Race management training
TRAINING SCHEDULE
OOD training to Club level and Open level
Box race management training
This training agenda is designed for an overlapping dual session. The OOD training kicks off first, and the Box training blends into the session later on.
OOD + Box training half-day v.2 (RCS) (09-May-26).pdf
TIME TARGET Activity
13:15 OOD Arrive at the clubhouse
13:30 OOD Phase 1,2,3,4
14:15 Box Arrive at the clubhouse
14:30 Box Phase 4,5 OOD + Box together
15:25 OOD + Box Practice Junior race
Aims
OOD training is to refresh OOD people who have experience and introduce all the new paperwork. Covers the responsibilities of the Officer of the Day (OOD) at Tamesis Club.
Box training is to guide a new volunteer through the role of Box by introducing race management. This will include practicing in a practical way.
The training phases follow a chronological timeline, emphasizing the management of club activities, racing operations, and site security.
Phase 1: Pre-Duty Preparation
Training focuses on the administrative and organizational steps required before the day of the event.
(Immediate acceptance of duty)
Confirming availability
oTraining Area: Inbox management, Portal access, Duties roster online. Confirming availability via the SCM roster.
oRationale: Early calendar management and co-ordination.
(The Week Prior)
Roster and Team Coordination
oTraining Area: Confirming duties via the SCM roster and contacting the assigned team (Box assistants and Patrol crew).
oRationale: To ensure a full team is committed and to identify any needs for qualified replacements early.
Environmental and Event Research
oTraining Area: Reviewing Sailing Instructions (SI), checking Stream Watch for river flow rates, and liaising with the Junior lead or Class Captains.
oRationale: To prepare for specific event needs and anticipate weather-related risks.
Phase 2: Arrival and Club Opening
Training focuses on the OOD's role as the primary person responsible for site access and early opening up.
(Timeline: 09:30 Sunday / 18:15 Thursday)
Site Access and Security
oTraining Area: Operating the main gate combination lock and using the designated keys or keysafe for the clubhouse and boatshed.
oRationale: To ensure the facilities are open for members to begin rigging and using the changing areas.
Initial Coordination
oTraining Area: Checking in with kitchen staff for catering timings and greeting visitors or prospective members.
oRationale: To integrate the day's racing with club social activities and maintain a welcoming environment.
Phase 3: Flagpole Protocol and Safety Readiness
Training moves to visual signalling and establishing a safe environment for the day.
(Timeline: 60-90 Minutes Before Start)
Club Flagpole Operations
oTraining Area: Hoisting the Red Ensign on the yard arm and the Club Burgee (or senior Officer's flag) to the masthead.
oRationale: Traditional signals to indicate the club is officially open and which officers are present.
Formal Risk Assessment
oTraining Area: Completing the risk assessment on the back of the race sheets, evaluating river flow and weather.
oRationale: Safety is the "prime concern"; this documented process ensures the OOD has considered mitigations like additional patrol boats.
Personal Buoyancy Signals
oTraining Area: Hoisting Flag 'Y' if conditions require mandatory buoyancy aids (beyond the automatic winter mandate).
oRationale: To clearly communicate safety requirements to all competitors and crew members before they launch.
Phase 4: Patrol Boat and Race Box Activation
Training covers the technical setup of the "Smithy" (Starter's Box) and the safety fleet.
(Timeline: 45-60 Minutes Before Start)
The Smithy (Starter's Box) Setup
oTraining Area: Powering up the hooter, microphone, and clock; hoisting the transit mast flags (Orange/Blue).
oRationale: To ensure the primary race command center is functional and the start/finish line is visible.
Safety Fleet Deployment
oTraining Area: Briefing the patrol crew, checking boat equipment (VHF, fuel, First Aid), and clearing jetties of bird excrement, emptying bilge on Tamesis III. Loading the marks.
oRationale: To ensure the safety team is prepared for 360-degree surveillance and recovery.
Course Setting
oTraining Area: Selecting a course from the "Recommended Courses" folder and instructing the patrol boat to lay marks, including the Inner Distance Mark (IDM).
oRationale: To provide a fair racing route that accounts for wind direction and river traffic (like rowing eights).
Box training joins for Phase 5 and 6.
Focus on Race Management, which includes:
* setting up at the Smithy
* starting procedures
* bending on flags
* understanding the race sheet
* actually practicing a starting sequence (running off the atomic clock)
* monitoring and recording a race
* recalls
* shortening the course
* finishing
* race results.
Phase 5: Race Management
Training focuses on the OOD's role as the Race Officer (RO) and Box support.
(Timeline: Start Sequence to Finish)
Setting up at the Smithy
oTraining Area: All the details about preparation for running a race.
oRationale: To ensure power is on, electrics working, paperwork in place, flags are available.
Starting Procedures
oTraining Area: Executing the Rule 26 sequence (5-4-1-0) and using the microphone for competitor warnings.
oRationale: To manage orderly starts for multiple classes and ensure boats launch in a timely manner.
Bending on Flags
oTraining Area: Preparing the starting signals. Smithy flagpole.
oRationale: To understand position of flags on the pole, how to time the raising and lowering, how to handle two flags simultaneously.
Understanding the Race sheet
oTraining Area: Smithy table.
oRationale: To understand how to record boats on the water in chronological fashion and fill out lap times by class and then transfer to the final places on the right for the results management.
Practicing a Start / Individual Recall (General Recall) / Course shorten
oTraining Area: Smithy.
oRationale: To physically manage orderly starts for multiple classes and ensure boats launch in a timely manner.
Ongoing Race Monitoring
oTraining Area: Recording laps, identifying boats over the line (Flag 'X'), and deciding when to shorten the course (Flag 'S').
oRationale: To maintain accurate records for results and adjust the race length to meet "Target Times".
Finishing Protocols
oTraining Area: Using the "Alert" sound for finishers and recording chronological finish times on the race sheet.
oRationale: To finalize results correctly and verify that all boats have safely returned to the bank.
Race Results
oTraining Area: How to ensure the race sheet is completed correctly in the FINISHING ORDER columns by finish places with chronological time, by class. Picture communication to the club members Whatsapp "Tamesis Club Sailing".
oRationale: To post up results correctly and ensure race sheets are available for the Class Captains to update results.
Phase 6: Post-Race and End of Day Shutdown
The final training phase covers administrative duties and site security.
(Timeline: Post-Racing)
Protests, Documentation and Reporting
oTraining Area: Photographing race sheets for WhatsApp distribution and handling any rules disputes or protest hearings.
oRationale: To provide rapid results to the club community and resolve on-water incidents fairly.
Equipment and Site Security
oTraining Area: Stowing flags, charging VHF radios, locking the Smithy and boatshed, and arming the clubhouse alarm.
oRationale: The OOD is typically the last to leave and must ensure all club assets are secured and powered down.
Site Exit
oTraining Area: Ensuring the changing rooms are empty and locking the main car park gate.
oRationale: Final confirmation that the premises are locked and no members or visitors remain on-site.
Last updated 09:08 on 10 May 2026