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NENSA Race Organizer's Handbook

Overview | Sponsorship | Organization | Information Preparation | Stadium Preparation

Course Preparation | Competition Office | Race Day | Timing & Results | Prizes & Awards

The Racer's Experience | Checklist/Evaluation | Newer Formats: Sprints and Pursuits

Overview

The NENSA calendar regularly lists over 50 events every season. Of those a handful are awarded to bidding organizers that meet NENSA specifications for running major events. This handbook is written to aid event organizers in running major events and to answer many of the questions that will arise during the bidding and event organization process. Other event organizers may also find the general guidelines in this guide helpful in planning their events.

A bid by an organizer to host a major event constitutes an agreement to work with NENSA to produce an extremely high quality event. All bids are subject to the specifications outlined in this handbook.

At a minimum, all Eastern Cup and Championship event organizers are expected to meet the following expectations.
• Membership: NENSA Members receive a $10 discount at all Eastern Cup Events. NENSA Membership is required for Eastern High School and J2 Championship events. It is the responsibility of the race organizer to ensure that all racers pay the correct entry fee. See Entries & Registration section for details.
• Seeding: All Eastern Cup and Championship events must be seeded to NENSA’s specifications. Eastern Cup seeding is outlined in the Seeding section. Additional information will be supplied to Championship event organizers.
• User Fee, aka “head tax”: For Eastern Cup Events, a $10 per racer user fee will be itemized and billed to the race organizer and is due no later than two weeks from the race date. The fee is $20 per skier for Championship Events. A User Fee will not be charged to BKL skiers or complimentary entries mandated by NENSA.
• Elite Team Entries: NENSA Elite Team skiers receive complimentary entries to all Eastern Cup events. No user fee will be billed on these entries.
• BKL Events: All Eastern Cup events should accommodate athletes of all ages, including the Koch League. It is recommended that the local BKL club run the BKL portion of the Eastern Cup event.
• Race Fees: The recommended maximum entry for pre-registered athletes in an Eastern Cup event is $25. Many organizers charge $20. The recommended maximum entry for the Eastern High School or J2 Championships is $90 including the banquet, and $75 for Eastern Championships.
• Entry Deadline: An entry deadline of three days prior to the event is recommended for Eastern Cup events. A late entry fee of $40 or more is recommended for late registrations or day-of-race entries.
• Course Preview: Courses should be properly marked, groomed, and mapped by noon of the day before the race. There will be no charge for course inspection after 3:00 PM. In the event that the course is closed for grooming after 3:00PM, there will be no charge for course inspection after noon. No charge all day is preferable.
• PA System: Organizers must provide an announcer and a PA system for commentary and announcements during race day. The PA system should be clearly audible from the entire stadium and surrounding area.
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Sponsorship

Rights to Sponsorship

NENSA has four main sources of revenue: memberships, race sanctions, contributions and sponsorship. Sponsorship comprises over 50% of NENSA’s income. Without the support of sponsors, NENSA would be unable to provide anything more than a bare bones listing service to race organizers and racers.

In order to secure sponsorship NENSA reserves the rights to Title and Associate Sponsorship of all Eastern Cup and Championship events. Event organizers may solicit supporting sponsors, but NENSA must be informed of any plans for solicitation and updated on negotiations. In cases of sponsorship conflict, NENSA commitments will be honored and race organizers must make alternative arrangements. In the event that NENSA negotiates a major sponsor in conflict with an existing event sponsor, every effort will be made by NENSA to accommodate the existing sponsor as appropriate.

NENSA has, and will continue to make every effort to work with race organizers on sponsorship issues. As long as all issues are communicated in a timely fashion, there should be no problem that cannot be easily overcome.

Sponsor Accommodation

Race organizers are expected to accommodate NENSA sponsors by arrangement. NENSA representatives will communicate all sponsor needs to the race organizer in enough time to make arrangements.

The following check list based upon existing sponsorship relationships will provide an understanding of the general requirements.
• Promotion Vehicles: A promotional vehicle may be scheduled at every NENSA Eastern Cup and Championship Event. Organizers are expected to help find suitable display sites for promotional vehicles.
• Banners: For every Eastern Cup and Championship event Start and Finish banners will be provided, and must be used. A number of additional promotional banners will be available, and organizers are expected to help NENSA representatives make use of these banners.
• Bibs: NENSA will provide bibs for all Eastern Cup and Championship events. These bibs must be used exclusively.
• PA System Support: The announcer will be expected to make use of provided promotional materials.
• Corporate Presence: Sponsors may desire a corporate presence at selected events. This may include display items, corporate personnel and guests. Organizers are expected to help facilitate a corporate presence.

Organization

Club Involvement

Organizing and running a big race requires the help of quite a number of people. A properly staffed race can require 50 workers (or more!) by the time registration, start, finish, course marshalling, timing and awards are all taken into consideration. It is unrealistic to run a race without the help of many, many volunteers.

NENSA has promoted the involvement of clubs in development for several years. One of the factors that figures most heavily into the strength of a club is its ability to organize an event. Clubs that regularly run strong events tend to be organized in other areas as well. One of the beneficial side effects that NENSA expects from any race organization effort is a strengthened club organization.
Recognizing the need for staff and the benefits of club involvement all around, it is expected that all Eastern Cup and Championship organizers will be affiliated with a NENSA club and will make use of the club structure in staffing the race.

In order to receive a major event, any bidding organization - including a commercial touring center - must state a club affiliation and is expected to make use of the club structure to staff the race with volunteers. First preference in awarding events with is given to bidding organizations with club backing.

Organizing Committee

In order to assure a realistic division of labor and level of organization an organizing committee must be named with every race bid submitted. The organizing committee should begin working from the time it receives the event bid to ensure that timely preparations are underway. At a minimum, the following positions in the Organizing Committee should be filled. No person should hold more than one position on the Organizing Committee.

Chief of Event / Event Director - Ultimately responsible for all aspects of the event - from scheduling with NENSA to promotion, sponsorship and community involvement. Generally manages the finances, insurance, public relations and coordinates with outside groups like resort managers and town officials/police. Leads the organizing committee, scheduling timely meetings and ensuring that correct information is distributed to all interested parties.
Chief of Race / Chief of Competition–, the Chief of Race is responsible for technical conduct of the race - from seeding to course preparation and timing.
Race Secretary - Responsible for the orderly flow of information including all paperwork, published race information, entries, start lists, and results - printed and electronic
Club Contact/Volunteer Coordinator - Responsible for organizing sufficient volunteer staffing for the event
Chief of Logistics - Responsible for all the support services needed to conduct a successful event including event signage, parking, snow removal, waxing areas, toilets, onsite vendors etc.
TD - A Technical Delegate will be named for the event by NENSA. The TD will communicate with the Chief of Competition in advance of the race to ensure that appropriate measures are taken to guarantee the quality and fairness of the race.

Other members may be added to the Organizing Committee as necessary. The complexity of lead-up arrangements will vary from race to race depending on the race facilities and the relationship between the organizers and the race site.

Organizing Committee Checklist

At least two weeks prior to the event the Organizing Committee should be sure that:
__ Volunteers are solicited, assigned race duties, and trained.
__ Timing arrangements are made or timing service contracted.
__ Pre-season and pre-event course preparation is supervised.
__ Sufficient toilets are provided (one toilet for every 50 competitors at a minimum).
__ Sufficient parking is provided and arrangements made for emergency snow plowing.
__ Awards/prize table donations are solicited & commitments made.
__ Indoor or tent space is arranged allowing for sufficient space for all racers and spectators in the event of bad weather.
__ PA system & announcer are secured.
__ Emergency medical plan is in place.

Race Officials

For the days leading up to the race and race day itself, race officials should be named to ensure that the various components of a good competition go as they should. The core group of race officials, including the Chief of Race, reports to the TD. Radio communication between the following officials increases the coordination of the race and can make things run more smoothly. In many cases the small family radios will function over the relatively short distances. The Announcer and Chief of Logistics should be included in the radio network.

Chief of Race / Chief of Competition–, the Chief of Race is responsible for seeing that all race officials have their respective details under control. Trains officials as needed. Leads the Coaches Meeting (if there is one) and is a member of the Jury
Race Secretary - Responsible for start lists, information sheets, registration, distribution of bibs, and distribution of printed and electronic results.
Chief of Course – Responsible for course layout, grooming, and marking.
Chief of Stadium – Responsible for stadium layout, bannering and marking
Chief of Timing – Responsible for timing, calculation results production.
Race Jury – Each NENSA Eastern Cup and Championship Event is governed by a jury with at least three members. The jury is composed of: Chief of Race , NENSA Rep, and Technical Delegate (TD.) For sprint races, the jury is expanded to five members with two assistant Technical Delegates added to the jury. The TD will set meeting times for the Jury, normally one-half hour before the start of the race, and one-half hour after the finish of the race. The Jury decides by majority vote on violations of the rules, changes to the course or race schedule, and on protests. The TD will not vote unless a tie-breaking vote is necessary.

Volunteers

If the organizing committee and race officials (usually volunteers themselves) provide the backbone to a successful event, the volunteers provide the lifeblood. Volunteers are asked to staff registration and start and finish crews, marshal the course, collect bibs, and more. In order to be effective, volunteers must be trained and have a clear understanding of what is expected of them. It is the ultimate responsibility of the Chief of Race to see that all race officials have their volunteer crews equipped and informed as necessary.

Information Preparation

Basic race information needs to be clearly communicated to racers, coaches and spectators. Race information boards should be prepared and set up in logical places around the race site. The boards should be placed in areas where there is plenty of space for a crowd to gather around the board and not disrupt access into buildings or along walkways.

The following information should be prepared and posted:
o Race Day Schedule - with start times for each class
o Organizing Committee - listing various leaders as well as the TD
o Start List - highlight names of "problem entries" and consider posting an alphabetical list of all pre-registered racers with bib and start time
o Weather report - it is great post temperatures on the half hour too but this is not required
o Stadium sketch showing the start, finish and warm up areas as well as the location of race registration.
o Course sketch (or map) showing the course for each class using the colors that mark the course
Results - unofficial results must be posted at each info board as soon as the TD has approved them for posting. Official results should be posted as soon as they are ready.

Coaches Meetings

For major championship events a coaches meeting should be organized the afternoon before the race - usually starting between 4:00 and 5:00 pm. The following is a typical agenda:
o Welcome
o Introduction of the Organizing Committee, TD and NENSA rep.
o Schedule review
o Weather Forecast
o Check of the seeding list or of the start list
o Draw can be conducted during the meeting
o Technical Information
o Course - warm up and ski test areas too
o Stadium
o Flower Ceremony and Awards Plan
o Logistical Information - parking etc
o TD Comments
o NENSA Comments
o Questions & Answers

Announcing

Having a good announcer and PA system adds greatly to the race experience for both spectators and racers. First the announcer must know the schedule for the race and be able to guide the racers through the day - informing them about start times and calling athletes to the start and flowers ceremonies. The posting of unofficial results must be announced immediately upon their posting. Radio communication between the chief of race and the announcer is a must. If the timing group can provide race information (splits and finish times) the announcer can give this information and create some drama for spectators and recognition for the athletes. The announcer can play music as long as it does not interfere with the conduct of the race.

Stadium Preparation

Stadium Layout

The stadium should be constructed to provide an exciting and fair start and finish and clear traffic flow to and from the race. The stadium should be clearly defined and marked and fences, barricades, v-boards and signs should be used to make the flow of traffic absolutely clear. The stadium should also be marked to clearly direct racer and spectator traffic to appropriate areas.

Start Area
__ The start area should be clearly marked with a start banner, should be easily accessible to the racers, and should be within earshot of the warm-up area. There should be enough space for racers to move around before their start and places to leave warm-up clothes.
__ For individual start races, a single primary start lane should be prepared with a clearly marked second lane for late starts. An "on-deck" holding area should be created 5m behind the start line to hold the next starter.
__ For mass starts an appropriate number of start lanes should be provided. An arrowhead start is preferred with the top ranked skier seeded at the tip of the arrow.
__ For mass start freestyle events, a double-pole zone is recommended. This zone should be at least 50 meters long, clearly marked, and set with tracks spaced at least one meter apart on center.
Finish Area
__ The finish line should be placed to allow for at least 50 meters of straight, relatively flat skiing before the finish. A finish zone of at least 50 meters, and up to 100 meters before the finish, should be clearly marked. There should be plenty of room for overtaking without calling for track in the finish zone. At least three full lanes (3m each for free style), preferably four, should be prepared and marked in the finish zone. Lane markings should allow skiers to change lanes in case of overtaking.
__ The finish line should be clearly marked, and straight. A painted red 2x4 set just below the snow surface, and kept clear of snow, provides a good finish line. A banner or sign should also clearly show where the finish line is.
__ The finish pen should be large enough so that skiers can slow down after the finish without running into one another - 20m is a good length. The finish pen should be enclosed with only one exit through which skiers may pass after returning their race bibs.

Course Preparation

Grooming

Grooming for race day should be scheduled to provide the best possible race conditions - generally as temperatures are falling. Frequently this may mean grooming very late at night, or very early in the morning. The TD will work with the chief of course to determine the best time for grooming.

Skate Races
__ For skate races, no classic tracks should be set anywhere on the course, including downhills.
__ The course for a skate race should be groomed to maximum possible width (recommended minimum of 16 feet), and should allow for unimpeded passing everywhere.
__ For mass-start skate races and other head-to-head skate formats trail width is even more important.

Classic Races
__ For individual start classic races, the course should be prepared with a single best-line track for all but the finish zone.
__ For head-to-head classic formats, the course should be prepared with double tracks spaced at least 1.5 meters apart. Start and finish zones should have the appropriate number of lanes.
__ Tracks should be removed on any corner that cannot be negotiated in the tracks with relative ease. For head-to-head classic formats difficult downhill sections should have only one track.

Course marking

Race courses should be clearly marked for training the day before the race and for race day. All intersections should be flagged or barricaded so that there is no question where the course goes. If different classes use different courses, then different colored marking should be used to designate those courses and large signs should be used to clearly mark intersections. Distance signs marking the each kilometer on the course should be placed where athletes can easily see them while they are racing.

In the case of multi-lap races the lap and finish lanes must be clearly marked. It is the responsibility of the racer to count laps, and course marshals should not physically prevent racers from taking an apparently wrong turn.

Spectator access/traffic

Courses should remain open to spectator traffic during the race except in sprint competitions when racers are actually on course. If course conditions demand that the course be closed to all but racers the race organizer may close the course after gaining permission of the Jury. In the event that the course must be closed to spectator and coach traffic, every effort must be made to provide alternative access to points on the course.

Race organizers should limit race traffic to the forward direction of travel only. In general coaches and spectators should be allowed on the course and free to move on the course. Course monitors can remind non-racers on the course to yield to racers.

Spectators are not allowed to ski in the stadium start and finish areas. Spaces should be fenced off in the stadium for spectators to watch the start and finish of the race.

Competition Office

Having a defined competition office at the race site will help the organizers manage the race and provide start lists and results in a timely manner. The competition office should have the following:
o Phone & fax
o Copier - for printing results
o Computer with internet access if possible and
o Network access for NENSA staff if possible - if not than access to a phone line for dial up internet access.
o Printer
o Office supplies
o Work space - tables and chairs

Entries & Registration

It is the responsibility of the race organizer to handle all race entries and to determine that all entries are in order before bib pick-up.

NENSA Membership

NENSA members receive a discount at all Eastern Cup and Championship events. NENSA will provide an up-to-date membership list to the race organizer during the week before the race. It is the responsibility of the race organizer to check the membership status of each entry, to make note of any entries that are not current members, and to collect appropriate fees from racers.

Any non-members or non-current members should be encouraged to purchase a membership at registration. It is the responsibility of the race organizer to set up and staff an area at registration where these memberships are sold. If an athlete chooses to purchase a membership at registration, they should receive the discount for that event.

Membership Sales

NENSA will provide membership forms to the race organizers. These membership forms offer full membership. The race organizers should collect all payment for membership and pass all membership forms and payment along to NENSA. NENSA will pay $2 for every membership sold.

Bib Pickup/Registration

Organization is key a good race and nowhere is it more important than at bib pickup and registration. Create separate lines for pre-registered racer bib pickup and racer day of race registration. Within the pre-registered area set up a "problem desk" for racers that need to provide more information or join NENSA. These steps will reward the racers who pre-registered with a short wait to pick up their bib.
Day-of-race registration is recommended, but not required. The Event Director must declare registration expectations before the Winter Event Guide is published. Day-of-race registrants may show a current NENSA membership card as proof of membership – otherwise their membership can be confirmed on the membership list provided by NENSA. If the day-of-race registrant is not on the list he/she should not receive the discounted rate.

The customer is always right – if a registrant insists that she/he is a NENSA member but does not appear on the list she/he may be allowed to register without proof of NENSA membership. Take down their names and pass them along to a NENSA representative.

Registration Set-up Checklist
__ Separate lines for pre-registration bib pick-up and day-of-race registration are required.
__ Post an alphabetical list of the pre-registered racers with highlights on those who have a problem near the entrance to registration.
__ A separate “problem desk” for unpaid entries and non-members is strongly suggested.
__ Pre-packaging school team bibs together so that one person may pick them up will save time for everybody.
__ A start list and a race information sheet should be available for coaches at bib pick-up.

Seeding

NENSA Staff will seed events if emailed complete pre-registration lists by Thursday at noon for a Saturday race.

Draws must be conducted according to the following specifications:
__ Each gender will have its own seeding and will be drawn separately
__ Men and women’s races are to be seeded, drawn, and run separately.
__ J2s will be run separately from the other age classes, seeded as a single, randomly ordered group.
Seed Groups
__ Eastern Cup events are seeded according to NENSA, USSA, and FIS points, not age groups. NENSA will either seed the race for you, if emailed a complete pre-registration list by Thursday at noon or will provide the race organizer with a seed list during the week before the race. This seed list will specify racers to be placed in an A seed and a B seed. All others are to be placed in a C seed. Day of Race, and late registrants (those registering after noon on Thursday) should be placed in the D seed.
__ Race organizer discretion - If a race organizer is aware of an extremely accomplished racer who is not named in the A or B seed, the race organizer may place that racer in the B seed at its discretion. This may not be used to give local racers an advantageous start position.
__ Seed Group Running Order

Individual Starts -
The seed groups will normally be run in a B, A, C, D order. In the event that earlier or later start times are deemed advantageous because of snow conditions the organizer may consult with the Jury (TD and a NENSA representative) and choose to run the seed groups in a different order.

Mass Start and Sprint Events -
In mass start and sprint events, the A-seed and B-seeds are run according to rank, with the best athlete starting first. The C-seed is sorted randomly and follows the B-seed. The D-seed is run in order of registration.

Start Lists

__ Start lists should list each racer’s name, NENSA #, class, club, and start time.
o Start times should be listed as time-of-day.
o Start lists should not list seed groups.
__ For all non-mass start events, printed start lists should be available for every competitor and coach at the beginning of bib pick-up and should be posted in prominent locations around the site and at the start.
__ Start lists do not have to list late entries.

Race Day

Scheduling the Day

The day should be scheduled to allow realistic time for bib pick-up, starts, race completions, results calculations and awards. The schedule should be published and distributed with start lists and posted around the race site. The schedule should be followed as closely as possible with full use of a PA system to keep racers and spectators apprised of the pace of events.

Start Times
__ Recommended start time for the first classes at Eastern Cup events is 11:00 AM. Eastern Cup events may not start earlier than 10:00 AM.
__ BKL events run in conjunction with Eastern Cup events may start earlier than 10:00 AM.
__ Starts should be scheduled so that skiers of comparable ability are on the course at the same time. In case of a multi-lap event it may be necessary to run some classes to completion before starting others.
__ Starts should be scheduled realistically, but breaks should be kept to a minimum.
Awards
__ A "flower ceremony" recognizing the top 3 finishers in each race should take place as soon as unofficial results are tabulated. A small prize such as flowers, food product, or local souvenir should be given.
__ Awards should be scheduled as soon as possible after the final race of the day. Skiers should be given ample prior notice.
__ Awards should be presented based on unofficial results.

Start procedures

Races should be started on schedule, with frequent PA announcements stating the official time of day.

Interval Starts
__ The start should be staffed by at least two start officials
o The starter will give each racer a countdown, and allow the racer to start at zero.
o The assistance starter will ensure that the racers start in order, that no racers move up in the starting order to fill the gap left by a ghost or non-starter, and that late starters do not interfere with scheduled starters.

Mass Starts
__ The start should be staffed by enough people to help stage the seeded racers and to ensure that all racers a lined up in an orderly fashion.
__ The starter will give necessary instructions and start commands.
__ For mass starts a countdown is not recommended. Instead, the starter should give racers appropriate instructions, a 10 second warning, and a single start command.
__ For freestyle mass starts a double-pole zone is recommended. For classic mass starts skiers are free to ski using whatever classic technique they choose right from the start line.

Sprint Heat Starts
__ The start should be staffed by at least two start officials
__ Four start lanes are required - how wide and for how long
__ Athletes choose lanes. In the first round, first choice goes to top ranked athlete from qualifying. In subsequent rounds, first choice goes to the winner of the previous round with the top rank from qualifying, second choice to the other winner from the previous round, third choice to the second place finisher from the previous round with the better rank from qualifying, fourth choice to the other second place finisher from the previous round.
__ Starter calls athletes to the pre-start line. When ready, starter calls athletes to the start line. As soon as all athletes are settled at the start line, the start command is given.

Late Starters
__ In all individual start formats, a late start lane should be provided. The assistant starter(s) should stop any late starter at the start lane, make sure that they will not interfere with scheduled starters, and allow the late starter to start.
__ The assistant starter should write down the actual start time for any late starter.
__ The first set of unofficial published results should show a time based on the scheduled start time of all late starters. Elapsed time should only be adjusted to reflect actual start time for late starters if a protest citing “force majeure” as the reason for the late start is upheld by the race jury.
__ Racers who miss their published start time should not be issued new start times.

Finish Procedures

__ The finish area, including the finish zone and finish pen, should be well marked and fenced so that only finishers cross the finish line.
__ Racers must choose a finish lane at the start of the finish zone and should not change lanes unless they are overtaking a slower racer and not obstructing another skier.
__ Racers do not have to yield track once they have reached the marked finish zone.
__ Racers should be met by finish personnel after crossing the line. Finish personnel should keep finishers moving away from the finish line to avoid congestion, and should help racers remove their bibs when they are ready.
__ Water or sports drink is very much appreciated by racers after crossing the finish line. Drinks should be kept lukewarm for the racers. It is the responsibility of the race organizer to provide any finish line refreshments, though NENSA sponsors may be in a position to provide a product. Organizers should check with a NENSA representative to determine whether finish line refreshments are available.

Course Monitors/Marshals

__ Marshals should be placed on the race course wherever necessary to ensure the safety of the racers and spectators.
__ If course marshals are expected to change course markings or blockades between classes of a race they should be in radio contact with the chief of course to ensure that no racers are misdirected.
__ Course marshals should ensure that the course is properly marked, but should never physically block the progress of a racer, even if the racer appears to be making a wrong turn. It is the sole responsibility of the racer to stay on the marked course.

Emergency Medical Planning

An emergency medical plan should be presented in written form at all race sites. The TD will check to ensure that this plan is in place. It should include:
__ Detailing the quickest and safest access and exit routes to various points on the course.
__ Names of people who are on the EMP (Emergency Medical Plan) Team.
__ Location of first aid equipment.
__ Location of nearest available medical facility.

At least one snowmobile equipped with a rescue sled and staffed by an EMT or medical personnel should be stationed at/near the start/finish line.

Timing & Results

There is no requirement for electronic timing at Eastern Cup or Championship events. However, it is highly recommended. Results must be available in a timely fashion, and even preliminary results must be typed.

Timing Procedures

Electronic Timing
__ When start wands and electric eyes are used to time races, backup hand timing must be run parallel to the electronic system.
__ In the event that there is a malfunction of the start wand that affects the times of a significant group of racers, published start times should be used in calculation for the entire field.
__ In the event that there is a malfunction of the electric eye that affects the times of a significant group of racers, hand-timing should be used in calculation for the entire field.
Reporting and Precision of Times
__ Times should be reported to the tenth of a second. If times are calculated automatically to greater precision they should be truncated to the tenth of a second. Ties to the truncated tenth of a second should be reported as ties. If hand timing is being used, results should be reported to the second (no tenths).
__ Sprint qualifying races are timed to the hundredth of a second if electronic timing is used.
Unofficial/Official results
__ Unofficial results should be posted for each race as soon as possible. Most timing systems can produce results within 10 minutes of the last finisher. Anything more than 30 minutes is too long.
__ When there are different classes racing different distances, results should be posted as soon as possible after the last finisher in each class.
__ Unofficial results should be posted in several locations with the time of posting written on them. The results become official upon the successful completion of a protest period (see Protests).

Results Format

__ For Eastern Cup and Championship events, all racers of the same gender racing the same distance should appear on results in the order of their overall placement. Age-class places may be published on results, but the results should not be sorted by age-class.
__ Results must be provided to a NENSA representative in an Excel compatible file on a 3.5” floppy disk and via email.
__ The results header should contain:
o The event title (including the title sponsor)
o The event date
o The event format (for example, “Men’s 10K Classic Interval Start”
o Temperature and Conditions
o The Race Jury
__ The results list should contain:
o Overall Place
o Bib number
o Name (First name Last name)
o NENSA number
o Class
o Class Place (optional)
o Club
o Hometown and State (if space is too tight, a separate set of results may be generated for the NENSA Media Coordinator, including hometown and state and omitting
NENSA number, and club as necessary)
o Time

Sample Results Format:

Rumford BANKNORTH Eastern Cup
November 12, 2019
Men’s 10K Classic Race Jury: Ted Gardner, TD
Individual Start Roger Arsenault, Chief of Race
Dorcas Wonsavage, NENSA
Temperature: 18∞ F
Conditions: Clear, Calm, Powder Snow

Pl	Bib	Name	NENSA#	Club	Cl	Town	Time
1	83	Russell Boswell	36871	PSC	SR	Putney, VT	18:23.2
2	88	Dan Brodhead	02859	CNSC	SR	Craftsbury, VT	18:25.1
3	47	Max Wonsavage	38746	MNSC	SR	Hanover, NH	18:25.3
3	46	Everett Caldwell	86932	PSC	J1	Windham, VT	18:25.3
5	22	Bob Gray	01455	PSC	MXI	Newbury, VT	18:29.4
6	80	Dave Smutok	03850	CSU	MI	Wayland, MA	18:29.6

Protests

__ There will be a protest period of 15 minutes from the time that unofficial results from the final race of the day are posted. During that time any athlete or coach with a grievance may present a written protest to the race director, TD, or race secretary.
__ If a protest is filed the TD will call a Jury meeting. The Jury will hear the protest, and then make a majority decision. The TD will not vote unless a tie-breaking vote is necessary.
__ If a protest results in a change to the posted unofficial results, the adjusted results will be re-posted as unofficial results and a new protest period of one-half hour will begin.

Prizes/Awards

An awards ceremony is an important means of closure to a day of racing. In order to bring the day to an orderly and timely close the awards ceremony should be held on schedule, as close to the end of the race as possible.

If there is a protest pending that may change the distribution of awards, the race organizer may choose to delay awards. Otherwise awards can be distributed based on unofficial results.
__ The awards ceremony should begin within 45 minutes of the end of the race.
__ The awards ceremony should be organized and brief.

Race organizers are responsible for providing appropriate awards. Most organizers provide a prize table with merchandise that racers can choose from as they are recognized. Other organizers reserve prizes for specific placings.

While it is important to recognize the accomplishment of all competitors, awards should be organized to recognize the fastest skiers first and foremost.
__ Prizes should be awarded to the top three finishers overall, as well as the age-group winners. Prizes may be awarded to all age-groups represented, but at a minimum should be provided to J2s, J1/OJs, SRs, Masters under 50, and Masters 50 and older.
__ In the event that racers have a choice from the prize table they should be recognized in the following order:
o First place overall (men & women)
o Second place overall (men & women)
o Third place overall (men & women)
o First place age group skiers (start with the fastest first place male and female, followed by successively slower first place age groupers)
__ The race organizer may choose to conduct a bib raffle for some prizes. This should not replace a standard awards ceremony.

The Racers’ Experience

Race organizers should always bear in mind that they are providing a paid service to customers. The ultimate success of any race will be determined by the quality of the racers’ experience. Most race days are 4-5 hours long, not including travel. The racers should be relatively comfortable while they are not racing.

The Racer’s Day

__ Arriving at the race site it should be clear that there is a race scheduled, and parking should be easy to find.
__ From the parking lot the racer should be able to easily find registration, even if they have never been to the race site.
__ Prior to standing in line at bib pick-up the racer should be able to locate him/herself on a posted start list, confirm that their registration is in order and see all race information - schedule, courses etc
__ The wait in the bib pick-up line should be short.
__ Start lists and race information sheets should be available to all racers.
o A race information sheet should contain the schedule for the day as well as answers to any obvious questions that racers may have about the race day.
__ After collecting his/her bib the racer should be able to change clothes indoors if he/she desires.
__ Toilets should be available.
__ The racers should have access to race trails for testing skis and warming up.
__ PA system announcements should make it clear that the race is being conducted on schedule and should guide the racer to the start. PA should be staffed full-time with radio communication to the chief of competition. Music should be played through PA system during down times.
__ Once on course the racer should be unimpeded and should have no questions about where to go.
__ After finishing the racer should be met by a volunteer who will help move traffic away from the finish line, offer drinks and tissues, and collect bibs.
__ From the finish the racer should be able to easily reach warm-ups left at the start.
__ Shortly after the last finisher the racer should be informed by the PA system that unofficial results have been posted.
__ In case of bad weather there should be sufficient indoor or tent space to house racers while they wait for awards, or for their start.
__ Shortly after the last finisher of the day the racers should be informed by the PA system that the awards ceremony will be conducted on schedule.
__ After the awards ceremony the racers should be able to collect a set of results though many chose to find them on line after they get home.

Race Organizer’s Checklist/Evaluation

To check their preparations, organizers may use this page. Upon the conclusion of the event, NENSA representatives will also use it as an evaluation checklist.

Infrastructure - Chief of Logistics
_ Sufficient parking provided
_ Sufficient indoor space provided
_ Sufficient toilets provided in appropriate locations
_ Sufficient food concessions for athletes and spectators - hot drinks etc
_ Sponsors appropriately accommodated
_ PA system and announcer provided
_ Emergency medical plan in place and on file
_ Race information boards at key places around race site

Stadium Layout and Preparation
_ Stadium well designed and marked
_ Start & Finish areas provide for effective traffic flow and fair races
_ Sponsor banners well placed and secure
_ Stadium sketch posted at race site
_ Spectator areas prepared

Course Layout and Preparation
_ Course layout provides challenging and entertaining terrain
_ Course well marked
_ Back up grooming plan in place
_ Weather forecast posted at race site
_ Course well groomed
_ Course preview available
_ Course map or sketch availableRegistration
_ Separate pre–registration and day-of-race registration provided
_ Registration staffed by competent and informed workers
_ NENSA memberships provided and sold as required

Start Lists
_ Running order seeded and drawn to specifications
_ Sufficient start lists available for all racers at registration

Schedule
_ Race day schedule well conceived, publicized and executed
_ PA system used to keep schedule on-track

Timing & Results
_ Accurate results posted promptly at the conclusion of each race
_ Results formatted to specification
_ Copies of results available to all competitors
_ Results posted on website

Awards
_ Awards ceremony started on schedule with sufficient warning to racers
_ Racers appropriately recognized

Sprints and Pursuits

Sprint races and pursuits (aka duathlon, skiathlon, continuous pursuits) have quickly gained acceptance and popularity at all levels of the sport. The FIS and national organizations continue to refine the rules both of these formats. These guidelines are designed to allow for continued growth and evolution of the format while recognizing the emergence of a standard on the international scene.

Sprint Event Structure

Elimination sprints are conducted in two stages. A qualifying round is held where athletes ski the sprint course as a time trial - normally starting at 15-second intervals. The top athletes (normally 16) are selected from this time trial to race in head-to-head sprint heats. The heats are arranged so that four athletes race against each other, and the top two finishers advance to the next heat.

Sprint Course Preparation

Start
__ For the qualifying round the start should be arranged as it is for any individual start event. A well-staffed late start lane is more crucial since starts typically take place at 15-second intervals.
__ For the elimination heats the start should be arranged so that each racer has a start lane at least 3 meters wide. The course should be prepared to the full width of the start line for at least 75 meters. However, there should be no lanes marked on the course beyond the start line.
__ Lane choice. In the first round, first choice goes to top ranked athlete from qualifying. In subsequent rounds, first choice goes to the winner of the previous round with the top rank from qualifying, second choice to the other winner from the previous round, third choice to the second place finisher from the previous round with the better rank from qualifying, fourth choice to the other second place finisher from the previous round.
__ For freestyle races the start should be arranged so that all starters can skate directly from the start line. There should be no double-pole zone.
__ For classic sprints there should be a tracks for each starter for at least 75 meters.

Finish
__ The finish should be prepared to the specifications of a normal finish, with as much width as possible and four finish lanes.
__ A high-speed video camera should be fixed in place in a position that can be used to judge the finish. The most highly recommended placement is directly in-line with the finish line, but at least 10 feet off the ground. If the camera must be placed at eye-level it should be placed at an angle to the finish line so that the view of one finisher is not blocked by another finisher. For Eastern Cup purposes a common digital video camera is sufficient.

The Course
__ The course should be 0.8K to 1.5K in length.
__ For freestyle races the course should be prepared as wide as possible.
__ For classic races there should be double tracks around the entire course, except for the start and finish, which should have four tracks.
__ The course should demand the use of more than one technique, and should comprise turns in both directions. It must be designed for high speeds.

Qualification

__ The running order for sprint qualification should be determined as specified in the section on seeding.
__ Racers should start one every 15 seconds.
__ Sprint qualification must be timed using a start wand and an electric eye. Times should be reported to the 1/100th of a second.

Heats

__ 50% of participants, or 16 athletes, whichever is greater may advance to official heats in sprint competition. To determine the maximum number to advance to official heats divide the total number by 2 and round up to the nearest even number.
For example, if 20 people register for a J2 sprint race, only 10 of those may advance to official heats. If 22 people register, 12 may advance (22 divided by 2 = 11 then round up to the nearest even number, 12.
__ If race organizers choose to have more athletes compete in heats, they must be isolated from the official heats; they may not be mixed with official heats.
__ The heats do not need to be timed.
__ Qualifiers should be assigned to the heats so that the fastest qualifier races the slowest qualifier, the second fastest qualifier races the second slowest qualifier, etc. The following chart (where numbers represent the finish placing of qualifiers) may be used to construct heats for a 32 racer scenario:
o Heat 1 Heat 2 Heat 3 Heat 4
1 4 2 3
8 5 7 6
9 12 10 11
16 13 15 14
__ A consolation final may be provided for semi-finalists who do not advance, but it is not required.
__ The Start
o Heats should be started with a single start command. A start judge should be positioned within full sight of all starters to determine whether there is a false start. In case of a false start, course marshals should block the skiers’ progress and return them to the start.
o Skiers should be allowed to ski feely from the start line, with no lane constraints or technique constraints (aside from the standard classic technique constraints disallowing skating).
__ On Course
o Racers are free to move on the course, but may not obstruct or impede the progress of other racers.
o When one racer is overtaking another racer, the slower racer must be able to continue to ski normally.
o Racers are not required to yield track anywhere on the sprint course.
o Any racer who is seen by course marshals to obstruct another racer may be sanctioned (ranked last place of the relevant heat with written reprimand) or disqualified from the competition by any jury member with no Jury meeting required. Disqualifications or sanctions should be announced immediately upon the conclusion of the heat in which the incident occurred.
o In the event that a racer is judged to be prevented from advancing to the next heat because of obstruction or interference from another racer, the obstructed racer may be advanced by the jury into the next heat. That racer will have the choice of start lanes behind all other qualifying starters.
__ The Finish
o Standard finish rules apply.
o Four finish lanes must be provided in sufficient width and condition so that each lane provides fair, unimpeded use of all allowable techniques - 3m in freestyle races. Racers are required to select a finish lane upon entering the finish zone.

Results

__ Sprint results are determined as follows (all examples are based upon a 16 racer field with heats of four racers):
o Order of finish in the A-final.
o If a consolation final (or B-final) is provided, then places 5-8 will be determined by order of finish in the B-final.
o If a consolation final is not provided, then places are awarded as follows:
__ 5th Place: the faster qualifier of the two 3rd place semi-finalists.
__ 6th Place: the slower qualifier of the two 3rd place semi-finalists.
__ 7th Place: the faster qualifier of the two 4th place semi-finalists.
__ 8th Place: the slower qualifier of the two 4th place semi-finalists.
__ Continue through 16th place
__ Remaining results are based on qualification standings.
__ Qualification times must be listed for each athlete, including racers who move on to the heats.
__ Organizers should provide sprint results in official format:
Results Format:
Rumford BANKNORTH Eastern Cup
December 14, 2019
Men’s Classic Sprint Race Jury: Ted Gardner, TD
Individual Start Roger Arsenault, Chief of Race
Dorcas Wonsavage, NENSA
Temperature: +2C
Conditions: Clear, Calm, Powder Snow

Pl	Bib	Name	NENSA#	Cl	Club	Time	Qual. Pl
1	83	Russel Boswell	36871	SR	PSC	03:23.21	2
2	88	Dan Brodhead	02859	SR	CNSC	03:25.65	3
3	47	Max Wonsavage	38746	SR	MNSC	03:19.32	1
etc, then
16	32	John Stevens	36821	OJ	MWSC	03:45.52	16
17	23	Bill Armstrong	02342	J1	SMS	03:45.65	17
18	46	Dan Savage	38214	J2	VA	03:46.49	18

__ Organizers should provide sprint brackets for competitors and spectators at the competition:

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Pursuit Event Structure

Pursuit events include classic and freestyle technique in one continuous race. Athletes begin with a classic technique leg. Upon completing this leg, they change equipment (with the clock running) and complete a freestyle leg to the finish. Pursuit events use the mass start format.

Pursuit Course Preparation

Start
__ The start should be prepared as it is for any mass start classic event

Finish
__ The finish should be prepared to the specifications of a mass start finish with as much width as possible and four finish lanes.
__ Like a mass start event, two high-speed video cameras should be fixed in place in a position that can be used to judge the finish. One should look directly across the finish line; the other should face the racers coming to the line. For Eastern Cup purposes a common digital video camera is sufficient.

The Course
__ The course should be prepared as it is for any mass start event
__ For freestyle section of the course should be prepared as wide as possible.
__ For the classic section there should be double tracks around the entire course, except for the start and finish where there need to be more tracks.
__ A separate loop should be prepared for each technique

The Exchange Zone
__ The exchange zone should have a clearly designated area for each competitor to change equipment.
__ All of a competitor’s equipment must stay within his or her designated area at all times.
__ The exchange zone should be designed to allow competitor traffic to flow smoothly in and out of the zone.
__ Coaches and spectators are not allowed in the exchange zone while the race is in progress.