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While our spouses and significant others may not realize it, a great deal of the enjoyment we get from our lapping days is chatting with friends and new aquaintances. While at this event at Calabogie Motorsports Park a couple of years ago I met a racer from Quebec who had some unique parts that would only fit a car like mine. That connection was invaluable. Likewise, word of mouth about your lapping day will make your day. Unfortunately, the opposite is also true.The next factor is getting the word out. That needs to begin well in advance and it needs to be clear. One of the errors I made in the past was that my lapping day at the small track was misinterpreted by a couple of drivers, who drove in from quite a distance, as being at the big track. That was an unfortunate incident that I did not hear about until afterwards and very challenging to make up for – except to ensure that all future communications were clear. That is important as I have had lappers come from the Atlantic provinces, Quebec, and a few from the states. With the progression of time I use a website, automotive forums, and FaceBook.
Certainly one of the best vehicles for communication is word of mouth and repeat business. I have a number of participants who have attended virtually every one of my events. Another venue that I have used and tried not to abuse is the use of mail lists. Ensuring that a blind copy method is used, first ask individuals that enquire about lapping if they want to be on a mail list. Then build that list and ensure that it stays up-to-date. Then ensure further, by asking, if the individuals on the mail list want to stay on that list. Finally, in addition to providing details about the event itself providing an interesting tidbit of information helps. Consider everything from safety discussions (in the form of video clips showing how to circumnavigate the track to videos that show how you should not be lapping to just silly things. For example, https://www.youtube.com/watch?v=R7yCCcVJE54 . I would really like to do Barbie Jeep racing down turn two at CTMP but I am not sure my insurance would cover that!
Lapping days and time attack events usually go ahead rain or shine. If a lightning storm occurs the race may need to be called due to the need to protect the marshals and volunteers. Fog – the event will probably need to be called off until the weather clears! This was an Ontario Time Attack event which was fog delayed for a couple of hours.Next ,is the preparation work to ensure that the day goes smoothly. Tyvek wristbands with your company or event name printed on them have a dual purpose. They make your event look professional and, if you have a variety of colours, assist with grouping drivers and crowd control. For example, if your insurance will not allow anyone on pit row or in a car as a passenger without having signed the waiver that can be easily monitored with a wristband.
It's also nice to see to your drivers' comforts. Having bottled water available for drivers to ensure they stay hydrated. Picnic coolers and ice to ensure it is refreshing on hot days. If lunch is being provided, ensure that the caterer has all of the correct information well in advance. There is nothing like a good meal and some bench racing during lunch.
Having a means of communicating with the tower or head marshal is a must. Placing fire bottles/extinguishers at each marshal station may be another task that the organizer needs to complete. Some events make extensive use of pylons for passing zones, braking/turn-in/apex/turn-out zones. Each year I have used less and less – to the point that there was not even one cone out at my last event. That forces the driver to drive the track and to find natural reference points versus the artificial ones in the form of cones someone has arbitrarily set out. I arrived for one event to find that the previous organizer had left all of their cones out on the track – it seemed like their were several pickup truck loads of pylons as the event was essentially a ‘paint-by-number’ version of a track day. It may be your style, but it is not mine! Planning out what will be said at the driver’s meeting to ensure that you do not ramble or that you do not leave out pertinent information. The lead marshal may also be able to provide a description of the flags and their meanings, an important discussion at any lapping day. Another advantage of this is that the drivers all get to see that the marshal is a human being. This is a good time to stress that ignoring or being disrespectful to a marshal will be a quick way to be shown the way to the exit. This goes for all track workers also, including the folks that come around and clean up the paddock garbage cans or the track washrooms. Setting the tone for everyone to respect the track and it’s attendants goes a long way to ensuring that you will have a good day. Plus I can only guess that if you hold a positive event that when you request an opportunity to return at a future date it will be granted.
Dealing with money is possibly the most challenging situation that two people can get involved with. Specify up front what the cost is. Indicate if it is a different cost at the gate. Realize that your participants will be looking at the price point of other events. If an event is significantly cheaper or more expensive than most similar settings, you will have some explaining to do. It may be more expensive because the number of participants is capped lower than another event and thus the advantage will be a less crowded track and the likelihood of more track time. Cheaper – well, maybe you are altruistic and want to give back to your buddies. Most likely a higher number of participants or possibly it is to entice a group of end users through a loyalty program. As I have indicated, I am not a business so I want to cover my expenses and provide a return on my time investment. I do not plan to retire on my track day adventures. It is normal that you would be expected to pay in advance. I do not add anyone to my lapping day list until I have at minimum a 50% deposit. Be ready to accept electronic payment but also specify whether you or the user will pay any associated fees.
Lapping events go ahead rain or shine, so be prepared for any type of weather. When you set up this event communicate this well. Let your end users know if there are no refunds or maybe there are, but with cut off dates. Offer good value, include lunch if possible (and maybe an option for a meal at the end of the day), and if you can offer photography that is even better. I met Richard Wintle at the track and he is my official photographer now. His work is great and he enjoys the action. Every driver loves to see a picture of their car on the track.
That is me on the stairs starting off the Driver's Meeting. My daughter (at table on left), wife (sitting at middle), and a family friend (right) had been helping by handing out wristbands and ensuring that waivers were signed. Once the driver's meeting starts, registration needs to stop. Arrive late and miss the driver's meeting – you wait. No track access until all of the track expectations have been covered.
