MANITOBA MOTOCROSS ASSOCIATION
Promoter Package
FORWORD
The MMA is a not for profit, member driven organization committed to the development and growth of competitive off road motorcycle racing on all levels – amateur, professional, regional and national. The MMA exists to enhance, communicate and promote motocross for the benefit of participants, spectators, organizers and industry participants; thereby to ensure stability, growth and social/political acceptance of our sport.
The Canadian Motorsport Racing Corp. (CMRC) is responsible for setting, implementing, maintaining and developing standards for rules of competition, scoring and officiating. The MMA will seek to cultivate promotional opportunities, which are intended to be to the benefit of the overall membership.
The following make up the body of the Manitoba Motocross Association:
1) Racers – Responsible for their own conduct and that of their associates consistent with the rules and standards of the CMRC and the MMA.
2) MMA – Responsible for the actual execution of sanctioned events. The privilege of a sanction is issued on the assumption that the standard set by the Board will be maintained.
3) Promoters – Responsible for the providing goods, services, money or other benefits to racers, organizers or MMA in a manner consistent with MMA standards in exchange for benefits derived from association or specifically contracted means.
This manual contains information and guidelines on organizing safe, smooth-running motocross events. The purpose of this manual is to guide the organizer in this process and to ensure that standards of operation are developed and maintained. Specific details in this guide may not pertain to all motocross events. Organizers must use their judgment when interpreting the information.
TABLE OF CONTENTS
Chapter One – Sanction and Insurance Procedures
MMA Sanction Procedures
Insurance
Risk Management
Chapter Two – Event Personnel
Referee
Assistant Referees
Technical Director
Finish Line Official
Flaggers
Staging/Starting Gate Operator
Sign in and Scoring Personnel
Spotter/Runner
Data Entry
AMB/Transponder Computer Operator
Announcer
Emergency Medical Attendants/Moto Medic
Pay schedule of Personnel
Confirmation of workers
Chapter Three – Marketing/Media Relations
Advertising
Promotions
Sponsorship
MMA Logo
Media Relations
News Releases
Chamber of Commerce
Signage
Chapter Four – Event
Track Specifications
Track entrance and exit
Flaggers
Clinics
Emergency Medical Vehicle
Track Preparation/Water supply
Finish line/Transponders
Pit area/Spectator control
Teams
Registration/Administration
Starting gate
Staging
Announcing Area
Concession and Food Sales
Exhibit area/Vendors Row
Trophies/Payout
Event Cancellation
Event Cancellation due to promoter error
Trash Containers/Oil Waste Containers
Environmental Concerns
Budgeting
Ambulance/Fire/Police
Chamber of Commerce
Host Hotel/Motel
Event Equipment
Staff Arrival
Gate Admission
2010 Promoters
Outback Raceway – Beausejour
Farm Boys Raceway – Brandon
Prairie Hill MX Track – Pilot Mound
Moto Park X – Altona
Northern Lights Raceway – Gimli
Sandy Oaks Raceway – Melita
Shadow Valley Raceway – Morden
Harm’s International Raceways – Baldur
CHAPTER ONE – Sanction Program and Insurance
The MMA strives to maintain a close working relationship with all of our sanctioned tracks, wherever they are located, and the CMRC. The CMRC is our sanctioning body, and supplies our insurance through BFL Canada Inc. If you have any insurance inquiries or concern you can contact the MMA or contact the CMRC directly at their Head Office, which is located in Stouffville, Ontario. (Mailing Address: P.O. Box 1466, Stouffville, Ontario, L4A 8A3). An experienced staff member is available to handle most requests, inquiries or problems between the hours of 9:00 am and 5:00 pm, Monday through Friday at (905) 642-5607, ext 1, 2 or 3, fax (905) 640-4841 and Brett@cmrcracing.com .
The procedural aspects of a MMA sanction require a certain amount of preparation and co-operation on both sides. The MMA, CMRC and the insurance carrier, BFL Canada Inc. set insurance requirements for the promoter/organizer.
A sanction is the permission and approval from MMA to hold an event at a specific location on a specific date. A sanction means the organizer has paid a fee for the right to execute an event and agrees to comply with CMRC & MMA guidelines and meet the criteria outlined in this guide, the Sanction Agreement and the CMRC Competition Rule Book.
An organizer who sanctions an event agrees to conduct the event in compliance with all local, regional, provincial and federal laws.
An organizer must complete the sanction agreement and insurance application with the assistance of Tanya Mullen 30 days prior to the event.
A sanction from MMA provides:
- Assurance that the event is exclusive to that particular area on the scheduled date
- Event listing on MMA’s website
- The necessary forms and flags to conduct the event.
- All MMA staff as outlined in Chapter Three.
Sanctions cannot be transferred or assigned to another group and sanction fees will not be refunded. The MMA may refuse to grant a sanction and can cancel a sanction that has already been granted if it is in the best interest of the sport, including, without limitation, the violation of the rules of competition.
Insurance
All MMA events must have adequate liability coverage. Depending on the promoter and location, the amount of coverage required may vary. All insurance requirements must be completed 30 days prior to the event as all insurance paperwork must be completed and submitted by the MMA two weeks prior to the event. If you have any insurance concerns or questions please contact Tanya Mullen at 1-204-324-8465. Below is a breakdown of the incurred cost of insurance. These fees may be subject to increase for 2010:
Event Insurance
$1Million
First Day $1,101.00
Additional Day $
Schools (based on 2008 total) $326.25
SANCTION FEES:
Regional $105.00 (including GST)
Risk Management
The organizer of an event may be held liable for everyone associated with the event (e.g., spectators, riders, pit crews, media, sponsors, and staff). When the number of people at an event increases, so does the organizer’s potential liability. Liabilities can be reduced to some degree when we conduct ourselves in a responsible manner and promote good events, site layout and track design. However, not all risk can be eliminated and that is the reason for insurance. Liability insurance is purchased to contract off the risk to a company that accepts a premium against the chance that it may have to fund the organizer’s liability. Riders, crew or spectators who do not follow rules, question decisions unnecessarily or defy authority are some of the people who typically end up creating claims. The MMA or Head Referee may ask them, courteously, to immediately leave the event. Refunds will not be issued in these cases.
CHAPTER TWO
Event Personnel
All Staff in all positions should be experienced and well informed of their own responsibilities. Ensure all are identifiable with name badges, event shirts, designated stations, etc.
* All staff distinguished by an asterisk will be supplied by the MMA.
Head Referee*
The Head Referee is in charge of the event for the day. He/she is to understand the rules of competition and ensure compliance by the racers and the organizers. The Head Referee directs the event based upon CMRC rules of racing and MMA policies, and provides sanction assessments to MMA. The Head Referee is accountable to the MMA. The Head Referee receives and determines the outcome of all protests. The Head Referees can vary from race to race, so please call Tanya Mullen (1-204-324-8465) one week prior to your event if you need to confirm your Head Referee.
Assistant Referees*
The Assistant Referees report directly to the Head Referee, and are second in command. This official ensures compliance with rules and regulations of the MMA by racers and organizers alike. The main duties of the Assistant Referees are to provide the racers with a safe track and directly assist the Head Referee. An Assistant Referee is also the finish-line flagger. Assistant Referees vary from race to race. If you would like to know your Assistant Referee please phone Tanya Mullen at 1-866-691-2087 two weeks prior to your event.
Technical Director *
The Technical Director is the Administrator of the event. Duties include but are not limited to:
a) Exhibit a list of all events.
b) Receive all entries and check the rider’s CMRC cards, collect rider entry fees.
c) Sell CMRC memberships and collect fees.
d) Check rider classification/residence and place riders in proper class.
e) Ensure rider information is entered into the database.
f) Determine Gate Order as per Series Points (Qualifiers), provide staging order to stager for all races.
g) Assist as required by the Referee or other race officials (ie: Medics).
h) Hire computer/transponder operators, additional administrative help to assist in rider registration, assist in the return of transponders and field general inquires.
h) Answer all general queries and concerns during the day.
Tanya Mullen is the Technical Director; she can be reached at 1-204-324-8465 or by e-mail at mxmullen@mts.net.
Finish Line Official*
This official assists the Head Referee by ensuring compliance with rules and regulations of the MMA by racers and organizers alike. The finish line official is an Assistant Referee. The main duty of this official is to provide the racers with flag direction on the track and to give blue flag (lapper) signals, halfway flag signals, last lap flag signals and finish line signals (checkered flag). Also, the official will flag off course any disqualified racers and display any other signal flags as directed by the Head Referee, as well as confirm and coordinate timing with the Head Referee.
Flaggers
The number of flaggers required will be determined by the Head Referee and the Technical Director. About 13-17 people are typically required. The organizer must ensure the availability of adequately trained personnel for the event. A “Flagging Supervisor” (provided by the MMA) will be on site to provide organization to the flaggers and a single contact for the Head Referee. We ask that the flaggers be a minimum of 14 years old. We ask that the promoter meet with the Flagging Supervisor and go through all aspects of the day, and the specific requirements of the flagging team. They should be available 45 minutes before the beginning of practice to ensure they have been addressed by a race official, and put into their proper positions. The Head Referee or Senior Medic may suspend the event if it is deemed that flaggers are not maintaining the safety of the course for any reason. Flaggers will be clearly identified as a group (i.e. brightly colored safety vests). This can be a thankless (dirty, wet, cold, hot, etc.) task. Every effort must be made to make the flaggers feel part of the event. Providing rotations, food, refreshments, identifying uniform, thanks by riders and organizers, letter of appreciation, souvenir shirts/hats etc. all help to make this important group feel appreciated.
Flagging Supervisor*
In recent years the MMA has retained the help of an experienced flagging supervisor, whose main duties are to train the flaggers, assign them to a position on the track, and maintain a periodic and orderly rotation of flaggers around the track to reduce boredom. The Flagging Supervisor monitors flaggers to support them and make sure they know what they are doing and how to do it. This position also corrects flaggers who are not properly watching their section of the track.
Stager*
This person (provided by the MMA) must stage the riders according to the staging order provided by the Technical Director. This person must be focused, strong willed and be able to maintain a high degree of control within the staging area and at the gate.
Starting Gate Operator
This person (provided by the promoter) must operate the starting gate. Starting gate procedure at all events will be discussed with the gate operator and Head Referee prior to the beginning of the first qualifier. This person will report directly to the Head Referee or in their absence, an Assistant Referee or the Technical Director.
Sign in & Scoring Personnel*
Scorers are responsible for keeping track of rider position during races and accurately accounting for their finishing position. This is now done electronically with a scoring system from AMB. In the event that the system fails the scorers need to be able to manually score the riders. They must have good concentration and excellent eyesight to properly read the racers’ number plates. Scorers are responsible for knowing the race day schedule and should have a copy of the day’s schedule on hand at all times.
Runner/Spotter*
A runner is required to run race results back to the operations/registration area and run first moto results to the staging personnel and to the announcer’s tower. Also, he/she is responsible for posting results after each race. The spotter watches the transponder computer to make sure each motorcycle is scored when it crosses the finish line. If a transponder does not work he/she lap counts the bikes.
Data Entry*
A trained person is required to enter all data provided by either the AMB/Transponder Computer Operator or Lap counters into the CMRC’s scoring program (RaceTrac) during race day. Once results are entered, he/she must also print off copies for the MMA, Stager, Announcer, etc as needed. This person is also required to enter all rider entries into that same program once they have signed in. The person operating this computer must be there Saturday night during sign in(and possibly later) as well as during Sunday morning sign in. They are also required to compile lists of all riders in their respective classes (Sunday morning) to be distributed to the stager, announcer, etc. once all entries have been processed.
AMB/Transponder Computer Operator*
A trained person is required to operate the Orbitz program on raceday. This program hooks into the wires that run under the MX track, which is part of our transponder system. Said person must have a keen eye, sharp concentration skills and the ability to handle stress as they are required to ensure that all transponders are working as the bikes cross the finish line. This person is also required to enter all rider entries into that same program once they have signed in. The person operating this computer must be there Saturday night during sign in(and possibly later) as well as during Sunday morning sign in. The Transponder Computer Operator is in constant communication with other raceday staff throughout the day via 2 way radio.
Announcer
The announcer (mandatory) makes various announcements throughout the race day. An announcer provides color commentary for the race day, and also reminds riders what class is required in the staging area. The Announcer acknowledges event sponsors, provides Public Service Announcements, aids the Medics in crowd control during emergency situations and makes necessary announcements during the day. All announcers should have multiple microphones including a cordless mic. The announcer needs to have the ability to play music via CD or iPod, or MP3 Player.
It is important that the sound system is tested and properly functioning well in advance of the event. Announcer Sheets detailing rider names, numbers, bike make and sponsors will be provided to the Announcer prior to the first qualifier.
FM Transmitter system: The MMA integrates a FM transmitter into the site PA system so that the announcer can be heard through any FM radio within the pit area. This provides the aforementioned information and helps expedite the race day.
SYSTEM REQUIREMENTS: 120 volt power outlet with 2 available plugs, 1/4″ mono female output jack (typically a headphone jack from a powered mixing board works well)
The MMA also supplies a 400 watt powered speaker for use ONLY at the riders meetings. It is NOT meant to be used as or to supplement an onsite PA system.
Moto-Medic Team*
Emergency Medical Responders (EMRs) can gain invaluable experience attending motocross events, but may be inadequately experienced for the nature or extent of trauma to mitigate the situations they may very suddenly be required to respond to.
Medical Requirements
- EMT with Standard Level First Aid (or equivalent)… Minimum two personnel per event.
- Backboard, First Aid Kit, transport vehicle to transport injured riders off the track. (This can be a pick-up truck, quad or ?? and is supplied by the Promoter)
-Medical tent or building off track area, to be used as a staging area for responding ambulance to attend. (Promoter supplied)
Track Contact Person
An experienced Track Contact Person can make or break an event. Please have this person contact the MMA, to ensure that he or she is fully aware of all the expectations, demands and track requirements to successfully prep and maintain an event. Instant cell phone communication can be vital for this position, please ensure you leave your contact information with the Technical Director.
MMA Series Staff Rates
Head Referee: $200.00 +mileage
Assistant Referee (s) x 3: $150.00 +mileage
Technical Director: $1,000.00
Data Entry person: $175.00 + mileage
AMB computer operator: $175.00 + mileage
Stager: $125.00
Head Cashier: $175.00
Sign-in workers (up to 4): $20.00 each
Senior Medic: $250.00 + mileage
Medic (x2): $200.00 + mileage
Runner: $100.00
Flaggers x 16: $800.00 (approx.) wage $50.00 – $75.00 each
Mileage Rate: (2009 rate is 30¢/km)
Confirmation of workers
The Technical Director will provide a list of the staff that will be working your event one week prior. The worker must print and sign the form for the free admission and camping. The list must be handed in by intermission for the T.D. to verify. Under no circumstances is the promoter to provide free admission or camping to anyone that is not on that list. MMA board members will also be on that list. Only the board member and not the family is entitled to free admission. Rule of thumb if they are not on the list they don’t get in for free.
CHAPTER THREE – MARKETING/MEDIA RELATIONS
Advertising
MMA sanction fee includes a listing of your event on the MMA website and any print advertising. It is also recommended to place additional advertising if it is within budget. Cost share advertising with other promoters. Ads in the Auto Trader can be placed for $500 for 5 weeks. (5 weeks of advertising between 5 promoters would only cost $100 each). Exchange posters with other promoters. You will only get the spectators if they know about your event. Suggestions for advertising are:
* Print ads in local newspapers
* Print ads in industry publications (Auto Trader)
* Local radio ads
* Websites
* Local television ads (local cable advertising is generally inexpensive)
* Posters/flyers placed in local retail businesses throughout the community
Promotion
The organizer can generate exposure and excitement for the event by developing promotions. Some typical ideas are:
* Conducting a sweepstakes or contest to win prizes and tickets to your event.
* Offer special promotions like extra prizes, or guarantee trophy payback.
* Invite local media (radio, TV) to the event site on race day to do a live remote. The station may also give away prizes to spectators.
Sponsorship
Sponsorship is an excellent way to increase revenue and offset the costs of organizing an event. Start the sponsorship process several months prior to the event. Companies need ample time to work a sponsorship program into their budget, even small amounts.
There is no limit to the type of companies that an organizer can solicit (e.g., soft drink, snack foods, automotive etc.) Many companies have national, regional and local offices and therefore, the respective budgets. Be sure to dress and act professionally when presenting your sponsorship proposal.
Consider the following when selling sponsorships:
1) Develop different levels of sponsorship (e.g., Gold, Silver, Bronze). If necessary, customize the programs to meet the needs of the sponsor.
2) Send a cover letter and proposal to the person in charge of marketing.
3) Follow up with a phone call to schedule a meeting.
4) During the meeting, discuss the sponsor’s goals and how to achieve them. Be open to new ideas, they may be crucial in making the sponsorship work.
5) Produce a sponsorship contract outlining, in detail, the responsibilities of the organizer and the sponsor.
It is imperative that the organizer delivers all that is required from the contract. After the event, prepare a report summarizing the event and include examples of what the sponsor received from the event. Supply pictures if possible.
Hotel/Motel
Prior to the event find a hotel(s) that is located close to the track. Contact the sales department of the hotel and give them the approximate number of rooms that may be used by participants. Negotiate a special room rate and Notify the MMA to update their website.
MMA Logo
The organizer may use the MMA logo on any promotional material regarding the event.
Media Relations
It is important to advise the local media about the event. Keeping newspaper, television and local radio well informed can generate local enthusiasm for the event through media exposure. If the event is the first such event in the the area, educate the media about the sport of motocross.
News Releases
The basic communication with the media is the news release. Provide well-prepared copies with who, what, when, why, and where questions answered. It should be double-spaced typed, limited to a single page and with a good, clean black and white photo provided whenever possible.
Chamber of Commerce
As soon as a race date is confirmed, organizers should also contact the local Chamber of Commerce. They will be able to publicize event information in their publications. Send them a fact sheet, photos and any information they request.
Signage
Contact your local businesses to have welcome signs placed for racers and teams. It is very important to have plenty of directional signage placed to lead people to the event. The MMA recommends white chloroplast signs, with black letters giving clean, bold directions to the event. Signage is an essential and cost effective way to promote your event….If they can’t find you, they won’t come in.
It may be useful to consider talking to your local RM (Rural Municipality); once they are aware of the signage you are less likely to have an RM official take them down. Don’t forget to remove directional signage following the event.
CHAPTER FOUR – EVENT PREPARATION
Track Specifications
If the track is a first time event or if there are major changes to the existing track, the track shall be completed two weeks prior to the event and must be inspected by the MMA Track Safety Coordinator. Any safety concerns will be addressed immediately so there will be time for any necessary changes and re-inspections. If the track is not 100% completed 1 week before the event, it will be pulled from the schedule and not re-scheduled until it is completed. If there is no time within the current schedule, the event may be postponed until the following year.
Track layout
Track layout must be initially designed with all grades of riders in mind; particular attention to the installation, consistency and shape of any jump faces is a priority. The track surface materials used have to be exclusively natural.
In general a track should be designed with minimal stop/start turns. The track shall be designed to allow for safe passing.
Consideration should be given to drainage in the event of heavy rainfall.
Jumps and obstacles should vary in difficulty making it possible for the different levels of riders to demonstrate their skills.
Track Dimensions
All motocross tracks will have a minimum length based on a lap time of between 1 minute 20 seconds and 2 minutes 30 seconds. This lap time will be based on an experienced “Pro” grade rider’s lap time.
The minimum width at any point on the track will be six (6) metres.
The track must not contain any high-speed sections where speeds exceed 100 Km/h.
Average Speed: The maximum average speed for a lap of the track is to be no greater than 55 Km/h.
The formula to work out the average track speed is:
Average Speed (Km/h) = Distance (metres) x 3.6 / LapTime (secs)
Note that the lap time used is to be one achieved by an experienced “Pro” grade rider.
As an example:
Track length = 1,750 metres
Lap time = 119 seconds
Therefore: Average Speed (Km/h) = 1750 metres x 3.6 / 119 seconds
= 52.94 Km/h
Start Gate:
The starting area should be clearly fenced off to restrict entry.
The placement of the start gate must allow for equal chances for all competitors.
There must be an individual gate for each rider.
The starting gate must be a transverse backward falling device, folding or dropping in operation and be able to be lifted up or re-set and be ready to use again within 20 seconds to accommodate staggered starts..
The start gate must be of solid and rigid construction.
It may be controlled manually or by remote control and the control mechanism must not be visible to the competitors when starting in the race.
The start gate must be 500 mm high and allow a one-metre spacing (centre to centre) for each competitor.
The start gate must allow for up to 40 competitors (40 metres wide) in one single line with no second row.
Where concrete is used to secure the start gate, it must not exceed 600 mm in Width and be even and uniform across the entire surface.
The MMA strongly encourages all tracks to use a dirt start. If the track does have a concrete start, a gas sweeper and/or gas blower is required to ensure the start is fair for everyone.
The starting pad immediately behind the start gate may be of concrete or similar solid construction to allow riders to start on a firm base allowing equality for all participants.
Start Straight
There will be no jumps on the start straight.
The maximum / minimum length of the start straight to the first corner will be 125 / 70 metres to the inside of the first left-hand corner.
The start straight must taper to a minimum width of 12 metres at the first corner and must maintain the width of the start gate for the first 50% of its length.
The width of 12 metres must be maintained for the entire radius of the first corner.
Obstacles
The following are the only obstacles permitted in motocross. The safety of the riders, spectators and officials must be given utmost priority when constructing jumps and obstacles.
Jump approach should not exceed 3 metres in height.
When approving jumps consideration must be given to the age and ability of competitors. Jumps faces should be groomed in such a manner as to prevent riders from being launched straight up in the air. Remember that the track has to accommodate a Pro and also a 65 rider. Contact the MMA anytime to share track ideas and get instructions.
Table Top Jump : An obstacle with a flat surface with a minimum length of 3 metres and a maximum length of 30 metres.
Whoop Section: Two or more rounded obstacles with a maximum height of 0.6metre, a minimum distance between crests of 3 metres and a maximum distance between crests of 6 metres.
Pit Board Area:
An area for signalling, which is visible to all riders, may be provided and clearly marked at a suitable place adjacent to the track. If provided it must be clearly marked off with an entrance and exit to the track proper.
A Pit Board area must have a barrier to protect signalers from oncoming bikes and to keep signalers off the track.
Track Markers:
The entire length of the track must be clearly defined. Plastic breakable tape may be used. Straw bales or car tires can be used at intervals as additional track markers, however these are not to be placed on jump take-off or landing ramps.
If car tires are used they must not be dug into the ground, but laid flat. Tires may be stacked on top of one another. If tires are stacked they must be bound together.
Tires stacked or bound together must be of the same diameter i.e. all 14″ or all 15″‘.
Truck or tractor tires are prohibited.
Tires laid flat on the ground to mark the track must be a group of two tires (minimum) and bound together.
Where tires are used to mark the apex of a corner the stack must a minimum of three tires bounded together. The bottom tire must be filled with earth to stabilize the stack.
Any marking poles should be flexible and placed in an outward angle from the track.
The use of rigid posts (e.g. iron star pickets) is banned.
Marking poles should not exceed 500mm above ground level.
Wooden stakes are permitted but cannot be larger than 25mm x 25mm.
Colored plastic cones (as used to mark football fields etc.) can be used provided they are no greater than 100mm in height.
Staging Area
A staging area must be provided for and designed to orderly accommodate 40 bikes and should be in close vicinity of the starting area. Staging riders should not interfere with racers coming off the track or the flow of spectators. Only riders and one pit crew member/mechanic have access to staging. The MMA requires 40 numbered spots for riders to line up at, to maintain organization in the staging area. These numbers work best when they are mounted 3-5 feet off the ground and along a fence or wall. A Port-a-potty should be located close to the staging area for riders to use prior to their race. A garbage container located near the staging area also helps to reduce the post race clean-up of water bottles, etc.
Flag Marshalling Points:
There must be a sufficient number of official signaling posts (flag points) all around the course.
The posts must be distinctly indicated and the location chosen so that signs given are clearly visible to competitors.
Flag marshal points must be located and protected to minimize the risk of injury to officials.
The area must be level and hard packed.
Position must be clearly marked with a flexible marker e.g. stack of white painted tires with a post number.
Watering systems:
An efficient watering system or watering vehicle must be provided and be capable of watering the entire track.
Results Area:
There should be a place for results to be posted. The side of a building or shed is suitable; minimally a 4×8 sheet of plywood erected will be needed and it should be placed as close as practical to the MMA’s race trailer.
Fencing Requirements
Fencing must be at least 1 metre high.
Fencing must restrict spectators from the track.
Fencing must be continuous from the ground up.
Proper fencing must be put up around the track to keep spectators out.
7 metres is the minimum required distance for the fence to be away from the track.
Signs must be posted to show “no spectators past this point”.
Although fencing or other means of keeping people off the track is required, areas must be kept open for officials, track workers, and safety/EMS personnel to get on and off the track.
The ambulance does not need to have to access to every area of the track, but it should be able to get within a reasonable distance, if necessary. As well there should always be a clear path from the track to the pit road and to the exit of the pits for the ambulance to get through, if necessary.
Adjacent areas of the track must be a minimum of four (4) metres apart unless separated by adequate protection (eg straw bales, tire wall, or other shock absorbent materials).
Wood, snow, chain link, 4’X4’ farm fencing are acceptable. Wire fencing is not recommended .
Trim back trees and other obstacles that could be potentially hazardous. If a tree is located on the outside of a corner exit a soft fence (snow fence) must be erected to prevent an impact with the rider and a tree. Hay bales may be required to minimize impact with trees near the track.
Water tanks, trucks or tractors used to haul equipment or groom the track should be parked in an area away from spectators and racers but in close proximity to the event so they can be accessed efficiently. Do not park this type of equipment immediately next to the track where a rider could hit it.
Track Entrance and Exit
In order to run an efficient race day, it is very important that races be started in a timely manner. One of the biggest factors in this is the placement of the finish line with regards to the start. The best possible location for the finish line is just before the start joins the track. Space should be left for riders to safely exit the track after the finish, but the start straightway should join the track shortly after. This allows for the next race to start before the last rider is off the track. The starting gate must be located outside of the track area. Properly mark track exit and have it manned so no spectators enter the track area.
ATV’s:
The MMA requires a minimum of 4 ATV’s on site for use by MMA Officials and Medics. ATV’s should be fueled and ready for use by 7:00am at the MMA’s administration trailer.
Clinics
Every promoter is required to host a clinic prior to their first event. The track should be properly prepared and port-a-potties or bathroom facilities must be on site. A stipend will be given to the promoter for the use of the facility. A canteen will increase track revenue. Let the MMA know and we’ll promote any amenities on the website.
Track Preparation/Water Supply
All efforts should be made to ensure track preparations are completed by Friday, although ongoing grooming may be necessary. Fencing must be in place providing boundaries for restricted areas before riders and spectators arrive.
A water truck/or watering system must be in place to ensure racing safety. A formula to remember is to cover 1 acre of land with 1” of water requires 25,000 gallons. Getting water in deep prior to the race day is crucial. For most tracks, especially those that have a clay base, watering should begin, at minimum, on the Thursday prior to the event. Begin watering as close to the evening hours as possible to allow for absorption throughout the evening.
A watering rule of thumb is to: “Water what you till….DO NOT, till what you water.”
Scoring Area
The MMA has a 25’ administration trailer that must be within 200 feet (60 m) of the finish line, in order to establish and maintain a computer connection for the timing system. This must be a clean sight line with no interruptions.
Pit Area/Spectator Control
The pits should be located in a manner that encourages spectators to move through the pits. Based on the number and the size of the campers that attend most races, about 10 acres is required for pit parking. Parking should be done in such a way to allow for vehicles to leave or an emergency vehicle to attend to an emergency.
Spectators on the course during the event are prohibited and are cause to stop the race. Assign staff at possible spectator entry points to prevent entry onto the track. Signage depicting spectator areas will alleviate much confusion. Pennants, fencing and or banners should separate the spectator area from the track. Portable toilets should be accessible to both riders and spectators. Public Health standards require an adequate amount of toilet facilities for spectators and riders. About 15 port-a-potties are required. If portable toilets are not an option then an adequate number of sanitary, maintained pre-built ones can be used instead). Water and soap (or hand sanitizer) must also be provided, for obvious reasons.
Security
Security is a much need element of the event and is mandatory. They need to be highly visible, have a minimum of two at all times through out the weekend. Night security should start at 11:00 p.m. and stay until 6:00 a.m. or whenever the promoter arrives. If the entry gate is locked it must be staffed at all times for public safety / insurance reasons. Security’s job is to control noise/partying, and theft or vandalism. Emergency contact information will be posted in the race day program when such information is supplied to the Technical Director prior to the event. Contact numbers and a physical address must be clearly posted at the entrance to all tracks for anyone requiring help from local police, fire or EMS.
For added value to the racers…arrange for a mobile water truck to stand by with a pressure washer. They could charge a nominal fee to the racers for a bike washing service or have the money go to a local 4-H club. It adds to the event and makes it more attractive to riders.
Registration/Administration
Registration will take place on Saturday evening from 7 p.m. – 9 p.m. and again on Sunday morning from 6:00 a.m. until 7:00 a.m.
Announcing Area
The announcer should have a clear view of the track. A stage or platform can be constructed to insure a clear view of the track. This area should not block the spectators’ view. An arrangement should be made with the announcer to provide the necessary equipment or have it provided for them well in advance of the event.
Speakers should be placed in the direction of the grand stands, taking wind conditions into account. Please pre-test your sound system to ensure it provides adequate sound and balanced distribution to the fans.
The MMA requires one 120 volt outlet and a standard 1/4″ female mono powered jack (Headphone monitor – not a “Line Out” works well) to integrate the FM Transmitter System into the announcers’ PA system.
Concession and Food Sales
Set up concession stands in the spectator area that is close to the pits in a high traffic area. This is a large source of revenue for an event and the better the food the more revenue that will be generated. Racers tend to eat breakfast when they get up to register so have your breakfast ready to go by 6:00 a.m. Popular breakfasts include pancakes and sausage with scrambled eggs, coffee and/or juice. Canteens that are open on Saturday evening have been found to be successful. Most families are hungary by the time they get to the track, so with proper advertising, your Saturday canteen will be successful. (Let the MMA know if you can make this happen)
When building your canteen make arrangements for cooler/freezer and cooking utilities. Auctions are great sources of good used equipment.
Exhibit area/Vendors Row
Vendors’ Row is an easy way for promoters to generate extra revenue. By charging a reasonable fee ($100) the promoter can not only enhance the event but also give more reasons for spectators to attend. Set up your displays/vendors’ row in a high traffic area. Bring in displays from auto dealers, marine dealers, small engine dealers and the like. Have them think about product demonstrations (but no riding permitted). Everyone (including children) love flea markets and garage sales. Charge $20 a table and get the town involved. Remember that most, if not all vendors have no chance to watch races, so charging admission on top of the vending fee is strongly discouraged.
Trophies/Payout
It is required for all promoters to trophy to 5th place in all classes except Pro, Intermediate, Youth Master, Plus 25, Vet Jr, Vet Master, Plus 40 Master. Our payout schedule will be used for those classes that do not get a trophy. At no time is the promoter allowed to pay less than what is on the payout sheet. It is actually encouraged to payout more than required. Remember that the goal for most of these racers is to win the trophy so remember that size does matter. Trophy size and style is up to the promoter. Nice trophies encourage racers to come back to your event again.
Event Cancellation
Every effort must be made to ensure the event goes on. Only the MMA can cancel an event (special circumstances do not apply). If the track is unusable due to excessive rain or snow prior to Saturday, the race may be cancelled Friday evening in order to prevent the racers from traveling unnecessarily. In the event that the weather isn’t an issue until Saturday afternoon or later the event won’t be canceled until Sunday morning to prevent a premature cancellation. If the race is canceled Sunday morning before practice all entry fees will be refunded and all gate admission and vendors’ fees will also be refunded. Camping fees will not be refunded.
Event Cancellation due to Promoter error
In the event that a race needs to be cancelled due to a promoter error which compromises the safety of the rider or the MMA staff the promoter will be required to refund half of the entry fee if the races have already started. Full payout and trophies will be awarded to the riders but only single moto points will be awarded. If the races have not started the entire entry fee including the gate, camping and vending fees will also be refunded.
Trash Containers/Oil Waste Containers
Make sure there are an adequate number of trash containers strategically locate through out the facility, and make sure they are emptied as required through out the day. Waste Oil collection must be provided for and clearly marked.
Staff Arrival
MMA Staff will be arriving Saturday afternoon. The racers will also begin arriving early Saturday afternoon. Make sure you are prepared and have proper gate staff in place.
Gate Admission
Gate admission and the camping fee will be discussed at the promoters meeting. It will meet the final approval of the MMA and once voted on, all promoters will be required to follow it. Promoters will be penalized by either a fine or a suspension from the circuit for changing the fees.
2010 Track Entrance Fees:
4 years & under: Free
5-12 years: $5.00
13 years & over: $10.00
