Event Venue Requirements

Venue Requirements

Venue requirements typically are related to :-

• Space - circuit size sufficient for the number of hacky participants including safety barriers, pits to service the hackys, telemetry and PA.
• Power - we are electric powered so the ability to charge and power equipment keeps us rolling.
• Storage - for multi-day events secure storage is helpful.
• Access - access to race area to load/unload is great, we have a surprising amount of equipment.
• Visibility - we love to entertain so space for spectators is always great.

Our friends at PRS have an excellent "hold a race" form we should take as an example.

Circuit Requirements

Track Surface

Hacky Racers typically run on grass/dirt although hard surfaces such as tarmac is an option. A level of unevenness in the surface is expected though Hackys ground clearance , circa 100mm with wheels in the order of 300mm, limits length of grass and roughness. Hosts should understand that grass will get torn up over the course of events.

Size

Typically 20m*40m is the absolute minimum to race. Having double that in both directions is perfect. This equates to a lap time of around 10 – 15 seconds. This area contains the circuit, pits made up of four 4.5m x 4.5m tents, timing station and spectator exclusion zone. Tracks larger than 50m*100m are possible for 20+ entries, but typically too large/slow for smaller events. [make a diagram]

Pits

Pits need to be covered if outdoors. We can bring up to four of 4.5*4.5m pit tents which is typically adequate for 10-15 entries. Larger events will require additional pits area. Ideally plan for 2*4m-4*4m per entry.

Safety Barriers

In lieu of payment, we usually ask that host events provide the track and crowd barriers free of charge. If budget is tight, we can provide barriers for soft surfaces.

The track must be marked by (in order of preference):

1. Large plastic traffic barriers
2. Straw bales
3. Curbs
4. Plastic totes (Hacky Racers can provide these)
5. Cones

Public events with spectators also need a crowd barrier set 2m back from the track. This can be:

1. Metal crowd barriers
2. Net and fence pins (on soft ground)
3. Straw bales
4. A single line of hazard tape is minimum but may only be used on low traffic areas (e.g. around pits), as children will dip under and get on track if used as a primary crowd barrier around the track.

On hard surfaces, either the track barrier or crowd barrier need to be fairly weighty to arrest out of control karts. On soft surfaces, the net and fence pins are the bare minimum.

We have previously been able to loan straw bales from a local farm.

Infrastructure requirements

Electrical

For a general event of up to 10 entries, we can run off a pair of 13A sockets (6kW). One socket (3kW) is possible for small events, but can cause nusiance tripping and having two is both safer and provides redundancy. Ideally plan for 500W-1kW per entry. 16A commando/ceeform sockets can be used if adapters are arranged in advance. The electricity supply should be RCD protected, located in the vicinity of the pits, and weatherproof if outdoors.

1 13A socket is also required for the timing system on the track, but it is typically located next to the pits and can run from an extension lead.

We have lighting for night racing if that is required.

Vehicular access

Ideally there is access to the Hacky track via car/van to unload and load. Parking after can be remote.

Safety and Marshals

Hacky Racers are a Motorsport UK affiliated group. We therefore have public liability insurance and comply with Motorsport UK code of conduct, as well as our own rules. We run events with safety marshals and operate yellow and red warning flags. The Hackys have a technical check before competing, along with drivers and marshals briefings. The technical specifications are published on our website.

We will bring basic first aid materials, and suitable fire extinguishers. We ask that host events provide professional medical first responders, though it's not essential. Similarly, we will manage the crowd using the barriers and PA, but we may call on the host events for support if the crowd gets dangerous or disruptive.

Circuit Example

Public Event

This is an example of the circuit at EMF Camp (held at Eastnor Castle). Here the tote boxes are being used along with plastic netting for spectator safety exclusion zone. The telemetry rig for timing can be seen suspended across the track.

Private Event

This is an example of the circuit at FootFest. This is a smaller private event, but the aerial photo shows a typical layout of the track, pits and timing gantry.

Event organising checklist

• Does host event agree we can go, for free ideally or if not, costs involved.
• Create event on MSUK portal ASAP, you don’t have to submit application straight away.
• Provide MSUK docs and insurance docs for event hosts
• Submit supplementary regs doc to MSUK as early as possible
• Agree on minimum number of people needed for event, plus availability of key people e.g. Keegan / Mark. Set a date by which people need to commit / pay to avoid last minute cancellation of event.
• Check space and location on site – size and suitability.
• Check space for our awnings, or provision of undercover pits area.
• Barriers – ideally host event provides both track and crowd barriers free. If not, make sure ours are suitable.
• Confirm if we need to bring track marking boxes.
• Will event hosts give us power / electric, within a suitable distance (25m) of circuit. Free?
• Can hosts provide tables and chairs for race control area.
• Will event hosts advertise us – do they need any media assets for this?
• Agree responsibilities with hosts, e.g. crowd control / barriers, parking, entry wristbands for HR’s, where and when can we unload/load, fire safety, evac procedures, power ready?
• Agree timings of day.
• Disseminate info to whole HR group (/ registered attendees) day(s) in advance.

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