Experience Organizing Regatta or Similar?

[Foswick]

I don't really care much about racing, in general, but I was recently watching a documentary about the R2AK (Race to Alaska) - an event I have been following with some interest. I like the broad concept of self-reliance - a bit more like an adventure race and less like the over-structured events that dominate the racing scene. We found out about the "sister" event, the WA360, a bit too late to enter this year. We'll have to wait a couple of years now.

But, our interest is just the challenge. We don't care about winning. And that describes the vast majority of people who participate in these events, I think. It got us thinking and discussing ... almost planning.

We think we could pull off organizing an event that is unique, fun, and challenging. Our concept is a focus on a challenge that might or might not have a competitive class. We are looking at foot and cycling events as models - where most people show up just to finish. We realize that it's hard to get some people to show up if there isn't a contest, of some sort. So, we'll accommodate that - it just won't be the main focus.

The problem, though, is that the core "team" (i.e. me and a few people) considering this have no experience organizing anything like this. We hope to leverage that ignorance into a unique and interesting event, less bound by convention. But, we're also old enough to recognize how sailing events are a balance between fun and disaster, and we don't want to come down on the wrong side of that equation.

We do have good access to most parts of the local boating community, which we can leverage. But, as we are starting to transition from a casual discussion to "Hey, I think we've got something worth doing", it is time to figure out how to pull it off.

Anyone here have any experience with anything like this?

 

[Davidasailor26]

I have experience organizing regattas, but those have just been iterations of an annual event held by a local club. My first thought would be to find a club that could be the sponsor. That helps with a few things -

• You get to easily tap into their membership for possible entrants
• They often have communication with other clubs in the region that might send boats as well
• They have people that have experience running regattas and know the steps from organizing the race to any social event afterward
• You’re under their liability coverage, in the unfortunate event that you need it
• Technically to run an event bound by the Racing Rules of Sailing you need to be affiliated with US Sailing. (Though interpretation and enforcement of that may be spotty)

The challenge of that approach would be finding a club willing to add an event to their schedule, and willing to give you the latitude to run the type of race that you have in mind, not something more traditional. Clubs have many types of members, not all pure racers, so the people with the mindset to help will be there, but they may not be on the board or accessible to you. It probably doesn’t hurt to ask around to look for interested clubs or board members though.

 

[dlochner]

A long time ago I founded a Regatta that lasted for 35 years before Covid hit and the city decided our club had to find a new home.

David's right, you need to find a club to sponsor the event, for a variety of reasons, including insurance, person power, connections with potential competitors, corporate sponsor ship, and other infrastructure.

A successful event relies not only on the organization on the water but also the social aspect of the event. The hardcore will come to race first and socialize a little after, the folks you're targeting come for the social event first and the racing second.

If you are not currently a member of a club or similar organization, you will have a long hard struggle to get this off the ground. Yacht and sailing clubs tend to be a bit conservative when it comes to changes in their sport. Try to get the hard core to sail a course that isn't a windward-leeward.

Good Luck.

 

[Foswick]

Thanks for the input. Among the people involved in what is now little more than a thought experiment, we have solid in-roads for cooperation with all of the clubs in our immediate area. But, we are unlikely to do this under the umbrella of any of them. We are more likely to work with another organization that benefits from the exposure (we have a few in mind), and to try to develop cooperative relationships with the clubs. But, our current Plan A is to create an LLC and get insured for the event. We have lots of experience doing this for other sorts of purposes. And, one of the "braintrust" has experience organizing conventions - which has some similarities, at the administrative level.

Of course, an obvious point of contact for us will be to reach out to Northwest Maritime (the organizers of the R2AK and WA360) for their advice. They went from crazy idea to popular event in very short order, so they probably know a thing or two that we could learn.

One thing that we have learned by looking around and talking to people is that the interest in something different is always much higher than estimated. We have heard several times, now, that if you just get the word out, people show up out of the woodwork that you didn't even know existed. The one thing we have heard and seen consistently is something to the effect of, "Tons of people will tell you that it won't work. But, in boating, it really is, 'If you build it, they will come.'" The organizers of the R2AK were thinking they might get 10 teams for their first event. I think over 40 showed up.

The key seems to be to do something different. A certain set likes to go to Wednesday night or Thursday night out-and-back races, and they are perfectly content with that. But, most people that go to most of those events simply do that because it is the only game in town. I talk to people around here that do the Corinthian races and they almost all say something like, "Yeah, I just show up to hang out with my friends and it gives me an excuse to keep my boat maintained. I would do something else if it was an option."

The main challenge that we are hung up on is how to pull off a great event, but also keep entry costs down so that they do not exclude a lot of folks. I think we have some viable solutions to that, but really need to vet these with people who have experience. This is easier to do the second time around, when sponsors are easier to find. There aren't a lot of people who are willing to take a chance sponsoring a first-time event, particularly with an inexperienced group of organizers - go figure.

So, our first year will probably be largely self-funded. Again, we are very early-days in this concept, so lots of unknowns.

 

[pgandw]

I am/have been involved in events that are 2 polar opposite extremes - the OBX 130, and the Mariner Rendezvous. I was also a Scout leader for years and had to organize camping trips - it's not as different as you might think.

The OBX 130 is a completely bring your own 4 night event. Organizers provide nothing beyond recommendations. There is no formal organization to sue, and the event does not attract those who would sue. No insurance reqmts on either side. Attendees make their own reservations - mostly following the recommendations - and logistics. Since this is a trailer-to event, attendees arrive, have to camp the night before, launch, make the day's destination, camp or sleep on boat, rinse, lather, repeat. Often the event is shortened by a day or two because of incredibly bad weather. There is a paucity of supplies at the recommended launch point, and nothing along the route until return. Yet the event is growing every year, whereas it used to be once every 2 years. A dozen+ boats, mostly single handed, is the norm.

The Mariner Rendezvous is also trailered to, but marina hops in Long Island Sound. To cover marina docking (with showers and sometimes a pool), and one dinner, a fee approaching $200 is charged. Very well organized and well run, a great way to learn group cruising. Sponsor is the Mariner Class Association.

In searching out such events, I have found the various class associations often put on group cruises as well as class races. Catalina 22 and West Wight Potter associations are 2 such groups. Another group that does this for larger boats is the ODay Owners. Most of these groups/cruises/events are only on Facebook - it's too expensive to maintain a web presence any other way. Mariner Class Association is the exception, but they maintain a Facebook group as well.

First thing to decide is who you want to attract. Do you want newbies to this group thing who would like some/a lot of hand holding? Or do you want grizzly single handers who won't come if your event isn't challenging enough? Once you have your sense of purpose - I sense you already do - you can circulate the word about your event.

Logistics, logistics, logistics. Are the waters/ports/anchorages suitable for the boats you want to attract? What is the limit of number of boats that can fit in a given anchorage, beach, or marina? As I learned with Scouts water and sanitation come 1st, actually ahead of food and campsite. Is there water resupply along the route? How many days/nights in between? Are the boats compliant with local regulations for sewage and/or dish washing? Do all the participants know and understand the rules? You don't want to be the group with soap suds or poop floating around you in an isolated anchorage. Ice for the boats that don't have fridges or power enough to run a fridge? If dependent on coolers, 3-4 days is max keeping things cool (and safe). Medical for those who have urgent care needs during the event - this could be a problem when you are close to an international border if not thought through ahead of time.

Congratulations on your desire to lead an event. Takes a lot of fortitude and work to make it happen, but it can be one of life's greatest experiences. Which brings me to my final thought - train your replacements immediately. Volunteers often burn out after 3 years, they need replacing and thanks for what they have done.

Fred W
Stuart Mariner 19 Sweet P

 

[FastOlson]

The main challenge that we are hung up on is how to pull off a great event, but also keep entry costs down so that they do not exclude a lot of folks. I think we have some viable solutions to that, but really need to vet these with people who have experience.

Sounds like you have some ideas to develop. Note that you will have to find and fund liability insurance, and also get permission from the USCG for your event -- such events go into the Notice to Mariners. There are lead times for these requirements.

I was part of a sailing group that founded a new yacht club in the late 70's, and we quickly discovered the need for at least some "formality" in putting on weeknight and weekend races. All quite do-able, once we had our state corporate ID established.. (That club is still thriving, I can proudly say! )

If you look around for local clubs to pitch your idea to, you will likely have some luck, but only once you join one and show that you will participate.
Good Luck!

ps: I just realized that this conversation is probably not needed... you are already:"Commodore - West Neverland Yacht Club"
(Or, as the young hipsters say -- WTF)

 

[Foswick]

you are already:"Commodore - West Neverland Yacht Club"

Yes, we are a very old club with a completely factual history.

 

[PaulK]

Sounds more like you want to organize a cruise than a regatta. You have a bunch of boats that want to participate. Set up an itinerary with them and have everyone invite their friends with boats to come too. You will need to make what arrangements might be necessary at the harbors you plan to visit based on the number of boats involved. Marinas like to know who's coming, and when. Participants will need to make their own arrangements in harbors with marinas. This means less work for you. Depending upon your itinerary, anchorages can often only accommodate a certain number of boats. There will be other people on their boats perhaps taking up all the space. You will need back-up plans for things like that. Less work than a regatta, but likely more camaraderie

 

[dlochner]

All this discussion is about a pretty speculative venture. Is there space for another R2AK or WA360 in the PNW? Are you trying to be a copycat?

Without a better understanding of what this thought experiment is, our comments are pretty meaningless.

 

[Foswick]

All this discussion is about a pretty speculative venture.

Yup. Like I said, this is very early-days. Just trying to make contact with people who have experience organizing events so we know who might have answers to questions as they come up. Not looking for specific guidance - just wondering who has done this sort of thing before.

Is there space for another R2AK or WA360 in the PNW?

Yes, I'm pretty sure there is, but we are not trying to do that.

Without a better understanding of what this thought experiment is, our comments are pretty meaningless.

Yeah, but I didn't ask for or expect anyone to be able to offer detailed advice. I was just wondering if there were people in the community with experience.

I don't mean to be coy about exactly what we're planning (it isn't THAT exciting), but like I said up front, the idea is really new and still forming. If I talk specifics, the conversation will get bogged down in everything that is wrong with whatever tentative decision I put out there. We are nowhere near that stage. All we're prepared to say is that we are considering the viability of a mostly non-competitive adventure challenge and we are trying to find out what resources we have to call on.

As it turns out, it looks like there is some experience here, and that's great. Hopefully we will be able to bug those people for input if/when we get something a bit more formed to talk about.