Dan Beard Pinewood Derby 2005
Forming A Pinewood Derby Committee
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Your Pack's Pinewood Derby Committee
 
A fun and successful Pinewood Derby is highly dependent on the work of the "Pinewood Derby Committee." Begin to assemble this group of volunteers early in the Scouting year. It is important to try to bring in Pinewood Derby 'veterans' to maintain the continuity you get from 'experienced people' who know what works and what doesn't. Conversely, it is also very important to recruit 'first-timers'. They will be running the Derby in a couple of years! The following guidelines assume that the Pack has rented a track along with the event's master of ceremonies.
Chairperson
 
The Pinewood Derby Chairperson is responsible for all Committee coordination activities. The Chairman will consult with all of the derby committee members several times in the months prior to the Derby to collect and coordinate the status of all of the other Committee members, and to assign/coordinate additional tasks. During the races, the Chairman will also act as the behind the scenes coordinator of the event, coordinating solutions to all unforeseen 'emergencies' should (when) they arise.

Rules-Construction and Inspection Team 
 
The Rules and Construction team is responsible for the distribution of the "Official Pinewood Derby Rules" published by the Districts Committee. This team should also plan at least one car construction clinic 2 to 3 weeks prior to the Derby. The workshop is hosted by individuals that understand woodworking, tool safety, and derby car construction techniques. This Team is responsible for identifying, inspecting and weighing each Derby Car. On Race Day, Rules & Construction Team members are to be present at registration to inspect each car according to the "Official Pinewood Derby Rules". Do not under estimate the importance of doing a quality job here. Enforcing the car construction rules at the Pack level will assure that the cub scout does not get disqualified at a District Race. This crew may also register the Pinewood Derby cars on the day of the race by issuing labels and completing the Race Log.  A Pit Crew area should also be setup for parents to revise or repair cars is necessary. 

Master of Ceremony 
 
The MC is the Committee 'mouth' during the Derby. He/she announces all races and racers, all results, and all other race related communications during the race. The MC may also present the trophies, certificates, and medals to event winners during and after the Derby. Sometimes, the Cubmaster or Chairperson will work together with the Master of Ceremony to award the scouts. For awards other than speed, the Awards Team will need to identify.

Awards Team 
 
Some Packs choose to purchase awards separately or combine additional awards (trophies, ribbons, certificates)available from the MC. Most Packs award 1st/2nd/3rd place trophies for speed and one or two best design trophies. Each scout also receives a participation ribbon. Some Packs can fund additional awards given to each rank's winners (Tigers, Wolves, Bears or Webelos). Decorative ribbons, certificates, patches or pins are appropriate.

Do not forget to recognize the combined talents of your cub & partner team. Homemade Certificates can be presented for several categories; such as, Best Design (Traditional "Boy made"), Best Unique Design (Most Unusual), Wackiest, Coolest, Most Colorful, Best Reptile, Best Food Item, or a "What Is It?" award. The award's decisions should be made by the derby committee, approved by the Pack Committee and the Pack Treasurer. However, one individual will usually be responsible for ordering the awards for the race. If your Pack choose to award these extras, be sure to do the Judging before the race begins. Otherwise, time will get away form you and boys will take there cars home instead of returning them to the table.

Race Day (In general)

Begin registration at least 45 minutes before the race begins. The Rules-Construction and Inspection Team will inspect each car and test weight; absolutely not over 5 ounces. One or two scales are appropriate (Be sure to sink two scales before the weighing begins). Be sure to tell parents to add graphite outside the building!

Each car must be identified by number. A Log Sheet identifying each car's ID to corresponding boys names is also prepared at weigh-in. The MC will need these sheets to run the race. If you plan to race each of the Rank groups separately, a new sheet for each Rank should be prepared.

After each boy registration is complete, the car is impounded to a display (holding) table. No one except a committee member can touch the cars after impounding. Before each heat, the MC will call out which groups of Cubs can obtain their cars. After each heat, the Cubs must return the cars to the impound.

As the track is setup, it is a good idea to lay tape about 3 feet around the sides and rear. This signals the boys to sit at a reasonable distance from the tract allowing racers to move freely up and down the sides during the race.

Other Potential Team Members 
 
A Decorations Team, Refreshments Team, Crowd Control/Cub Escorts, and/or a Cleanup Team are possibilities.

A Sample Pinewood Derby Race Agenda
 
One hour before race
  • Set up Tables, Decorations, flags and scales
  • Have registration sheets ready
  • Tape off a 40' X 10' rectangle for the tract to set in when it arrives

30 to 45 minutes before race

  • Inspection team reviews inspection guidelines
  • The inspection team begins registration and weigh in of cars.
  • Number each car and boy with a circular label.
  • As each car passes inspection, place cars in a holding area

15 minutes prior to race

  • Choose cubs that will lead flag opening and scout prayer
  • Make any Distict and Pack Announcements
  • Sing Derby Songs or other activities
  • Choose a member of the Inspection team to be assistant Caller
  • Awards Team must pick the winning designs before the race begins

5 minutes before race begins

  • Congratulate all cubs for their unique creations.  Everyone is a winner for participating in todays race and will recieve a ribbon.
  • Explain to the boys the procedure for racing and not to cross over the taped boundries. 
  • Flag Opening Ceremony and scout prayer (be a good sport)
  • Introduce Master of Ceremonies with a Big Cheer!
  • Have assistant Caller ready to assist, also, another inspection team member to position in the staging area to hlep boys that are racing get organized.

During transition breaks of the race

  • Make announcements that design awards will be issued directly following the race.  So do not leave with your car. 
  • Introduce the Derby Committee to the crowd
  • Raffle of any give-a-ways

At the end of the race

  • Awards Team issues awards.  The Derby Chairperson presents awards to boys and poses for pictures. 
  • Be sure to get the names of the boys to for the school newsletter
  • Derby Committee helps to break down the track

Things you might want to bring list:

Two Scales
Labels for Cars & Boys
Derby Registration Log Sheet
Spare car parts box
Cloth - 3 types (blue, Gray and Flag)
Clips or tape to hold cloth on table
Stand for trophies
Tape (colored) to outline the track.
Flags & Poles
Camera
Pencils & Paper
Rulers
Blank Awards Sheet to record winner's names
Posters (Graphite Outside, Do Not Touch, Rules)
Permanent Marker to mark wheels
Masking tape for other things

Tips : You can use an overhead projector to display results to the crowd.
Sticker the car and boy with a label so that the boy will remember his car number.