the starting procedure, fully lower the First Substitute and make one sound signal. The Warning Signal must then be given exactly one minute later; i.e. 5 minutes before the new start.
POSTPONEMENT
Postpone racing only when weather is unsuitable, marks are out of position, or there is no Safety Boat. Display the "Answering Pennant" and make two sound signals to postpone the start. Fully lower the Answering Pennant, make one sound signal to commence the new starting procedure and display the Warning Signal exactly one minute later. If you feel that competitors, who have been waiting on shore during a postponement, do not have enough time to get to the start line then you can postpone the start again at any time before the start signal.
SOUND SIGNAL FAILURE
Don't worry if the sound signal fails - flag signals are sufficient and the failure or mis- timing of a sound signal should be disregarded.
LOOK OUT
During the race keep account of all boats sailing and if the race is being sailed on the basis of average lap times, count and time the laps sailed by each boat. Watch for capsizes and that they are being attended to. The Safety Boat should remain in a position where the crew can clearly see all the boats on the course and maintain communication with the Race Officer using the Club’s VHF radios. In the event of a failure of the radios and when the Race Officer requires the Safety Boat to come within hail he may display either International Code Flag "R" or the "RESCUE" board – red “R” on yellow background.
TIME LIMIT
The time limit on Sundays is 60 minutes OR 30 minutes plus the elapsed time of the first boat to sail the course
and finish within 60 minutes; whichever is longer. The time limit on Wednesday is 90 minutes OR 45 minutes plus the elapsed time of the first boat to sail the course and finish within 90 minutes; whichever is longer.
SHORTENED COURSE
Check the time periodically and decide whether the leading boat can complete the course within the relevant time limit. If you decide to shorten the course hoist the Shorten Course Signal (International Flag "S"), accompanied by the relevant class flag if you are only shortening one class, and make two sound signals ideally before the leading boat reaches the final turning mark before the finish for the shortened course.
The same procedure applies if you believe the weather or sea conditions are likely to deteriorate to a point where it may become unwise to continue the race.
ABANDONED RACE
If conditions deteriorate to the point where continuation of the race would be unwise, hoist International Code Flag "N" and make three sound signals. In light winds when even a shortened course cannot be completed then await the time limit and abandon the race. If there are boats on the water (e.g. cruisers ) before the start time and you decide to abandon racing, hoist Flag “N” and make a sound signal as before.
FINISH
At the finish, record the finish time in hours, minutes and seconds and the number of laps completed for each boat alongside its boat number and name. After the sheets are complete, or during a lull, work out the elapsed times, average lap times, corrected times and placing.
PROTESTS
Make a note of the circumstances and time that you see any protest flags flown by the competitors. This information may be useful in the event of the protest going to a hearing. On receipt of a written protest the senior Flag Officer present, or in the absence of a Flag Officer those members of the Race Committee present will appoint a Protest Committee of at least three to consider the protest.
TIDY UP
Once all boats have finished racing and you are sure that all boats on the water are accounted for fill in the sign-on/off sheet and pin up with the Results on the notice board adjacent to the drinks counter (upstairs) and return equipment to the Clubhouse. Please keep handwritten document in the stack of trays in the race office.
AFTER RACING - RESULTS ETC.
The Club publishes results on the club website. To enable that with minimal effort or delay we use the Sailwave digital scoring system.
The Sailing Secretary would very much appreciate it if Race Officers would record race data in Sailwave on the club laptop which can be found upstairs.
SAILWAVE (DIGITAL SCORING SYSTEM)
Instructions for use are available beside the computer. Sailwave calculates results automatically based on the settings predefined by the Sailing Secretary in the relevant series' Sailwave files.
Sailwave uses current RYA PY numbers. All you need is to input the data you have recorded on the race result form during the racing.
The data needed is:
- Date,
- Start time,
- Helm/Crew name(s),
- Boat Class,
- Sail number,
- Number of Laps; and
- Finish Time.
If you are not familiar with Sailwave, please ask competitors for help.
STARTING SEQUENCE
The starting sequence and timing for regular series races is as follows:
Min. to start - Flag - Signal
3 - Warning displayed - Numeral Pennant 1 up with 1 sound signal
2 - Preparatory displayed - Flag P up with 1 sound signal
1 - Preparatory removed with 1 long sound signal
0 - START - NP1 removed with 1 long sound signal
When running separate starts for the fast handicap classes and slow handicap classes the starting sound signal for the first class becomes the warning signal for the second start. At the warning signal for the second race Numeral Pennant 2 should be displayed, thereafter the sequence follows the sequence as for the first start.
WARNING SIGNAL
Having decided when to start, the race the Warning Signal (Numeral Pennant 1) must be made exactly 5 minutes before that time - i.e. break out the Warning Signal with one sound signal.
PREPARATORY SIGNAL
One minute after the Warning Signal display the Preparatory Signal - Code Flag "P" and make one sound signal. If this signal is mis-timed you should signal a postponement as described below and then re-start the race. Between signals it is good practice to make a note of all the boats likely to start, on the race results form. After 1 minute fully lower the Preparatory Signal with one sound signal; i.e. 1 minute before the start.
START
At the start fully lower the Warning Signal with one sound signal. If a few boats are over the line and can be identified signal an Individual Recall by hoisting/waving (on a pole) the X Flag and make one sound signal. If one or more boats cannot be identified, signal a General Recall as described below. The X Flag remains hoisted until the offending boat(s) have returned fully to the pre-start side of the line and started correctly, or until the Race Officer decides that boats have no intention of starting correctly (allow 4 minutes). Record any boat over the line at the start signal and not starting correctly as OCS (On Course Side). If a number of boats are over the line it may be fairer to signal a General Recall and make a fresh start. To do this, break out the "First Substitute" and make two sound signals. To re-commence the starting procedure, fully lower the First Substitute and make one sound signal. The Warning Signal must then be given exactly one minute later; i.e. 5 minutes before the new start.
POSTPONEMENT
Postpone racing only when weather is unsuitable, marks are out of position, or there is no Safety Boat. Display the "Answering Pennant" and make two sound signals to postpone the start. Fully lower the Answering Pennant, make one sound signal to commence the new starting procedure and display the Warning Signal exactly one minute later. If you feel that competitors, who have been waiting on shore during a postponement, do not have enough time to get to the start line then you can postpone the start again at any time before the start signal.
SOUND SIGNAL FAILURE
Don't worry if the sound signal fails - flag signals are sufficient and the failure or mis- timing of a sound signal should be disregarded.
LOOK OUT
During the race keep account of all boats sailing and if the race is being sailed on the basis of average lap times, count and time the laps sailed by each boat. Watch for capsizes and that they are being attended to. The Safety Boat should remain in a position where the crew can clearly see all the boats on the course and maintain communication with the Race Officer using the Club’s VHF radios. In the event of a failure of the radios and when the Race Officer requires the Safety Boat to come within hail he may display either International Code Flag "R" or the "RESCUE" board – red “R” on yellow background.
TIME LIMIT
The time limit on Sundays is 60 minutes OR 30 minutes plus the elapsed time of the first boat to sail the course
and finish within 60 minutes; whichever is longer. The time limit on Wednesday is 90 minutes OR 45 minutes plus the elapsed time of the first boat to sail the course and finish within 90 minutes; whichever is longer.
SHORTENED COURSE
Check the time periodically and decide whether the leading boat can complete the course within the relevant time limit. If you decide to shorten the course hoist the Shorten Course Signal (International Flag "S"), accompanied by the relevant class flag if you are only shortening one class, and make two sound signals ideally before the leading boat reaches the final turning mark before the finish for the shortened course.
The same procedure applies if you believe the weather or sea conditions are likely to deteriorate to a point where it may become unwise to continue the race.
ABANDONED RACE
If conditions deteriorate to the point where continuation of the race would be unwise, hoist International Code Flag "N" and make three sound signals. In light winds when even a shortened course cannot be completed then await the time limit and abandon the race. If there are boats on the water (e.g. cruisers ) before the start time and you decide to abandon racing, hoist Flag “N” and make a sound signal as before.
FINISH
At the finish, record the finish time in hours, minutes and seconds and the number of laps completed for each boat alongside its boat number and name. After the sheets are complete, or during a lull, work out the elapsed times, average lap times, corrected times and placing.
PROTESTS
Make a note of the circumstances and time that you see any protest flags flown by the competitors. This information may be useful in the event of the protest going to a hearing. On receipt of a written protest the senior Flag Officer present, or in the absence of a Flag Officer those members of the Race Committee present will appoint a Protest Committee of at least three to consider the protest.
TIDY UP
Once all boats have finished racing and you are sure that all boats on the water are accounted for fill in the sign-on/off sheet and pin up with the Results on the notice board adjacent to the drinks counter (upstairs) and return equipment to the Clubhouse. Please keep handwritten document in the stack of trays in the race office.
AFTER RACING - RESULTS ETC.
The Club publishes results on the club website. To enable that with minimal effort or delay we use the Sailwave digital scoring system.
The Sailing Secretary would very much appreciate it if Race Officers would record race data in Sailwave on the club laptop which can be found upstairs.
SAILWAVE (DIGITAL SCORING SYSTEM)
Instructions for use are available beside the computer. Sailwave calculates results automatically based on the settings predefined by the Sailing Secretary in the relevant series' Sailwave files.
Sailwave uses current RYA PY numbers. All you need is to input the data you have recorded on the race result form during the racing.
The data needed is:
- Date,
- Start time,
- Helm/Crew name(s),
- Boat Class,
- Sail number,
- Number of Laps; and
- Finish Time.
If you are not familiar with Sailwave, please ask competitors for help.
CORRECTED TIMES
Corrected times for dinghy classes are calculated with reference to the RYA Portsmouth Yardstick scheme. Corrected times for cruisers/yachts should be calculated with reference to sheet of CYCA handicaps supplied. A calculators are available should you wish to manually calculate results. Corrected times are rounded to the nearest second with 0.5 and greater being rounded up to the next second. Calculate Corrected Times as follows:
Corrected times for dinghy classes are calculated with reference to the RYA Portsmouth Yardstick scheme. Corrected times for cruisers/yachts should be calculated with reference to sheet of CYCA handicaps supplied. A calculators are available should you wish to manually calculate results. Corrected times are rounded to the nearest second with 0.5 and greater being rounded up to the next second. Calculate Corrected Times as follows:
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PORTSMOUTH YARDSTICKS
Corrected Average Lap Times: C = (E x Mx1000) / (N x L) Abbreviations C = Corrected Time (seconds) E = Elapsed Time (seconds) M = Maximum number of laps sailed by any boat N = Portsmouth Number L = Number of laps sailed by individual boats |
CYCA HANDICAPS
Corrected Times: C = E x TCF Abbreviations C = Corrected Time (seconds) E = Elapsed Time (seconds) TCF = Time Correction Factor = (60 – CYCA H’cap)/60 CYCA = Clyde Handicap. Min./hr. |