Organizing the pinewood derby

ORGANIZING THE PINEWOOD DERBY

The Pinewood Derby is the biggest event to organize. It is a lot of work but also a lot of fun since for a lot of boys this is THE event of the year. Typically 80/90% of the boys will participate. 2 Dens are assigned to organizing this event, typically an older Den and a Tiger Den. It is up to the organizing Den whether or not to ask for more volunteers.

Coordinator
NAME 1. Reponsible Status

September Reserve the Sequioa Multi Use room and a bathroom for the day of the race from 8am-2pm, forms are available from the school.
(typically done by the leadership, pick a date before the last pack meeting so the Webelos II can still race one more time)
Emergency Phone Number 825-7440 ext. 3836
Make sure you make clear what time you want the room opened at, and who would be a contact name, in case the person did not show up on time. (Has happened)
2002
Friday Jan 24 weigh in (have room till 9 pm)
Saturday Jan 25 race (have room from 7 am - 2 pm)
Contact Committe Chair

December Call first meeting
* decide about the activities
* get team leader for all subteams
* make signup sheet
Activities 2002
Weigh in (4-8 pm)
Race (9am-1pm)
Design awards (8-9am)
Announcer
race flags and other decorations
food and drinks
score posters on the side
art projects (markers, pencils, coloring pages, word puzzles)
yard duty

December Announce news to the pack through newsletter and website
Announce at the December pack meeting

December Find out how many boys are in the pack from the Secretary and get a list of names. Assign car numbers and print out. Arrange hand out of cars, rules and numbers, 80 times. The cars will be paid for by the pack and handed out at the December pack meeting.
Dennumber is the first part of the number, than a number for each individual.Stickers are supplied with the kit.
Rules from last year can be used. Make sure they understand that the rules from the paper copy are the final ones, and not the ones that are included in the kit.
Important, some people take this race very serious so make sure the rules are clear and the rules are followed. Also, for those boys who go to the Blackhawk race, make sure they receive a copy of those rules since they are even more extensive.

December pack meeting Signup sheet, get all positions filled with parents from the participating Dens (typically 2 dens)

December plan January meeting
Sequoia MUR
Tuesday Jan 14 at 7:30 pm

January Have another meeting
Agenda

Confirm the activities for the 2 days

Status update

Volunteer sign up for Play & Weigh Day

Confirm volunteer positions for the race day

Who can bring what on Race Day

Extension Cord for the timer

Duct Tape

Change for the foodstand

Cash box for the foodstand

Towels for end of track

Towels for in the car boxes

Marking pens

Draw tokens (in case there is a tie they can draw the lane they will race in)

Ice chests

Scotch tape

Race day rule sheet

Walkie-talkie (easy way to communicate from annoucer and finish team)

Food price sheet

Race forms

Caution tape / Red Rope

Crayons

Pinewood derby puzzles, coloring pictures

January What went well and what can be better

Food team
NAME 1.
NAME 2.
NAME 3. Responsible Status

December Think about what food and drinks to sell
bake cookies, how about car shaped cookies?
See notes below for previous year shopping list

December Contact companies that are willing to donate food and drinks or at least give discount
(last year Crispy Cream and Peet's coffee donated)

January Do the shopping

January Make price sheets for posting on race day

Race day Set up foodstand

Race day Have some kind of cash register and change

Race day Financial arrangements with the Pack treasurer

Awards team
NAME 1.
NAME 2. Reponsible Status

December Think about what awards we want to hand out
2002/2003:
Pack Race
* trophee to keep for the first 3 in the race
* returning trophees for the first 3 in the race
* first 6 in the race (paper certificate and Blackhawk info)
* next 6 runners up to go to Blackhawk (paper certificate and Blackhawk info)
Den Race
* first in the den (paper certificate)
* first in the design categories (some medal and
also paper certificate and Blackhawk info)
Most Realistic
Most Artistic
Most Creative
Most Futuristic
Most Extravagant
Judges Choice.
(categories are somewhat the same as Blackhawk 500)
* 6 runners up for design category to go to Blackhawk (paper certificate)

meeting done

order trophees
typically get the trophees at trophee store on Contra Costa Blvd (where the safeway is)

December Contact winners from last year to get back the returning trophees or arrange something that the old winners will hand the trophees to the new winners if still with pack

January Copy design trophee ballot sheets

January Sign up Pack for Blackhawk 500
Get copies of their rules to hand out to the kids that are the pack's representation and make 24 copies to hand out to winners and runners up.
www.blackhawk500.com
Send 6 kids to the race and 6 to design competition. Have runner ups to make sure we use the spots

January Arrange for a lot of pencils

January Make score posters for the race and design categories

Race day Hand out ballot sheets as boys enter

Race day Count design ballot sheets Fill

Race day Bring some box where the boys can return ballot and pencil

Race day Keep score on the posters

Race day Keep track of the winners of the design and race

Race day Award ceremony
Hand out trophees and paper awards

next pack meeting Award ceremony?
Hand out returning trophees Cub Master
With help of last years winners

Blackhawk 500 Make sure there is someone going for all the spots that we have, contact the people that are supposed to go and call runners up if needed.

Blackhawk 500/next pack meeting Have boys give report about their experience and maybe even prizes !

Track team
NAME 1.
NAME 2.
NAME 3.
NAME 4. Reponsible Status

January 17 - 6 pm Meet to check the track.
Make repairs as needed.
The track is stored at Sequioa (on the podium at the right on a loft)

Weigh in
January 24 - 2:45 Set up the track and ensure proper functioning

Race Day Ensure proper functioning of the track

Weigh in team
NAME 1.
NAME 2. Responsible Status

December Secure a location for a weigh in.
Hold this no more than one week before race. Will take about 2-4 hours. Nice to have (a part of) the track setup.
Last 2 years did this the Friday before the race.

December Arrange for a scale
Needs to be accurate at least in 1 decimal digit, weighin in grams

Weigh in Set up weigh in stand
Post rules

Weigh in bring template for size measurements

Weigh in Weigh in cars

Weigh in Organize cars in boxes per Den

Weigh in Get final list of participants to race team to finalize race schedule
Get final list of participants to awards team to pass on to Pack awards person for pinewood derby patches

Race planning
NAME 1. Reponsible Status

January Decide about how the race will be run

all the kids race on each lane once,

the first time they race they are announced and can put the car on the track

first pack heat (mix up the whole pack but try to have them race a lot against their own Den)

1st place 10 points

2nd place 8 points

3rd place 6 points

4th place 5 points

5th place 4 points

6th place 3 points

Then den final three race

Then semi final (best 12) followed by final (best 6)

Weigh in after receiving final list from weign in team, finalize the race schedule and print 4 copies (1 for the announcer, 1 for the finish team with room to write the scores, 1 for the starting team and one to hang on the wall for every one to read)

Race Day 8:00 - 9:00 come in and vote
9:00 race starts

Task Description name

Ballot hand outer Hand out the ballots when the kids come in

Photographer Someone who can make digital pictures

Jury Deal with issues that come up around the rules, be the central person for complaints so the racing can continue while issues are being resolved. Watch that no one touches the cars.

Announcer/Runsheet Reader Announcing the races, number of the car, name of the cubscout, which Den is racing next. Jokes, riddles etc. Explain the rules if needed. Tell that the kids who's cars are racing can sit on best chairs. Make sure everybody knows where we are in the program, try to get everyone involved. Who won last year??

Starter Set the cars on the track. Start the race. Watch that no one touches the cars. One person to read the run sheet, one person to put the cars on the track.
Kids will put their cars on the track the first time they race in every heat. 1.
2.
3.

Finish Line Team Read the results from the timer. Note the results on the runsheet. Give runsheet to the score keeper.
* One to read off which car was in which lane, a double check to make sure accuracy of starters.
* One to read off the results
* One recorder.
Keep kids away from the temptation of picking up their cars.
1.
2.
3.

Score Keeper Gather the race results and note them on the score posters. Inform the announces regularly of the results. Plan the next heats 1.
2.

Track Runner Gather the cars at the finish, bring cars back to the start line 1.
2.

Foodteam Man the food and drink stand Food team
1.
2.
3.

Yard Duty Many kids will be going to the play structure in between the races. Have someone there to keep an eye on them who also has a walkie-talkie so they can announce what the next Den up is. Ask volunteer from the parents to deal with that for 30 minutes

Clean Up EVERYBODY

Food for Derby Day - 2003

10 doz Krispy Kreme donuts (not a full donation this time since they only make full donations to shelters and stuff like that now) so Holly paid $40/10 doz (10 doz is minimum in order to get discount). We sold .75/each then lowered price to .50 toward end of Derby

Peet's Coffee (full donation of 6 portable gallons: 3 reg, 3 decaf). We sold for .75/cup then lowered to .50 then free! We were left with 1 reg, 1 decaf (full containers). Holly brought microwave to heat up coffee which was great and the ultimate answer to cold coffee but I think the warm weather contributed to lower sales of coffee.

1 case corn nuts .75 cents/each
2 cases fruit roll-ups .50 cents/each
1 case water .50 cents
1 case Capri sun juice .50 cents
1 case Sunny Select orange juice .50 cents
1 doz Costco muffins .75 cents
3 doz frosting-covered sugar cookies (bought at Food-4-Less since cheaper there than at Safeway, $2.50 compared to $3.50). We sold for .50 cents.

Everything was lowered by .25 cents toward end of Derby.

Hosted by www.Geocities.ws

Coordinator NAME 1.			Reponsible	Status
	September	Reserve the Sequioa Multi Use room and a bathroom for the day of the race from 8am-2pm, forms are available from the school. (typically done by the leadership, pick a date before the last pack meeting so the Webelos II can still race one more time) Emergency Phone Number 825-7440 ext. 3836 Make sure you make clear what time you want the room opened at, and who would be a contact name, in case the person did not show up on time. (Has happened) 2002 Friday Jan 24 weigh in (have room till 9 pm) Saturday Jan 25 race (have room from 7 am - 2 pm)	Contact Committe Chair
	December	Call first meeting * decide about the activities * get team leader for all subteams * make signup sheet Activities 2002 Weigh in (4-8 pm) Race (9am-1pm) Design awards (8-9am) Announcer race flags and other decorations food and drinks score posters on the side art projects (markers, pencils, coloring pages, word puzzles) yard duty
	December	Announce news to the pack through newsletter and website Announce at the December pack meeting
	December	Find out how many boys are in the pack from the Secretary and get a list of names. Assign car numbers and print out. Arrange hand out of cars, rules and numbers, 80 times. The cars will be paid for by the pack and handed out at the December pack meeting. Dennumber is the first part of the number, than a number for each individual.Stickers are supplied with the kit. Rules from last year can be used. Make sure they understand that the rules from the paper copy are the final ones, and not the ones that are included in the kit. Important, some people take this race very serious so make sure the rules are clear and the rules are followed. Also, for those boys who go to the Blackhawk race, make sure they receive a copy of those rules since they are even more extensive.
	December pack meeting	Signup sheet, get all positions filled with parents from the participating Dens (typically 2 dens)
	December	plan January meeting Sequoia MUR Tuesday Jan 14 at 7:30 pm
	January	Have another meeting Agenda Confirm the activities for the 2 days Status update Volunteer sign up for Play & Weigh Day Confirm volunteer positions for the race day Who can bring what on Race Day Extension Cord for the timer Duct Tape Change for the foodstand Cash box for the foodstand Towels for end of track Towels for in the car boxes Marking pens Draw tokens (in case there is a tie they can draw the lane they will race in) Ice chests Scotch tape Race day rule sheet Walkie-talkie (easy way to communicate from annoucer and finish team) Food price sheet Race forms Caution tape / Red Rope Crayons Pinewood derby puzzles, coloring pictures
	January	What went well and what can be better

Food team NAME 1. NAME 2. NAME 3.			Responsible	Status
	December	Think about what food and drinks to sell bake cookies, how about car shaped cookies? See notes below for previous year shopping list
	December	Contact companies that are willing to donate food and drinks or at least give discount (last year Crispy Cream and Peet's coffee donated)
	January	Do the shopping
	January	Make price sheets for posting on race day
	Race day	Set up foodstand
	Race day	Have some kind of cash register and change
	Race day	Financial arrangements with the Pack treasurer

Awards team NAME 1. NAME 2.			Reponsible	Status
	December	Think about what awards we want to hand out 2002/2003: Pack Race * trophee to keep for the first 3 in the race * returning trophees for the first 3 in the race * first 6 in the race (paper certificate and Blackhawk info) * next 6 runners up to go to Blackhawk (paper certificate and Blackhawk info) Den Race * first in the den (paper certificate) * first in the design categories (some medal and also paper certificate and Blackhawk info) Most Realistic Most Artistic Most Creative Most Futuristic Most Extravagant Judges Choice. (categories are somewhat the same as Blackhawk 500) * 6 runners up for design category to go to Blackhawk (paper certificate)	meeting	done
		order trophees typically get the trophees at trophee store on Contra Costa Blvd (where the safeway is)
	December	Contact winners from last year to get back the returning trophees or arrange something that the old winners will hand the trophees to the new winners if still with pack
	January	Copy design trophee ballot sheets
	January	Sign up Pack for Blackhawk 500 Get copies of their rules to hand out to the kids that are the pack's representation and make 24 copies to hand out to winners and runners up. www.blackhawk500.com Send 6 kids to the race and 6 to design competition. Have runner ups to make sure we use the spots
	January	Arrange for a lot of pencils
	January	Make score posters for the race and design categories
	Race day	Hand out ballot sheets as boys enter
	Race day	Count design ballot sheets	Fill
	Race day	Bring some box where the boys can return ballot and pencil
	Race day	Keep score on the posters
	Race day	Keep track of the winners of the design and race
	Race day	Award ceremony Hand out trophees and paper awards
	next pack meeting	Award ceremony? Hand out returning trophees	Cub Master With help of last years winners
	Blackhawk 500	Make sure there is someone going for all the spots that we have, contact the people that are supposed to go and call runners up if needed.
	Blackhawk 500/next pack meeting	Have boys give report about their experience and maybe even prizes !

Track team NAME 1. NAME 2. NAME 3. NAME 4.			Reponsible	Status
	January 17 - 6 pm	Meet to check the track. Make repairs as needed. The track is stored at Sequioa (on the podium at the right on a loft)
	Weigh in January 24 - 2:45	Set up the track and ensure proper functioning
	Race Day	Ensure proper functioning of the track
Weigh in team NAME 1. NAME 2.			Responsible	Status
	December	Secure a location for a weigh in. Hold this no more than one week before race. Will take about 2-4 hours. Nice to have (a part of) the track setup. Last 2 years did this the Friday before the race.
	December	Arrange for a scale Needs to be accurate at least in 1 decimal digit, weighin in grams
	Weigh in	Set up weigh in stand Post rules
	Weigh in	bring template for size measurements
	Weigh in	Weigh in cars
	Weigh in	Organize cars in boxes per Den
	Weigh in	Get final list of participants to race team to finalize race schedule Get final list of participants to awards team to pass on to Pack awards person for pinewood derby patches

Race planning NAME 1.			Reponsible	Status
	January	Decide about how the race will be run all the kids race on each lane once, the first time they race they are announced and can put the car on the track first pack heat (mix up the whole pack but try to have them race a lot against their own Den) 1st place 10 points 2nd place 8 points 3rd place 6 points 4th place 5 points 5th place 4 points 6th place 3 points Then den final three race Then semi final (best 12) followed by final (best 6)
	Weigh in	after receiving final list from weign in team, finalize the race schedule and print 4 copies (1 for the announcer, 1 for the finish team with room to write the scores, 1 for the starting team and one to hang on the wall for every one to read)

Race Day		8:00 - 9:00 come in and vote 9:00 race starts
Task	Description	name
Ballot hand outer	Hand out the ballots when the kids come in
Photographer	Someone who can make digital pictures
Jury	Deal with issues that come up around the rules, be the central person for complaints so the racing can continue while issues are being resolved. Watch that no one touches the cars.
Announcer/Runsheet Reader	Announcing the races, number of the car, name of the cubscout, which Den is racing next. Jokes, riddles etc. Explain the rules if needed. Tell that the kids who's cars are racing can sit on best chairs. Make sure everybody knows where we are in the program, try to get everyone involved. Who won last year??
Starter	Set the cars on the track. Start the race. Watch that no one touches the cars. One person to read the run sheet, one person to put the cars on the track. Kids will put their cars on the track the first time they race in every heat.	1. 2. 3.
Finish Line Team	Read the results from the timer. Note the results on the runsheet. Give runsheet to the score keeper. * One to read off which car was in which lane, a double check to make sure accuracy of starters. * One to read off the results * One recorder. Keep kids away from the temptation of picking up their cars.	1. 2. 3.
Score Keeper	Gather the race results and note them on the score posters. Inform the announces regularly of the results. Plan the next heats	1. 2.
Track Runner	Gather the cars at the finish, bring cars back to the start line	1. 2.
Foodteam	Man the food and drink stand	Food team 1. 2. 3.
Yard Duty	Many kids will be going to the play structure in between the races. Have someone there to keep an eye on them who also has a walkie-talkie so they can announce what the next Den up is.	Ask volunteer from the parents to deal with that for 30 minutes
Clean Up	EVERYBODY