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J/30 North American Championship Organizing Guidelines #12736
12/16/11 06:28 AM
12/16/11 06:28 AM
Joined: May 2007
Posts: 2,656
Portsmouth, RI
Rhapsody #348 Offline OP
Past J/30 Class President
Rhapsody #348  Offline OP
Past J/30 Class President
Joined: May 2007
Posts: 2,656
Portsmouth, RI
During the BOG meeting on 15 September, the following was recorded in the minutes:
Discussions were held on the potential location for the 2015 NAs. It was determined that the class co-presidents would develop guidelines for hosting a North American Championship, share these with the BOG, and make a decision on the potential 2015 host during a spring 2012 BOG teleconference.

Dave & I have shared the information below with the BOG and incorporated comments. In response to one of the questions - are these rules or guidelines. The answer is guidelines. The class rules include the requirements. See this video for clarification.



North American Championship
Host Club Requirements
  1. The host club shall propose specific dates that the J/30 North American Championship can be held consisting of a registration / measurement day followed by three consecutive race days. Typically this is measurement day on Thursday with racing Friday through Sunday, but alternatives may be considered. The J/30 Board of Governors provides approval of the proposed dates.
  2. The host club shall arrange for mooring or dock space for all competitors as required. The space shall be available to all competitors starting on the day of measurement, through the closing ceremony after the last race. Competitors may coordinate with the host club to arrange space outside of these times, at their own expense.
  3. The host club shall coordinate to make available facilities in the local area to launch, haul and step masts for competitors who trailer boats. This includes identifying locations for parking trailers.
  4. The host club shall provide a US Sailing Certified PRO, race committee and judges in support of a protest committee.
  5. The host club shall provide the Signal boat, mark boats with marks and associated crews for the regatta.
  6. The host club shall provide facilities to accommodate seating for up the expected number of participants, crew and guests. Typically there are seven people per boat with past history having anywhere from fifteen to thirty boats. The host club shall be able to accommodate the expected group size for dinners / receptions associated with the regatta. The facilities shall support these events during inclement weather (e.g. inside, or a covered area such as a pavilion or tent.)
  7. The host club shall provide and be compensated for all agreed to social expenses and meals. Dinners are required after the first two days of racing. Suggestions include a New England Lobster boil one night and steak fry, pig roast, oven baked pizza or barbeque the other night. Alternative menus may be proposed. It is also suggested that light snacks be available for the Skippers meeting on evening before the first race and for the awards after racing the last day.
  8. Alcohol costs are usually not included as part of the dinner expenses. A cash bar may be provided and will need to be available for all the social events. It is beneficial to arrange an alcohol sponsor.
  9. The host club shall make available a meeting space suitable for a minimum of 20 people with a speaker phone so that the J/30 Board of Governors may conduct their annual meeting. This is typically held the day before racing on a not to interfere basis with measurement and the skipper's meeting.
  10. The host club shall have the equivalent of a "Regatta Insurance" policy offered through US Sailing. Should additional insurance expenses be required for loaner boats, these shall be clearly identified in the NOR or subsidized as part of the regatta entry fee.
  11. The host club shall provide staffing for registration and measurement in conjunction with the local organizing authority. The J/30 Class will provide the chief measurer. The host club shall provide floor space as required for sail measurement.
North American Championship
General Information
  1. The regatta is sailed over three days - typically Friday, Saturday and Sunday. The J/30 Class rules specify a maximum of seven races. For specific J/30 Class Rule information, refer to http://j30.org and select "Class", "By-laws, Rules, Specifications" from the menu.
  2. The local J/30 organizing group will work with the host club to plan the regatta and associated details. It is expected that there will be a series of planning meetings starting approximately twelve months prior to the event to facilitate the coordination.
  3. The host club organizing committee shall work with the J/30 Class Association to prepare all regatta documents (NOR, SI, Measurement Forms, Waivers, etc.). Typical regatta documents from the 2008 J/30 North American Championship are available for viewing at the following website: http://j30.us/na2008/ (Click on Regatta Docs in the menu). The J/30 Class President & Chief Measurer will review and approve all regatta documents prior to issue.
  4. The J/30 Class association will provide web space for the regatta (preferred) or the host club may use their own website. If the J/30 Class webspace is utilized, a webmaster from the host club will be provided access rights to the applicable section of the J/30 Class website. The suggested timeline for posting regatta documents and related information is as follows:
    1. NOR - 9 to 12 months before the regatta
    2. Logistics , travel and hotel information - 9 to 12 months before the regatta
    3. Registration opens 6 to 9 months before the regatta
    4. Measurement & crew waiver forms available - 1 to 3 months before the regatta
    5. SI - 1 month before the regatta
  5. The J/30 Class Association has the ability to collect regatta entry fees and has a web site for online registration. This may be used for registration, or the host club may use alternate methods
  6. The host club or local district may sell regatta unique merchandise such as shirts, hats, etc. and should support the merchandise sales with necessary financial transactions (e.g. credit cards, checks, cash) and support personnel.
  7. The host club or local district should strive to arrange for sponsorship including cash, merchandise and services.
  8. The local J/30 district needs to arrange for any loaner boats in support of the regatta. Class participation improves significantly with the availability of loaner boats for out of area competitors.
  9. The J/30 Class Association shall provide regatta trophies (half hull models). Any daily trophies presented shall be provided by the local district or host club.
  10. The host club and the local J/30 district will arrange personnel to conduct measurement and weigh-in in accordance with J/30 Class rules. The host club or local district shall arrange for any needed measurement equipment and scales.
North American Championship
Suggested Organizing Committee Roles & Responsibilities


Regatta Executive Committee; Lead -District Governor supported by, Regatta Race Committee Lead, Logistics Committee Lead, Communications Committee Lead, Finance Committee Lead, External Support Committee Lead
  • Develop master planning schedule leading up to and conduct of regatta
  • Establish periodic meetings to coordinate execution of master planning schedule (each committee is represented)
Regatta Race Committee; Lead - (Chairman's name, other names,_)
  • Setup & conduct measurement, provide measurement form template to Communication Committee for web posting & printing
  • Arrange for race committee, protest committee, PRO
  • Review and approve NOR & SI before publication by Communications Committee (draft NOR available, generate the SI - race schedule determined by Regatta Race Committee)
  • Arrange for RC, Mark boat and Support boats
  • Coordinate with J/30 National Association for all rule / race related details
  • Coordinate with J/30 National Association for assignment of loaner boats made available by External Support Committee
  • Provide input to Finance Committee for any related expenses
Logistics Committee; Lead - (Chairman's name, other names,_)
  • Arrange for visiting housing accommodations (house rentals, hotels / motels, B&Bs, etc) - provide various POC info to Communications Committee for web posting
  • Arrange for dinners & receptions associated with Regatta
  • Arrange "box lunches" and/or recommended places crews can get take-out sandwiches for racing - provide various POC info to Communications Committee for web posting
  • Arrange "box lunches" to be supplied for Race Committee, Mark & Support Boats
  • Coordinate venues & schedule for all meetings and ceremonies - provide updates to Communications Committee with dates, time & locations.
  • Arrange for extracurricular events (e.g. tour of boat builder, rigging shop, sailmaker, etc.)
  • Provide area maps & driving directions to Communications Committee for web posting
  • Coordinate all host club facilities and related logistics
  • Coordinate and arrange for regatta check-in, weigh-in and host club contact "on-shore" for entire regatta
  • Determine "drop dead" dates for ordering dinner / reception tickets and provide to Communications Committee
  • Provide inputs to Communications Committee to update addendum to NOR with club facilities available to visiting crews (e.g. showers, changing areas, bar, parking, etc.)
  • Coordinate assignment of moorings for visiting boats
  • Help determine budgets for Regatta based on above and provide to Finance Committee
Communications Committee; Lead - (Chairman's name, other names,_)
  • Coordinate review by all committees and arrange for web publishing and printing the NOR & SI
  • Select or develop web site for regatta notification, registration (paperless registration desired) & communications - include email POC to follow-up on Q&As
  • Select or establish e-commerce website to handle registration fees, special event fees, and shirt/hat fees (before & after - decouple registration, special event fees & merchandise so people can register early and provide inputs / payment for special events and merchandise later) - J/30 Class has website to support this.
  • Arrange publicity before the regatta and press coverage with photos during regatta
  • Arrange for professional photographer support during regatta and awards
  • Help determine budgets for Regatta based on above and provide to Finance Committee
Finance Committee; Lead - (Chairman's name, other names,_)
  • Coordinate all budget submissions and establish regatta budget
  • Prepare Estimate of income (registration, sponsors, meal fees, etc.) and expenses - goal neutral to slight positive cash balance
  • Determine fees charged for registration, special events, and merchandise
  • Establish bank account or equivalent for J/30 North American Regatta
  • Collect funds via the selected method of e-commerce (primary) or checks (secondary)
  • Establish procedure for submission of bills / invoices to Finance Committee for payment
  • Pay properly submitted bills
External Support Committee; Lead - - (Chairman's name, other names,_)
  • Identify and arrange loaner boats (assignment coordinated through Regatta Race Committee)
  • Develop list of potential sponsors & assign points of contact to solicit (advertising, skipper's goody bag stuff, cash donations, liquor sponsors, food sponsors, etc.)
  • Contact and arrange sources for out of area boat launching/hauling, repairs - provide inputs for addendum to NOR with this information so visiting boats know who to call and where to go.
  • Identify facilities to pump holding tanks and obtain fuel - provide inputs for addendum to NOR with this information so visiting boats know who to call and where to go.
  • Arrange for Regatta merchandise to be offered (t-shirts, polo shirts, hats, etc.) with ability to order before the regatta (merchandise available for pickup) and at the regatta (merchandise mailed afterwards) - provide input to Finance Committee for budgeting and Communications Committee for web / e-commerce posting
  • Get the Skipper's Goody Bags and stuff them (arrange for a sponsor to provide goody bags)
North American Championship
Regatta Planning Tips


Start planning early

Among the factors which lead to unsatisfactory experiences by competitors in races and regattas are failures by the organizing club to adequately plan and organize the event. These often stem from a lack of appreciation of the advance, or "lead", time required and the amount of cooperative effort needed to pull off an event which makes sailors want to come back again and again. To do a good job, start the planning early and make sure the burdens are shared. Make sure that communications is proactive, early and often to keep everyone including competitors informed.

12 months in advance: (This is when most miss the boat.)
  • Pick regatta dates. {The J/30 Class selects target dates three years in advance}
  • Select Executive Steering Committee and hold organizing meeting.
9 months in advance:
  • Select key members of regatta committee & conduct first of monthly meetings.
  • Complete preliminary detailed budget.
  • Confirm major sponsorships, if any.
  • Go live with regatta website
  • Publish Notice of Race for major events.
6 months in advance:
  • Open registration
  • Arrange for loaner boats
  • Confirm major project assignments.
3 months in advance:
  • Complete competitor advance registration packets.
  • Issue initial publicity. (Press releases, mailings to potential competitors.)
  • Complete initial grounds plan, social plan, housing plan & ceremonies plan.
  • Order all necessary outside equipment.
  • Submit permit application (if not done before.)
2 months in advance:
  • Finalize housing, dinner, trophies, entertainment reservations & orders.
  • Formally invite dignitaries.
1 month in advance:
  • Print final Sailing Instructions & put on website.
  • Entry deadline for major regattas.
  • Confirm personnel schedule.
  • Confirm all equipment. {Check locations of fixed marks. Sufficient depth for multi-boat roundings? Easily distinguishable from navigation buoys?}
  • Confirm borrowed or chartered boats.
  • Confirm final social, grounds, housing, & ceremonial plans.
  • Initiate media contact for TV, radio, newspapers. (Earlier for magazines.)
1 Week:
  • Final regatta committee meeting.
  • All printed material to regatta office.
  • All on-site "look" materials ready for display.
  • Set up venue.
  • Confirm receipt of prizes.
  • Send updated publicity to media.
Race Day (-1):
  • Race committee organizational meeting.
  • Race committee/protest committee/organizing authority joint organizational meeting.
  • Competitors' meeting.
Race Day:
  • Go out on the water & start racing.
On delegation: It requires that the delegator receive frequent and periodic reports to assure that the delegate is on schedule. Don't assume; you'll be unpleasantly surprised.

Attached Files
Update: J/30 North American Championship Organizing Guidelines [Re: Rhapsody #348] #14133
10/24/12 06:00 PM
10/24/12 06:00 PM
Joined: May 2007
Posts: 2,656
Portsmouth, RI
Rhapsody #348 Offline OP
Past J/30 Class President
Rhapsody #348  Offline OP
Past J/30 Class President
Joined: May 2007
Posts: 2,656
Portsmouth, RI
Updated 24 October 2012

During the BOG meeting on 18 October 2012, approved rule changes removed the 7 race limit for conducting North American Championships. The organizing guidelines have been updated to reflect these changes. See item 1 in the section labeled North American Championship General Information for the changes.

The Word file attached may be downloaded and printed.

North American Championship
Host Club Requirements
  1. The host club shall propose specific dates that the J/30 North American Championship can be held consisting of a registration / measurement day followed by three consecutive race days. Typically this is measurement day on Thursday with racing Friday through Sunday, but alternatives may be considered. The J/30 Board of Governors provides approval of the proposed dates.
  2. The host club shall arrange for mooring or dock space for all competitors as required. The space shall be available to all competitors starting on the day of measurement, through the closing ceremony after the last race. Competitors may coordinate with the host club to arrange space outside of these times, at their own expense.
  3. The host club shall coordinate to make available facilities in the local area to launch, haul and step masts for competitors who trailer boats. This includes identifying locations for parking trailers.
  4. The host club shall provide a US Sailing Certified PRO, race committee and judges in support of a protest committee.
  5. The host club shall provide the Signal boat, mark boats with marks and associated crews for the regatta.
  6. The host club shall provide facilities to accommodate seating for up the expected number of participants, crew and guests. Typically there are seven people per boat with past history having anywhere from fifteen to thirty boats. The host club shall be able to accommodate the expected group size for dinners / receptions associated with the regatta. The facilities shall support these events during inclement weather (e.g. inside, or a covered area such as a pavilion or tent.)
  7. The host club shall provide and be compensated for all agreed to social expenses and meals. Dinners are required after the first two days of racing. Suggestions include a New England Lobster boil one night and steak fry, pig roast, oven baked pizza or barbeque the other night. Alternative menus may be proposed. It is also suggested that light snacks be available for the Skippers meeting on evening before the first race and for the awards after racing the last day.
  8. Alcohol costs are usually not included as part of the dinner expenses. A cash bar may be provided and will need to be available for all the social events. It is beneficial to arrange an alcohol sponsor.
  9. The host club shall make available a meeting space suitable for a minimum of 20 people with a speaker phone so that the J/30 Board of Governors may conduct their annual meeting. This is typically held the day before racing on a not to interfere basis with measurement and the skipper's meeting.
  10. The host club shall have the equivalent of a "Regatta Insurance" policy offered through US Sailing. Should additional insurance expenses be required for loaner boats, these shall be clearly identified in the NOR or subsidized as part of the regatta entry fee.
  11. The host club shall provide staffing for registration and measurement in conjunction with the local organizing authority. The J/30 Class will provide the chief measurer. The host club shall provide floor space as required for sail measurement.
North American Championship
General Information
  1. The regatta is sailed over three days - typically Friday, Saturday and Sunday. The organizing committee should include in race documents a schedule that lists the latest time a race may be started each day so that events planned after racing may be scheduled, and provide race organizers maximum flexibility to run races each day as allowed by the weather conditions. For specific J/30 Class Rule information, refer to http://j30.org and select "Class", "By-laws, Rules, Specifications" from the menu.
  2. The local J/30 organizing group will work with the host club to plan the regatta and associated details. It is expected that there will be a series of planning meetings starting approximately twelve months prior to the event to facilitate the coordination.
  3. The host club organizing committee shall work with the J/30 Class Association to prepare all regatta documents (NOR, SI, Measurement Forms, Waivers, etc.). Typical regatta documents from the 2008 J/30 North American Championship are available for viewing at the following website: http://j30.us/na2008/ (Click on Regatta Docs in the menu). The J/30 Class President & Chief Measurer will review and approve all regatta documents prior to issue.
  4. The J/30 Class association will provide web space for the regatta (preferred) or the host club may use their own website. If the J/30 Class webspace is utilized, a webmaster from the host club will be provided access rights to the applicable section of the J/30 Class website. The suggested timeline for posting regatta documents and related information is as follows:
    1. NOR - 9 to 12 months before the regatta
    2. Logistics , travel and hotel information - 9 to 12 months before the regatta
    3. Registration opens 6 to 9 months before the regatta
    4. Measurement & crew waiver forms available - 1 to 3 months before the regatta
    5. SI - 1 month before the regatta
  5. The J/30 Class Association has the ability to collect regatta entry fees and has a web site for online registration. This may be used for registration, or the host club may use alternate methods
  6. The host club or local district may sell regatta unique merchandise such as shirts, hats, etc. and should support the merchandise sales with necessary financial transactions (e.g. credit cards, checks, cash) and support personnel.
  7. The host club or local district should strive to arrange for sponsorship including cash, merchandise and services.
  8. The local J/30 district needs to arrange for any loaner boats in support of the regatta. Class participation improves significantly with the availability of loaner boats for out of area competitors.
  9. The J/30 Class Association shall provide regatta trophies (half hull models). Any daily trophies presented shall be provided by the local district or host club.
  10. The host club and the local J/30 district will arrange personnel to conduct measurement and weigh-in in accordance with J/30 Class rules. The host club or local district shall arrange for any needed measurement equipment and scales.
North American Championship
Suggested Organizing Committee Roles & Responsibilities


Regatta Executive Committee; Lead -District Governor supported by, Regatta Race Committee Lead, Logistics Committee Lead, Communications Committee Lead, Finance Committee Lead, External Support Committee Lead
  • Develop master planning schedule leading up to and conduct of regatta
  • Establish periodic meetings to coordinate execution of master planning schedule (each committee is represented)
Regatta Race Committee; Lead - (Chairman's name, other names,_)
  • Setup & conduct measurement, provide measurement form template to Communication Committee for web posting & printing
  • Arrange for race committee, protest committee, PRO
  • Review and approve NOR & SI before publication by Communications Committee (draft NOR available, generate the SI - race schedule determined by Regatta Race Committee)
  • Arrange for RC, Mark boat and Support boats
  • Coordinate with J/30 National Association for all rule / race related details
  • Coordinate with J/30 National Association for assignment of loaner boats made available by External Support Committee
  • Provide input to Finance Committee for any related expenses
Logistics Committee; Lead - (Chairman's name, other names,_)
  • Arrange for visiting housing accommodations (house rentals, hotels / motels, B&Bs, etc) - provide various POC info to Communications Committee for web posting
  • Arrange for dinners & receptions associated with Regatta
  • Arrange "box lunches" and/or recommended places crews can get take-out sandwiches for racing - provide various POC info to Communications Committee for web posting
  • Arrange "box lunches" to be supplied for Race Committee, Mark & Support Boats
  • Coordinate venues & schedule for all meetings and ceremonies - provide updates to Communications Committee with dates, time & locations.
  • Arrange for extracurricular events (e.g. tour of boat builder, rigging shop, sailmaker, etc.)
  • Provide area maps & driving directions to Communications Committee for web posting
  • Coordinate all host club facilities and related logistics
  • Coordinate and arrange for regatta check-in, weigh-in and host club contact "on-shore" for entire regatta
  • Determine "drop dead" dates for ordering dinner / reception tickets and provide to Communications Committee
  • Provide inputs to Communications Committee to update addendum to NOR with club facilities available to visiting crews (e.g. showers, changing areas, bar, parking, etc.)
  • Coordinate assignment of moorings for visiting boats
  • Help determine budgets for Regatta based on above and provide to Finance Committee
Communications Committee; Lead - (Chairman's name, other names,_)
  • Coordinate review by all committees and arrange for web publishing and printing the NOR & SI
  • Select or develop web site for regatta notification, registration (paperless registration desired) & communications - include email POC to follow-up on Q&As
  • Select or establish e-commerce website to handle registration fees, special event fees, and shirt/hat fees (before & after - decouple registration, special event fees & merchandise so people can register early and provide inputs / payment for special events and merchandise later) - J/30 Class has website to support this.
  • Arrange publicity before the regatta and press coverage with photos during regatta
  • Arrange for professional photographer support during regatta and awards
  • Help determine budgets for Regatta based on above and provide to Finance Committee
Finance Committee; Lead - (Chairman's name, other names,_)
  • Coordinate all budget submissions and establish regatta budget
  • Prepare Estimate of income (registration, sponsors, meal fees, etc.) and expenses - goal neutral to slight positive cash balance
  • Determine fees charged for registration, special events, and merchandise
  • Establish bank account or equivalent for J/30 North American Regatta
  • Collect funds via the selected method of e-commerce (primary) or checks (secondary)
  • Establish procedure for submission of bills / invoices to Finance Committee for payment
  • Pay properly submitted bills
External Support Committee; Lead - - (Chairman's name, other names,_)
  • Identify and arrange loaner boats (assignment coordinated through Regatta Race Committee)
  • Develop list of potential sponsors & assign points of contact to solicit (advertising, skipper's goody bag stuff, cash donations, liquor sponsors, food sponsors, etc.)
  • Contact and arrange sources for out of area boat launching/hauling, repairs - provide inputs for addendum to NOR with this information so visiting boats know who to call and where to go.
  • Identify facilities to pump holding tanks and obtain fuel - provide inputs for addendum to NOR with this information so visiting boats know who to call and where to go.
  • Arrange for Regatta merchandise to be offered (t-shirts, polo shirts, hats, etc.) with ability to order before the regatta (merchandise available for pickup) and at the regatta (merchandise mailed afterwards) - provide input to Finance Committee for budgeting and Communications Committee for web / e-commerce posting
  • Get the Skipper's Goody Bags and stuff them (arrange for a sponsor to provide goody bags)
North American Championship
Regatta Planning Tips


Start planning early

Among the factors which lead to unsatisfactory experiences by competitors in races and regattas are failures by the organizing club to adequately plan and organize the event. These often stem from a lack of appreciation of the advance, or "lead", time required and the amount of cooperative effort needed to pull off an event which makes sailors want to come back again and again. To do a good job, start the planning early and make sure the burdens are shared. Make sure that communications is proactive, early and often to keep everyone including competitors informed.

12 months in advance: (This is when most miss the boat.)
  • Pick regatta dates. {The J/30 Class selects target dates three years in advance}
  • Select Executive Steering Committee and hold organizing meeting.
9 months in advance:
  • Select key members of regatta committee & conduct first of monthly meetings.
  • Complete preliminary detailed budget.
  • Confirm major sponsorships, if any.
  • Go live with regatta website
  • Publish Notice of Race for major events.
6 months in advance:
  • Open registration
  • Arrange for loaner boats
  • Confirm major project assignments.
3 months in advance:
  • Complete competitor advance registration packets.
  • Issue initial publicity. (Press releases, mailings to potential competitors.)
  • Complete initial grounds plan, social plan, housing plan & ceremonies plan.
  • Order all necessary outside equipment.
  • Submit permit application (if not done before.)
2 months in advance:
  • Finalize housing, dinner, trophies, entertainment reservations & orders.
  • Formally invite dignitaries.
1 month in advance:
  • Print final Sailing Instructions & put on website.
  • Entry deadline for major regattas.
  • Confirm personnel schedule.
  • Confirm all equipment. {Check locations of fixed marks. Sufficient depth for multi-boat roundings? Easily distinguishable from navigation buoys?}
  • Confirm borrowed or chartered boats.
  • Confirm final social, grounds, housing, & ceremonial plans.
  • Initiate media contact for TV, radio, newspapers. (Earlier for magazines.)
1 Week:
  • Final regatta committee meeting.
  • All printed material to regatta office.
  • All on-site "look" materials ready for display.
  • Set up venue.
  • Confirm receipt of prizes.
  • Send updated publicity to media.
Race Day (-1):
  • Race committee organizational meeting.
  • Race committee/protest committee/organizing authority joint organizational meeting.
  • Competitors' meeting.
Race Day:
  • Go out on the water & start racing.
On delegation: It requires that the delegator receive frequent and periodic reports to assure that the delegate is on schedule. Don't assume; you'll be unpleasantly surprised.

Attached Files

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