PWD Event Essentials [To-Do List]

PWD Event Essentials [To-Do List]
December 1, 2021 12326 view(s)

PWD Event Essentials [To-Do List]

Looking for a list of tasks that will get you and your Pack up to speed on hosting a Pinewood Derby Race Day event? Well look no further… we have compiled a list of to-do’s that goes along perfectly with our “Six Easy Steps to Planning the Ultimate Pinewood Derby Race” blog! All you have to do is check everything off the list, and you will be ready and set to race into the perfect day.

 

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  • Decide on a date and put it on the pack/den calendar [12 weeks out]
    • This is a great time to also set a “pre” weigh-in date and time - don’t underestimate how long this can take! Some Scouts may need to make adjustments to their car that could involve tools and time, so this is best done hours to a day or two before race. After cars are weighed in, the cars can be locked away until race day time.
  • Secure the event space [12 weeks out]
    • Reach out to local Scouts BSA troop for volunteers/support [12 weeks out] (If they get involved, it would also be fun to let them have their own race, too! Cub Scouts can see what kind of cool design the older Scouts come up with.)
  • Decide on rules and scoring method; distribute them [11 weeks out] – if you have a Pack website, then post them there, and email them to parents
  • Decide on how many award categories your Pack will have and what they will be [11 weeks out]
  • Secure a track and finish gate; test them out! [10 weeks out]
  • Gather the awards for the winners of the various categories [9 weeks out]
    • Reach out to your local Scout Shop to find out when they will be conducting PWD Champ Camp workshops for car cutting and building tips and tricks [late December – Champ Camps are in January and February!]. Publicize dates to Pack membership or set a date for everyone to go together.
  • Designate one or two people to be “advisors” for new Scouts and new parents [9 weeks out] They can help with tools.
  • If the Pack funds the purchase of the cars, have someone pick up enough car kits for all Scouts, siblings, and racing adults (if the Pack runs any extra race classes) [8-9 weeks out].
    • The Pack should hand out the cars 4 – 9 weeks before the race event to allow for adequate build time. If the Pack does not purchase cars, provide flyers with the “allowed” list and with your local Scout Shop’s address/details!
  • Assign a Day-Of Task Force Team (TFT) – be sure to have a great mix of parents, Scouts BSA volunteers, and others from your local community who like to get involved! [8 weeks out]
    • Set Up team
    • Check-In
    • Manning the food table
    • Official Score-Keeper
    • Demo Team (a couple of people who can demonstrate how each race will be run)
    • Spare Parts Helper
    • Judges (for those contest categories!) – be sure to get the categories to these judges in advance so they are in the loop.
    • Master of Ceremony and Emcee
    • Official picture-taker (maybe you have a Scout that is really into photography or a parent that LOVES social media – recruit them and share the pictures on your Pack’s website and social media pages!)
    • DJ (someone who loves music and can put together the perfect playlist of fun music for all ages)
    • Break Down
  • Come up with a hashtag for the event [4-7 weeks out] – this can be one that is used every year so that you can follow annual progress on social media, or a different one for each year… you decide! It is good to pick and spread the word on this early, so that people can use it to share as they build. Be sure that you check the hashtag on Instagram and make sure you aren’t picking one that is already in use. You want this one to be unique to you, so that when you search the hashtag, it only comes up with the photos you and your Pack are sharing.
  • Make event invites [4-7 weeks out] – paper fliers are a great reminder, and emailed invites are convenient for tracking RSVPs and sending out calendar reminders (there are lots of free options available through Paperless post and Evite). Then, you can send out a reminder to people at 1-1.5 weeks out!
  • Make a spare parts table – nobody wants to be without a wheel or an axle if something happens on race day! (Psst… Scoutshop.org has race-ready supplies; it’s an easy one-stop shop) [6 week out]
    • Wheels
    • Axles
    • Fast-drying super glue
    • Graphite
    • Scales
    • Weights
    • Screw driver
    • Hammer
  • Choose how you are going to manage food and snacks [4 weeks out] – this can be a great fundraiser for the Pack as well by selling food that has been donated from local businesses (or made by a few Pack Chefs!)
  • Choose how your Pack will score and run the races [4 weeks out]. You can use the timed method, a bracket and elimination system, separate by age, etc.
  • Pick a theme (if you want to guide décor) [4 weeks out]
  • Make or buy decorations [3 weeks out]
  • Compile a list of fun extracurricular activities that Scouts can do to keep their attention [2 weeks out]
    • Velcro darts
    • Race-themed cornhole
    • Non-official, for-fun races
    • Prizes or giveaways (guess how many Hotwheels are in this jar, etc)
  • Pull together tables, chairs, speakers, and boundary markers [1 week out]
  • Visit they derby site and finalize event layout [1 week out]
  • Make the final Run of Show list with set up time, official start time, race times, award ceremony times, breakdown times, and TFT delegations [1 week out]

Download a printable version of this Task List here.


And remember – this is all about having FUN at a family event! If anyone in your Pack has older siblings, this is a great place for them to get involved with helping out and coming up with new and fun ideas to keep it fresh and fun.


Happy racing!

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