EQUIPMENT CREW: Regatta Notes & Instructions

Pre-Regatta

Organize Equipment & Equipment Bins (2-3 parents)

This can be done any time during the week before the regatta. Make sure the following are packed appropriately with all equipment needed and secured appropriately in the trailer.

Make sure all equipment is in good repair. If there are any repairs needed, please take care of them. Figure out what needs to be done, discuss with one of the coaches if necessary. Approve any expenses over $100 with one of the coaches. Get a club card, or talk to Coach Sue about any reimbursments necessary.

Tent bins - make sure we have all tent tops and sides
Tarp bins - make sure we have all the tarps that we need and that they are folded and put in the bins. Make sure all tarps are clean and in good repair.
Tent/Tarp Accessories - make sure we have all stakes, weights, fire extinguisher, fire blankets, and other accessories needed for the regatta site
Tent Frames - make sure we have all tent frames needed and that tent frames are in good repair
Tables
Blackstone Grills (tops, sides, etc.)
Camp Stove
Regatta Rack
Collapsible garbage and recycling cans
Collapsible Rower Changing Station

See this short video on how to load the utility trailer: https://youtu.be/CsaY-zDT1V0

Regatta Day Tent Area Setup & Maintenance

Parents will help set up and maintain the team tent area during the regatta day. At least one parent should plan to be at the regatta to help throught the day of the regatta.

Tent Area Set Up (6-10 parents at the beginning of the regatta)

Once we arrive at the regatta site, parents will unload the tents and set up the tent area at the regatta site. There are specific instructions for how the tent area is setup.

More information about how the tent area is set up here >>

Tent Area Monitoring (2-4 parents throughout the day)

A few parents should plan to check the tent area throughout the day. Their responsibilites are the following:

Make sure that the tents are holding up in windy or rainy conditions. Add weights or stakes if necessary. Lower tents if necessary.
If it is raining, add pool noodles to the tent corner supports so that the tent does not sag.
Add sides to the tent for rainy and sunny situations.
Address any equpment issues with tents, blackstones, tables, etc. that may come up during the day.

Post-Regatta Tent Area Clean Up

Packing up to Head Home (6-10 parents)

At the end of the regatta when we are ready to pack up and head home, the regatta site must be cleaned up and the utility trailer packed up. Here is a non-comprehensive list of what needs to be done to clean up the regatta site:

Do a final cleaning of the Blackstone cook top and make sure it's cool before packing it up.
Pack up all grills, tables, regatta rack and other equipment and put on the trailer.
Take down and pack up all the tents and tarps and put on the trailer.
PERISHABLE FOOD (that can not be used for the next regatta) - Please give away all perishable food that can not be used for the next regatta. Let families take food home with them.
All other shelf stable food or perishables that can be used for the next regatta can be packed up to go back to the rowing center.
Pack up all bins with cooking supplies, shelf stable food, etc. and put on the trailer.
LOST AND FOUND - Rowers will be sent to the tent to clean up their belongings, but if anything is left, please pack it up and bring it home.
Take care of all garbage per regatta instructions.
Our site should look better than we found it when we leave.

2 Day Regatta - Cleaning up at the end of Day 1 (leaving a tent site overnight - 4-8 parents)

For 2 day regattas, we can leave the tent site set up, but things MUST be cleaned up for the evening prior to leaving. This means several things:

At a minimum, the tents should be lowered and staked or weighted.
Weather should be checked to determine if the tents should be partially collapsed and tops removed for the night. Take this step if there is wind or rain predicted. We have unfortunately had damage to tents when we have left tents up overnight when there was weather predicted.
Blackstones can be left out, but should be cleaned and covered.
Food should be packed away in bins and coolers but can be left under tables (or put back on the trailer if you feel that's better).
Cooking gear should be packed away and stored in bins under the tables (or put back on the trailer if you feel that's better).
All rower gear should be packed up (rowers will be sent to do this, but parents can also encourage them to take care of their gear). Any gear that isn't packed up can be hung on the regatta rack.
Everything should be secured in the event of weather.

Post-Regatta Unloading at the Rowing Center & Tarp/Tent Drying (2-4 parents)

When the utility trailer arrives back at the rowing center it needs to be unloaded and the person that hauls the trailer should not be stuck doing it by themselves. Parents should plan on meeting the trailer back at the rowing center (this can often be done while the rowers are unloading boats at the boatyard).

Propane and gas should be brought inside.
Any dishes, water coolers, pots, or other items that need to be cleaned should go home with a volunteer that will clean and return them.
If tents and tarps were wet at the regatta, they need to be taken out of the boxes and laid out so they can dry.
Any other items were wet at the regatta (tent frames? other equipment?) that you feel need to dry out should be brought inside to dry.
If tents and tarps were wet at the regatta, they need to be taken out of the boxes and laid out so they can dry.
Any other items were wet at the regatta (tent frames? other equipment?) that you feel need to dry out should be brought inside to dry.

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