Forward

Helloorganizer!MynameisGreggNovosadandIrunGoDroneXoutof
Chicago.Since2014,Ihavebeenrunningeventsandlearningthroughtrial
anderrorwhatworksandwhatdoesnt.Ihaveputtogetheraseriesofbest
practicesthatworkforagrassrootsFPVstartup.Tomakeiteasiertorun
abetterFPVevent,Ihavegroupedthesetechniquesintoaseriesof3
levelsorsteps.

Thebestwaytousethisdocumentistolookatthematrixthatfollowsand
circlewhattechniqueyouhavedone.Then,usetheplannerformandtry
outsomenewtechniques.Irecommendchoosing2newtechniqueand
improving1existingtechnique.

Now,golightitup.

v1.0

EVENTBESTPRACTICES

Level 1

Level 2

Level 3

Apprentice

Journeyman

Master

3 heats / hour (20min)

4 heats / hour (15min)

4 heats / hour (15min)

6 heats / hour (10min)

5 heats / hour (12min)

8 heats / hour ( 8min)

3h 20m
5h 45m
----------

2h 40m
3h 30m
5h 20m
6h 40m
8h 00m

2h 00m
3h 10m
4h 15m
5h 40m
6h 30m

1. THROUGHPUT
1.1. Heats *2 min
Practice Heats / Hr
Race Heats / Hour
1.2. Duration
5 slots 2prac 5comp
10 pilots 2 hts/rd
15 pilots 3 hts/rd
20 pilots 4 hts/rd
25 pilots 5 hts/rd
30 pilots 6 hts/rd

230m
345m

160m
240m
320m
400m
480m

128m
192m
256m
320m
384m

2. FACILITIES
2.1. Course /Times

30+ sec

40 sec

25 sec

Materials

Pool Noodles

4 Gates / 5 Flags
Ground Markers

Slot ID on Launch Pads

3D Obstacle

Design

Gates - straightline
Flags - simple turns

Gates - turns

Gates-carousel
Flags-slalom,switchbacks
3D Obstacle

Slot / Frequency Tags

Sign in Clipboard
Scoring Clipboard

Waiver Clipboard
First Aid Kit
Fire Extinguisher

Pilot Chairs
Spotters

2 Tents
Slot Chair Signage
Spotter Equipment Storage

Table

Timing System / laptop

Laptop Sun Screen
Mixer, Music, Wireless Mic

2.2. Registration
Tech Inspection
Payment/Badging
2.3. Pilot Stations

2.4. Race Control

PA system
2.5. Misc

v1.0

Fly from own chair

no spotter

Megaphone
Bathrooms
Spectator

Food Vendor
Signage (10 signs)
Safety Netting

Level 1

Level 2

Level 3

Apprentice

Journeyman

Master

60 min late

30 min late

on-time

Check-in/Payment

RaceSync-Check In

Payment Tracking (manual)

On-Line Payment-EventBrite

Tech

none

quick visual for class

MGP Safety Checklist

3. PROCEDURES
3.1. Registration

RF Explorer
Transponder

none

Trans ID entered at check in

Heat Assignments

RaceSync

Heat/slot override skills

Misc

Trans ID entered prior to event

Pilots Meeting

3.2. Rounds

no formal Race Director

Race Director who compete

Start/End Protocol

informal start /end

formal & consistent

Practice

open-no frequency mgmnt

controlled practice

dedicated Race Director

spotter staging
3.3. Scoring

none

Race Dir & assist Chapter

dedicated Assistant

Lap counting

Pilot

Spotter w/ Pilot verification

Timing Software Counting

Software

none

RaceSync

RaceSync + Spoken Lap Times

Standings

Manual Form

RaceSync-Instant Message

Announced Battles after R2

End of Round Announcement Regrouping heats last round

3.4. Judging arb
judge
dispute cutoff

v1.0

squeaky wheel

Race Director

Race Director

pilot honor system

spotters

FPV judge + spotters

protest anytime

protest ends after each heat

Level 1

Level 2

Level 3

Apprentice

Journeyman

Master

Rogue fields

Landowner approved

Proper Liability coverage

4. PROMOTION
4.1. Location

General Public
4.2. Sponsorship

Prizes

Cash In

Lanyards

Signage

Flags / Gates

Web - persistant ads

Social Media Posts

Poster 30 days prior

Press Release picked up

MultiGP Event

RC Signup.com

General Event Photos

Winners with Awards

Video with Sponsors & edits

Series Trophies

Event Trophies

Cash Awards

Participation Prizes

Contributed to host / charity

4.3. Promotion
Pre Event

Post Event
4.4. Awards

Raffles

v1.0

PLANNER
1. THROUGHPUT

EVENT # 1

EVENT # 2

act

plan

EVENT # 3

act

plan

act

plan

Practice

min/heat

min/heat

min/heat

15 min/heat

min/heat

12 min/heat

Competition

min/heat

min/heat

min/heat

10 min/heat

min/heat

8 min/heat

practice

#pilots

# heats/rnd

competition

# heats/rnd

# heats/rnd

---------------------------------------end - start - break = dur

end - start - break = dur

end - start - break = dur

min/2 rnd *

min

min

dur / (pracRnd* hpr) = tp

min/2 pr *

h/r =

min

dur / (pracRnd* hpr) = tp

hpr =

min/2 pr *

hpr =

-----------------------------------------------

-----------------------------------------------

-----------------------------------------------

end - start - break = dur

end - start - break = dur

end - start - break = dur

dur / (compRnd* hpr) = tp

min /5 rnd *

h/r =

min

dur / (compRnd* hpr) = tp

min /5 pr *

hpr =

2. FACILITIES
Course
Registration
Pilot Stations
Race Control
3. PROCESS
Registration
Rounds
Scoring
Judging
4. PROMOTION
Location
Sponsorship
Promotion
Awards

v1.0

#pilots

----------------------------------------

dur / (pracRnd* hpr) = tp

--------------------

#pilots

----------------------------------------

min

dur / (compRnd* hpr) = tp

min /5 pr *

hpr =

min


THISISYOURROADMAPTOEVENTMASTERY
Ourgoaltoimprovethegrassrootsracingexperienceforourstakeholders:
Pilots,Organizers,Spectators,Sponsors

1.THROUGHPUT
Throughputishowmanyracesyoucanrunperhour.

throughput is to an organizer
as
laps times are to a pilot
heats/houristhesinglemostimportantthingtomanage.
Itislikeareportcardofhowwellyouaredoingallthelittlethings.
Practicethroughputisslowersinceitflushesoutfrequency,timing,andproceduralflow
Managingtimebetweenflightsisthekey

v1.0

2.FACILITIES
Aneventphysicallybreaksdowninto4mainareas:
Course
Registration
PilotStations/RaceControl
Paddock(oftenreferredtoaspits)

2.1.COURSE

Keepcoursesto1.5xafootballfieldwith3technicalareasplusaS/Fstraight.
Target25slaptimes4coursesegments
DesignGatedTurns,CompoundTurnsand3D
DesignRisk/Reward.SpecificallyRiskvsRacingLine

2.2.REGISTRATION
See3.1ProcessRegistrationforListofMaterials

2.3.PILOTSTATIONS
Dedicatedpilotchairsgreatlyimprovethroughput!
Haveastoragetableorstorageinthespotterarea
Thiseliminatestheneedforspotterstorunbacktotheirpaddock(tent)areawhenthey
aredonespottingandincreasesthroughput.
Thefurtherbackthepilotseatingisfromthecoursethebetter.
30min,but70isbetter.Ifyouuseatranspondersystem,purchasea100cableand
allowfor15onbothsidesasslack.Thisgivesyou70.Itisnotaslongasyouwould
think!
Ropingoffpilotareakeepsdistractionsaway

v1.0

2.4.RACECONTROL
2.4.1.Layout(Example)

HavetheRaceControlTableinlinewiththePilotchairs.
Ifthetableistoofarback,thespotterscanblocktheRaceDirectorsviewofthepilotsandyou
cantseethumbsupsignals.
30minsetupfor2peopleisveryfast(forracecontrol&PilotStation).
2.4.2.PASystem
Batterypoweredspeaker
WirelessMicletsyouroam
Musiccreatesafestivalatmosphere.
Phoneformusic.Letpilotsusetheirphonefordifferentmusic

v1.0

2.4.3.TimingSystem
Createadarkbackdropforyourlaptop.
Reflectionsdirectlyinfrontofthelaptopareworsethansunabove.
ExtraLaptopBatteryifnopowersource.
closelidduringbreaks
Tieofftimingethernetwiretotentpole.
SensornexttoLaptop

2.4.4.TimingSoftware
MakesureLapTimesAudibleDURINGTHERACE!!!!!!!!#1FeatureforPILOTS!!!
CustomizesoundfilesforStartandStoptoincludesponsornames
Whynoprinter?HowwillIknowmylaptimesandstandings?
paperblowsinwind
needanotherboardtodisplay
needgenerator(andextragas)
laptimesarealreadyannouncedduringtherace
RaceSynchasstandingsrealtime
Timingsoftwarebreaksdowninto2categories:HeatManagement(singlerace)&Event
Management(settinguproundsofheats).

FlipSideisasimplefreeHeatManagementSoftware.

ClickhereforaFlipsidesoftwaresetupvideo.

FreeeventmanagementincludeRCScoringPro,Zround,FPVRaceTracker.

WeuseMuliGPsRacesyncforEvent&frequencymanagement.

v1.0

2.4.5.RaceControlTableExample

2.4.6.SoundEffects

Soundplant.orgiskeyboardsoundtriggering
sofware.

Loadsoundsforendofrounds,crashes,etc.

Itcanrunconcurrentywithlaptimingsoftware.Just
makesuretobackgroundkeyinputatthetopofthe
screen.

v1.0

10

2.4.8.RaceControlStorage

Signage
15FlightLine
1PitArea
2DryEraseMarker

1PilotArea
4SignClamps
GaffingTape

2PitArea
2Paddock
2MagneticWhiteboardswithMagnets

LaptopReflectionBlocker

Paperwork
4ClipboardsA)SignInSheetB)WaiversC)RaceResultsD)PilotsMeetingNotes/RaceDirectorNotes
(docspens,markersandmaskingtape)
BusinessCardswithPaypaladdress

FrequencyTagsBox

Laptop

ElectronicsContainer
WirelessMic
WirelessReceiver
WiredMic
Mixer
PhoneStand
Connectingwires
Timingsensor
Timingdecoder
Megaphone
ExtraLaptopBattery
ExtraTransponders/velcro
LipoBalanceadaptersfortransponders

ExtensionCord
Awards(Trophies&Prizes)
RaffleTicketRoll

v1.0

11

2.5.Paddock
Thepaddockiswherepilotssetuptheirtables/tens.Thisisoftenincorrectlyreferredto
aspits.Pilotpitsiswherepitcrewchangesbatteriesduringenduranceevents.
Allowonlyquietgenerators(Honda,yamaha,etc)andkeepthemawayfrompilot.
ThefartherpilotpaddockisfromracecontroltheharderitisforpilotstohearthePA
system.

v1.0

12

3.PROCESS
3.1.REGISTRATION
3.1.1.KeyDocuments
MediaHouse
LiabilityWaivers
SafetyChecklist:CompetitionAirworthiness
Rules&Regulations
ClassSheets
3.1.2.CheckinSteps
CheckIn

1)PilotscheckinatMultiGP.com
2)CheckAMA
3)Collect&markpayment
4)Signwaiver
5)Ifneeded,givetransponders

Pilotgoestothepaddocktoinstalltheirtransponder(loanerorfirsttimer).

TechInspection

7)EnterTransponderinfo&test
8)TechAirworthiness(notpowered)
9)Failsafe
10)CheckvTXtransmissionsignalforstrength&accuracy

Budget3minutesperentry.30pilotstakes90minutesifyoudothefullprocess
Setupmultipletables:
A)Checkin(payment,waiver,RaceSyncCheckIn)
B)Transponders(nearlaptop)
C)Failsafe
D)vTXTest
Havebusinesscardswithpaypaladdress.

v1.0

13

3.2PILOTSMEETING
EVERYONE:
Introductions.
ListenandfollowALLinstructionsfromtheRaceDirectorortheirdesignees.
NEVERwalkontothecoursewhilemultirotorsareflying.
Locationoffirstaidkit

PILOTS:

GeneralRules

Flyonlyindesignatedareasandatappropriatetimes.
Keepyourmultirotoratleast(50)feetawayfromthepilotarea.Flyinganyclosercancauseyourvideo
transmittertointerferewithotherpilotsreception.
IfyouareflyingbeforeoraftertheeventyouMUSTensureyouhavetheappropriateFrequencyCardforthe
frequencyyouareusingandaspotter
Whenflyingonthecourse,youmustbepositionedwithinthedesignatedPilotStation.
DONOTflyfromanyotherarea.
Onlyspottersandpilotsinthepilotstationandracecontrol.
Ifyouneedtocheckyourvideochannelorchangefrequency,thisMUSTbecompletedbetweenheats.You
MUSTalsoensureyouhavetheappropriateFrequencyCardforthefrequencyyouwishtocheck.

Process

SpottingDuties
Youspotinyourfreqslottheheatpriortoyourturn
Placeyourequipmentonthespottersstoragearea
Bringyourequipmentupunplugged
Youcanhavesomeoneelsespotforyouifyouneedtimeformechanicalwork.
Youareajudgeofthepilotyouarespottingfor.
Counteachlapaloud
Notifypilotiftheymissedagate/flag
Notifypilotwhentheyhaveresolvedthemiss.
StartofHeat
OnlypowerupwhileintheStartlauncharea.
EndofHeat
LandONthecourse(atleast50feetawayfromthepilotarea)
Crash
Whenyouretrieveamultirotorafteracompletedrace,ensureyoupoweritdownimmediatelytoclearthe
videochannel,asthenextracersaregettingready.
EndofRound
Timewillbegivenifneededtorepair.Laterroundsmakeskipthebreak,soifyouneedtime,lettherace

directorknow.

v1.0

14

3.3COURSEWALKTHROUGH:
Walkthepilotsthroughthecoursesotheybecomefamiliarwiththepathandmarkersto
lookforwhenracing.
Explainwhatthecoursedesignobjectivesare.
Ensureyoupointoutalldefinedareassuchasthestart/finishline,pilotarea,pitarea
andspectatorarea.
Makesuretoidentifywherepilotsshouldtakeoffandlandtheiraircraft.

v1.0

15

4.RACEFORMAT
4.1Method1:TimedRace(recommended)
Countalllapsforaroundoverasetperiodoftime
FixedTime:2:00,2:30or3:00.Longertimesmeansmorelapsmeanlessties.
CompletedLapscounted
Finishlastlapaftertimersoundsandcountiffinished
Winnerismostaccumulatedlapsforallrounds
Ties:
Tiesshouldbebrokenforthetop3(only1personcangohomewithatrophy)
Afterthetop3,tiesareallowed.Theseriespointshandlestiesjustfine.
Ifusingatimingsystembreaktieswithaggregatelaptimes.Noneedfor
runoffs
Rounds
Noqualifyingrounds
Pilotsaregroupedbyability(featureinRaceSynccoming)
2controlledpracticesrounds(moreiftimeallows)
57competitionrounds(5recommended)
Dontstartcompetitionroundsuntiltransponder&videoissuesworkinpractice
rounds
Pilotsstayinthesameheatgroupingsthroughtheentirerace
ThinkaboutregroupingpilotswhoarebattlesforRound4orRound5

v1.0

16

4.2Method2:LapRace
Runasetnumberoflaps(5recommendedbutbasedonlengthofcourse)
Target2to3minutesofflighttimeforfastpilots
Heatwinnersearnpointsbyplacefinished.1st,2nd,3rd,4th
2practice,5competitionrounds
Heatassignmentsarerandom
Winnerismostpointsforallrounds
Placementcantakeintontlapsfinished

v1.0

17

5.RaceProcedures
5.1.ControlledPractice
Verifytranspondersareworking
Verifyvideoisclear
Changepilotsfrequencyasneededorassignpilottonewheat
GetPilot&Spotterssayinglapnumbers

5.2.Start
Spotters:

movetheirequipmentfromspotterstabletostartingpadsonthe

appropriatefrequencypad,powersupandisnowtheactivepilot

Pilots:

sitinthedesignatedfrequencychairandverifiestheirspotterisready

Pilots:

verifythevideosignalandcorrectchannel

RaceDir:

"Gogglesdown"

RaceDir:

"Pilotsthumbsup"

Pilots:

confirmwithathumbsup

RaceDir:

"allpilotsarethumbsup"or"gogglesup"inthereisanissue
Ifallthumbsup

RaceDir:

"armquads"thenwait5secondstostartthecountdown

RaceDir:

pressesthestartbuttononthetimingsoftware(ifused)
Softwaregoesthroughacountdownandstartstherace.
Ifmanual,startcountdown5,4,3,2,1

v1.0

18

5.3.During
RaceDir:

PilotscalloutyournamesandlapnumberasyoucrosstheSF

Pilots:

saypilotsnameashecrossestheStart

Spotters:

countslaponfingersandsaysPilotnameandlapnumber

5.4.End
RaceDir:

SpottersRaceResultsplease

Spotter:

Pilot15lapsorDQ

Pilot:

challengeorrequestrerun

RaceDir:

nochallenge,thenResultsareenteredandofficial

Pilot:

canleavechairandretrievecraft

5.5.RoundEnd
RaceDir:

ThatistheendofroundXstandingswillbemessagedshortly
Determineifa5minbreakisneededforfreqissues,etc.

v1.0

19

5.5.Suggestions
Maximizeheatsizes
Themorepilotsperheat,thefastertheeventgoes.
StartwithIMD5(orStandard5)asslotlayout(5pilots).ThenmovetoIMD6(or
standard6).Remembereachincrease#ofheatstranslatestotheeventending1hour
later.
(10minx7rounds=1+hours).
Runcontrolledpracticesvsopenpractices
Thegoalistoresolvetechnicalissuesbeforethecompetitionroundsstart.Running
controlledpracticeswherethesamepilotsflyinthesameheatseachandeveryround
createsarepetitiveroutineandthereisnounfairadvantagesinceeveryonegetsthe
sameamountofpractice.Italsodevelopsacomraderybetweenthepilotandhisspotter.
Haveavolunteerfillinforopenspotstocountlaps
SincetimingisNOTrequiredforregionalqualifiers,aspotterisneededforeveryracer.
Unlessyouhavethesamenumberofpilotsineveryheat,youwillneedanonracing
volunteertocountlapswheneverthereisagroupofonly4pilots.
HavepilotscallouttheirnamescrosstheSFline
Sincetranspondersarenotrequired,humanerrorforlapcountingisarealpossibility.
Sometimesaspotterwilllosetrackofwheretheirpilotscraftisonthecoursewhich
meansthelapnumberalsocanbeincorrect.Thebestwayforaspottertoresyncwith
hisassignedpilotistoalwaysgetpilotsinthehabitofsayingtheirnamewhenthecross
theSF.Example:
PilotloudlysaystheirnameastheycrossTanner
SpotterloudlysaysTanner5

Spottercountswithfingers
Announce1minute,30secondsandcountdownthelast15seconds
Timingsoftwarewithvoiceshoulddothisautomatically.Butforthosethatdonthavea
timingsystem,useyourcellphoneasastopwatch.

v1.0

20

6.RaceDisputes
6.1.MissedGateorFlag
Spottermustinformpilotofinfractionatthetimeithappens.
SpotterPilotAmissedgateloudly.Pilotmustgobackandflythemissedgate/flag.
SpotterPilotAresolvedonceinfractionisresolved.Lapsarecounted
Infractionscountcompletedlapsuptotheinfraction.

6.2.FlyingOutofBounds
ScoredasaDNF.Nolapsaretallied.

6.3.MissingSpotterDuties
Pilotisresponsiblefortheirspotterduties.Iftheycantmakeit,theyarerequiredtofinda
replacement.PenaltyisDQontheirnextrace.

6.4.Craftflipsatstart
Volunteersorspottermayflipacraftthathasflippedattakeoffaslongasithasnotpassed
throughthestartline.

6.5.PilotMissesRace
RecordedatasDNSandnopoints/Lapsareincluded.

v1.0

21

7.SCORING
Paperbackup(seeAppendixA:Forms)

8.ENDOFDAY
8.1.CHECKOUT:
ReturnTransponder&returndeposit
UnloadCameraSDCard

8.2.AWARDS
Sellraffleticketsforprizestoraiseclubfunds.
Prizesshouldbeallocatedtoeveryonewinners,participantsandvolunteers
Raffleticketsareagoodwaytodistributeprizestoparticipantsandvolunteers.Plus,
sellingadditionalraffleticketscanbeusedtocoverexpensesorcharity.
Withthehecticnatureofraceevents,itiseasytoforgetallthelittlethings.Hereisan
exampleformthatcombinesthePilotMeetingagendaaswellasaplacefornotesduring
therace.

v1.0

22

APPENDIXA:FORMS

v1.0

23

v1.0

24

v1.0

25