Preliminary Race Day Agenda
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District Pinewood Derby Registration Form
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District Pinewood Derby Construction Rules
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Track Rental & Feedback

Sample Agenda & Setup (Download)

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Race Day (In general)

Begin registration at least 45 to 60 minutes before the race begins (45 minutes for 30 cars, 60 minutes for 60 cars etc). The Inspection Team will inspect each car and test the weight; absolutely not over 5 ounces. Be strict about this because if the scout proceeds to the District race, his car may be disqualified if over weight. The District scales are set by a professional 5 oz weight. No questions asked. One or two scales are appropriate (Be sure to balance all scales before the weighing begins). Some Packs have a scale before the registration line to pre-check weight. Be sure to tell parents to add graphite outside the building!

Each car must be identified by a number. A Log Sheet identifying each car's ID to a corresponding boys name is also prepared at weigh-in. Many Packs place a numbered sticker on the car and also on the scout so he can easily remember the car number. The MC will need these sheets to run the race. If you have 30 participants or less, one weigh-in station works best. If you have multiplies of 30, have each inspection and registration station start on a different column of the sheet. The Hawkins heat is 30 or less boys. If you plan to race your Pack Unit by Rank or Den separately, use a different column for each rank. (a downloadable Derby log is available at the bottom of this page)

Impounded Pinewood Derby Cars
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Watch Out - Boys like to touch things

As each car passes inspection, register the car by placing the scout's first name and second name initial on the sheet. Write boldly the corresponding sheet number on two labels, one for the car and one for the boy's shirt. Hand the car to an Impound team member to place in the Impound. The Impound is usually a covered table that is roped off in some way. No one except a team member should touch the cars after impounding. And believe me, boys have a natural desire to touch everything! Before each heat, the MC will call out which groups of Cubs can obtain their cars. Many Packs have volunteers to hand the cars to the boys. After each heat, the Cubs should 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 finish line. The "Hawkins" track can be pre-taped before the track arrives at 8' wide and 40' long. I usually use colored masking tape or a tape that can be removed easily after the race. The tape, or other barrier, signals the boys to sit at a reasonable distance from the tract allowing participants to move freely up and down the sides during the race. Also tape off a portion behind the start line for the cubs to stand during their particular heat.

Other Potential Team Members

A Decorations Team, Refreshments Team, Crowd Control/Cub Escorts, and/or a Cleanup Team are possibilities. What ever works for your Pack Unit!

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A Sample Pinewood Derby Race Agenda
 
One to two hours before race: -Set up Tables, Decorations, flags and scales
  • Have registration sheets (Race Logs) ready
  • Tape off a 40' X 8' rectangle for the tract to set in when it arrives
  • Inspection team reviews inspection guidelines before weigh-in starts

45 to 60 minutes before race:

  • The inspection team begins inspecting cars. Pass qualifying cars to registration person. If the car passes inspection, proceed with registration
    • When a scout’s car is disqualified at the District race, always inform the parent/scout of the error and allow them to fix the problem at the Pit Table in order to pass inspection. The parent/scout must go back to the end of the line.
  • Registration of car
    • Assign the cub/car a number in accordance with the Derby Log.
    • Log in boys first name Last initial and Pack number (P85)
    • Make two stickers, one for the car and one for the boys shirt pocket
    • After car is registered, place car in a holding area (Impound) that boys cannot reach.
  • Assign an adult or Boy Scout to this area.
  • Select Judge for Design Trophies - two non-parents
  • Designate an assistant Caller (new leader) and one other team member to hover behind the starting area during the race to assist the Caller in miscellaneous tasks and to help the boys organize during their heat.
  • Choose cubs (preferable to pre-assign this task to a den well before the derby) that will lead flag opening and scout prayer. I assigned these typical Pack Meeting responsibilities just like I would a regular Pack Meeting.

15 minutes prior to race:

  • Make Pack Announcements for upcoming activities and District functions.
  • Sing Derby Songs or other activities.

5 minutes before race begins:

  • Congratulate all cubs for their unique creations.
  • Everyone is a winner for participating in today’s race and will receive a ribbon or other.
  • Explain to the boys the procedure for racing
  • Must stay behind ropes/tape when not racing
  • When your car number range is called, go to the Impound table and ask the attendant for your car. Say please. Handle your car very delicately, don’t touch the wheels or axles.
  • Do not test it out on the floor. Wait patiently in the racing block behind the track marked with tape.
  • The race is double elimination, so do not leave until the race is over

2 Minutes Before Race

  • Flag Opening Ceremony and scout prayer (be a good sportsman)
  • 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 help the boys get organized and watch over cars so that no scout destroys his car before it hits the track.
  • Master Of Ceremony Takes Over

During transition breaks of the race:

  • Make the announcement that design awards will be issued directly following the race. So do not leave with your car. Briefly explain how it was chosen.
  • Introduce the Derby Committee to the crowd (get pictures for your Pack's web site-newspaper).
  • Raffle any give-a-ways periodically.
  • Announce Best Design Trophy(s) just before the Winners heat so that you can check to see if on of your selections is not a finalist.
  • Wining boys & parents please stay long enough to get a picture and complete the Winner sheets
  • Ask parent to stay afterward to help with the track removal.
  • Toward end of race, move awards table in a position where the crowd can take pictures.
  • Have a member of the team prepare to hand the trophies to the Chairman just before race ends. Must keep things moving.

At the end of the race:

  • Awards Team issues awards. Have a movable table ready to bring trophies up quickly for presentation.
  • The Derby Chairperson presents awards to boys and stands for pictures after all awarded scouts are grouped.
  • While still grouped, be sure to get the names of the top 6 to 10 scouts for the school newsletter. Be sure to complete the District Registration Form at this time and a copy for Pack records so that a District Race reminder can be sent one week before the District Race.
  • Derby Chairperson asks for parents to volunteer breaking the down the track and cleanup.

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 that will display the trophies uniquely

Tape (colored) to outline the track.

Flags, Stands & 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.

Basic Guidelines for Opening Ceremony

Usually three flag holders, depending on the number of flags. Perhaps 3 or 4 scouts for each side of the track walk. Pick your Color Guard crew as early as possible. Practice before the crowd get to large; or, in a hallway away from the event. 10 Minutes before race starts, have the Color Guard scouts lineup with flags (for those that carry the flags) behind finish line and wait for the Caller to Shout "Color Guard Advance the Colors". It is a good idea to mark a line that the boys must stop at with tape.

Color Guard Caller Duties The Caller stands directly behind the start gate of the track so that when the boys advance, they can pass the Caller and then line up.

"Color Guard Advance the Colors!" (signals Guard to march to tape (at back of start line ramp) still facing the Impound area)

Color Guard About Face (Color Guard faces the crowd (looking toward the finish line)

Please Join Me in the Pledge of Allegiance" Hand Salute! Caller starts Allegiance then Immediately afterward shouts

"TWO" (immediately after Allegiance to signal the crowd to lower there salute)

I pledge allegiance to the flag of the United States of America,
and to the republic for which it stands, one nation under God,
indivisible, with liberty and justice for all.

"Color Guard, Post The Colors" Color Guard, one at a time, walks to there flag holder and places the flag then returns to his position. After all Flags are placed and scouts are back in line-up, Caller shouts

"Please Join Us In the Scout Promise"

I, "your name", promise to do my best, To do my duty to God and my country,
To help other people, and To obey the Law of the Pack.

"A Scout Is Reverent to God. Hats off please!"

The person appointed to say the pray start (general guidelines below:)

Thank God for good friends, good health, our well-being, our family, and all others who love and help us.

Thank God for our Country, our schools, our scout program and the many volunteers across the State of Tennessee.

We Pray that today’s race will be held in a sportsmanlike manner. Thank you for every car building team represented here today.

Amen (option of the scout to add other)

"Color Guard Dismissed"

Everyone is at ease

Optional Song

Oh, say can you see, by the dawn's early light,
What so proudly we hail'd at the twilight's last gleaming?
Whose broad stripes and bright stars, thro' the perilous fight,
O'er the ramparts we watch'd were so gallantly streaming?
And the rockets' red glare, the bombs bursting in air,
Gave proof thro' the night that our Flag was still there.
Oh, say does that Star Spangled Banner yet wave,
O'er the land of the free, and home of the brave?

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