Run Organiser's Guide
How to organise a good club run
2008 Hillman Car Club of South Australia Inc.

The HCCSA Social Events Officer is your point of contact.  If you need any help or advice, the SEO is your experienced person.

  1. Think of a good finish point
    • Activities there, including lunch
    • Parking
    • Toilets see National Public Toilet Map.
    • Verify that all required facilities will be available on the day.
    • Details of free facilities can be found in the magazine "Free in Adelaide and S.A." (borrow the 2006 edition from Rosslyn Brown).
    • To get ideas about events and places, visit the S.A. Tourism Commission website (click on "THINGS TO DO" or "REGIONS").

  2. Arrange a suitable start point.  The ones most familiar to us are
    • Stratco southern car park, Gepps Cross
    • Burnside Council car park, Fisher Street, Tusmore
    • Civic Park, North East Road, Modbury (opposite Tea Tree Plaza)
    • Main South Road, Happy Valley (weighbridge station immediately south of Black Road)
    • The Lions Hearing Dog Centre, Mt. Barker Road, Verdun
    Refer to the Places page for the full list with Google Earth Placemarks and Google Maps.
  3. Choose an interesting route that will not be closed or congested by Also consider the terrain steep hills are problematic for the engine and brakes of our older cars.  Particularly slow vehicles (e.g. "the trook") might need to start early and/or take an easier route.
    Be aware of the desires and preferences of our members e.g. observation trials have been unpopular.
  4. Write an instruction sheet for the participants
    • Describe any hazards, e.g. risky lane changes.
    • At turn-off points, give the direction and street name.
    • For the longer runs, it is useful to note the location of public toilets.
    • Specify all distances in miles for our old cars (and optionally also in kilometres).
      1 mile = 1.609 km   or use the Convert function of Microsoft Calculator Plus (for Windows XP or later).
    • Clearly describe the finish point, so lost people can complete the run.
      Remember that the social gathering at the end is as important as the run itself.
    • Print the instruction sheet using a font size not less than 14 point, highlighting the most important bits.  Solo drivers need to be able to gain information at a glance.
    Google Earth, Google Maps and a street directory are very useful aids to planning, but nothing beats actually driving there.  Expect some unexpected problems, and have an attitude that you can overcome them.
    Your instructions might depend on some unwritten assumptions in your own mind, so it can be helpful to have an independent person (e.g. the Social Events Officer) proof read the sheet before the run.
  5. Give vital information (start point and time is a bare minimum) to the Social Events Officer, so that the run can be advertised several weeks in advance.  Write a description that encourages members to participate and make your efforts worthwhile. 
    It is the SEO's duty to pass this information on to the Webmaster and the Magazine Editor.
  6. On the day: arrive at the start point at least 30 minutes before the advertised departure time, with
    • an instruction sheet for every participating car.
    • sufficient Club Run Forms to be signed by every participant (all drivers and passengers).
    For the purpose of Public Liability Insurance, nobody joins the run without signing in.  This process alone can consume all of your time at the start.  You might even need a helper.
  7. Co-ordinate activities upon arrival at the finish point, e.g. lunch.
  8. Invite somebody to write a report for the club magazine.

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