How to organise a club race, from entries to results

Six weeks ahead: set up the event

Start with the basics: date, track, classes and the maximum number of drivers per class. Set the entry fee and whether there is an early-bird price. Open entries with a closing date a few days before the tyre deadline, so you can still order after entries close.

Publish the regulations and the specifics of the day with the event right away. Drivers read them before they enter, and you do not have to answer the same questions ten times.

Three weeks ahead: tyres and rentals

Check how many sets of tyres were ordered per type and pass the order to the supplier. Compare your stock of rental transponders with the number of rental requests. If there is a shortage, you know now, not on the morning of the race.

One week ahead: timetable and entry list

Build the timetable per day: free practice, qualifying, heats, final. Calculate the pre-grid time per class so drivers know when to be in the pre-grid. Send the timetable to all participants, and remind those who have not paid yet.

Build the entry list per class and load it into the timing system. Check transponder numbers; a wrong number costs half a session on the day.

Race day

Check-in at the entry desk: who is here, who has to pay, who gets tyres and a transponder. Then the briefing, and then the timetable runs. Marshals report incidents, race control decides. After every session the result comes out of the timing system; after the final the scrutineer checks and race control makes the result official.

The day after: wrap up

Publish the results and the updated standings. Book the payments taken at the track, check which rental transponders are still out, and write down what should change at the next race.

All in one system

Every step above is in Evenyo: entries, tyres, rentals, timetable, check-in, race control, results and standings work with the same data. What you enter at step one, you do not retype at step six.