Lincoln Trail Region - What is a Rally?

PCA Rally Guidelines

Introduction

The range of PCA rally activities at the Region level encompasses a variety of forms. Typical forms of rallies found in Regional event calendars include time/speed/distance (TSD), tulip, picture, lime bag, reliability runs, hare 'n' hound, and a range of gimmick formats - all held on public roads. (A general introduction to PCA rallies is to be found in the PCA RPM.) All rallies require both a driver and navigator in each car.

What follows in these guidelines are some of the basics to be considered when putting on a rally - basics that have been formulated from the experiences of rallymasters and experienced rally participants throughout PCA. The purpose of these guidelines is to focus on the safety aspects of road rallies and not to dwell on organization or configuration. An excellent source of information regarding rallies is the latest copy the PCR’s (Parade Competition Rules) available from the PCA Executive Office. The principal requirements are:

1) That the event be planned and conducted with safety as a primary concern,

2) That the event be covered by PCA insurance,

3) That the procedures and instructions for the event must demonstrate a concern for safe conditions for both entrants and workers.

Notice: Motorsports, including rallies, are potentially hazardous activities. Accidents on public roads do happen. The intent of these Guidelines is guide Regions in the conduct of rallies that will be safe and enjoyable experiences for all of the participants, but is in no way a guarantee against injury to participants, workers, or others. The ultimate responsibility for the safe conduct of a motorsports event lies with the Region organizing and conducting the event and with the participants.

Advance Preparation

Insurance - All PCA driving events require the proper liability insurance and pre-notification of the insurance broker. If an event-specific certificate of insurance is required by the management of the site at which the rally will begin/end, such notice, naming the management as an insured, must be ordered at least three weeks prior to the event. Otherwise, a copy of the "annual certificate" should be with the rally-master. Do not order certificates more than 90 days in advance. If the event is canceled, a written notice must be sent to the broker within 24 hours. Phone calls are not acceptable. See the May issue of PANORAMA for a more detailed explanation of our PCA National Insurance program.

Event Waivers and Release Forms - Make sure that you have a supply of current waiver and release forms. All participants, including workers and officials, must sign the waiver. If waivers are not on file, the event is not covered and must not be run. Note: evidence of coverage (order confirmation or certificate of insurance issued by the broker) should be on display in the registration area. Event waivers must be kept in the Region files for eight years.

Licensing - All drivers must have a valid state driver's license and be eighteen (18) years of age or older. It is recommended that entrants be required to show their licenses when they register for the event.

Publicity is usually by means of Region newsletters or flyers. The information should describe the type of rally (TSD, hare 'n' hound, gimmick, etc.), classes, fee, registration, start time, entrant’s equipment needed, and whether pre-registration is required. The rally chairman should be aware of the deadlines that the various newsletters have.

Pre-registration is often not required but may help in administration. If the rally is a Zone event or intended to attract a large number of entrants, pre-registration is helpful in determining the number of workers needed, how many sets of instructions to print, the selection of rest/refreshment areas, etc.

Event Organization - Workers should be recruited to cover the following jobs:

1) A registrar whose responsibility it is to have all participants (including workers and officials) sign the insurance waiver, collect the entry fee, distribute instructions, etc. In most cases, one person may handle this job, but rallies with a large number of entrants may require two registrars.

2) A sufficient number of workers to staff each check point (at least two persons), and with an experienced worker at each check point to be in charge.

3) A "lead car" driver to check the rally route immediately prior to the start of the event.

4) A "sweep car" driver to follow the last car out and close the check points. (The event registrar may cover this job.)

Route Planning - From a safety standpoint, the following guidelines are recommended:

1) Avoid roads that are in poor condition, potentially hazardous, or under repair or under construction.

2) Congested areas (heavy traffic, both vehicular and pedestrian) should be avoided. If such areas cannot be avoided, they should be used as transit Zones, have a low average speed, or the use of "pause" instructions should be made.

3) "Pause" instructions should be used when the rally road crosses a road that has heavy traffic.

4) The duration of the rally should not exceed a level at which the driver and navigator will become fatigued. A recommended level is two to three hours of driving time, not including rest stops or other breaks.

5) Rest stops should be located in areas with adequate parking and services.

6) Tricks/traps that may encourage excessive speed in order to make up lost time should be avoided. The best traps are those in which the entrants are unaware that they were off course until they reach the checkpoint.

7) Posted speed limits and prevailing conditions must be observed when establishing speed instructions.

8) Odometer legs should have simple, easy-to-follow instructions and may include examples of the route following mechanisms that will be used and examples of representative signs that will be used on the rally. Mileage turns on the odometer check should be avoided. Landmarks should be prominent with mileage to confirm. The odometer leg should end in an area with ample parking space.

9) Use landmarks that are large enough to be seen without diverting the attention of both the driver and the navigator.

10) Pre-run the course on the same day of the week and at the same time of day as the rally is to take place.

11) Prepare clear, easy-to-follow instructions for control crews so that they will be able to find their appointed places on time, or make arrangements for someone to lead them.

Checkpoints - The safe location of checkpoints and other controls is essential. The following guidelines should be followed:

1) All checkpoints/controls must be located on the right side of the rally road. Under no conditions should an on-course car cross oncoming traffic in order to enter a checkpoint.

2) Check points should not be located:

a. on a high-speed turn or within 0.2 miles after such turn,

b. in or immediately after a long no-passing Zone,

c. in an area where passing may be hazardous,

d. in an area without adequate shoulder room for the crew to be in a safe position and without adequate parking space for participants,

e. with the in-marker so close to the parking area that a safe, non-panic stop is difficult,

f. in a congested area,

g. on a freeway or freeway ramp,

a. at or near a dangerous intersection,
b. on private property without permission.
3) Out points should be located in areas that provide ample shoulder room for cars.

Police Notification - It is recommended that the dispatchers of appropriate law enforcement agencies which have jurisdiction in the rally area be notified of the event, especially if the rally will have a large number of participants (more than 20 cars).

Route Checking - The following checks are recommended prior to the event:

1) An experienced rallyist, equipped with a full set of instructions, should "proof" the rally.

2) A final check of the rally route should be made on the day of the rally to determine whether road conditions have changed: i.e., construction, detours, signs missing, landmarks moved, etc.

Verify that the rally date will not interfere with any special local activity like a parade, local sporting event, carnival, etc.
General Instructions - In addition to the usual "game rules" for this particular rally, the general instructions should contain the following:

1) A reminder to sign the event waiver,

2) Directions for placement of car number (not on the windshield),

3) A list of legitimate requests for delay allowances,

4) Procedures to be followed in case of an accident,

5) Instruction whether or not to run the rally with headlights on (recommended if the rally is open to other marques),

6) Checkpoint protocols (where to park, whether or not to remain in car, etc.),

7) A prohibition against exceeding posted speed limits,

8) An instruction emphasizing that time lost on a leg may not be made up on the following leg,

9) Penalties assessed for the following infractions:

a. unsportsmanlike conduct,

b. use of alcohol, narcotics, or other illegal substances,

c. moving vehicle citation,

d. misclassification,

e. unsafe driving,

f. failure to observe posted speed limits,

g. failure to run rally with headlights on (if so required in instructions).

Route Instructions - These should include the following:

1) Simple odometer leg instructions,

2) Use of "pause" instructions, free Zones, or transit instructions when the rally route passes through congested areas,

3) Warnings about potential traffic hazards, busy intersections, or poor road conditions that may occur.

Car Separation - The minimum is thirty seconds, with 60 to 120 seconds preferred.

Emergency Procedures Instructions - Such instructions are optional, but it is recommended that participants and workers be made aware of the location of emergency assistance agencies and how to contact such agencies in case of an accident or other emergency. It is recommended that each check point be equipped with a cellular telephone.

Event Operation

Registration and Pre-Event Meetings - Prior to the start of the rally it may be necessary to give last-minute instructions to the participants and to answer questions. Samples of checkpoint "in" markers and route clarification or correction signs should be displayed and clarified if necessary.

Safety Inspection - Every vehicle should have properly functioning road equipment. At a minimum, cars must have functional driver and passenger restraint systems, headlights, brake lights, turn signals, horns, and windshield wipers. It is recommended that a worker located at the start of the rally check on the condition of those items before each car is permitted to proceed on the rally.

Equipment - The necessary timing equipment, WWV or CHU radio receivers, logs, check point slips, etc., must be given to the check point crews before they depart.

Navigator - The use of a navigator is an integral element to rallies.

During the Rally - Participants should be aware of the following:

1) In case of Accident or Emergency - Normal actions required of any licensed motorist should be taken. The rallymaster and the crew of the nearest checkpoint should be notified of such an incident. Checkpoint workers should know how to contact the nearest emergency services in their areas.

2) Driving Observers - Drivers should know that a safety observer may report on the conduct of participants during the rally. The Region safety officer may assume this responsibility, or the sweep car driver may serve as a driver observer.

Incident Reporting

In the event of a loss, a report of the incidents must be filed with Naughton Insurance, along with the original release form signed at registration by the participants involved in the incident. If the loss involves bodily injury requiring treatment by a physician or admittance to a hospital, the report should include signed statements by at least two witnesses. Be sure to include the home address and telephone number of each witness.

If the bodily injury is serious, or involves a non-participant, the event chairperson should see that an immediate telephone report is made to Naughton Insurance. Their number is (401) 847-2288 (weekends) and (401) 433-4000 (Monday through Friday). An additional report to your PCA Insurance Chairman at (713) 774-0971 will be appreciated. Do not make any comments to anyone regarding the incident, including the media, except that "there will be a full investigation." Do not admit to or imply fault in any way.

Cancellation of Event

If an event is canceled, notification should be made to Naughton Insurance and the PCA National Insurance Chairman no later than 24 hours after the scheduled date of the canceled event. Mailing this notice on time will save money for PCA.

Observer's Report

PCA Observer's Report for Rally - The Zone Representative, Region President or their designee must complete the Observer's Report for Rally. (See RPM, page 106.) When possible, the person completing the report should be from other than the host Region. Each report is sent to the PCA Executive Office for duplication. The PCA Executive Office will then send a copy to the PCA National Safety Chairman, the National Insurance Chairman, the President of the host Region, and the event Chairperson. These reports are used to track safety consciousness at PCA events and to record conditions that existed at a given event. Should marginal event conditions occur, the PCA National Safety Chairman might contact the Region and offer suggestions for improvement.

Go to main page