Regatta Host Club/Association
We have prepared these documents to assist you in your planning to hold a safe and fair
event. These documents are required for all regattas conducted within Canada. When
considering holding an event, the Local Organizing Committee must be familiar with the
RCA Rules of Racing.

Step One
You need to create a local organizing committee, which includes the appointing of a Regatta
Chair to head up your local organizing committee. If you are hosting an RCA national
championship, the Chair of the regatta will be approved by RCA, in consultation with the
organizing committee.

Step Two
Prior to hosting a regatta, the host organization must submit an "Application for Regatta Sanction" form (see Appendix A) to its Provincial Rowing Association. (In the case of the National Championship Regattas, application must be made to the Provincial Rowing Association, noting that before sanction is granted by the Provincial Rowing Association, these applications must first be reviewed and approved by RCA.)
Very Important -- Applications should be received by the Provincial Rowing Association by an annual date, which is determined by that association. Please be aware that, if an application is received after that date, for that application to be considered the application must be received a minimum of 60 calendar days prior to the event.

Step Three
The Provincial Rowing Association will appoint, in consultation with the Organizing Committee, the Chief Umpire for the regatta. (In the case of a National Regatta, the RCA Umpires Committee, in consultation with the Organizing Committee, will select the Chief Umpire.)

Step Four
The Provincial Rowing Association will provide a letter of Sanction to the requesting applicant. As well, the Provincial Rowing Association will provide a copy of last years Chief Umpires Report for the regatta, the Regatta Checklist (see Appendix C) and the name of the Chief Umpire who has been assigned for the event.

Step Five
The Chief Umpire will communicate with the Local Organizing Committee to determine the necessary quantities of umpires, support staff, and volunteers. The Chief Umpire will also confirm the amount of safety and umpire launches that are required. The Chief Umpire will also ensure that any deficiencies or concerns from the previous year have been addressed.
Please note that it is the joint responsibility of the Regatta Chair and the Chief Umpire to determine the number of regatta staff, including the number of licensed umpires that will be required for the regatta (RCA Rules of Racing mandates a minimum of 4 licensed referees be at each regatta). It is the duty of the Chief Umpire to secure the required members of the Jury.

Step Six
On Regatta Day, it is the responsibility of the Chief Umpire and the Regatta Chair to provide the safest and fairest environment possible for all competitors. If any deficiencies arise, the Chief Umpire will bring these to the attention of the Local Organizing Committee immediately.
Any shortfalls on regatta day that the Chief Umpire cannot condone can be justification for
delaying the regatta until the conditions are met.
If necessary, the Chief Umpire may remove the sanction for the regatta and refuse to allow
the RCA Umpires to officiate.

Step Seven
After the regatta, the Chief Umpire will complete and send the enclosed "Regatta Report Form" (see Appendix D), as well as the completed "Regatta Sanction Checklist" (Appendix C) to the Provincial and National Associations and to the Local Organizing Committee, within 30 days of the regatta. The Chief Umpire should, without delay, report to the RCA office any incidents which may result in a claim against the RCA Insurance Policy.

Step Eight
The Provincial Rowing Association will review all Regatta Report Forms to help further the development of umpires and regatta administrators in the provinces. It will also report to
RCA immediately any situations which may result in a claim against the RCA Insurance Policy.

Appendix A - APPLICATION FOR REGATTA SANCTION - PDF DOWNLOAD
Appendix B - REQUIREMENTS FOR REGATTAS
(Also see the Regatta Checklists- Appendix C)

Site Requirements:
A secure, controlled rowing site having a meeting place, adequate washrooms, shelter, change rooms, on-site drinking water, space for storage of boats, accessible and safe approaches and launching facilities for shells.

Schedule:
Enough copies of the regatta schedule for the number of anticipated umpires and coaches
should be made available as soon as possible.
Drivers:
All Safety and Umpire Boat drivers must meet Transport Canada requirements and be
competent to operate their assigned boat.
Safety Boats:
There must be a minimum of two (2) safety boats, in addition to the Umpire's boats.
Safety boats should be stationed along the course, including warm-up and cool-down areas,
to minimize the potential for collision of rowing boats with other boats and with hazards
such as bridge abutments, etc. The safety boats should also be stationed such that any part of
the course can be seen and reached speedily. It is desirable that these boats remain
stationary, pending any emergency, rather than moving up and down the regatta course, so
as to reduce wash.
In addition, these boats are to conform to the current Transport Canada requirements,
particularly with respect to the racing of rowing shells. See Transport Canada Regulations as
appended to the RCA Safety Guidelines.
It is preferable that the safety boats be of an inflatable type.
Umpires Boats:
Umpire boats should be equipped in accordance with the Transport Canada requirements.
Each Umpire's boat should have a red and a white flag, one stopwatch, two-way radio
communication.
Spare, "fully-charged" batteries should also be available as well as loud hailers, clipboards
(for race schedule).
Rowing Canada National Regattas should have at least six Umpire boats running at all times
for optimal operation of the regatta.
A spare motorboat should be ready in the event of a breakdown. Spare motors plus extra
fuel should also be available.

Starter:
Determine what Starters facilities should be in place.
Aligner/Judge at the Start:
Determine what facilities should be in place for aligning.
Finish:
Define an area accessible only by the umpires and support staff. Have it provided with
tables, chairs and covered shelter. This should be a cordoned off area, free from
interference.
Dock Marshal:
An umpire or individual(s) must direct the boats in and off the docks quickly and safely, so
that there are no accidents or delays in the launch/landing areas.
Weigh In Facilities: (if applicable)
In a separate room (tent) large enough to accommodate the crew of an eight, there should be
two calibrated scales, a table for each scale and two chairs for the officials who are doing the
weigh in.
There should be a small scale for measuring the weight to be carried by coxswains. A supply
of clean sand is required with a sufficient supply of containers, black markers, and duct tape.
Sufficient sand is to be placed in the vessels according to the weight required. The tops will
be wrapped with duct tape for sealing the weight.
Control Commission:
Situated at the dock where the shells enter and leave the water, the Commission members
are responsible for ensuring that all boats have the safety features present and functional.
(Bow ball, quick shoe release tie-downs at the proper length, etc.)
Course Maps/Markings:
The Local Organizing Committee is to provide a detailed layout of all facilities on-land and
on-water
The Local Organizing Committee ensures that the warm-up and cool-down areas and the
traffic patterns within those areas are clearly marked on the course diagrams.
The maps must also show the traffic patterns (training and racing) and that the
maps/diagrams are readily posted and available to the rowers.
The posting of when the course is officially opened/closed for training or racing must be
noted to all. The LOC must provide traffic control (marshals) and on-water recovery
boats/personnel and first-aid on land when the course is officially "open".

For safety reasons, the Local Organizing Committee may introduce special traffic rules for
adaptive rowing.
Safety Advisor:
The Organizing Committee shall appoint a person as the regatta Safety Advisor. See RCA
Rules of Racing for a list of responsibilities.
First Aid/Medical Officer:
At minimum a designated individual with a standard first aid certificate should be readily
available thirty minutes before the start of the first scheduled race, and be in place until 30
minutes after the last race occurs each day. The organizing committee is encouraged to have
an ambulance service and qualified medical staff on hand. Emergency contact information
must be available
First Aid/Medical Officer: (National Regattas)
Each national regatta will appoint a Chief Medical Officer who will be responsible for the
medical organization at the Regatta. This will occur early enough in the planning of the
regatta that ambulance and emergency response personnel can be organized. Normal
minimal level of staffing would include a physician and physiotherapist, with ambulance
access arranged.
Normal facilities requirement would be a private room, centrally located, heated/cooled,
with two plinths and access to washrooms. Medical equipment would be supplied by the
medical personnel, and replaced by the Regatta Committee as used.
Weather Service:
The Regatta Organizing Committee should have all necessary weather bureau telephone
numbers available to the Chief Umpire. A portable radio and internet access should be
accessible on location.
At all National Regattas, the following equipment is required and is optional for other
regattas:
• Lightning Detector (at Start and Finish)
• A Regatta Weather Station - RCA computer with access to the Environment Canada
web site.
• Thermometer.
• Barometer (to be read hourly, to detect trend of pressure) (optional)
• Anemometer (Wind speed direction) (optional).
R
Communications:
A two-way system with a range capable of receiving a clear signal for a minimum of three
kilometers, with a minimum of three operating channels must be available for regatta
communications.
The Regatta Chairman and the Chief Umpire will determine the number of radios required
for the regatta. They will also assign channels.

Appendix C - REGATTA SANCTION CHECKLIST - PDF DOWNLOAD