– 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.