Pinewood Derby Committee Guide

 

The role of the Pinewood Derby Committee is to ensure that our scouts have a well-organized & fun race day.

 

Pack 379 uses a computerized 4 lane “Supertimer” track to run the race

 

Car Kits will be handed out on a Pack Night identified in the Pack 379 calendar, usually in November. When the cars are handed out the Committee Chairperson should go over the car construction rules of Pack 379.  It should be explained how they will be implemented on Tech Night

 

Tech inspection will be on a non-Pack night identified in the Pack 379 calendar

 

The Pinewood Derby generally scheduled as a Pack Night in January

 

Committee Tasks:

 

The Committee will consist of a   leader and assistants to prepare & conduct the race. Generally in addition to the above the following is involved:

 

Pre Race Actions:

 

No later than December, the committee should decide on the format of the race. The following items should be considered:

 

Race Judging Options: 

  1. Use of the Supertimer System with installed software,
  2. Use the Supertimer System with the Excel spreadsheet format.
  3. Use of the Supertimer for a double elimination race format. 
  4. The eyeball method at the finish for a double elimination race format. 

The Committee should be prepared to use either #3 or #4 as a fall back plan if there is an equipment failure.

 

Race Competitors:

            The Committee should decide on how the competition will be run will it be Tigers against Tigers, Wolves against Wolves etc. Or will it be a full open competition.

            The Committee should decide at this time who will go to the Matinecock District competion-the four fastest or the fastest in each rank.

 

Awards:

            The committee should decide on what awards will be handed out and when they will be. Things to consider are

·         Will there be trophies & to what level awarded or

·         BSA cub Scout Pinewood Derby Medals

·         Participation Certificates- custom printed or pre-printed or

·         BSA Cub Scout Participation Ribbons

·         Special award certificates –custom or pre-printed

·         Patches.

·         Small checkered flags etc. (Oriental Trading)

 

For many certificates there are commercial sources available

 

Race Budget: The Pinewood Derby Committee must work with the Pack Committee / Leaders to establish the budget for supplies awards etc.  Consideration is to be given to school fees for using the building on weekends etc.

 

Track & Timer Condition:  Early on: Dec / Jan:  Examine track (in basement of Ft. Salonga school).  Prepare a test setup & learn the workings of the track & Supertimer system.

 

Pit Boxes: Make sure the pit boxes are suitable for storing the cars after Tech Night.  Pit Boxes are decorated cardboard containers that are in Ft. Salonga School basement.

 

Tech Night: Conduct a Tech Night which is the weigh in & technical inspection, to ensure that the Scouts cars meet the Scout / Pack specifications for the race.   See Rules & specifications for details. Committee members should be familiar with the requirements prior to the race. 

 

The Committee should have the gages & scales and other tools required to perform a technical inspection.  Only one scale is to be used for final weigh in.  Some simple tools can be made to expedite

 

 

The Committee should have some supplies on hand to assist scouts with last minute problems. 

·         Extra wheels & axels

·         Glue (Wood glue Instant glue hot glue gun

·         Graphite or Teflon lubricant

·         Appropriate tools for modifications

 

At tech night the committee will also set up a track without a timer so that scouts may test their cars & make adjustments prior to inspection. Once inspected cars are only handled by Committee members

 

Once inspected cars are only handled by Committee members. Cars are placed on the stage or a table * for design award judging.

 

 * Make sure there is a barrier to prevent the cars from falling off the stage or table!!!

 

Category Awards:  After Tech inspection, cars are placed on the stage for design award judging.  At the conclusion of tech night a part of the committee will review the cars for category awards. Awards will be announced on race-day.

 

After judging the cars are stored in the “Pit Garages” until Derby day.

 

After tech inspection the committee disassembles the track & stores in the basement until race day.

 

From experience you need 5-7 people on tech night as a minimum to help with registration and inspection. 

 

Dimension / Rules Inspector, Weight Inspector, Track Steward, Tech assistor  (helps with problem cars) a Registrar &

Pit Boss  & Judges.

 

Setup: The Derby committee will plan the layout of the contest by selecting placement of the track, scout & family seating areas etc. (This of course is dependent on where the Derby is held).

 

Derby Day: On Derby day the committee will set up the Track & Test it.  Arrange the cars for racing and conduct the race.

 

From experience you need 5-7 people on Derby Day as a minimum to help with running the race. 

 

An MC Usually Chairperson, Starter & Assistant, Finish Line Track Steward & runners to bring cars back to the start or staging areas (scouts can assist) & Timers (2).

 

There should be some backup to ensure that a parent is able to watch their child’s car run down the track

 

On derby day the timers will announce the overall winners (1-3) & determine rank winners using “Supertimer” software or other means.  If time does not permit rank winners will be posted on the web site & announced at the next pack night.

 

Refreshments: If there is to be refreshments, a subcommittee should be set up to coordinate this effort and determine if it will be a fundraiser or free.  As an alternative it can be both with each scout receiving a coupon for something like a hot dog & drink with parents, siblings & guests paying.