Pinewood Derby


Pinewood Derby Track

This committee will be responsible for acquiring the use of one or more tracks as needed for the pinewood derby.  Preferably, tracks would have sensors to determine the winner of the race.  Considerations for track needs would be groupings by age and or class.  The committee would be responsible for the transportation of the track to and from the site, as well as setting up the track before the race, and taking it down after the completion of the race. 

Determine the number of tracks needed for the race and the amount of space needed for racing.

Report space needed to the committee in charge of maps.

Acquire the use of the desired number of tracks, along with tables, chairs, computers and wires needed to hook up the computers to the track, if needed.

Develop your committee's budgetary needs and report your needs to the Finance committee 150 days before the event.

Transport the track(s) to the racing site.

Set up the tracks before the race and assure that it is in working order.

Set up a perimeter around the track to assure that youth do not bump into the track accidentally.

Be on hand to do repairs as needed.

Take the track down after the race.

Return the track to its owner.

Make a written report as to how your committee's process went this year, and make recommendations for future years.  Include the Start, Stop, Continue Analysis in your report.

Reconcile any budgetary difference from the actual expenses.  Attach receipts to your reconciled financial report, explanations for discrepancies, and recommendations for future events to the Finance committee.

Weigh In

In order to assure that the playing field is level, the weigh in / inspection is a crucial step of the race day activities.  It will be up to the Weigh In committee to present a fair and balanced authority to all involved, giving racers the assurance that their cars are being treated in a fair manner to all other racers, and that all cars are being judged according to the same criteria to assure that the race will be fair.

Develop your committee's budgetary needs and report your needs to the Finance committee 150 days before the event.

Based upon the Pinewood Derby rules, develop a set of weigh in protocols that will be followed when judging the acceptability of each car entering the race.

Create a supply and material list of what will be needed to complete the weigh in process.

Secure all supplies and materials.  Set up the weigh in station prior to the race registration time.  Be sure to remember to secure electricity if needed.

Train weigh in judges on the protocol to follow to conduct a fair and balanced weigh in process for all racers.  Develop a set of rules to follow in case discrepancies occur, or appeals are made.

In case of a disqualification, assure that the disqualified car is not allowed to enter the race and disturb the event for other racers.

Treat all racers and parents with respect.  Avoid major blow ups.

Assist in other areas of the pinewood derby event as needed.

Clean up the pinewood derby event when all is completed.

Return all borrowed equipment in its original condition to its owner.

Make a written report as to how your committee's process went this year, and make recommendations for future years.  Include the Start, Stop, Continue Analysis in your report.

Reconcile any budgetary difference from the actual expenses.  Attach receipts to your reconciled financial report, explanations for discrepancies, and recommendations for future events to the Finance committee.

Master of Ceremonies

Traditionally, one will think of a Master of Ceremony as a single person who has a dynamic personality that can keep the crowd entertained and focused.  In reality, there is usually a  team of individuals preparing the MOC so that he can do his job effectively.  In order to be a good MOC, the individual must be well prepared and well informed of the overall expo experience.

Develop your committee's budgetary needs and report your needs to the Finance committee 150 days before the event.

Familiarize the MOC committee with how the overall Expo is organized.  Learn how each piece of the organization flows together, supports each other, and the intricacies and nuances of each element.

Work closely with the Campfire Committee to organize the program agenda.

Work closely with the Awards Committee to assure that the awards are present, organized and listed in a written agenda that the MOC can easily follow during the program.  Have a member of the Awards committee present to hand the awards out, so the MOC can focus on reading the names off, rather than fumbling with finding the correct award.

Work closely with all other committees which may have announcements or campfire program areas that need to be incorporated into the campfire program.  Assure that all those elements are organized and well laid out for presentation during the campfire program.

Work with professional vendors to incorporate them into the program.

Work with the Audio/Video committee so that your needs are met in that area.

Practice the program ahead of time so that everyone involved will be on the same schedule and cues are not missed.

Work with the Paperwork committee and the signage committee to produce a written program to support your shows.

Make a written report as to how your committee's process went this year, and make recommendations for future years.  Include the Start, Stop, Continue Analysis in your report.

Reconcile any budgetary difference from the actual expenses.  Attach receipts to your reconciled financial report, explanations for discrepancies, and recommendations for future events to the Finance committee.

Judges Rules

Boys deserve to get recognized for their achievements.  The only way to determine who has achieved the most is to create a standard to measure them against.  This is where the judging rules come in to play.  Rules also allow for an even playing field to all involved.  Rules assure that everyone is treated equally, and measured by the same standards.  Rules also eliminate many arguments that may occur during competitive events.  As you can see, judging is actually a very important element of the whole expo experience.

Develop your committee's budgetary needs and report your needs to the Finance committee 150 days before the event.

Take a survey of all events that will be held during the expo and determine which events are competitive.  Work with each of these events to create a simple set of rules for each event.

Create judging sheets for the events.

Report which events are competitive to the awards committee, and work with them to determine which awards will be needed for these events.

Create a set of rules for the display booths.  Create a set  of standards for the display booths to be judged by.

Create judging sheets for the displays.

Report to the Awards committee any awards that may be needed for the displays.

Work with the Paperwork committee to determine an easy way for results to be tallied, so that the achievements can be recognized by the Awards committee.

If possible, create a simple app for smartphones to allow results to be easily reported.

If possible, create a bar code system or QR code system that can identify each youth attending the expo that can be scanned by the smartphone, thereby, speeding up the reporting process.

Make a written report as to how your committee's process went this year, and make recommendations for future years.  Include the Start, Stop, Continue Analysis in your report.

Reconcile any budgetary difference from the actual expenses.  Attach receipts to your reconciled financial report, explanations for discrepancies, and recommendations for future events to the Finance committee.



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