Planning and scheduling an Auto-X???

[GeoffP]

I just learned today that there is a high likelihood that I could get access to my local airport's blacktop area including the runway for an auto-x. Our local city administration is looking to increase the use of the facility and is open to other events. It's just a small local airport with a paved 125' x 600' area with a paved connection to the runway (also paved). Would one of you guys that has done an event please post in here or PM me what it takes to setup a small Auto-X? I'm thinking we could easily do something the size of the Peachstate Musclecar Challenge - 25-35 cars. Obviously I want to make sure liabilities are covered, but it would need to be done as low cost as possible.

Thanks!!!

[mpozzi]

You'll definitely need liability insurance for starters. You'll also need cones and timing equipment plus a place to work from during each run group. Make sure the boundaries of the course are far enough away from any hazards such as curbs, fencing, trees, light standards, edges of the runway, and buildings. My recommendation is to enlist the help of a local autocross club or the SCCA as a good course designer will give everyone a fun course yet be safe.

You'll need to see what the airport requires as if this is an active airport, they may need manned stations preventing cars from entering areas they don't need to be in. Your entrants can also be courseworkers if you have three run groups. You'll need to have a driver's meeting and make it mandatory that everyone, drivers and spectators alike, attend. And delegate ... can't stress this enough.

Go out to the site and map it using drafting paper. Then draw up your course and mark your areas for grid, the timing trailer/table, and the paddock. Keep the course under a minute and when you draw it up, work in the overlap areas so you can run two cars on course.

Hope this helps,
Mary Pozzi

[GeoffP]

I went and checked the pavement and area in general yesterday during a fly-in event. The pavement looks to be in pretty good shape, there are no obstacles at all on three of the four sides of the pavement. The only issue I saw is that one end has a slope off into a low/drainage ditch that might mess up someone's car if they managed to slide it to the bottom (it would take some speed to slide that far I think). Then the forth side however has two decently large hangers right off the pavement so those would have to be worked around to prevent the possibility of collision. There isn't a local autocross club or SCCA so I don't think that's an option for me. The good news is this is just a small town airport and there is enough area for planes to come and go without any interference at all to the paved area. The bad news is that I don't think the course can be laid out where 2 cars could be on track at the same time, but I could easily be proven wrong on this. I just need to get some information on insurance as I'm not even sure where to start. What companies offer this type insurance?

Thanks for the response Mary! I need all the help I can get!

[mpozzi]

Geoff ...

The event specific liability insurance part is one area I haven't researched. You might check with Bill Howell as he organizes and manages many Pro-Touring events throughout the year. He should be able to give you contact information for a carrier/agent and you can take it from there.

Check with the airport and find out what they require for limits first. Usually, the airport or owner of the site you're using has to be named on the policy as well.

And if you don't have too many cars, you may not need to run more than one car on the course at a time.

Mary Pozzi

[NJSPEEDER]

Step 1 would be to contact your local SCCA/Porsche Club/ who ever else already runs local solo events. Find out from them what is involved and what they may charge to hire them for a day of fun.

-Tim

[GeoffP]

I wish - as far as I know there's no local club. I'm from small town USA where we have to pump in sunshine along with all the other necessities.

[NJSPEEDER]

Where are you located? SCCA, NASA, Porsche Club(PCA), Bimmer Club, and other such national organizations may not be right in your back yard but I would bet they aren't too far away.

The best part about a grass roots event like you are talking about is that most any organization will be pretty anxious to jump on board to help supply another opportunity for people to enjoy their performance cars safely.

Another good group to get in touch with would be SEMA. They will be able to put you in touch with local companies and provide you with materials to help get things done.

-Tim

[GeoffP]

I'm in Wrens, Ga. I'll see what I can find.

Thanks,

[GeoffP]

FYI for anyone interested - this is still in planning stages. I have a co-worker helping me get access to the local airport (it's small enough we can close it except for emergency landings). I have asked him to arrange lunch with the city administrator so I can toss him my pitch. I should know more before Thanksgiving hopefully with an approval and some tentative dates.

[tommycomfort]

We'll be following the progress of this. We would love to make it down if it happens!
Tom

[GeoffP]

I have a call into my local insurance company to find out about insurance costs (or if they will even insure an event). Hoping for good news by the end of the day! For anyone planning to go to other events in 2012, I will be scheduling this around the other major Pro Touring events since the air port schedule is very flexible.

[GeoffP]

No insurance yet, but I do have interest in a sponsor! Things are slowly starting to come together...

[SparkyRnD]

Geoff, you should talk to Jeff Tate up here, as he put together the PSMC series and secured insurance (I think it was around $1,500-2k for the weekend). He'll probably have a good recommendation. If it comes to fruition, and sabre is done, I'll be there.

[GeoffP]

I PM'd Jeff right after I started working on this. He gave me some good suggestions. I also PM'd Bill Howell and got some good info from him as well. I've got the number of a place to check on the insurance from a friend of mine locally, but I'm waiting to get permission to use the airport before I proceed. Another friend is supposed to be scheduling lunch with the city administrator for later this week so we can ask. Here's to hoping he says "Yes"!

I have a feeling Sabre is going to be done before my car is back running...

[SparkyRnD]

Honestly, if I didn't have Joe building it for me, it would probably take 3 times as long.

[HectorM52]

Geoff, any update on this?

[RS_Customs]

Wow, guess I missed this thread. Like Adam said, any updates?

There are a few local Ga autocross clubs. The big one being solo atlanta.

Jeff and myself are still trying to get things worked out with Atlanta Motorsports park for PSMC. If that doesn't happen, I'm sure we will be looking at doing the 2 day autocross again for PSMC. Maybe we will have 2 smaller events in Ga this year. The only problem is getting the participation to break even. With all the big events that have tracks and autocross it's getting harder to get much more than the local guys to travel.

Let me know if you have any questions I might be able to help with.

Robert

[GeoffP]

Hi guys - no new news on this just yet. I had a discussion with my "partner" about setting a date yesterday. My intention is to avoid any of the American Streetcar Series meets by at least a couple weeks with the exception of the West coast events since it's very unlikely anyone would drive from California to this. I promise to have some info for you guys in the next week or so!

[SparkyRnD]

cool, I'd be very interested in running it.

For the PSMC, even if it's a 2-day at Red Top Mountain Auto Auction, that will be a bigger draw this year than last. I know I would run, and have several other local friends that would want to as well. Plus, if we advertise locally, we will get more competitors. Just have to make sure it's a good weekend for the not-so-local guys so they can also attend.

[cheapthrillz]

You're only 1hr45 from me, so I would be interested in coming. I don't have anything to run, but I just like coming and hanging out.

[GeoffP]

We tried to catch up with the city administrator today but just missed him. I'm hoping we can try again tomorrow - sorry for the lack of updates. My hands are tied until I get the approval. I'm at the mercy of another guy because he's the airport administrator. He has to be the one to get the approval. Hopefully I'll have more info soon!

[GeoffP]

I finally met the city administrator today - he's all for doing an Auto-X at the local airport. In his words, "I think it's a great idea." I just have to type up a single page proposal for him to present it to the city council. He said it's just a formality so they, "know what's going on." It's hard not to get excited at this point, but I'm trying to keep my cool. I try never to get too excited until stuff is a done deal!

[SparkyRnD]

awesome work Geoff!

[HectorM52]

Woo hoo!! Another Georgia meet!!

[GeoffP]

June looks like a good month to have an event in the south east...other than it'll probably be scorching hot out. Anyone have other months as a suggestion? Also...thinking its time to come up with a name and I'm curious who would be down for a Friday evening cruise in addition to Saturday and Sunday Auto-x?

[BulldawgMusclecars]

Geoff, I'm in on all counts, but let me do some checking before you commit to a date. The Peach State could possibly be in late June, or August, from the preliminary info I could from Jeff Tate. I just want to make sure they don't wind up on the same weekend, and that we can get the timing equipment for both events.

[GeoffP]

Sounds great to me! Keep me up to date on the dates - the airport schedule is pretty flexible. I'm going to PM you on the timing equipment.

[HectorM52]

I'm sure Robert keeps you guys filled in on the status of AMP, but I would put the PSMC event later in the year. I just don't see the track being done before July. Just my humble opinion as someone who builds stuff for a living.

[RS_Customs]

I'm sure Robert keeps you guys filled in on the status of AMP, but I would put the PSMC event later in the year. I just don't see the track being done before July. Just my humble opinion as someone who builds stuff for a living.

AMP is shooting for wheels down next month. They have made a lot of progress since the last time you were up. Granted this will be only a drivable track and not the full complex for a while. Concrete pans should be going down on the bridge this week, down to the bridge on both sides has GAB and should be paved very soon.

I am talking with AMP weekly to see if a spot has opened up for us to come play.

Robert

[HectorM52]

I will believe it when I see it (eternal optimist here...ummmmm...pssshhhhtttt, yeah right). Though I gotta admit as I read that I'm getting REALLY excited.

I will be surprised if they're allowed to open for business...but I guess that maybe since it's an event facility it might fall under different "rules" than what I'm used to. There just seems to be a lot of "life safety" and "accessibility" issues to be completed (or started).

Okay, sorry for my pessimistic rants. I'm freakin stoked about getting on the track. Hell, I'm contemplating bringing the truck next time we go up there!! :)

[SparkyRnD]

I'd be happy to make a cruise on a Friday, then runs on saturday and possibly sunday. The later in the year the better, as it sure is how the farther down south we go!

[musclecarmatt]

i mite be in on this event...depends on the funds...got alot of autocross scheduled this year lol!

[GeoffP]

Got a preliminary quote on the liability insurance - $600 doesn't seem too bad. My partner in crime knows a few people in the insurance business and thinks he can get us another quote. I'm going to work on the proposal for city council this weekend to get to the city administrator.

[SRD art]

I'm planning on LS fest in Sept, and a couple other big events within 8-10 hours drive. I'll be down with making it to yours too depending on date. Sounds cool!!

[SparkyRnD]

Any update Geoff?

[GeoffP]

None today - I had a meeting with my buddy but work took precedence today. I've got to get a date set!

[musclecarmatt]

i mite missed this...but where its going to be held possibility?

[GeoffP]

We're having it at the local airport in Wrens, Ga...you can see the pad on Google Maps.

[musclecarmatt]

sweeet....about hour and half drive from my house...very manageable...will be watching for dates and times...:)

[GeoffP]

Guys - how about draw up some proposed course layouts??? The only rule is that we have to stay away from the hangars. The area surrounding the pad is flat grassy ground so you can put the course near the edge on the other sides AND we can use the strip for part of the course. The only trick is that if any aircraft has to make an emergency landing we have to clear the strip. I will work VERY hard to get a date set in the next two weeks. I'm hoping to avoid the heat of July/August but any other weekends will be open (except for any ASCS event on the east side of the US). Does anyone have any specific weeks that you want me to avoid scheduling on???

[HectorM52]

No holiday weekends (memorial, 4th, labor day, etc...).

[GeoffP]

Definitely not - they're reserved for family stuff but thanks for chiming in!

[musclecarmatt]

september?...i know Run thru the Hills for ASCS is last weekend in september.....I know april usually isnt to bad weather wise far as hot....

[SparkyRnD]

I'd suggest sometime in fall. That give everyone time to plan, misses the other larger events, the weather will be nice, et cetera.

[damannhw]

Just found this thread, but I would definitley be in depending on the dates. I'm also willing to help any way I can. I'm only a couple hours away. Subscribed !

[GeoffP]

Thanks - we are looking at the first weekend of September. How does that look for everyone?

[SparkyRnD]

not sure yet, as I know RTTH and possibly 1 or 2 other events are in September. I think of than the Good Guys Charlotte on 10/24, October is open too.

[GeoffP]

I am thinking RTTH is the 3rd weekend of Sept. I may plan to go to that too depending on how things turn out with my new engine. What other events are in September?

[RS_Customs]

ASCS shows the dates for RTTH as September 28-30, 2012

Robert

[HectorM52]

thanks - we are looking at the first weekend of september. How does that look for everyone?

ALSO KNOWN AS Labor Day weekend! :(

[GeoffP]

Never mind - didn't look close enough at the calendar. No holiday weekends. If we do a date in Oct it won't be around the 20th - my anniversary!

[GeoffP]

What about the following weekend - Sept 7-9?

[SparkyRnD]

it'll be hard to get bigger players if you are within 1-2 weeks or so of another big event, so make sure to factor that in.

[HectorM52]

Hell, it will be hard to get the smaller players too. It's a cash flow thing. As well as a family thing.

I'm up for something in April. I could do March, but I'm sure that would put others out for lack of planning.

[musclecarmatt]

i think either in September or October would be good....already trying save funds for Goodguys nashville and RTOS...in May..lol

[GeoffP]

Anything before the end of May is out - my personal cash flow is in the way because of my engine build since I have to pony up insurance money up front. I'll look at the tail end of August to see what's available...

[damannhw]

What about the following weekend - Sept 7-9?

That's the same weekend as Shades of the Past in Pigeon Forge.

September is slammed :
7th-9th = Shades
14ht-15th = Rod Run
21st-23rd = Auto Fair
28th -30th = RTTH

[GeoffP]

Guys - please understand that I can't accomodate everyone nor can I work around all different kinds of car events. The only events that will be taken into consideration are Auto-X or road race events. Unless I am mistaken, Shades, the Rod Run, and the Auto Fair don't qualify for this since they don't have either. Good Guys will be taken into consideration as well as ASCS events or similar since they have Auto-X and road racing events. Also as mentioned above, holidays will be avoided to prevent getting in to family time. I appreciate everyone's input and also all offers to help. When the time comes, we'll definitely need help! Having said all of this, I agree with Adam that we need to avoid any ASCS event by at least 2-3 weeks to give everyone time to replenish their car fund coffers...This still leaves the end of August open. Either August 24-26 or August 31 - Sept 2.

In order to not turn this in to a debate on dates - does anyone have a full Auto-X/Road Race event schedule for the year available???

[GeoffP]

Ok unless someone has a good compelling argument against or unless we run into a local reason we can't use the airport, the date is August 31 through September 2.

[damannhw]

Guys - please understand that I can't accomodate everyone nor can I work around all different kinds of car events. The only events that will be taken into consideration are Auto-X or road race events. Unless I am mistaken, Shades, the Rod Run, and the Auto Fair don't qualify for this since they don't have either. Good Guys will be taken into consideration as well as ASCS events or similar since they have Auto-X and road racing events. Also as mentioned above, holidays will be avoided to prevent getting in to family time. I appreciate everyone's input and also all offers to help. When the time comes, we'll definitely need help! Having said all of this, I agree with Adam that we need to avoid any ASCS event by at least 2-3 weeks to give everyone time to replenish their car fund coffers...This still leaves the end of August open. Either August 24-26 or August 31 - Sept 2.

In order to not turn this in to a debate on dates - does anyone have a full Auto-X/Road Race event schedule for the year available???

Sorry, didn't intend to imply these dates weren't open, just speaking for myself as far as events I plan on attending and where others may be also ! I appreciate your efforts to coordinate & plan an event and I will (if possible) do all I can to attend AND help.

[GeoffP]

Thanks - I really appreciate all the input and look forward to the event!

[musclecarmatt]

i think them dates will work good for me...looking forward to it!....any names for the event?...what you thinking toward event schedule wise?....friday cruise and saturday/Sunday autocross?

[SRD art]

Lol! This is a little like planning my wedding, every relative had input of what fit their schedule. We finally got to the point of saying, "Here's the date, if you can't make it too bad!" Lol!

LS fest is the folowing weekend so I should be able to make it. One more good opportunity to beat the car and get some seat time before going to Bowling Green. Or realize I don't got it and chicken out of LS fest, lol.

If it's hot out like in Aug, I have 2 10x10 canopies, I will prolly have one by the car and I can loan one for general sun dodging.

For a name the best I could come up with is East GA Hot Laps. maybe that'll spark some better ideas...

Are there facilities close by? Bathrooms, water, etc?

Any details on time, ie all day, early am till noon, ...

I don't think I can stay Friday to Saturday, any thought about racing during the day and then a dinner cruise in the early evening? Just throwing it out there.

Sounding cool so far...

[GeoffP]

The intent is to do a cruise of the area Friday evening ending at a local restaurant (home cooking style) for supper. Auto X all day Saturday - Homemade BBQ for dinner and maybe setup a projector screen for a couple old car movies, more Auto-X on Sunday until early-mid afternoon and then close it out. It'll be very low key and casual. I have a guy who says he's up for sponsoring some trophies or plaques so awards are a possibility too (this is not confirmed though).

[tommycomfort]

Geoff,
No promises, but that weekend is open with us and we'll do everything we can to be there with at least one car. Keep up the great work on this!

[musclecarmatt]

The intent is to do a cruise of the area Friday evening ending at a local restaurant (home cooking style) for supper. Auto X all day Saturday - Homemade BBQ for dinner and maybe setup a projector screen for a couple old car movies, more Auto-X on Sunday until early-mid afternoon and then close it out. It'll be very low key and casual. I have a guy who says he's up for sponsoring some trophies or plaques so awards are a possibility too (this is not confirmed though).

sounds like a winner to me....heck trophies or no trophies i just wanna come to have fun and hangout with some fellow car guys!

[GeoffP]

Wow guys - I never thought I'd see this much interest. Has anybody checked out Google maps for an overhead of the pad we've got to work with? Anyone got any thoughts on a way to use the shorter section of the runway for part of the course???

Tom - I hope you guys can come. If nothing else, I am going to use this event to try my hardest to get my wife to FINALLY try Auto-X! I could use your help getting her on the course!

[SparkyRnD]

I wasn't trying to dictate the dates, but rather throwing it out there about some of the same considerations we are going through with PSMC. If I can get out, I'll be there.

What kind of timing equipment are you planning on using (sorry if I missed it in an earlier post)?

[GeoffP]

Sparky as always I appreciate any input you have - My statement wasn't directed at anyone in particular, just a general statement to calm the date "debate" down a bit and hopefully didn't offend anyone as that was not my intent. I hope you and Joe can both come!

We were hoping to use Bill's stuff because he had offered to come down if the date worked out but he hasn't responded to the PM I sent him here or on Facebook. I know he's got to be busy with all the back to back events so I was trying to be patient in waiting on his response. Worst case, we'll make our own timing equipment and I may be able to borrow traffic cones from my workplace. I'm in IT and have a couple really sharp co-workers - I'm sure between the three of us we can come up with something that will work well even if we have to write our own software.

[HectorM52]

Great! I don't think that date conflicts with anything I have either!! Woo hoo!

[GeoffP]

That's good to hear Adam!

[GeoffP]

Anybody got any leads on some small cones for course layout and a PC based timing system? I'm open to buying these pieces if necessary but can't really find what I'm looking for in regard to timing lights.

[tommycomfort]

I'm not sure about timing equipment, but my favorite website has cones. http://www.mcmaster.com/#traffic-control-accessories/=gj28uc

Keep up the good work on the event!
Tom

[GeoffP]

Thanks Tom! They aren't too badly priced at about $7 each. I'm going to check at work too - maybe I'll get lucky and get a few donated (power company).

[Ron.in.SoCal]

Thanks Tom! They aren't too badly priced at about $7 each. I'm going to check at work too - maybe I'll get lucky and get a few donated (power company).

How about some kid's soccer cones from a sporting goods store? Def less than $7 ea, but not as tall...

[GeoffP]

Soccer cones aren't a bad idea as long as they're heavy enough not to get blown around or blown over easily. Thanks for the suggestion!

[SparkyRnD]

$7 each isn't bad, until you realize how many you need for both sides, and doubling up for turn indication. Plus, having a place to store them too, and the smell from new cones is quite pungent, negating keeping them in a standard garage or basement.

[musclecarmatt]

any updates on this.??..about get my car back up for some test and tune with new head/cam swap..:)

[GeoffP]

No not yet. I haven't had time to type up the proposal for city council yet with my working on my 68 Camaro to get it ready for RTOS weekend after next. I don't have any doubt that it'll happen though because I've got a couple prominent citizens behind me on it. More soon though I promise!

[RS_Customs]

Any new news?

Robert

[HectorM52]

More soon though I promise!

<Tapping foot, somewhat patiently>

:) Any word?

[GeoffP]

Not much at this point other than I have been assured that it's only a formality to get city council's approval since they want the airport to be used more than it's currently being used.

[GeoffP]

Would it hurt anyone's feelings if we pushed this event out to October or early November? I've got some people telling me that there's no way they can make this event and go to RTTH (it would cramp me too since I'm attending RTTH). The only weekend I CANNOT do it is Oct 20th (my anniversary). When is Good Guys Charlotte? I'm hoping to try the autocross there this year.

[musclecarmatt]

Would it hurt anyone's feelings if we pushed this event out to October or early November? I've got some people telling me that there's no way they can make this event and go to RTTH (it would cramp me too since I'm attending RTTH). The only weekend I CANNOT do it is Oct 20th (my anniversary). When is Good Guys Charlotte? I'm hoping to try the autocross there this year.

Geoff,

Goodguys Charlotte is October 26-28th....i definately doing the autocross at charlotte....i wouldnt mind it being in november i like the colder air...

[damannhw]

I'm flexible on dates, and willing to help and participate any way I can ! I'll also be at RTTH, so if you decide to move the date it might work out well as far as attendance goes.


Would it hurt anyone's feelings if we pushed this event out to October or early November? I've got some people telling me that there's no way they can make this event and go to RTTH (it would cramp me too since I'm attending RTTH). The only weekend I CANNOT do it is Oct 20th (my anniversary). When is Good Guys Charlotte? I'm hoping to try the autocross there this year.

[GeoffP]

Ok guys - thanks for the input. Early November seems to work well for me too and will make it easier to get everything together in time. I'll get a solid date set VERY soon I promise. If it goes well this year, I will set the date early enough for next year that everyone can plan well in advance.

[HectorM52]

We are trying to plan a day at AMP in early November (first weekend) so that will be out for 3 or 4 of us (those of us that did tire walls). Might try early October or mid- to late-November.

[GeoffP]

Now I know how Bill and the gang organizing ASCS events must surely feel. I think I'm just going to have to set a date and not worry about who can and/or can't attend. I sure can't compete with ASCS events if they're in the region during the same time, Charlotte Good Guys, or even an unofficial track day at AMP for you guys, Adam (glad you have the opportunity - I would go too if I could) so I apologize in advance if the date that gets set for this year knocks some of you out from being able to come. I will certainly miss you but I understand that there are and will always be better events than what I'm planning. Look at it like this guys, we are very blessed to have so many events available to us throughout the year right now. In a few years it may not be like this so lets all enjoy it as much and as often as possible while it lasts! To help it last as long as possible, be sure to support these events both financially and by volunteering instead of just spectating! It takes a lot to put on even the most basic of auto crossing events as I have found out! Thanks in advance for the support each of you have shown this - I promise I will have a solid date soon along with specific details on what we'll be doing besides the autocross.

[musclecarmatt]

Now I know how Bill and the gang organizing ASCS events must surely feel. I think I'm just going to have to set a date and not worry about who can and/or can't attend. I sure can't compete with ASCS events if they're in the region during the same time, Charlotte Good Guys, or even an unofficial track day at AMP for you guys, Adam (glad you have the opportunity - I would go too if I could) so I apologize in advance if the date that gets set for this year knocks some of you out from being able to come. I will certainly miss you but I understand that there are and will always be better events than what I'm planning. Look at it like this guys, we are very blessed to have so many events available to us throughout the year right now. In a few years it may not be like this so lets all enjoy it as much and as often as possible while it lasts! To help it last as long as possible, be sure to support these events both financially and by volunteering instead of just spectating! It takes a lot to put on even the most basic of auto crossing events as I have found out! Thanks in advance for the support each of you have shown this - I promise I will have a solid date soon along with specific details on what we'll be doing besides the autocross.

sounds good man!...looking forward to this event!

[stage2ROUSH]

We" might" be able to make it up there for this .Sounds like some more good fun, keep us updated on an aprox date.

[regal454]

I'm hoping to make it along with Goodguys Charlotte this year.