[NSRCA-discussion] Planning team for the world championships in 2011

[Derek Koopowitz]

The NSRCA needs a number of people to help out with the planning for the WCs
in 2011... I'm attaching a short description of each area that we need help
with - I'm sure that several of these can be combined into one position.  If
you are interested in helping out it would be greatly appreciated.  Each
bullet point is a coordinator position and can form their own committee with
helpers to help with the item.

   1. Judges Coordinator - the majority of the judges will be
   arriving/departing around the same day/time and we should arrange a mini-van
   or mini-bus to pick them up and transport them to their hotel in Muncie and
   then to drop them off at the airport in Indianapolis.  All the judges are
   given "goodie" (gift) tote bags as a souvenir - this person is responsible
   for procuring the bags (working with the AMA on this perhaps) and then
   filling them with stuff such as a t-shirt/cap/jacket along with some other
   local Indiana or USA souvenir items.  We also need to ensure that the judges
   are picked up at their hotel in the morning and taken to the AMA flying site
   - 2 trips a day (morning judging session and afternoon judging session).
   This will probably entail renting a van/mini-bus large enough to transport
   about 42 people maximum (judge plus their caller/scribe).
   2. Jury Member Coordinator - very similar to the judges coordinator
   except that there will only be 3 jury members and I'm sure that only 1 or 2
   of them will need transportation.  I think this position can be combined
   with #1.
   3. Practice Field Coordinator - probably should be located in the Muncie
   area (or close to it) to help solicit flying fields for practice sites for
   prior to the event and during as well.  We'll need to get the GPS
   coordinates and detailed directions on how to get to the clubs so that we
   can publish this in one of the bulletins.
   4. Opening Ceremony Coordinator - arranges for the Master of Ceremony for
   the opening ceremony.  Works with the AMA to have flag poles for all the
   country flags to be displayed along with the FAI flag, AMA flag and US
   flag.  Arranges for escorts for each country when they are marching in to
   their positions under their country flag (could be cub scouts).  Arranges
   for each countries national anthem to be played during the entry by that
   country at the opening ceremony march.  Arranges for any special
   activities that will take place during the opening ceremony such as
   skydivers, full size plane fly-bys etc.  Arranges for speakers at the
   opening ceremony - such as Jim Cherry, CIAM President (if present), local
   Muncie mayor (perhaps).
   5. Closing Ceremony Coordinator (could be combined with #4) - arranges
   for the Master of Ceremony for the closing ceremony.  Works with the AMA to
   have the country flags of the top 3 pilots to be available for raising
   during the prize giving ceremony.  Arranges for the national anthems to
   be played for the top 3 pilots during the prize giving and flag
raising.  Arranges
   for the flags of the top 3 country teams to be available for raising during
   the prize giving.  Arranges for the national anthems to be played for the
   top 3 country teams during the prize giving and flag raising.  Arranges
   for speakers at the closing ceremony such as Jim Cherry and the CIAM
   president.  Arranges for the FAI flag to be handed over to the next
   country hosting the World Championship.
   6. Banquet Coordinator - the AMA will help with procuring the facility
   (more than likely the Horizon Convention Center) and perhaps the menu as
   well.  Arranges for the Master of Ceremony for the banquet.  Arranges for
   any special activities to take place during the banquet such as any local
   Muncie area entertainment.  Arranges sale of banquet tickets during the
   event - AMA can handle the ticket sales but we'll need to ensure that
   tickets are available and collected at the banquet facility.  Supplies
   detailed directions on how to get to the banquet facility.
   7. Off-Day Tour Coordinator - on the rain day the judges/jury are usually
   taken on a site-seeing tour.  Arranges tour for the judges/jury members
   during the off-day - perhaps the Dayton Air Museum or Indianapolis Raceway.
   Arranges transportation from the hotels of the judges/jury members to the
   tour site.  Arranges meals for the judges/jury members during the day
   tour.  Publishes detailed directions from the AMA HQ to the tour site for
   those that wish to drive there themselves.
   8. Catering Coordinator - works with the AMA to procure a caterer that
   can feed the judges/jury a breakfast at their hotel (or another facility)
   each morning.  The standard continental breakfast that is usually served at
   local hotels will not work to feed judges from other countries.  Arranges
   lunch (work with the AMA) for the judges/jury members during the event -
   this is usually in a central location (tent) where they can be served a
   buffet type lunch.  Arranges dinner for the judges/jury members at their
   hotel each night (or at a central location).  Arranges
   snacks/coffee/water to be delivered to each flying site daily for the judges
   and workers - work with the AMA on this.  Arranges food at the flying
   site (work with the AMA and their local food vendors) to be available for
   purchase on a daily basis for the competitors and spectators.
   9. Team Registration Coordinator - work with the AMA on this.  Arranges
   all the team packets to be picked up by the team manager - Packets to
   contain badges and parking passes – badges will have pictures and names of
   all team members, managers, helpers and supporters.  Arranges team
   “goodie” bags much like the judges goodie bags.
   10. Team Manager Meeting Coordinator - work with the AMA on a meeting
   room.  The event director will hold team manager meetings prior to the
   event, prior to the semi-finals and prior to the finals.  Arranges flight
   orders are available for handout at each of the meetings after the flight
   order selections have been made - work with the AMA to have enough copies
   made.
   11. Judges Training Coordinator (probably can combine with #10) - work
   with the AMA on a meeting room.  Arranges meeting room for the judges
   training.  Ensure meeting room has a screen to show presentations.
   12. Scoring Coordinator - works with the event director to ensure
that scoring
   computers are available along with printers and a copier and any necessary
   tables etc.  Arrange for different color printer paper to be used to
   print the raw score sheets for each day - in other words, yellow for day 1,
   blue for day 2, green for day 3, etc.  Arrange to have internet access in
   the scoring facility for the webmaster to update the website.
   13. Unknown Selection Meeting Coordinator (probably can combine with #10)
   - work with the AMA on a meeting room.  Arrange a meeting room for the
   unknown selection meeting.  Ensure meeting room has a screen to show
   presentations and unknowns.  Ensure computer and color printer is
   available to print out unknowns.  Ensure copier is available to make
   copies of the selected unknowns.
   14. Vendor Coordinator - ideally we'd like to have a vendor tent on site
   that can be used for vendors to display items for sale etc.  Work with the
   AMA to get the tent.  Arranges for vendors to display their items for
   sale in the vendor tent.
   15. Sponsorship Coordinator (same person as #14 perhaps) - Contacts all
   pattern related vendors and solicits sponsorships from them or advertising
   in the event program - Sponsorships available are for pilot/TM bibs, BBQ
   after the preliminary rounds are completed, banners for display at each
   flying site, banquet sponsorship.  I have several vendors that are very
   interested in sponsorship already.
   16. Program/Merchandise Coordinator - works with the AMA to ensure
   adequate supplies of t-shirts, polo shirts, sweatshirts, caps and other
   merchandise is available for purchase by attendees.  Assembles the event
   program which will list each team member/photos, sponsors, letters from
   dignitaries, maps, etc.  Arranges to have the event program printed and
   available for each team/attendee (perhaps a sponsor can be arranged for this
   printing).
   17.  AMA Coordinator - works with the AMA to ensure that the flying sites
   are set up correctly.  This will include all center poles, box poles,
   pilot boxes, noise testing circles and ready boxes (2 at each
site).  Ensures
   that tents/canopies are available for the judges/scribes at each flying site
   and that there are enough chairs for the judges/scribes.  Works with the
   AMA to ensure that the equipment needed at each flying site is available
   such as PA system, weight measuring scales, noise measuring equipment and
   digital volt meters to measure battery voltage.  Works with the AMA to
   ensure that competitor fuel is stored in a secured area along with any
   batteries/equipment that is shipped to the AMA facility and is released to
   the appropriate people at the right time.

Seems like a lot of committees/people but I think several of them can be
combined into 1 person coordinating the effort.  The bulk of this effort
will be done prior to the WC's and the sooner we can get started (and
finished) with these areas the better.

The contest director will post his own list of resources that will be needed
for flight lines, processing, etc.

We really appreciate the offers of help and if you'd like to voluntee some
time for this effort it would be very much appreciated!

-Derek
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