An International Championship will normally be organised by members of the 505 Association in the country where the regatta will be held with input and oversight from the International 505 Association. This group, the Organising Committee will generally work closely with the Venue chosen by the 505 membership at an AGM. The Organising Committee and Venue are responsible for organising and managing the regatta as per Class requirements and as outlined in this document.
The Venue will normally enter into an Agreement with the 505 Association which would stipulate what the Venue will provide and what the venue would charge. This detail should be provided by the venue at the time of bidding or offering to host the regatta. As a minimum, a venue will generally need to provide all the resources to host the boats, competitors, support personnel & equipment both on shore and on water. See Minimum Requirements below.
If the venue has catering or social facilities the Organising Committee will generally also ask for or negotiate pricing for social and presentation functions as well
The venue’s costs and charges for hosting and providing the racing and the social functions is covered by entry fees paid by competitors. Typically, these costs would be covered by about 80 boats. When the event attracts a larger number of boats the Organising Committee will generally look to spend the larger budget on more or enhanced social functions, free food and maybe beer for competitors after racing, free merchandise, container or other travel subsidies, subsidising the entry fee for youth or junior sailors, etc.
|Other than a venue’s usual sponsors, all sponsorship raised belongs to the 505 Class and how it is allocated will be decided by the International Class Executive in conjunction with local 505 association members.|
In addition to charging for the racing and hosting the fleet, a Venue would normally expect to enjoy substantial income from the competitors, friends, family and support personnel using the venue, restaurants, bars and canteens. 505 Sailors do like to eat and drink and generally have a high level of disposable income.
The 505 Class will also likely arrange product and cash from sponsors which it will use to enhance the regatta and encourage more entries.
|The 505 International Class will be responsible for an event web site and work with the Organising Committee & Venue to integrate regatta publicity with the Class & Venue’s on-going publicity activities. All official reports, results, photos, videos, etc must be posted on this regatta website. Venues and other third parties can then share information posted on the 505 event website. They should not post event information or reports directly to their own websites.|
Note 1: Typically the entry fee from the first 70-80 boats will be required to cover the host venue costs to provide the racing and related onshore facilities (Minimum Requirements), a presentation function and a basic welcome function. For entries in excess of this, the venue will generally charge an additional amount per 10 entries to cover the requirement for one additional safety boat. The rest of the entry fee would be used by the Organising Committee to fund additional items.
- As an absolute minimum a World championship must include:
- ON WATER
- A World Championship shall comprise ten scheduled races held over six days
- Two days of registration and measurement followed by
- Two days of Pre-Worlds racing followed by
- One more day of registration and measuring
- Three days of Worlds racing followed by
- One spare or rest day (which may be used for racing) followed by
- Two final days of racing
- Six races in total for the Pre-Worlds and ten races in total for the World Championship.
- There shall be no more than three races per day.
- Four races are required to be completed to constitute a Championship series.
- The Sailing Instructions should contain provision that if a race cannot be sailed as scheduled, it may be postponed to the next day.
- The Notice of Race and Sailing Instructions shall be submitted to the International Office for approval prior to publication. The Organisers should use the standard Class Sailing Instructions and Notice of Race with only venue and date specific changes.
- Race Committee. The Race Committee shall include at least one Association Member nominated by the ICA and conversant with the Rules and procedures of the Class who may advise the Chairman of the Race Committee on all decisions affecting the conduct of the races, and shall serve as the principal liaison officer between the Race Committee, the International Jury and the Competitors. At the conclusion of each day’s racing, the Association Member serving on the Race Committee shall be available at a time and place to be specified for the purpose of receiving comments from the competitors on the conduct of the Championship.
- An International Jury shall be convened for the Championship in accordance with the Racing Rules of Sailing (“RRS”). The Jury is appointed by the ICA, but nominations may be made by the Organising Committee. The Organising Authority is responsible for the expenses of the jury members.
- Limiting Conditions. Races should not normally be started when the wind regularly exceeds 30 knots (15 metres per second) although this limit may be lower if there are difficult sea conditions or other factors, such as shallow water, that increase the likelihood of serious damage. Or is less than 4 knots (2 metres per second) for significant periods.
- Committee Boat and Mark Boats The Organising Authority shall provide an adequate committee boat that can be suitably manoeuvred and anchored. It should have radio communication with the shore and all mark boats, safety and support boats.
- Safety Boats. There shall be at least one safety boat to every ten boats competing and a proportion of these should have a low enough freeboard to allow manoeuvring close to competitors without risk of damage.
- Jury Boat. There shall be at least two fast and manoeuvrable vessels with good all-round visibility at the disposal of the International Jury.
- Press and Spectator Boats. There should be adequate facilities to enable any press and spectators to go afloat to watch the racing without interfering with the operation of the craft involved in the management of the racing.
- Courses. See Course Configuration for details. A spacer or offset mark is included at the start of the leeward leg and a gate at the end of the leg. The spacer mark should be approximately 100 metres to port of the windward mark to separate boats beginning the leeward leg from those approaching the windward mark. The leeward gate should be about 75 metres wide. Marks should be rounded to port (except for the gate). GPS or other electronic positioning equipment should be used to lay the course and ensure the accuracy of any course change introduced by the Race Committee as a race proceeds. Gate starts should be used. A mixture of triangle and windward leeward courses should be used (See Course Configuration diagrams for details). When using a triangle the course should be an approximate isosceles triangle. Treating the windward leg as the base of the triangle, the angles to the other two sides (the reaches) shall be about 45 degrees, although in light winds this should be increased to about 55 degrees. The distance from the windward mark to the leeward gate should typically be about 1 nautical mile. The exact length will be determined by the wind strength and the number of boats. When large numbers of boats are competing the start (and finish) should be below (downwind) of the leeward gate by up to 0,5 nautical mile to ensure a fair first work.
- Target times for one race days should be 75 mins. For multiple race days target time should be 60 mins.
- Marks should be large enough to be seen from the preceding mark and Mark Vessels should be available to enable the marks to be moved in the event of a major wind shift.
- Sufficient space to store containers adjacent to the boat park and accessible by competitors at all times. (Containers will generally arrive well in advance of the regatta)
- An appropriate place to store road trailers for those competitors driving to the venue).
- Appropriate boat park space for the expected numbers (normally between 80 and 180 boats) including wash down facilities.
- Sufficient launching ramps for competitors to launch and retrieve boats each day in 30 minutes or less).
- Facilities for launching and berthing and fuelling coach boats, spectator boats, media boats.
- Appropriate and sufficient toilet and shower facilities.
- Club house facilities where competitors can meet.
- A room where the Class can hold its annual AGM.
- Suitable indoor space and equipment for speedy and accurate regatta measurement and weighing of boats, equipment, spars and sails (note: the International Association can normally supply electronic scales, check weights and Mylar templates for sail measuring).
- A suitable indoor room for Jury and hearing protests.
- A suitable place for setting up and charging boat trackers
- In addition to the resources and personnel to set the required courses, run the racing as per the standard Class Sailing Instructions and provide sufficient safety boats, two additional boats need to be provided for the Jury. Tracking equipment may also need to be carried by the gate boat and placed on all course marks.
- Sundry expenses needed to run the racing and safety. Eg. Bow number stickers, trolley numbers, etc
- There may be some additional requirements for Sponsors but generally any associated costs would be covered by Sponsor provided funds (eg sponsor branding on course marks).
The Championship Organisers will be responsible for the organisation and cost of moving containers from ship’s side to ship’s side in the host territory. Organisers should propose the arrangements for this during the process of applying to host a World Championship and include the final arrangements in the Notice of Race to Competitors. A visiting nation may apply to the Organising Authority to arrange their own logistics for the delivery of container(s) and in such circumstances the Organising Authority must quote a ‘subsidy’ which may be limited to the amount that the Organising Authority would be liable for if it were to handle the arrangements directly.
Containers need to be at the venue about 3 weeks before regatta start date to allow for delays.
Customs clearance- The local 505 Association needs a customs agent to clear the paperwork for the containers both in out of the host Country . A fixed quote should be obtained to avoid cost overruns. This is needed early as the agent is to be nominated on the paperwork for the shipping before departure.
The local 505 association with the customs agent need to organize the approvals for the containers to enter the host Country and exit using Event temporary import. This work needs to start early and approvals be in place well before containers are shipped. The local 505 Association or venue can provide the necessary guarantees which are released when containers are shipped out.
- A prize giving & social function in the evening of the last day of sailing. This should include plenty of food and a bar where everyone can buy drinks. The food can be a sit down meal or buffet. Normally the attendees would be competitors, family and friends, volunteers, race management team, jury and maybe sponsors. Suitable audio-visual facilities should be available. While this function is funded for competitors from the entry fee, family and friends would pay for their tickets. The Regatta budget ideally covers the cost to invite volunteers, race management and jury.
A welcome social event normally held after the last day of the Pre-worlds. Like the presentation function it is generally funded from entry fee for competitors but family and friends will often be asked to pay at least some of the cost.
- Daily Food, soft drinks and maybe Beer for competitors after racing each day. With sufficient budget this can generally be made available as competitors sign off or return trackers.
Regatta merchandise for competitors, family, friends and volunteers. How much of this is provided free and how much is sold will depend on the budget and be decided by the Organising Committee. Merchandise often includes shirts, hats, etc. Organisers will often arrange sponsorship with clothing companies to get free or subsidised merchandise. Regatta merchandise with 5o5 branding is encouraged but branding has to be approved by the International Association. Event sponsors may also have branding requirements that will generally need to be signed off by the sponsor.
A midway function on the eve of the Worlds lay day. When all other requirements are covered and funds are available a social function mid regatta is always popular and provides sailors, family and friends with the ideal opportunity to catch up and make new acquaintances. This function also provides an opportunity to attract a sponsor to assist with the cost of the event.
- Choice of Water The sailing water shall be chosen with care to ensure reliable sailing conditions. Particular attention should be given to the following considerations:
- The centre of the race course triangle should normally be at least two nautical miles away from any land.
- The sailing area shall not be subject to extremes of strength or complexity of tidal streams.
- Land adjoining the course area should not significantly deflect the wind.
- Predicted climatic conditions should assure suitable winds which are reasonably steady in direction and strength.
- The course area should be a reasonable distance from the launching area. Should the course be far from the launching area, facilities for towing the fleet to and from the race area should be available.
- The launching site should be capable of launching the Championship fleet with trolleys within thirty minutes. The following facilities should be close to the launching area and fully described in the Organising Committee’s detailed application:
- Dinghy park.
- Changing rooms, toilets, showers and first aid facilities.
- Chandlery, sail making and repair facilities.
- Boat washing.
- Car parks (when necessary).
- Other Facilities The Organising Authority should ensure the availability of the following facilities either close to the dinghy park or served by adequate means of transport. Details shall be included in the initial proposal to host an event.
- Clubhouse where Members can meet.
- Facilities for Competitors to access the Internet. As a guide the “internet café” should be available for at least three hours before sailing and for three hours after the boats come ashore. The ideal ratio is one workstation per twenty boats.
- Adequate accommodation varying in price, including camping facilities.
- Suitable venues for the prize giving dinner, social functions, the Annual General Meeting and any other International Association meeting.
- Suitable areas for unloading and storing 40 ft. ISO containers within easy walking distance of the boat park.
- Event Calendar. The racing and social calendars shall be so arranged as to provide sufficient free time for International Association meetings. At a World Championship this will normally be a meeting of the International Governing Council and the Annual General Meeting of the International Association.