The Pinewood Derby

THE "PWD" COMMITTEE

A successful and fun Pinewood Derby is highly dependent on the work of the "Pinewood Derby Committee." Begin to assemble this group of volunteers early in the Scouting year. It is important to try to bring in several Pinewood 'veterans' to maintain the continuity you get from 'experienced people' who know what works (and what doesn't.) Conversely, it is very important to recruit some 'first-timers' as well. They'll be running the Derby in a couple of years! The following job descriptions illustrate the responsibilities of each functional position:

Chairman :
This individual is responsible for all Committee coordination activities. Strong organizational, motivational, and leadership skills are required here. The Chairman will typically host two or three meetings in the months prior to the Derby to collect and coordinate the status of all of the other Committee members, and to assign/coordinate additional tasks. During the races, the Chairman will also act as the behind the scenes coordinator of the event, coordinating solutions to all unforeseen 'emergencies' should (when) they arise.
Master of Ceremonies :
The MC is the Committee 'mouth' during the Derby. He / she announces all races and racers, all results, and all other general communications during the event. The MC also presents all trophies, certificates, and medals to event winners during and after the Derby. Your Cubmaster is a good bet for the Master of Ceremonies.
Rules Team :
This team is responsible for the creation, approval, and distribution of the 'car construction' and 'race procedure' rules. Do not underestimate the importance of doing a quality job here. The Rules Team can consist of all interested Pinewood Derby Committee members. Key players in the process is the Derby Chairperson, the Registration Team, and the Trackmaster Team, even though all committee members can participate.
Construction Clinics Team :
You should run two car construction clinics prior to your Derby. The first about 6 to 8 weeks prior to the races, and the second about 2 to 3 weeks before. These are hosted by individuals that understand woodworking, tool safety, and Derby car construction techniques.
Pit Crew Team :
A team of individuals that come together during the race to assist with wheel / axle lubrication and any car repairs that might be necessary should cars 'fly' off of the track, or get dropped, etc. This is also a good 'second job' for your Construction Clinics Team.
Track Setup and Repair Team :
Also known as the "Trackmaster Team." Try to get at least one individual to fill this role for EACH track used for your event. They assemble the tracks and timers in the weeks before the race, and effect any repairs that might be necessary. During the races the Trackmasters are also responsible for keeping the tracks fast-and-smooth.
Registration Team :
The cubmaster generally assigns the numbers for the cars prior to the race. The cubmaster will also set aside a few numbers for last minute add ins and "Outlaws". We typically require that cars be turned in for impound before our Derby. Impound means no more changes or adjustments can be made after weigh in. This occurs on the day of the race. We have individuals responsible for check-in, weighing, and conformance to the Derby rules on duty during this period. These individuals MUST be very familiar with the car construction rules. This can be a 'tough' job!
Starters :
Two to three individuals are responsible for staging and starting cars, and ferrying cars from the 'finish-line' to the 'starting-line' during the races.
Decorations Team :
These individuals are responsible for all Derby-day decorations. This involves decoration acquisition from purchased sources, and locating businesses that are willing to donate decorations. Auto parts and tire shops are GREAT sources! On Derby day the Decorations Team is responsible for arranging all event decorations.
Finishers :
Two to three persons per track are responsible for working the finish-line during the races. This job involves judging car finish order (as a backup for the electronic timers) and ferrying cars to the start-line.
Refreshments Team :
This Team of two or three persons are responsible for the purchase, set-up, and distribution of snacks during the event. Typically, the Pack should have a donation jar to offset to cost of refreshments. t
Crowd Control / Cub Escorts :
Our Den Leaders are each responsible for helping their Cubs with race day logistics (and behavior.) They also help with some of the more difficult lessons that Cubs learn about 'sportsmanship' during the races! A reminder that we are guests in the Church and running in the halls and wandering around the Church is not acceptable.
Results Team :
As race data comes in from the Finish-line Teams, they are reflected on the Results Chart. This allows participants see what is coming up next and illustrates each Cub's current status. This REALLY works well!
Awards Team :
The awards team is responsible for developing an award program for the races, and moving it through an approval process by the Cubmaster and Committee Chairman. The awards person then purchases trophies and medals, and coordinates the making of certificates. We award trophies for the 3 fastest cars, medals for first through third place in each Rank, and really nice personalized certificates, patches, etc. for all participants.
Cleanup Team :
All of our Committee members (and some volunteer parents) help with post-event cleanup. Sweeping of the floors is a must, and mopping the floor where cars have been worked on is suggested. The graphite lubrication needs to be cleaned up properly. Let's try to leave the hall cleaner than it was when the event started.