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Bus Roadeo Toolkit

Welcome to the Bus Roadeo Toolkit. This online toolkit and video were created to help transit agencies, transit associations, non-profit social services agencies and state Departments of Transportation (DOT) plan for and implement a bus roadeo and should help ensure consistent judging of contestants as they travel through the obstacle course. If you are a small operator and only want to conduct a bus roadeo with your drivers, you could review sections of the toolkit to determine the information you need for a successful event. The Connecticut Roadeo was used as the model in the development of this toolkit. A bus roadeo is great for teambuilding, improving morale, promoting safety and it enables drivers to show their skills and network with other people working within the transit industry.  It may also result in your drivers competing and winning at the national level. 

The toolkit has been divided into three sections: Work Group, Tasks and Budget. We have also included a video, “Bus Roadeo Basics,” that was filmed during the bus roadeo held in Connecticut on June 9, 2013. You can view the video in its entirety or by segment. The video provides details on set-up and judging of ten common obstacles and other non-obstacle course items that the contestant is judged on. For each obstacle presented, you will view the obstacle design, how to judge the obstacle, and scoring a contestant. Your drivers may also find value in viewing the video segments to better understand the obstacles and how the contestants are judged and scored.  In addition, we have created an Excel file that can be used to compile the driver score sheets at an event.

To view the topics that are included in each section of the toolkit, please see the table of contents below or click on any of the sections in the left toolbar to expand your navigation options. The content of each option can be downloaded as a PDF if you would like to save or print the material. The Bus Roadeo Basics video DVD can also be ordered through the National RTAP Resource Library.

National RTAP staff would like to thank the following work group members listed below (all are current or recent Review Board members): and Connecticut DOT, CT Transit, Arizona DOT, James Holman, North Carolina DOT, North Carolina Transit Association, American Public Transportation Association (APTA) and Community Transportation Association of America (CTAA), whose expertise and experience helped shape the development of this toolkit:

Dan Harrigan, Arizona DOT

John Filippone, Roaring Fork Transportation Authority, Aspen, CO

Lee Bigwater, Navajo Nation Transit, Window Rock, AZ

Louis Friend, Chickaloon Native Village, Chickaloon, AK

Chris Kleehammer, Southeast Tennessee Human Resource Agency, Dunlap TN

Ryan Marshall, Cedar City, Cedar City, UT

Tracy Young, Arizona DOT

 

WORK GROUP

You can’t do it alone. Depending on the size of your bus roadeo, there are a number of tasks that have to be completed in advance of the roadeo and you will need help. It’s best to have a work group who oversees sub-work groups. For example, a member of the main work group would oversee judging and have a sub-work group who registers judges, assigns locations, train judges, creates judging packets, etc. The main working group should decide on a timeline for the tasks, schedule of meetings (pre-and post-roadeo), and location. The next section on Tasks will help you decide what you need for work and sub-work groups. Members of the working group can be staff from the transit agency or agencies, transit associations, state DOT staff, non-profit social service agencies and/or other interested parties. You also need to select a person to be the Course Marshal or the person in charge of the roadeo-day of the event activities. After the event, the working group should have a wrap-up meeting to review the event and make recommendations for improvements.

 

TASKS

There are a number of tasks that need to be accomplished pre-, during, and post-roadeo. A comprehensive list of tasks is provided below. However, not all tasks may be relevant to the type of bus roadeo you are conducting.  Within the list of tasks are downloadable pdf or Excel files that you can save to your computer and/or print for your own usage. The list provided below is not in any priority order and is a suggested list. Your agency may decide to pick and choose what tasks need to be completed in order to have a successful bus roadeo.

 

Marketing and Recruitment

  • – It’s not a roadeo without contestants. You have to communicate with the various transit agencies whose drivers may want to participate in the event. This initial communication can be sent via email or regular mail and should include information about the event, timelines, registration information, eligibility information and posters to be displayed at the transit agency to inform drivers, potential judges and volunteers about the event and event deadlines. This should be initiated about two and half months before the event. Of course it does not stop after the initial announcement. You will be sending reminders to make sure you receive a good representation of drivers. To make the process more efficient, a main contact person at the transit agency should be designated to ensure clear communication between the working group and the transit agency.   – The ideal situation is to have at least one experienced judge and a less experienced judge at each obstacle with a few back-up people in case judges do not show up on the day of the event. Judges could be DOT staff, staff from the transit association, transit agency staff and other volunteers such as staff from human service and non-profit agencies. – A great way of reducing costs is to have sponsors provide in-kind services or financial assistance. There are a number of items listed in the budget that could be paid for or provided in-kind by a sponsor. For example, your local department of public works may have barrels and traffic cones that could be used on the obstacle course. Another example is the local police, state police or sheriff’s department volunteering to provide a safety/community liaison officer with a speed detection device. – The giveaway items could include baseball caps, shirts or some other item to commemorate the day and plaques for the winners.   - This group would also be tasked with securing equipment such as transit vehicles, computer equipment, tent, chairs and tables. A full list of items to have on hand is .
 

Registration

  • – You will want to make sure your eligibility standards meet the standards of the national roadeo (APTA and CTAA) so that the winners are able to compete in those events:
  • The eligibility standards should be included in the initial mailings to the participating transit agencies and as part of the registration form. – An online registration process is the most convenient way to register drivers, judges and volunteers. This will also make it easier to build the database of contestants, judges and volunteers. You can do this using a free online survey application like Google Forms, SurveyMonkey, Zoomerang or Surveygizmo. Ultimately, you will be downloading the information into a spreadsheet or word document to create lists of contestants, start times, judge assignments, name tags, etc. It may be more convenient if you have the transit agency’s main contact complete the registration form for each driver. – In some states a registration fee is charged.  In the case of Connecticut, contestants were charged a registration fee of $75. A guide to estimating the registration fee could be approximately 10 percent of the overall roadeo budget. The toolkit includes a budget sheet that will help estimate a registration fee if your organization decides to charge one. – The spreadsheet created during registration can be used to help assign starting times.  Ideally, there should be three vehicles on the course at one time in order to move things along. A typical course takes about 7 minutes to complete. Releasing vehicles every 5 minutes should be adequate. – The registration spreadsheet can be used to create name tags, assign judges to obstacles and help check judges in on the day of event. The judges should be at the event at least one hour before the event so that they can check in, receive instructions for judging and familiarize themselves with the specific obstacle and the overall course. This will also give the person overseeing the judges time to fill-in positions if judges do not show up.  When judges check in, they should receive a safety vest, a judge’s packet and, if available, a commemorative item (e.g., baseball cap/shirt). A sample of the Connecticut Guide for Contestants and Judges is available.  – As with the judges, the spreadsheet created during registration can be used to check the contestants in and provide name tags.  At check-in, contestants are assigned their starting times and provided a contestant’s packet.  Contestants should also arrive at least one hour before the event regardless of their starting time.  If they do not register an hour before the event they may be scratched.  In most cases, transit agencies are allowed to have one alternate contestant.
 

The Course

  • – It is important to secure the location for the event well in advance of the event. Once you have secured the location you will be able to develop the course specifications. Typical locations have included Park and Ride lots, large parking areas at conference centers, industrial parks, sports arenas and municipal parking lots. At the Connecticut roadeo, a Park and Ride lot was used. This lot measured 333’ by 195’ or approximately 65,000 sf, for the cutaway vehicle category. You will also need space for automobile parking and spectator area. You may want to get a Special Event Liability policy to cover your agency. – This toolkit includes a rough layout of a course with . Actual location and sequence of obstacles will depend on the dimensions of the lot. You will have to decide which obstacles are to be used and the sequence of how the obstacles are to be laid out. To assist with the layout of each obstacle, the North Carolina DOT and North Carolina Transit Association provided us with measurements for each obstacle.   We suggest laying out the course in advance of the event in case adjustments are needed and to test timing.  In laying out the course you will need one vehicle, approximately twelve cones, a can of spray paint and a tape measure. Set up each obstacle starting at the beginning of the course.  Once the obstacle is set-up, spray the corners of each cone so that cones can be placed on the day of the event and then move on to the next obstacle.  In some cases, the course is set-up one day in advance. This will depend on the availability of the location. Completing the course set-up on the day before the event will make the day of the event much easier and enable you to have a day of practice.   – We have provided a suggested list of equipment you will need to build a course of 10 obstacles as shown in the rough layout referenced above.   – As recommended in this toolkit, you will find setting up the course the day before the event will make the day of the event run smoother.  In the case of Connecticut, Saturday was set-up and practice day. Transit agencies were assigned 30-minute segments for practice. Some locations may choose to not have the drivers practice or see the course until the day of the event.  In any case it may be wise to have security at the location overnight to prevent drivers walking or driving the course and just for security reasons so that none of the equipment is removed.
 

Vehicles

  • – Vehicles are typically provided by the transit agency(ies). The working group should check to see if additional vehicle insurance is needed because non-transit agency employees will be driving the vehicles. The vehicles will need to be inspected to ensure all vehicles are in good working order. Inspection of the vehicles should occur the day before or early on the day of the event. Depending on the number of contestants and whether you will have contestants conduct a vehicle inspection, you will need three to four vehicles for each vehicle category- three vehicles for the competition and one spare vehicle.  Try to get similar makes and models of vehicles.
 

Judging

  • – Registering judges is covered in the registration section of this toolkit. You may want to have a committee specific to judging. While another committee may be doing registration, the Judging committee can monitor registration to ensure that there are enough judges and back-up judges. Each obstacle needs two judges. The registration information will also help with assigning judges to their locations based on the information provided during registration. – A rule of thumb is to have at least one judge per obstacle with judging experience and the second judge with less or no experience. The experienced judge can guide the less-experienced second judge. There are two types of judges:   – The judge’s packet provides information about judging. In addition, a walk-through of the course obstacles is also necessary. In Connecticut two techniques were used. The first technique had a trainer walk all of the judges through each obstacle before the competition started. This approach showed the judges the whole course, as well as an individual obstacle. However, this can also be confusing because some of the judges may not hear everything the trainer is stating and may miss the details of judging their assigned location. The second training technique had the trainer come to each obstacle and  instruct the two judges assigned to that obstacle. We found the latter to be more effective as long as there is enough time to do the individual instructions. – This packet should include a map of the course, general instructions about the role of the judge and scoring sheets for the obstacle to be judged by the person. Connecticut provided a combination guide for the contestants and the judges so that everyone would be familiar with the roadeo event, the course layout, rules of conduct and scoring. – It is very important that judges are consistent when scoring contestants and provide an objective evaluation of a contestant’s performance. Listed below are some general rules of thumb and ten obstacles with instructions on how to score each obstacle. Some of the information listed below is taken verbatim, shown in italics, from the Connecticut guidelines. The scoring sheets are also from Connecticut:
 

Determining the Winner(s)

  • – a process should be set-up to collect the score sheets and compile the scores. In the case of Connecticut, a volunteer was used to collect the score sheets. The volunteer used a golf cart type of vehicle to follow the contestant, collect the score sheets and deliver the sheets to the recorder location. In Arizona, volunteers would walk around the course collecting the score sheets.   – The recorder should tally the obstacle and non-obstacle score sheets for each driver. A second person could be used to recheck all scores for accuracy. National RTAP has provided an that could be used to tabulate the scores. The Excel spreadsheet was created so that if there is a tie, the tie could be settled by choosing the contestant who completed the course in the shortest time. 
 

Grievance Procedures

  • The work group should have a grievance sub-committee to establish procedures in the event a contestant requests a hearing. The process could consist of hearing the contestant’s concerns, questioning of the contestant by the subcommittee, discussion between the sub-committee members and a final decision.
 

Food/Entertainment/Awards

  • – The attendees include drivers, judges, volunteers, guests, etc. This will help when determining the amount of food and beverages, as well as seating, tables, portable toilets, etc. that will be needed. – There are a few options for food such as a bag lunch or barbecue. Make sure there is plenty of water on hand, especially if the weather is predicted to be warm and sunny. It gets very hot on the course during the event. Decide if you are going to provide breakfast and lunch. In some cases, roadeos are held during regional conferences and the food and beverages could be incorporated into the overall conference items. At conferences an awards dinner is typically held as well. – Beyond the 1st place winners you may want to provide something for 2nd and 3rd place, best time, rookie award, youngest driver, perfect score at pre-determined difficult obstacles, etc. – Decide on the type of award(s): plaques that can be added to each year, trophies, printed awards, etc. It’s a good idea to obtain the awards before the roadeo so that you can present the awards during the awards ceremony and then update the information on the award after the event. Paper awards could be printed at the event. – determine what you want to do for the awards ceremony. If it is a standalone event, the awards ceremony could happen after lunch. At a regional conference an awards dinner could be held.
 

Event Clean-up

  • For smaller venues, clean-up will be done by the volunteers and judges. If you have rented equipment you will want to let your vendors know what time to come to pick-up the equipment so that staff do not have to wait around for the vendor(s) to arrive. If you rent tents, have the vendor include installation and removal as part of the price. If the food vendor provides tables and chairs have them include set-up and removal as part of the price.
 

Material and Supplies

  • For a suggested list of items that you will need for the roadeo event click .
 

DEVELOP A BUDGET

There are a number of items that you will want to include in your budget. If you are using federal funds to help fund the roadeo, remember that you have federal requirements for procuring items (i.e., up to $3,000 - micropurchase - can be done without competitive quotes; $3,001-$100,000 -small purchase – requires competitive quote).