Been a while since I wrote here – been bit busy, new job (at last), regatta (and follow up) and finishing off bits of DIY (that I’d being putting off) as well as a quick visit to Spain.
I should finish off the planning and outcome for Wallingford Regatta 2011.
Preparations went well - entries were lower than previous years but in line with expectations given the timing of the Royal Wedding and Easter. On the Friday before the regatta had our traditional round of golf, although this year only with the ex-Chairman and playing with his father at Frilford Heath which was a great day. Let the entries secretary watch the royal wedding (although she played at Frilford Heath the day later).
On Friday after golf we closed our internal race management system to changes (such as crew scratchings) to start the long process of final checks and printing off multitudes of race sheets for different staff throughout the course. The race sheets are essential to the running of the regatta – they contain the information for everyone involved with getting crews registered, on the water, to the start, attached, raced and results recorded. The sheets are used at registration, boating marshals, bank marshals, starter, umpires and the staff in the tower.
For the first regatta at Dorney we run the regatta as one “division” – a practice that has essentially changed for most regattas to run a complete competition cycle in the morning or afternoon. Whose idea this was I don’t know – I know as a regatta committee we suggested doing it without seeing it elsewhere. However, I can’t prove this – but we will take the credit anywhere.
Moving to a morning and afternoon division has a great extra benefit. Firstly, timetabling becoming easier (you only need to worry about finals in the morning clashing with heats at the start of the afternoon as no doubling up or boat sharing is allowed). Secondly, rowers aren’t waiting 10 hours from heat to final. It does mean that we have to redistribute race sheets twice throughout the day – but to help this we print out on different colour of paper, making it easier to simply replace them.
Excluding sheets going to bank marshals there are nine complete sets of race sheets, with bank marshals getting a more summarised (laminated) sheet with crew numbers and bow number colours.
Ok, that’s probably enough about our organisation beforehand. I spent around 3 hours on the Friday and 5 hours on the Saturday preparing the sheets
Onto race day – wind, more wind and yet more wind. The day didn’t start well, safety cover wasn’t in place so we couldn’t let the first crew’s boat until around 25 minutes before race time – this caused a small delay. Then there was some delay with the umpire launches. So after 30 minutes we were nearly 10 minutes late.
We had made the decision beforehand to start taking action when we get to 25 to 30 minutes late. This was done in order to make sure that we don’t sacrifice crews racing in the afternoon and thus try to bring the event back to on time in the morning.
The second decision that was made was to keep to multi-lane racing where we can, rather than moving to time trials. This was made as we got to delays of 30 minutes – I can’t say I agreed with the decision. If the weather was not a cross-wind then maybe, but it was clear that with a few exceptions if you were in lanes 1 or 2 then you stood quite a good chance of winning. The following graph shows this.

We did change the progression rules so that heat winners will be place in lanes 1, 2 and 3 (and had done this in 2010 as well). After the regatta we were sent this link to a "Molesey coaches meeting", apart from the random draw part can’t say I disagree.
In the afternoon we have 15 minute of gaps in racing and along with taking out a few finals and adding the extra 40 minutes we have at the end of the day we decided to keep going with multi-lane. But the wind got up again around midday. And it wasn’t looking good. Assuming that we were going to continue multi-lane racing the next step was to take out finals in the afternoon.
The graph below shows the delays throughout the racing we had. A few races were taken out (around 12.30 when we seem to be bring back some time), but being over an hour late in the morning wasn’t that good.
The telling part of this graph was the last few races – not good., running at 9 minute intervals. We (myself, Phil the other regatta controller, chairman and chief umpire) did meet to discuss options of which my favoured one was to finish the morning division and run a time trial (by boat class) in the afternoon. But it was decided to continue with the same format.
When cancellation came I heard it over the radio (like all the other officials) as an announcement from the chief umpire. What can I say to that? It has been noted that since our chief umpire became FISA accredited communication might have been described as being a little more decisive! I'm probably over-reacting a litte, but as regatta controller I had to tell everyone else who hadn't heard. I'm also the person in touch with everyone!
I have to admit that we should have been able to run all the races in a time-trial mode (in the race order of the programme), although my vision beforehand would have been to run by boat type. I should have thought about that.
The other big problem at Dorney is how to communicate with competitors. The PA system is rubbish – only reaches the boathouse and finish line, not the rigging areas and trailer park. This makes it difficult to tell people what is happening. Maybe we need to make twitter the only way to tell people what is happening. We were at least tweeting results on time!
So in summary, racing did not go well. We stopped mid-afternoon, and along with the communication problems it made it difficult to restart, so the decision was made (fairly quickly) to abandon racing. Conditions (in our view) were getting worse – with one race having crews side on the starting pontoon.
Of course we were being advised by coaches to cancel every other event except the ones they were racing in! And we had some J18 eights coach actually tell our captain that if we cancelled their event they would never race at Wallingford again! Is that public schools for you?
After cancellation when we were packing up some crews went out for a paddle. Apparently the Eton coach had given permission, but after asking questions it seems that the chief umpire apparently said it wasn't our concern and up to Eton. He really should have checked with the organising committee - we are the ones who hired the lake and signed for responsibility. No crews are supposed to be on without cover!
We had decided beforehand that in the event of cancellation anyone who didn’t get to race would get their money back.
But, there is always one joker. One school coach decided to cancel their cheque for entries. And it wasn’t until a week after we cashed the cheque that the bank wrote to us. The coach who authorised the cancellation didn’t even tell us they had cancelled it. We asked for a replacement cheque for the entry fee less the money due for refund (and told him how much) and he had a cheque raised for a lower amount. And guess what – they had won an event and took pots for an event that they didn’t pay for. Further, they didn’t tell us beforehand that they wouldn’t pay for them. I think we spent another bit of time in email discussing what to do, in the end we stood our ground and they eventually paid up. We had discussed sanctions against them (i.e. banning them) as we spend more time chasing unpaid entry fees than we do otherwise. There was a matter of principle involved here. Although I didn’t feel very supported by the chief umpire who stated that he would not support unilateral action unless the TRRC and British Rowing agreed (i.e. hold it up in committee for a while).
I can’t say that I have enjoyed the regatta the last few years. I am not sure about how other regatta organisers feel. Running a regatta at Dorney provides the rowing club with a slightly increased income over that when hosted on the river at Wallingford, but with loads more work. With some many more people involved your actions, planning and contingency needs to be so much more and so much more professional. This takes time.
A few years ago I stepped down for much the same reason and had a year off. But then got dragged back in (and as chairman of the rowing club as well). So now I think it’s time to take a step back and stand down as regatta controller and treasurer. I’m sure I only did this year as 2010 wasn’t the way to go out.
As for future regattas next year will move to six minute race intervals. This will mean a reduction in the number of entries that can be accepted, which will mean a change to the type of regatta – more likely more school related. I am not sure that six minute intervals would be useful in this years regatta, it would have given a bit of a breather, but we would have only had added an hour to the day and that time would have been used up in the morning. But I think that it is the right thing to do publicly.