Competition Organizer Guide

INTRODUCTION

This guide is designed to help US-based event organizers run consistent, high-quality ocean racing competitions that align with the rules set by the International Canoe Federation (ICF) and the expectations of the American Canoe Association (ACA). It covers essential aspects of event planning, from course design to marketing and competitor categories.  Stay tuned for future updates and expansions to this guide as our sport continues to evolve.

1. Event Planning and Timelines

   1. Recommended Timeline for Planning

      1. 6-12 Months Before: Secure venue permits, establish key dates, and recruit volunteers.

      2. 3-6 Months Before: Confirm sponsors, begin marketing efforts, finalize course design.

      3. 1-3 Months Before: Open registration, secure safety resources (boats, medical), conduct preliminary outreach to competitors.

      4. 2 Weeks Before: Final confirmation of all logistics, volunteer training, social media blitz.

   2. 1.2 Permits and Insurance

      1. Ensure that your event is compliant with local regulations and that you have the necessary permits and insurance coverage. The ACA provides guidance on event insurance and liability waivers.

         1. 1. five-year (eg, 35-39), ten-year (eg, 40-49), or larger groupings.

2. Marketing and Promotion

   1. Social Media Checklist

      1. 9-12 Months Before: Publish the event listing, including date and key details

      2. 6 Months Before: Announce the event date and location on social platforms.

      3. 3 Months Before: Share early registration links and build excitement with athlete spotlights.

      4. 1 Month Before: Release course maps and share logistics details.

      5. Week of Event: Final call for registrations, highlight sponsor contributions, and share race day tips.

      6. Day of Event: Post photos and videos of pre-race, start, racing, finish, and post-race awards/activities to social media channels

   2. Key Marketing Channels

      1. Social Media: Focus on Facebook, Instagram, and YouTube for maximum visibility.

      2. Email Campaigns: Send targeted reminders to past participants and regional paddling communities.

      3. Local Partnerships: Collaborate with local paddling clubs and outdoor retailers to increase event exposure.

3. Course Design

   1. Suggested Course Layouts

      1. Open Water Loop: Ideal for coastal races with a variety of wind and wave conditions. Recommended distance: 10k.

      2. Out-and-Back Course: Suitable for beginner-friendly events or limited coastline options.  Ensure the turn point is well-marked and clearly visible.

      3. Multi-Lap Courses: Best for smaller venues or where spectator visibility is a priority.

      4. Point-to-Point Course:  The standard format for downwind ocean races.  Recommended distance: 20k.

   2. Safety Considerations

      1. Clearly mark all turns and finish lines.

      2. Ensure safety boats are positioned at critical points.

      3. Design courses that account for local weather patterns and tides.

4. Competitor Categories

   1. Classifications

      1. While some organizers prefer to divide the surfski craft category into "faster" and "slower" designs, it is simplest to offer a single "SS1" category and a single "SS2" category.  

      2. A "High Performance Kayak" (HPK1/2) category may be specified in lieu of Surfski (SS1/2), however note that HPK potentially includes Olympic K1 and other non-surfski designs, which may or may not be desirable depending on course/conditions.

   2. Gender Divisions

      1. Recommended to offer both Womens and Mens subcategories.  

      2. Gender categories may be consolidated when at least one includes less than three participants.

   3. Age Group Divisions

      1. Recommended to offer age group subcategories for Junior (Under 18), U23 (18-23), Senior (24-34), and Masters (35+).  

      2. Masters may be further subdivided as needed, using ICF-standard five-year groupings: 35-39, 40-44, 45-49, 50-54, etc.

      3. Age groups may be consolidated when they include fewer than three participants.  Older groups should be consolidated into younger groups -- eg, a 40-44 age group with two participants should be consolidated into the 35-39 age group.

5. Event-Day Operations

   1. Registration and Check-In

      1. Ensure a streamlined registration process, either online beforehand or on-site, with clear signage and staff ready to assist.

   2. Volunteer Coordination

      1. Make sure all volunteers are briefed on their roles, including course safety, timing, and athlete assistance. 

      2. Prepare backup teams in case of emergencies.

   3. Timing and Results

      1. Use GPS timing systems when possible, and provide real-time results if technology allows. 

      2. Provide a five-minute warning and a one-minute warning ahead of race start.

      3. Provide preliminary results to on-site race participants.

      4. Have a clear process for handling timing disputes.

6. Post-Race Wrap-Up

   1. Awards and Recognition

      1. Offer medals or trophies for top finishers in each category. Consider offering additional awards for fastest overall time, best local competitor, or sportsmanship.

   2. Feedback and Evaluation

      1. Distribute post-event surveys to competitors, volunteers, and spectators. Collect feedback on the course, logistics, and overall experience to improve future events.