Annual Roadeo Guide · excitement of competition and enjoyment of fellowship is the knowledge that...

Annual Roadeo Guide Prepared by the North Carolina Public Transportation Association

Table of Contents

Preface 3

NCPTA/NCDOT Roadeo

I. What is it? 4

II. What can I expect? 4

III. FAQs 7

Planning Guidelines 10

Appendix A ‐ Sample Obstacles

Appendix B ‐ Sample Scoring

Appendix C – Event Planning Timeline

Preface Roadeo competitions have been a part of North Carolina Community and Public Transportation industry for many years. These annual events bring together vehicle operators from local systems statewide so that they can display the skills they use every day. The Roadeo has long been considered an enjoyable event where camaraderie is prized and participants share experiences from their daily work lives. This is not all that happens at the Roadeo events, and not all that comes from them. Underlying the excitement of competition and enjoyment of fellowship is the knowledge that the service the operators provide every day is life improving, even life sustaining, to the customers on their vehicles. The fundamental element of that service is safety; safety that happens only because dedicated, competent people are operating the vehicles. The North Carolina Public Transportation Association and the North Carolina Department of Transportation/Public Transportation Division have developed this manual. We hope that it will help you understand how a Roadeo works and what is expected of participants and judges at the annual state Roadeo. We also hope that this manual will encourage you to hold your own local or regional Roadeo, or use the individual obstacles as exercises for training new vehicle operators, or for sharpening the skills of experienced operators. You and your vehicle operators are the people that make the difference to your customers. Thank you for continuing to make that difference a positive one.

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ANNUAL NCPTA/NCDOT PUBLIC TRANSPORTATION ROADEO I. WHAT IS IT? The annual NCPTA/NCDOT Roadeo is designed to be a competitive test and measure of a Van, LTV or Bus Operator’s skill behind the wheel, knowledge of safe driving practices, and familiarity with the vehicles and equipment used in the daily operation of public transportation. Competitors are scored in the following categories: 1. Pre‐trip Vehicle Inspection This is a timed event (10 minutes). The operator inspects a specific, extra vehicle that matches the competition vehicles as if getting ready for a regular workday, noting as many defects as they can find within the allotted time. The vehicle should have numerous problems, such as burned‐ out lights, improperly working rear door, etc. 2. Driving Test

The operator operates a vehicle through a timed course constructed of specific obstacles they may

encounter on a regular route. The operator will also be scored on safety habits and smoothness of

operation during the driving test.

II. WHAT CAN I EXPECT? First and foremost, expect to have fun! While this is a competition, it is also a great opportunity to network with your peers and show off your skills. 1. Registration The 2017 Roadeo will be held June 2‐4 at the zMAX dragway in Concord, NC. A block of rooms has been reserved at the Embassy Suites for a special rate. Please visit www.nctransit.org and click on the 2017 conference link for more details. Embassy Suites by Hilton Golf Resort & Spa zMAX Dragway 5400 John Q. Hammons Drive NW 6570 Bruton Smith Blvd. Concord, NC 28027 Concord, NC 28027 (704) 455‐8200 (800) 455‐FANS

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The registration deadline for the 2017 Roadeo is Sunday, May 21st. Late registrations will not be accepted. We understand that local and regional Roadeos may be held after this date. If you do not yet know the names of the contestants you will be sending to the state Roadeo that is okay. We can update the names as soon as they are available. However, it is important that you still submit a registration as a placeholder so that we can account for the correct number of participants. Approximately one week before the state Roadeo, informational packets will be mailed to all participants and judges. This packet will include the following:

Calendar of Events

Individual Schedule

Roadeo Guide

Maps

Checklist of Essential Items 2. Friday, June 2, 2017 Contestant, Judge & Volunteer Check‐In 4:00 PM – 7:30 PM Embassy Suites Roadeo Reception 7:30 PM – 10:30 PM Embassy Suites When you arrive at the hotel you will find signs directing you to the Roadeo Check‐In Desk and Reception. There will be lite hors d’oeuvres, a DJ and, as promised, FUN! Members of the Roadeo Committee will also be available to meet with contestants and judges to answer any questions. But don’t stay up too late – you have an early start on Saturday morning! 3. Saturday, June 3, 2017 All Groups Breakfast Embassy Suites 6:00 AM Group A Course Walk‐Thru & Practice zMAX Dragway 7:30 AM – 10:00 AM Participant Training Embassy Suites 10:15 AM – 12:45 PM Group B Participant Training Embassy Suites 7:30 AM – 10:00 AM Course Walk‐Thru & Practice zMAX Dragway 10:15 AM – 12:45 PM Your Group assignment will be highlighted on your Individual Schedule, as will your individual course practice time. It is extremely important that you arrive at your designated location on time. Each session will begin promptly at the time noted above, so it is recommended that you arrive 10‐15 minutes early. Tardiness may result in a penalty assessed to your final competition score.

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a. Course Walk‐Thru & Practice Experienced course managers will walk each group (Van, LTV, Bus and associated judges) through the full course, explaining each obstacle and how they are scored. Sample obstacle outlines and scoring sheets are included at the end of this guide for your reference. Once the walk‐thru is complete, participants will be allowed one practice run. If you are not present when it is time for your practice run, you will forfeit your time. After you have completed your run, please move to the “Pre‐Trip Inspection” station. In an effort to make the most efficient use of your time, we have moved this station to Saturday. Don’t worry though – if there isn’t enough time to get thru this during your Saturday Group session, you will still be able to complete this portion during the competition on Sunday. Once you have completed your practice run and pre‐trip inspection, you are welcome to return to the hotel and wait for your Participant Training session to begin if you are in Group A, or if you are in Group B you are free for the rest of the day. However, we do encourage you to stay and cheer on your fellow competitors. And who knows – you may even use that time to develop a new strategy! Judges must remain at their assigned obstacle for the duration of their assigned Group time. It is important to become familiar with the obstacle and scoring system. In addition, you will be responsible for resetting cones, tennis balls, barrels, etc. if they are knocked down. Judges are not required to attend the participant training session. b. Participant Training Participants will receive approximately 1.75 hours of training, with 45 minutes available for a knowledge assessment at the end. The training topics for 2017 are:

Curbing Transit Employee Distracted Driving Fatigue and Sleep Apnea Awareness for Transit Employees

* Please note, lunch will not be served at the hotel this year. Instead, participants will be given a $15 gift card to a local restaurant. Gift cards will be distributed at the end of the second session (for both groups). You may use your gift card that day, or save it for another time.

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4. Sunday, June 4, 2017 Roadeo Competition zMax Dragway 7:00 AM – 12:00 PM Awards Ceremony Embassy Suites 12:30 PM – 2:30 PM All contestants, judges and volunteers must be at zMAX Dragway by 7:30 AM. Don’t forget to check‐in at the main tent. If you do not check‐in your attendance will not be counted. Everyone is required to be at their assigned stations by 7:45 AM. The competition will begin promptly at 8:00 AM. Contestants – pay close attention to the schedule! Your start time is estimated. You must be ready to go when it is your turn. If the competition is ahead of schedule and you are not ready, you will forfeit your turn. If you did not complete your Pre‐Trip Inspection on Saturday, please make sure to do so on Sunday. Course volunteers will be picking up score sheets, distributing water and relieving volunteers for bathroom breaks. If you need assistance while you are on the course, please signal one of our course volunteers. The awards ceremony will begin promptly at 12:30 PM. A buffet lunch will be served. All contestants, volunteers and judges are invited to attend. Additional attendees are $10.00. Tickets can be purchased in advance thru our online registration portal, at the check‐in desk on Friday night, or at the door on Sunday. We will award 1st, 2nd and 3rd place for both Individuals and Team Competitors in each of the three competition classes (Van, LTV and Bus). System Safety Award will also be announced at this time. Scoresheets will be available for competitors so they can review the areas that may need more practice before the 2018 competition.

III. FAQs 1. Q. Can someone ride with me? A: Yes. On practice day, as long as they are not disruptive. No. On competition day, judges onboard only. 2. Q. Are you going to guide me through the course? A: Yes. On practice day. NOTE: A 25‐point penalty will be assessed for any obstacle attempted in the wrong order.

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3. Q. Do I have to use the horn and turn signals? A: Yes. If you do not use your horn and/or turn signals you will lose points from the on‐board safety judge. 4. Q. Am I allowed to go outside the line of perimeter cones? A: No. You must stay within the course lines. Each course marker or perimeter cone touched will count as a 10‐point penalty. 5. Q. Can I use the mirrors that I am familiar with? A: No. You must use the mirrors on the property buses. 6. Q. Will I be driving the same type of bus/van that I drive in my home system? A. You will be driving the vehicle provided for either 35' or Bus, Van & LTV competition. 7. Q. Can I go through the course more than once on practice day? A: No. Time permits only one round per contestant on practice and competition days.

8. Q. Do I have to be on time for practice and competition days? A: Yes. Everyone is scheduled for a certain time and the schedule must be

maintained. You must report to the starter no later than 15 minutes prior to the start time listed in the official schedule. 9. Q. Will there be transportation from the hotel to the Roadeo site? A: No You are responsible for making your own travel arrangements to and from the Roadeo site location and associated activities. 10. Q. Do I go through a Pre‐Trip Inspection? A: Yes. 11. Q. Who is going to adjust my mirrors? A: You will adjust your mirrors to the adjustment you require. 12. Q. Do I lose points if I back up?

A: Yes. In all segments of the course except for the first backup in the left and right reverses, you will lose 10 points each time you reverse. 13. Q. If l hit the same cone twice do I lose double points?

A: No. Once you are charged with hitting a cone, you are not charged with it again. 14. Q. If I touch the base of a cone, does it count against me?

A: Yes. Hitting or even touching any portion of the cone counts as a hit.

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15. Q. Is my manager allowed to walk behind my bus when I am competing? A: No. No one outside of Roadeo Officials and judges are allowed on the course while competition (or practice) is in progress. 16. Q. Will I be allowed to walk through the course?

A: Yes. Judges will walk you through the course on practice day before the competition. 17. Q. Does time on the course count?

A: Yes. The course time is 7 minutes. If you use more time, points are deducted for every second over 7 minutes. 18. Q. Does smoothness of operation count?

A: Yes. 19. Q. Does speed count? A: Your speed through the diminishing clearance obstacle must be at least 20 mph. 20. Q. Do you award dual prizes for a tie score?

A: No Tie breakers will be determined as outlined in the manual. 21. Q. How many prizes are awarded?

A: First, Second, & Third place in each category, for both Individual and Team. 22. Q. Do I have to wear my badge or nameplate?

A: No. 23. Q. Can I wear sneakers? A: Wear the same kind of shoes you wear when you are operating in Passenger

service at your system. 24. Q. Will there be refreshments/lunch?

A: Yes. On Sunday. 25. Q. Can I bring my family?

A: Yes. They are encouraged to come and enjoy the festivities and competition. 26. Q. Do I have to come to practice?

A: You are encouraged to come to practice, but it's not mandatory. If you do not plan on practicing, please let the staff know when you check in on Friday evening. 27. Q. Do I have to use a seat belt?

A: Yes.

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28. Q. Is the course set up as shown in the NCPTA handbook? A: Yes. This manual will be update each year as necessary to reflect the current

course design for that year. 29. Q. If I do an obstacle in the wrong order am I penalized?

A: Yes. 25 points are deducted for each obstacle done in the wrong order. (Any obstacle completely missed or not attempted also has its full value deducted). 30. Q. How are contestant's numbers and time sequence selected?

A: By random drawing.

IV. Planning Guidelines The NCPTA/NCDOT Roadeo takes a minimum of 6 months to plan properly given its size and scope. Local Roadeos may take less time to coordinate and execute, depending on the experience of the team putting the event together and the time and resources available. The more time allowed for preparation, the easier it is to run a successful event. The following guidelines outline the planning process for the annual state competition. They can easily be adapted for local and regional Roadeo planning as well. Things to consider: 1. Determination of Roadeo Location Venue (or confirmation of existing location)

2. Call for Roadeo Committee volunteers

3. Assignment of Roadeo Committee tasks

4. Assign competition course managers

5. Inventory of equipment and supplies

6. Securement of at least 3 identical vehicles for use in each competition class (Van, LTV, Bus)

2 for competition

1 for pre‐trip (which can be substituted if one of the competition vehicles has an issue)

7. Marketing

8. Sponsorship solicitation

9. Logistics (tents, chairs, power, entertainment, food & beverage, awards)

10. Roadeo t‐shirts and medals (design and production)

11. Registration Process (competitors, judges, volunteers)

12. Call for Event volunteers

13. Development of Event and Individual Schedules

14. Prepare information packets (Roadeo Guide, Schedule of events, Maps, Checklist)

15. Event signage

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16. Event Documentation (photography, videography, social media, post event sharing)

17. Training Plan for participants

18. Coordination of supply deliveries

19. Course layout & event execution

20. Awards Ceremony

1. Roadeo Committee

A Roadeo committee must be formed to plan and organize the competition. The committee should include representatives from both rural and urban systems from across the state, including management, operations and safety & training personnel, supervisors, operators, and other management functions to provide essential fairness in the competition. The marketing and public information functions related to the Roadeo are essential. The Roadeo committee should meet, elect a co‐chair or coordinator to work with the NCPTA Board of Directors, and form subcommittees to distribute Roadeo responsibilities and set calendar deadlines. It is strongly suggested that the Chair or Co‐Chair become members of the NCPTA Board of

Directors. Refer to Appendix C, “Event Planning Timeline” for a list of all sub‐committees and the associated responsibilities. 2. Logistics

a. Site Selection

The site should have enough space to accommodate the course set‐up, spectator viewing area and parking. It should have space available for the pre‐trip inspection station, a scoring station, DJ/Emcee station and check‐in areas. Approximately 100,000 (Van and LTV) to 120,000 (Bus) square feet are needed per course set‐up. The site should be accessible to all contestants, judges, volunteers and spectators. It should have amenities such as restrooms, power sources and storage areas. b. Equipment and Supplies Vehicles At least three vehicles will be needed per category. Two will be used for the course and one for the Pre‐Trip Vehicle Inspection. If possible, an additional vehicle should be available as a spare. All of the vehicles should be as similar as possible to ensure the competition is equitable for all operators. The make and model of vehicles used is dependent on what is available, however,

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they should be typical of the vehicles used in normal transit operation at the respective system. Course Supplies (per course set‐up)

150 day‐glo orange 28‐inch high highway cones

15 day‐glo orange 36‐inch high highway cones

One 18‐inch orange highway marker cone

Eleven (10 for the event, 1 spare) 45 or 55 gallon drum‐type plastic barrels painted orange or yellow (or an acceptable, highly visible color) per course

Eighty feet of simulated curbing made from yellow painted four‐by‐fours

A bullhorn

A portable radar unit similar to those used in police speed traps. The radar unit is typically supplied through the host agency via local law enforcement

35 folding/tent style barricades; yellow rope as applicable based on site conditions

Portable toilets (if needed based on site amenities)

Contestant numbers for placement on vehicles Judges Supplies

Six yardsticks (or suitable devices for quick measurements)

Three stopwatches (preferably the electronic digital readout type with time‐out capability)

Twenty‐two clipboards with a pad of paper and pencil for each; plastic acetate sheets or similar to protect scoresheet clipboards in case of wet weather.

Spare chalk to remark course as needed

Pencils with erasers General Supplies

Duct, Masking & Scotch tape

Scissors

Pencil Sharpener

Extra pencils, pens, highlighters

Roadeo posters for site and headquarters vehicle

First aid kit

Calculators

Stapler, staples, and staple remover

Large magic marker pens

Blank pads of paper

String or twine

Fifty folding type chairs (or suitable seating for spectators)

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Fork lift

At least 4 golf carts to be used by staff to deliver supplies on the course and collect scoresheets.

Umbrellas

Sunscreen

Radios / Walkie Talkies

Tents

Public Address System (or hire a DJ)

Cell Phone Contact List of Volunteers and Judges 3. Staffing Needs Roadeo Chairs (2) At least one should be an NCPTA Board Member and one should be from the host agency.

Judges (52) Roadeo judges lend credibility and professionalism to the event.

They should render objective evaluations of each operator. Judges

should not score events in which they have operators entered, if

possible. Judges should be secured at least 30 days in advance of

the Roadeo so stations can be assigned and communicated in their

pre‐event information packet.

There should be two judges per obstacle on each course. If needed,

some obstacles can be administered by one judge, but that should

be avoided when possible.

On the course, the judge must note on the score sheet the

contestant number of the operator, tally the score for that obstacle

as explained during the Saturday training, and retain the score

sheet until picked up by the course monitor.

It is important that on‐board judges have expertise in rating safety

and smoothness of, or have the instructions explained in detail.

It is vitally important that all judges evaluate and score contestants

identically.

All judges should receive appreciation in the form of thank you letters or certificates following the Roadeo, preferably at the awards dinner.

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Timekeepers (4) A timekeeper with a stopwatch should be assigned to each course

vehicle. The timekeeper records on a score sheet the exact number of minutes and seconds used by each operator to complete the course. Before the operator begins driving, the timekeeper should ensure that the operator's contestant number is posted in the appropriate window so course judges can note badge numbers on their score sheets.

Score Recorder (2) The recorder collects all score sheets and totals the scores for each

participant. The Score Recorder must notify the Course Monitor or

a Roadeo Co‐Chair if any score sheets are missing, or if they have

been filled out incorrectly.

Check In Station (4) The Check In team verifies each participant and judge has arrived,

received any necessary materials, including Roadeo t‐shirts, etc.,

and confirms and directs them to their event reporting location for

each course.

Announcer (1) The announcer, usually a DJ who is also providing entertainment,

acts as the communications coordinator to dispense information

through the public address system and call contestants to the test

vehicles.

Course Manager (2) A Course Manager is required for each course set‐up. Course

Managers lead the Saturday walk‐thru and ride on the practice

vehicles to give verbal direction if needed. They are also

responsible for ensuring that each of the judges has a clear

understanding of what is expected of them. The Course Managers

have primary responsibility for course management during the

event competition, and are tasked with starting each contestant on

the course in a timely manner (ideally every 5 minutes) to help

keep the event running smoothly and on time.

First Aid (1) A qualified first aid volunteer should be available to assist in any

medical emergencies should they occur.

Volunteers (8+) These additional Roadeo volunteers are used as needed to collect

score sheets, carry messages, provide information, fill in for any

judges that are absent or need a break, etc.

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4. Promotion and Publicity Use every communication source available for informing transit systems and their operators that a Roadeo will be held, what the prizes or awards will be, how to register for the competition and what the eligibility requirements are. Announce the Roadeo competition via the NCPTA web site, Listserv, Social Media and other marketing avenues. Send out press releases with Roadeo information before and after the competition. Be sure to include the competitors and judges' names and the agencies they represent. 5. Awards The awards for the winners in the Roadeo should be decided by the Roadeo Committee. Direct cash awards and/or trophies are currently used as awards or prizes. Award presentations should be at the Award Luncheon immediately following the end of competition. The headcount for the Awards Luncheon should include Roadeo contestants, judges & volunteers, Roadeo Committee members, dignitaries associated with local, state, and transit organizations, news people, and transit system officials. Family members may also attend for an additional $10 per person. 6. Contestant Qualifications Transit systems may send any number of operators from their organization to compete in the events, provided they have a valid, proper license for the vehicle type they select. Please Note: Association members may also register one (1) team for each vehicle class. A team would consist of three (3) people, and each member must be identified by name during the registration process. Contestants may only compete in one category. 7. Competition

a. Pre‐trip Vehicle Inspection Category Most operators are required to inspect their vehicles before pulling out of the garage. This requirement is included in the Roadeo as another means to test a operator's knowledge. A vehicle should be set apart from the Roadeo course area. Each contestant should be informed that they have five minutes to inspect, locate, and identify planted mechanical defects to the Roadeo judge assigned to this test.

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The contestant is not assisted in any way but is asked to perform the vehicle inspection as if about to pull out of the garage. The five‐minute time period is only suggested; however, it is not recommended to allow more than 8 minutes. The planned problems may include things like:

Burned‐out lights Horn or door chime not working Fire extinguisher missing Flat tire Farebox not working Broken mirror Seats Windows Stanchions Flooring Wipers Doors License Plate Safety Hazard (abandoned package/briefcase)

There will be 5 specific defects that will count for scoring purposes. There should be at least 10 different defects arranged on the vehicle. The operators are not told whether they have found all of the defects or identified the correct defects. This helps minimize operators from aiding each other by telling what the problems are. Points are subtracted from the total number possible for every specified defect operators fail to identify. Maintenance personnel will be helpful in setting up the planted defects. A list of these defects should be compiled and supplied to the judge for this problem. b. Driving Course Test Category The Roadeo course is designed to test every phase of operation that an operator will encounter in normal driving conditions. The course contains eleven problems that test an operator's ability to negotiate left and right forward turns, left and right backing turns, passenger stops, and judgment problems. The course requires an area of approximately 100,000‐120,000 square feet, and is outlined with fluorescent orange highway marker cones. Setting up the Course It is helpful for the Roadeo test‐driving course to be set up one to two days before competition so the position of the driving problems can be worked out. This is easily done with a dozen highway cones if all the supplies are not yet available, a vehicle, and a can of colored spray paint (preferable if allowed) or chalk.

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Start at the beginning of the course and set up one driving problem at a time. When finished with a problem, outline of each cone's corners on at least two opposing sides. This leaves an outline of the cone for resetting the problems on Roadeo day. Setting up the course beforehand allows a check of timing and spacing. NOTE: The course diagram and measurements in this Handbook allow for measuring all obstacles from a common "base line" which runs continuously through the entire course. Time The driving test should be timed, and a 7‐minute limit is reasonable for a course similar to the one shown on the course diagram. Once driving time on the course reaches 10 minutes, the operator will be asked to leave the course and will be scored accordingly. The timekeeper should not count time used by judges to take measurements or for time lost for mechanical trouble, and must ensure that they stop the clock for those events, and then start it again as soon as the contestant resumes the competition. Timing begins again as soon as the contestant resumes driving. A penalty of one point per second should be subtracted for failure to complete the course within the 10‐minute limit. Maneuver Tests Penalty points as indicated on scoring sheets will be assessed for any portion of any course cone touched by any part of the vehicle. There will be a penalty of ten points for each time the transmission is shifted into reverse other than the initial shift on the right‐hand & left‐hand reverses. The course consists of the following test problems (see Roadeo Course and Individual Course Problems section for detailed description of test problems and penalties):

Serpentine Offset Street

Rear Duals Clearance Right Turn First Passenger Stop Left‐Hand Reverse Left Turn Second Passenger Stop Right‐Hand Reverse Diminishing Clearance Judgment Stop

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Safety Habits Smoothness of Operation Order of Events

1. The operators report to the registration/check in location on practice day and the day

of the competition at their assigned time.

2. Operator performs the timed pre‐trip inspection of the special "defect" vehicle if they

are unable to do so during the Saturday practice time.

3. Operator reports to a test vehicle and prepares to begin the driving test.

4. Operator boards the vehicle and gives his/her badge number to the timekeeper who places in the lower right section of the vehicle windshield.

5. Operator adjusts mirrors and seat.

6. Operator is told to begin. As the operator completes each obstacle, the judge at each obstacle writes on the score sheet the badge number shown on the window and assigns the score for that obstacle to the appropriate number. While driving the course, the operator is evaluated by the judges on board the vehicle on safety habits and smoothness of operation. Operators will be timed by the timekeeper on the vehicle who fills out the time sheet. Operator completes the course at the judgment stop obstacle. c. Scoring Procedures A definite system of recording scores must be maintained to ensure accurate evaluation of each contestant's ability. Judges should be provided with the score sheets for their assigned obstacle. As each operator completes that obstacle, a score sheet is filled out for the operator and kept by the judge (sample score sheets are included in the Appendices).

The Course Monitor shall collect the judges' score sheets and deliver them to the recorder

located in the scoring location. The recorder will tally all the score sheets from each judge

and the timekeeper for the initial tabulation of total score for each operator. A second

person delegated by the Roadeo chairman should then recheck the score sheets for

accuracy of the initial tabulation. NOTE: It is critical that scoring be done as close to real time as possible (i.e. – each contestant’s scoresheets should be brought in and scored immediately after their completion of the course). If a score sheet is found to be missing, the scoring group should send someone to the missing event station to retrieve the missing scoresheet.

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This helps prevent delays at the end of the event, and allows for scores to be posted during the event. Tie Scores If there is a tie at the close of semi‐final competition, the tie can be settled as follows:

i. Highest driving test score ii. Least amount of time on driving test course iii. Highest pre‐trip vehicle inspection score

If a tie exists after the above three tie‐breaking procedures have been used, that particular place will be awarded to all tied contestants. d. Grievance Procedure A Grievance Committee will be established by the Roadeo Committee and will consist of: Roadeo Chairs NCPTA President or designee NCDOT Representative NCPTA Board member If more than one participant requests a hearing, the committee will meet with each participant separately.

1. The Committee will meet with the participant requesting the hearing. A system representative will also be allowed to attend during the proceedings.

2. The Committee will hear the participants’ concerns.

3. The Committee will ask questions as necessary.

4. The Committee will ask participant to leave the room.

5. The Committee will discuss the issue and make a decision.

6. The Committee will inform the participant of the decision.

7. The Grievance Committee decision is final.

Appendix A Sample Obstacles

VAN LTV (25 foot) Bus (35 foot) Bus (40 foot)

A 12’ C‐C A 23’10” C‐C A 32’ C‐C A 36’ C‐C

B 8’7” E‐E B 8’11” E‐E B 9’ E‐E B 9’ E‐E

C 15’ C‐C C 25’7” C‐C C 25’7” C‐C C 25’7” C‐C

D 4’ C‐C D 4’5” C‐C D 4’5” C‐C D 4’5” C‐C

This obstacle tests an operator’s ability to negotiate tight turns. The operator is required to enter a gate, steer in and out through

three cones and exit the obstacle through another gate. The bus is not permitted to touch any portion of any cone.

Van LTV (25 foot) Bus (35 foot) Bus (40 foot)

A 7’10” E‐E A 8’11” E‐E A 9’ E‐E A 9’6” E‐E

B 25’ E‐E B 34’5 E‐E B 48’ E‐E B 55’ E‐E

C 10’ C‐C C 10’ C‐C C 10’ C‐C C 10’ C‐C

In this obstacle, the operator is required to drive through two separate narrow lanes that are offset to the right one full lanes width from each other.

Van LTV/Bus (35 and 40 foot) A Width of tire + 6” A Width of rear dual tire + 6” B Width of tire + 3” B Width of rear dual tire + 3” C 3’ C‐C C 3’ C‐C

This is a judgement obstacle in which the operator must drive through a line with their right dual tires. The lane is only slightly wider than the total outside width of a pair of rear duals and is marked out with

large flat washers and tennis balls. It is wider at the entrance and narrower at the exit.

Van LTV (25 foot) Bus (35 foot) Bus (40 foot) A 7’10” E‐E A 8’11” E‐E A 10’8” E‐E A 11’6’ E‐E B 7’ C‐C B 17’6” C‐C B 17’6” C‐C B 17’6” C‐C C 21’ E‐E C 21’3” E‐E C 29’9” E‐E C 34’ E‐E D 28” C‐C D 28” C‐C D 28” C‐C D 28” C‐C

This obstacle tests an operator’s ability to negotiate a right 90 degree turn. The corner is marked with cones and the rear tire of the bus is to pass within 6 inches of the corner pivot cone. To measure this, a line should be marked out of 45 degrees from the corner and divided

into six inch segments. The judge had only to see which segment the outside of the tire passes over in order to judge an operator.

Van LTV (25 foot) Bus (35 foot) Bus (40 foot) A 35’ E‐E A 50’ E‐E A 70’ E‐E A 80’ E‐E B 6’ C‐C B 6’ C‐C B 6’ C‐C B 6’ C‐C C 6’ no curbs C 6’ no curbs C 6’ no curbs C 6’ no curbs

In this obstacle the operator is required to stop the bus with the front wheels within 6 inches of the curb and the rear wheels within 15 inches of the curb.

Van LTV (25 Foot) Bus (35 foot) Bus (40 foot) A 25’ C‐C A 28’7” C‐C A 40’ C‐C A 45’ C‐C B 10’ C‐C B 10’11” C‐C B 10’11” C‐C B 11’5” C‐C C 5’ C‐C C 5’ C‐C C 5’ C‐C C 5’ C‐C D 13’ C‐C D 12’11” C‐C D 12’11” C‐C D 12’11 C‐C E 18’8” C‐C E 25’ C‐C E 35’ C‐C E 40’ C‐C F 2’ C‐C F 2’ C‐C F 2’ C‐C F 2’ C‐C G 3’ Line to Line G 3’ Line to Line G 3’ Line to Line G 3’ Line to Line

Van LTV (25 foot) Bus (35 foot) Bus (40 foot) A 20’8” E‐E A 23’ E‐E A 32’2” E‐E A 36’7” E‐E B 14’ C‐C B 20’3” C‐C B 20’3” C‐C B 23’0” C‐C C 7’10” E‐E C 9’2” E‐E C 9’2” E‐E C 9’9” E‐E D 28” C‐C D 28” C‐C D 28” C‐C D 28” C‐C

This obstacle tests an operator’s ability to make a tight left turn in a close situation. The operator is required to steer the bus into a 90 degree turn and not hit any of the cones outlining the obstacle.

Van LTV (25 foot) Bus (35 foot) Bus (40 foot) A 35’ E‐E A 50’ E‐E A 70’ E‐E A 80’ E‐E B 6’ C‐C B 6’ C‐C B 6’ C‐C B 6’ C‐C C 6’ no curbs C 6’ no curbs C 6’ no curbs C 6’ no curbs

In this obstacle the operator is required to stop the bus with the front wheels within 6 inches of the curb and the rear wheels within 15 inches of the curb. Note: Van operators will pull past the 2nd passenger stop and back into the loading area.

Van LTV (25 Foot) Bus (35 foot) Bus (40 foot) A 25’ C‐C A 28’7” C‐C A 40’ C‐C A 45’ C‐C B 10’ C‐C B 10’11” C‐C B 10’11” C‐C B 11’5” C‐C C 5’ C‐C C 5’ C‐C C 5’ C‐C C 5’ C‐C D 13’ C‐C D 12’11” C‐C D 12’11” C‐C D 12’11 C‐C E 18’8” C‐C E 25’ C‐C E 35’ C‐C E 40’ C‐C F 2’ C‐C F 2’ C‐C F 2’ C‐C F 2’ C‐C G 3’ Line to Line G 3’ Line to Line G 3’ Line to Line G 3’ Line to Line

Van LTV (25 foot) Bus (35 foot) Bus (40 foot) A 8’6” E‐E A 9’6” E‐E A 9’6” E‐E A 10’ E‐E B 8’2” E‐E B 9’2” E‐E B 9’2” E‐E B 9’8” E‐E C 7’10” E‐E C 8’10” E‐E C 8’10” E‐E C 9’4” E‐E D 7’6” E‐E D 8’6” E‐E D 8’6” E‐E D 9’0” E‐E E 10’ C‐C E 10’ C‐C E 10’ C‐C E 10’ C‐C

This obstacle tests the operator’s ability to judge position and speed of their vehicle. The operator is required to drive through a narrowing v‐shaped channel outlined with barrels, while maintaining speed of 20 miles per hour.

This obstacle test an operator’s ability to judge stopping distances between the bus and a small object directly ahead. A small (18 inch) cone is placed on the finish line, the operator’s final stop. The bus must stop with the front bumper within 6 inches of the cone.

Appendix B

Sample Score Sheets

X X X

JUDGES POSITION

JUDGES POSITION

SCORING(1) NUMBER OF CONES TOUCHED: _____ x 10 = ________

(2) TOTAL SHIFTS INTO REVERSE: _____ x 10 = ________

Total Penalty Points (Add 1 and 2) ________

Possible Points: 50Minus Total Penalty Points - ________

= Total Score ________

PC

PC

PC

SERPENTINE SCORE CARD

1DRIVER – CONTESTANT #: JUDGES NAMES:

TOTAL POINTS POSSIBLE: 50

Minus 10 Points for each cone touched. (*Note-Cones do not have to tip over, only be touched for penalty.)

Minus 10 points for each shift into reverse.

X X X

JUDGES POSITION

JUDGES POSITION

SCORING(1) NUMBER OF CONES TOUCHED: _____ x 10 = ________


Total Penalty Points (Add 1 and 2) ________



PC

PC

PC

SERPENTINE SCORE CARD

1DRIVER – CONTESTANT #: JUDGES NAMES:


Minus 10 Points for each cone touched. (*Note-Cones do not have to tip over, only be touched for penalty.)

Minus 10 points for each shift into reverse.

JUDGES POSITION

JUDGES POSITION

2

OFFSET STREET SCORE CARDDRIVER – CONTESTANT #: JUDGES NAMES:

JUDGES POSITION

JUDGES POSITION

2

OFFSET STREET SCORE CARDDRIVER – CONTESTANT #: JUDGES NAMES:


Minus 5 Points for each cone

touched.

*Note: Cones do not have to tip

over, only touched for a penalty.

Minus 10 points for each shift into

reverse.

SCORING

(1) NUMBER OF CONES TOUCHED: _____ x 5 = ________


Total Penalty Points (Add 1 and 2) _________

Possible Points: 50

Minus Total Penalty Points - ______

= Total Score ______

JUDGESPOSITION

3

REAR DUALS CLEARANCE SCORE CARD

SCORINGA’S TOUCHED ____ X 20 =_____

B’S TOUCHED ____ X 16 = _____

C’S TOUCHED ____ X 8 = _____

D’S TOUCHED ____ X 4 = _____

E’S TOUCHED ____ X 2 = _____

# Shifts into Reverse ____ x 10 = _____

Total Penalty points (add all) _____

Possible Points: 50Minus Total Penalty Points - ______From Above


DRIVER – CONTESTANT #: JUDGES NAMES:

TOTAL POINTS POSSIBLE: 50 Penalty Points vary per ball touched.Deduct 10 for each shift into reverse.

JUDGESPOSITION

3

REAR DUALS CLEARANCE SCORE CARD


B’S TOUCHED ____ X 16 = _____

C’S TOUCHED ____ X 8 = _____

D’S TOUCHED ____ X 4 = _____

E’S TOUCHED ____ X 2 = _____

# Shifts into Reverse ____ x 10 = _____





TOTAL POINTS POSSIBLE: 50 Penalty Points vary per ball touched.Deduct 10 for each shift into reverse.

JUDGESPOSITION

JUDGESPOSITION

4

RIGHT TURN SCORE CARD

XPC


TOTAL POINTS POSSIBLE: 50 Deduct 10 points for each cone touched (except pivet cone).Deduct 25 points if pivet cone is touched. Deduct 10 for each shift into reverse.Deduct 5 points for each 6” segment beyond the first 6” of rear clearance.

(*Note-Cones do not have to tip over, only be touched for penalty.)

SCORING

CONE’S TOUCHED ____ X 10 =_____

PIVET CONE TOUCHED ____ X 25 = _____

SHIFTS INTO REVERSE ____ X 10 = _____

EXCESSIVE REAR TIRE CLEARANCE (# of segments after first 6”) ____ X 5 =_____

Total penalty Points (add all) ______

Possible Points: 50

Minus Total Penalty Points - ________From Above


JUDGESPOSITION

JUDGESPOSITION

4

RIGHT TURN SCORE CARD

XPC


TOTAL POINTS POSSIBLE: 50 Deduct 10 points for each cone touched (except pivet cone).Deduct 25 points if pivet cone is touched. Deduct 10 for each shift into reverse.Deduct 5 points for each 6” segment beyond the first 6” of rear clearance.


SCORING


PIVET CONE TOUCHED ____ X 25 = _____


EXCESSIVE REAR TIRE CLEARANCE (# of segments after first 6”) ____ X 5 =_____


Possible Points: 50



BUS

5

FIRST PASSENGER STOP SCORE CARD

ENTRANCEEXIT


SCORING

CONE’S TOUCHED _______ X 25 =_______ Possible Points: 50CURB TOUCHED w/TIRE_______ X 25 = _______SHIFTS INTO REVERSE _______ X 10 = _______ Minus Total Penalty Points - ________

EXCESSIVE TIRE CLEARANCE -FRONT = Total Score ________(# of inches after first 6”) ______ X 1 =_______

EXCESSIVEE TIRE CLEARANCE -REAR(# of inches after first 15”) _____ X 1 = ________

Total penalty Points (add all) ________

TOTAL POINTS POSSIBLE: 50 Deduct 25 points for each cone touched. (*Note-Cones do not have to tip over, only be touched for penalty.)Deduct 25 points for touching curb with the tires. Deduct 10 for each shift into reverse.Deduct 1 point for each 1” (beyond the first 6”) that the FRONT tire is beyond the curb.Deduct 1 point for each 1” (beyond the first 15”) that the BACK tire is beyond the curb.

BUS

5

FIRST PASSENGER STOP SCORE CARD

ENTRANCEEXIT


SCORING


EXCESSIVE TIRE CLEARANCE -FRONT = Total Score ________(# of inches after first 6”) ______ X 1 =_______



TOTAL POINTS POSSIBLE: 50 Deduct 25 points for each cone touched. (*Note-Cones do not have to tip over, only be touched for penalty.)Deduct 25 points for touching curb with the tires. Deduct 10 for each shift into reverse.Deduct 1 point for each 1” (beyond the first 6”) that the FRONT tire is beyond the curb.Deduct 1 point for each 1” (beyond the first 15”) that the BACK tire is beyond the curb.

6

REAR CONE

JUDGES POSITION

JUDGES POSITION

LEFT HAND REVERSE SCORE CARDDRIVER – CONTESTANT #: JUDGES NAMES:

TOTAL POINTS POSSIBLE: 50 Deduct 10 points for each cone touched.Deduct 5 points for each lane marker touched. Deduct 5 points for each 12” (or portion) that goes beyond 36” from rear marker.Deduct 5 for each shift into reverse after initial shift.Deduct 25 points if extends past the Rear Cone.

SCORING

COURSE MARKERS TOUCHED _______ X 10 =_______

LANE MARKERS TOUCHED _______ X 5 = _______

# 12” Segments (or portion) beyond 36” from rear marker______ X 5 =_______

SHIFTS INTO REVERSE (after initial shift) _______ X 5 = _______

EXTENDED BEYOND REAR CONE _______ X 25 = ______




TWO COURSE MARKER CONES

6

REAR CONE

JUDGES POSITION

JUDGES POSITION

LEFT HAND REVERSE SCORE CARDDRIVER – CONTESTANT #: JUDGES NAMES:


SCORING



# 12” Segments (or portion) beyond 36” from rear marker______ X 5 =_______







7

X

X

JUDGESPOSITION

LEFT TURN SCORE CARD

EC

EC

JUDGESPOSITION

TOTAL POINTS POSSIBLE: 50 Deduct 10 points for each cone touched (except entrance cone).

Deduct 25 points if an entrance cone is touched. Deduct 10 for each shift into reverse.


SCORING


ENTRANCE CONE TOUCHED ___X 25 = _____



Possible Points: 50



DRIVER – CONTESTANT #: JUDGES NAMES:7

X

X

JUDGESPOSITION

LEFT TURN SCORE CARD

EC

EC

JUDGESPOSITION

TOTAL POINTS POSSIBLE: 50 Deduct 10 points for each cone touched (except entrance cone).

Deduct 25 points if an entrance cone is touched. Deduct 10 for each shift into reverse.


SCORING


ENTRANCE CONE TOUCHED ___X 25 = _____



Possible Points: 50




BUS

8

SECOND PASSENGER STOP SCORE CARD

ENTRANCEEXIT


SCORING


EXCESSIVEE TIRE CLEARANCE -FRONT = Total Score ________(# of inches after first 6”) ______ X 1 =_______



TOTAL POINTS POSSIBLE: 50 Deduct 25 points for each cone touched.Deduct 25 points for touching curb with the tires. Deduct 10 for each shift into reverse.Deduct 1 point for each 1” (beyond the first 6”) that the FRONT tire is beyond the curb.Deduct 1 point for each 1” (beyond the first 15”) that the BACK tire is beyond the curb.

BUS

8

SECOND PASSENGER STOP SCORE CARD

ENTRANCEEXIT


SCORING


EXCESSIVEE TIRE CLEARANCE -FRONT = Total Score ________(# of inches after first 6”) ______ X 1 =_______



TOTAL POINTS POSSIBLE: 50 Deduct 25 points for each cone touched.Deduct 25 points for touching curb with the tires. Deduct 10 for each shift into reverse.Deduct 1 point for each 1” (beyond the first 6”) that the FRONT tire is beyond the curb.Deduct 1 point for each 1” (beyond the first 15”) that the BACK tire is beyond the curb.

REAR CONE

JUDGES POSITION

JUDGES POSITION

9

RIGHT HAND REVERSE SCORE CARDDRIVER – CONTESTANT #: JUDGES NAMES:


SCORING



# 12” Segments (or portion) beyond 36” from rear marker_____ X 5 =_______







LANEMARKERS

REAR CONE

JUDGES POSITION

JUDGES POSITION

9

RIGHT HAND REVERSE SCORE CARDDRIVER – CONTESTANT #: JUDGES NAMES:


SCORING



# 12” Segments (or portion) beyond 36” from rear marker_____ X 5 =_______







LANEMARKERS

JUDGESPOSITION

10

DIMINISHING CLEARANCE SCORE CARD


B’S TOUCHED ____ X 16 = _____

C’S TOUCHED ____ X 8 = _____

D’S TOUCHED ____ X 4 = _____

E’S TOUCHED ____ X 2 = _____

SPEED-UNDER 20 MPH X 25 = _____





TOTAL POINTS POSSIBLE: 50 Penalty Points vary per barrel touched.Deduct 25 points if speed is not at least 20 MPH.Note-Barrels do not have to tip over, only be touched for penalty.

JUDGESPOSITION

10

DIMINISHING CLEARANCE SCORE CARD


B’S TOUCHED ____ X 16 = _____

C’S TOUCHED ____ X 8 = _____

D’S TOUCHED ____ X 4 = _____

E’S TOUCHED ____ X 2 = _____

SPEED-UNDER 20 MPH X 25 = _____





TOTAL POINTS POSSIBLE: 50 Penalty Points vary per barrel touched.Deduct 25 points if speed is not at least 20 MPH.Note-Barrels do not have to tip over, only be touched for penalty.

SAFETY HABITS SCORE CARD

Did driver wear seatbelt: YES / NO Minus 5 points if not: ______

Minus 1 point for each time driver fails to use correct turn signals: ______ x 1 = ______

Minus 3 points each time driver fails to use horn before backing vehicle: ______ x 3 = ______

Minus 3 points each time driver fails to use flashers when backing vehicle: ______ x 3 = ______

Minus 2 points if driver exhibits poorly in following: (no more than -2 for each)

Posture (-2 possible) _______Use of Mirrors (-2 possible) _______Use of Hands (-2 possible) _______Use of Feet (-2 possible) _______

Total Penalty Points (add all above) _______


SCORING

Possible Points: 25


= Total Score _______


SAFETY HABITS SCORE CARD

Did driver wear seatbelt: YES / NO Minus 5 points if not: ______

Minus 1 point for each time driver fails to use correct turn signals: ______ x 1 = ______

Minus 3 points each time driver fails to use horn before backing vehicle: ______ x 3 = ______

Minus 3 points each time driver fails to use flashers when backing vehicle: ______ x 3 = ______

Minus 2 points if driver exhibits poorly in following: (no more than -2 for each)

Posture (-2 possible) _______Use of Mirrors (-2 possible) _______Use of Hands (-2 possible) _______Use of Feet (-2 possible) _______

Total Penalty Points (add all above) _______


SCORING

Possible Points: 25


= Total Score _______


TIMEKEEPERS SCORE CARD

NOTE: STOP THE WATCH FOR MECHANICAL TROUBLE AND AT EACH COURSEPROBLEM WHERE MEASUREMENTS ARE TAKEN. FINAL WATCH STSOP IS AT THE COMPLETION OF THE JUDGMENT STOP.

ELAPSED TIME:__________MINUTES___________SECONDS

SCORING

Total Penalty Points (1 Point for every second over 7 minutes) _________

Deduct Above Total Penalty Points from Overall Score


TIMEKEEPERS SCORE CARD

NOTE: STOP THE WATCH FOR MECHANICAL TROUBLE AND AT EACH COURSEPROBLEM WHERE MEASUREMENTS ARE TAKEN. FINAL WATCH STSOP IS AT THE COMPLETION OF THE JUDGMENT STOP.

ELAPSED TIME:__________MINUTES___________SECONDS

SCORING

Total Penalty Points (1 Point for every second over 7 minutes) _________

Deduct Above Total Penalty Points from Overall Score


Appendix C

Event Planning Timeline

12 Months Out

Confirm the Location of the Roadeo (should only occur every 3 years, will likely know more than 12 months in advance)

Confirm location suitability to the Board and Conference Committee

Arrange a trip to the Roadeo site location by select committee members

Finalize all related event contract(s) and agreements (done by the Conference Committee/NCPTA Board)

9 Months Out

Roadeo Committee meets to:

Review last Roadeo event performance via evaluation / survey information

Recommend Chair and/or Co‐Chair (to be selected by the NCPTA Board at the next meeting)

Select Committee members, update contact list with Name, Agency, Phone and Email (see attached Sub‐Committee List)

At least one committee member must be from the host agency, to serve as a local liaison for planning purposes.

8‐7 Months Out

Roadeo Committee meets to:

Review the Roadeo Guidebook ‐ revise/update as needed. Ensure all committee members have a current copy.

Review the Roadeo Budget (set by the NCPTA Board in February of each year)

Notify the NCPTA Board President, Executive Director and Conference Co‐Chairs if revisions are needed.

6‐4 Months Out

Rodeo Committee meets to:

Plan the entire program including assigment of tasks to be performed by sub‐committees

NCPTA Annual Roadeo Competition / Training


Page 1 of 8



1 Volunteer Coordination / Check‐In

Prepare Informational Email to be sent when registration is received

Maintain volunteer list / assign duties

Prepare volunteer packet

Assignment, Directions to Course, Schedule, etc.

Stuff Goody Bags

Staff "check‐in" desk at hotel and at the course

Coordinate with conference committee to prepare nametags/lanyards

2 Course Set‐Up

Course Set‐Up

Course Signage / Directional Signs

Accessibility

Transportation to and from the Site

Portable Restrooms

Parking for contestants and spectators

Safety / Insurance / First Aid / Fire

Nominate Fixed Route Course Lead

Lead Saturday course walk‐thru / judges orientation

Nominate LTV/Van Course Lead

Lead Saturday course walk‐thru / judges orientation

3 Equipment Procurement

Vehicles

Finalize vehicle type so course set‐up is accurate and contestants have advance notice

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Plan for "cooling vehicles" if held during hot weather

Course Equipment

Cones / Barrels / Timber

Forklift

Golf Carts

Tents

Tables & Chairs

Safety Vests

Large Coolers

Miscellaneous Supplies

Pens/Pencils/Sharpies

40 Clipboards

Tennis Balls and Washers

Stop Watches

Yardsticks

Chalk

Duct Tape / Masking Tape

Scissors / Stapler

First Aid Kit

Notepads

Calculators

Whistles

4 Sunday Competition

Coordinate with conference committee to contract with a DJ/Announcer, arrange for technology set‐up

Overall event coordination for Sunday

Page 3 of 8



Lead meeting Sunday morning to:

Coordinate with course leads to ensure set‐up is complete and course is ready to go

Coordinate with volunteer lead to ensure everyone is aware of assignments and all stations are covered

Verify someone is set to collect scoresheets and they are aware of then process for collecting/submitting

Review scoring process with NCDOT representatives / final sign‐off

Ensure original scoresheets and spreadsheet file is given to conference committee

5 NCDOT

Manage scoring process

6 Food / Reception

Friday Night reception

Work with conference committee to ensure space is available and technology needs are met

Work with conference committee to select food and entertainment

Saturday Lunch & Learn

Work with conference committee to select lunch options and ensure headcount is accurate

Saturday/Sunday Breakfast

Work with conference committee to determine breakfast options / plan for boxed meals if available

Sunday Awards Luncheon

Work with conference committee to select lunch options and ensure headcount is accurate

Assign a committee member to sell tickets at the door for guests

7 Training / Testing

Recommend training material / speakers for mandatory Saturday training

Submit to NCPTA board for approval

Work with conference committee to ensure space is available and technology needs are met

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Coordinate with Food/Reception committee for lunch

Coordinate with Course Leads to manage Saturday walk‐thru and course training

8 Awards / Giveaways

Request donation of items for goody bags

Request donation of prizes for awards ceremony / door prizes / raffles

Request donation of bottled water

Coordinate with conference committee to purchase additional prizes if needed

Coordinate with awards committee to purchase trophies / plaques for Awards luncheon

Coordinate with conference committee to order participant / volunteer t‐shirts

Coordinate with conference committee to purchase participant coins/medals/pins, etc.

3‐2 Months Out

Committee Meeting via Conference call to:

Review progress of all of the above tasks

Committees should be working on individual responsibilities to ensure event planning progress is on track

Set timelines and deadlines for completion of each assigned task

Hold a Conference Call every two weeks. Send meeting minutes afterwards to ensure everyone is updated on progress.

Work with the Conference Committee to track registration and information dissemination

1 Month Out

Committee meets to review:

Registration status by members

Begin Assignment of Volunteers

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Review progress of all assigned tasks

Finalize arrangements with all deliveries and purchases

Final coordination with NCDOT for delivery of course equipment

2 Weeks Out

Committee meets via conference call to

Review progress of all assigned tasks

Assign competitors

Track the transport and delivery of all equipment and supplies to their designated areas.

Coordinate with Conference Committee to prepare nametags for Competitors, Volunteers and Committee members.

Friday (2 days before competition)

Final course set‐up and inspection

All vehicles shall be on site at this time

Set‐up tents, tables, chairs

Ensure all committee members arrive at the hotel by 2pm

Chair and Co‐Chair meet with the Conference Committee at 2:00 pm to finalize all arrangements

Full committee meeting at 3:00 pm

Committee members assemble and prepare packages for competitors/ stuff bags for drivers

Check‐In begins at 5:00 pm

Saturday (day before Competition)

Course Walk‐Thru and Practice

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Coordinate with conference committee for breakfast needs (should be planned 6‐4 months out)

Coordinate with course leads for participant walk‐thru

Coordinate with course leads for judges walk‐thru

Ensure Pre‐Trip Inspection Stations are set‐up and judges are trained

Practice session for participants

Pre‐Trip Inspection "test" for participants

Training Session

Coordinate with conference committee to ensure room is set‐up and technology needs are in place

Coordinate with conference committee for lunch needs and headcount

Sunday (day of the competiton)

Main Event

Lead meeting Sunday morning to:

Coordinate with course leads to ensure set‐up is complete and course is ready to go

Coordinate with volunteer lead to ensure everyone is aware of assignments and all stations are covered

Final course walk‐thru for participants and judges

Confirm availability of water / ensure all participants and judges have adequate supply

Verify someone is set to collect scoresheets and they are aware of then process for collecting/submitting

Review scoring process with NCDOT representatives / final sign‐off

Ensure all trash is cleaned up after the event is over

Ensure all equipment is properly secured and ready for pick‐up / storage

Awards Luncheon

Ensure scoring spreadsheet and all original scoring forms are giving to the appropriate committee member

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Assign committee member to sell tickets at the door for guests

Manage raffle / prize giveaway process

Manage luncheon (keep everyone on time)

Announce Safety Award recipients

Announce Roadeo Winners

Make final score sheet available to all participants before they leave

1 Week After

Committee meets by conference call to

Finalize survey/evaluation questions (send to conference committee)

Discuss what went well / what needs to change for next year

Send thank you notes to sponsors and volunteers

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