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Post-event tasks

Abstract

There are still a number of important matters to be attended to once the prizes have been awarded. They are in the hands of the Regatta Organizing Committee or their delegates, e.g. transport assistance to competitors, return of equipment and balancing the books. A final evaluation report will be appreciated as support for future events.

Contents

14.1 Logistics
      14.1.1 Transport
      14.1.2 Removal of signs
      14.1.3 Return of equipment
14.2 Administration
      14.2.1 Formal report
      14.2.2 Letters of thanks
      14.2.3 Finance
      14.2.4 Final evaluation

14.1 Logistics

14.1.1 Transport

If competitors, protest committee members, etc., were enthusiastically assisted on arrival, then it is not only courteous but will leave a fine impression of the venue and the event if the same assistance is available to them when they depart. Especially those who have contributed with their services free of charge, and therefore often at considerable expense to themselves, should be looked after.

14.1.2 Removal of signs

Most major regattas today have sponsorship, declared by the display of banners and signs. Once the event is over, these should be dismantled and disposed of, by returning them to the sponsors or whatever is appropriate.

14.1.3 Return of equipment

Most major regattas borrow equipment of some kind from other Clubs and associations or from individuals. It makes good sense to make up an inventory of the borrowed equipment as soon as it is collected. After the regatta this can then be used as a means of checking that equipment has not been lost and is ready for return to its owners in as good a condition or better than when received.

14.2 Administration

14.2.1 Formal report

In the case of a major event, a formal report is usually required for the ISAF, the National Authority, the sponsors, etc. This is the responsibility of the Regatta Chairman, who, in compiling it, will probably work closely with the Race Officer(s). The Class Association(s) may also expect a report and will wish to review the regatta and make recommendations for the future.

14.2.2 Letters of thanks

Letters of thanks will need to be written to a number of people, and they need to be written immediately after the event. In some instances they may well contain contributions to expenses or a request for people to indicate the extent of their expenses. In this latter case, some preliminary understanding should have been arrived at around budget time.

14.2.3 Finance

When sufficient time has elapsed for all accounts to be in, but not so much that memories have dimmed and Committee members begun to apply themselves to other matters, final accounts should be passed for payment and the books balanced. Hopefully, it will be necessary to decide what will happen to the credit balance but if the worst happens, and then it may be a matter of deciding how to meet the shortfall!

14.2.4 Final evaluation

The Regatta Organizing Committee may wish to record considered views on the whole administration of the regatta, the areas of special success and any shortcomings that ought to be avoided on another occasion. Such records can be invaluable to the next Organizing Committee and contribute towards an improved standard. Such an evaluation should also be offered to the Class Association(s), which would do well to require routinely such an evaluation report for their World and Continental Championships. The Host Club, which in all probability shared responsibility as the Organizing Authority in terms of RRS 87.1, may also seek an evaluation report, so that it is also aware of its regatta strengths as well as any problem areas.