3 MONTHS BEFORE THE EVENT #
Find a Venue #
Select a suitable venue, such as a parking lot, local speedway, or established race track. Consider course size, safety, spectator areas, availability, and cost.
See COURSE REQUIREMENTS for venue and course requirements.
Find a Sponsor #
Sponsorship is not required, but can help cover event expenses, provide prizes, support publicity, and reduce or eliminate entry fees. Determine what recognition and benefits you can offer sponsors.
6–8 WEEKS BEFORE THE EVENT #
Obtain Insurance and Waivers #
Submit the Insurance Request Form and payment for event coverage.
See EVENT INSURANCE for insurance and waiver requirements.
Obtain Event Sanctioning #
Submit the Sanction your Race Event form to Electrathon America and complete the sanctioning process.
4 WEEKS BEFORE THE EVENT #
Publicize the Event #
Submit event information to the Electrathon America event calendar. Distribute event information to local Electrathon teams and promote the event through social media, local media, and community organizations.
Include the date, times, location, directions, course description, registration costs, prize money, accommodations, and any special event information.
Secure Event Materials #
Confirm that all required equipment and supplies are available, including safety barriers, fencing, cones, signs, flags, scales, clocks, tents, radios, sound equipment, lap-counting equipment, and event forms.
1 WEEK BEFORE THE EVENT #
Finalize Logistics #
Confirm the arrival and setup times for personnel, equipment, vendors, and volunteers. Review parking, registration, inspection, starting grid, spectator areas, emergency access, and other site logistics.
Confirm and Meet with Key Personnel #
Confirm the Event Steward, Inspectors, Flagman, Timer, Lap Counters, Announcer, Course Marshals, and other volunteers.
Meet on-site whenever possible to review the course layout, schedule, procedures, and individual responsibilities. Make sure everyone understands the event plan and where they need to be throughout the day.
Confirm Materials #
Verify that all required equipment, supplies, forms, and communications equipment are ready and accessible for race day.
