In 2005 when the DHB decided it was going to take on the task of putting on a full-blown slalom race, The First Annual Dixie Cup, none of us fully realized the amount of effort required to put on such an event. What we did know, however, is that if we were going to hold a race, we were going to do everything within our capability to make it a memorable event (in a positive way) for all those who would attend, participate, and volunteer. We decided that in everything we did toward bringing this race to reality that we should make providing the racer with an out- standing experience paramount in our minds. We asked ourselves one question, “If we were traveling here to race, what would make the trip worthwhile?”

Using this philosophy as our yardstick for measuring each decision we made about the Dixie Cup we proceeded to tackle this huge task. As soon as the 2005 Dixie Cup was in the books we began our plans for the 2006 race again using this philosophy as our guide and have already put countless hours into the preparation of the 2nd Annual DownHillBillies Dixie Cup. We developed some key tenants to guide us through the process that I have outlined below. This by no means, represents every single item that must be considered when developing a plan of action nor is to be considered the definitive approach to race planning. It basically represents the approach we have taken toward our events and hopefully will be helpful to your organization as well.

1. Focus on making it FUN for all of the participants.
In every aspect of the process of putting your event together remember to ask your- self the question, “What would make this event fun for me if I were coming to it from out of town, volunteering to help, or being a spectator?” Keep in mind that the overwhelming majority of the people in this sport do it for one reason and one reason only, it’s FUN! Create and event that maximizes the “fun” aspect for everyone involved.

2. Develop a comprehensive plan of action.
If you are hosting an informal skate ses- sion or jam it’s very much o.k. to let it “just happen”, be put together at the last minute, or simply develop on its on, but if you’re putting on a bigger event (a prime, main, or major for example) then the par- ticipants deserve better. Taking the time to create a solid plan well in advance of the event will only enhance the experience for all those involved and improve the overall management of race day/weekend. The more detailed a plan you can create the more prepared you and your organization will be in executing and delivering the “FUN”. (See the 27 Points To Event Planning sidebar)

3. Provide as much detailed information ahead of time as possible.
Racers want and deserve information. Who, what, when, and where need to be answered. This information should include:

•Directions to and from venues/hotels from major highways, airports, party locations, parking, hospitals/medical facilities, etc.
•Race format and rules of event (brackets, cone penalties, DQ rules, False start penalties, course layout, race surfaces, hill grade, runouts or foot braking requirements, etc.)
•Pertinent phone numbers (race director, hotel, promotions coordinator, hospital, other organization representatives, pizza delivery, local police, etc.)
•Schedule of events (practice time, start times, qualifying start times, awards presentation, post race party, jam sessions, etc.) Note: Having a good schedule that has built in allowances for delays such as weather issues, timing equipment issues, or other related delays, is very important to the process. Don’t leave this up to chance. )
•Locations of grocery stores, beverage vendors, restaurants, drug stores, etc.

4. Seek out good venues.
When looking at a potential location for your race(s) seek out spots that would appeal to you if you were the one traveling there to race. Keep in mind grade, surface, Likelihood of approval, other events, and uniqueness of location, when making your choice. When possible try to incorporate your event with other festivities that are happening in your area such as city festivals, bicycle races, car shows, or other outdoor events that you could piggyback on to make your race special.

5. Recruit as many volunteers as possible prior to event.
Even though almost all slalom racers, and those that travel with them on a regular basis to races, are more than willing to help out it is important in trying to maximize their experience to have enough volunteers so that this group does not feel compelled to do so. Put someone in your group in charge of volunteer recruitment and coordination. In your race preparation determine the number of people you will need for all the different aspects of the
event ahead of time and communicate this to your volunteer coordinator. Note: At the first Dixie Cup we did rely a great deal on many of the people who came in because we had no experience in certain aspects of slalom racing such as cone heading, course marshalling, and timing. During this past year we have put on several small events where we have trained and developed a team of people to manage this process.

6. Determine your courses prior to Race Day.
There are different schools of thought regarding this aspect of race preparation. Some people may argue that the local skaters get a distinct advantage if they have an opportunity to ride a course multiple times before race day, however, I feel the benefits of having the course pre-con- figured before the day of the event far out weigh any perceived concern regarding the locals. Having your courses prepared and planned assists you in multiple ways:
i. Race day course set up is fast allowing more time for the out of town racers to practice and become comfortable before racing starts.
ii. Pre-determined courses can be ridden and tweaked to be flowing, fast, and fun (The “three F’s of Course Setting).
iii. It reduces the chances of having courses that “incite cone carnage!”…..(that is UGLY!) Note: If you are planning on a having a guest course setter from out of town offer to pay for an extra night of hotel, food, or other incentive, to come into your location a day or two early to accomplish this task.

7. Start early on obtaining sponsorship and/or swag.
Let’s face it, even though slalom racing is growing, there still is only a finite number of vendors, board and equipment manufacturers, and other related industry part- ners. These organizations for the most part are all on limited budgets and can only do so much. It is important to your event that you contact these various groups for sponsorship far enough in advance so that they can determine what they can or can not do to support your efforts. When they do step up to the plate, go out of your way to promote them with your participants, your signage, and all over aspects of your promotional efforts. In addition to the traditional targets for sponsorships, be creative. Look for opportunities to involve your local businesses in supporting your event. Local restaurants that can give racer discounts, beverage distributors who can assist you with your awards party, or other local companies can greatly enhance the experience for your participants.

8. Engage your community in the event.
One of the things that made the Dixie Cup so special was the support and involvement we were able to obtain from our local government, civic organizations, and other related groups. Here is a golden opportunity for you to gain credibility with these types of entities by including them in the
process. Seek out representatives from the local chamber of commerce, main street program, convention and visitors’ bureau, and city government to be your champion. It’s amazing how this will only assist you in putting on a great show.

9. Focus on “Hospitality.”
Again, putting yourself in the place of those participants and their guests who are traveling to your city to come to your event, ask yourself “what would make this a great experience for you?” In a word, the answer is “hospitality”. Seek out simple things that you can do to make the trip more enjoyable for all. Things like having food and drinks (water, soda, energy drinks, etc) available, either for free or for a good price, at the race venues, putting on a great after party with good food, offering taxi cabs or shuttle service for those who have enjoyed themselves a bit, and making people feel welcome to your town, only add to the “fun” for everyone. Include not only the racers in this hospitality but their guests, your volunteers, local city representatives, and sponsors.

10.Remember to have fun yourself.
Don’t forget why we are doing all of this hard work in the first place: To have FUN! Do your best to ensure that the volunteers, the members of your organization, yourself, and all those involved are having a good time. It will inspire them to want to put forth the effort again and it will be a reward to you for all of your hard work. To quote the two time World Champ Jason Mitchell, “It’s all about having fun, and fun, is the name of the game!”
[Article from Concrete Wave Magazine]