The Wheeling Vintage Raceboat Regatta:
THOUGHTS ON ORGANIZING
A VINTAGE HYDROPLANE EVENT
And a Suggested Time Frame to Git ‘er done!
By Debbie & Dan Joseph and Butch “The Sheriff” Kropfeld
First Edition, January 2008

TABLE OF CONTENTS

One Year Before the Event: The Preliminaries
Six to Eight Months Before the Event: The Details
Three Months Before the Event: Final Preparations
One Month and One Week Before the Event: Crunch Time
The Day of the Event: Heaven or Hell?

INTRODUCTION

This manual was written to present what has been learned during the first two years’ existence of the Wheeling Vintage Raceboat Regatta about creating a vintage race boat event. There will invariably be things that you will want to modify to be specific for your particular venue, and there may certainly be other ways of organizing a successful vintage event. This manual is meant to be a starting point for establishing a new event, not the only way to do so!. Communicating with other persons who have established vintage events will provide you with invaluable ideas on setting up your first event.

OUR THANKS

Thanks to all Vintage Regional Representatives who helped create this manual by offering their constructive comments about what information should be included. Special thanks to Marv Hart who spent much time critically evaluating our first draft and sharing expertise gained from his years with the Antique Raceboat Regatta in Clayton, NY.
Thanks to APBA Vintage Division Chairman Tom Bertolini and APBA Vintage Division Vice-Chairman Alan Radue for offering their encouragement and assistance as this manual was being created.
Thanks to all Vintage Event Organizers for helping to create venues where those with a passion for beautiful and historic hydroplanes and race boats will be able to run.
Finally, we salute all our friends in the Vintage Family who have truly become family in the last 8 years. May the months between our last vintage event in the fall and the first event in February go quickly!
Deb, Dan and Butch --- January, 2008

ONE YEAR BEFORE THE EVENT : The Preliminaries

Vintage hydroplanes are almost exclusively crane-launched, and the pit area needs to be set up to be close to the crane. It is preferable to be able to arrange the raceboats around the crane so that they do not have to be moved to and from the crane to launch. If this is not possible, boats may be tractored a short distance to and from the crane. Also at this early date, determine how many raceboats you will be able to handle at your event. This will be determined largely by how much space you have in the pits and how many cranes you will have. The longest of the vintage boats is approximately 26’ long and 10 ‘ wide, and the trailer could add 8’ to the total length and 5’ to the total width. Use these dimensions to figure out the space in your prospective pit area. If space will be a concern, you will want to make your event an “invitational.” By doing this, you can decide how many boats of each general size (small, medium and large hydroplanes, Jersey Speed Skiffs, and flatbottoms) you can accommodate. Dock space is also an important consideration. Staging, launching and retrieving the boats safely requires lots of active dock space. At the first Wheeling event, we brought in 30 raceboats and 160 feet of dock space was adequate. At our second event, we had 41 raceboats and increased to 320 feet of dock. This was more than enough dock space and allowed boats to be held at safe distances from each other. It is almost impossible to have too much dock space! Talk with your Vintage Regional Representative and/or with other Vintage sites will be helpful to you.

Site selection from the point of view of spectators is as important to consider as the pit area. Close proximity to the course where the boats will run is essential. Bleachers or areas for lawn chairs are very helpful. If you will have vendors present for food, souvenir or other items, preliminarily plan for where they might be located. If there are other events that will take place along with your event (car show, craft show, kids’ activities, etc), allow space for them at your prospective site location.

The next thing to determine is how much support you will receive from the city in which you will hold the event. It is difficult if not impossible to organize a successful event without strong support from your city. Talk to the mayor, city manager, public relations director, convention and visitors bureau director, chamber of commerce president, etc to see if they are onboard in bringing vintage to your city. Support would include enthusiasm for your event, logistic support (where to have the event, crowd control, police support, paramedic/EMT support during the event, etc) and financial support, will you have to pay to rent the area where the event would be held, will you have to pay for a dedicated ambulance during the event, might the city, chamber of commerce, convention and visitors bureau etc be willing to be sponsors to help fund the event).

The next step, once you know that your city is behind you, is to talk with the Chairman of the Vintage and Historic Division of APBA (currently Tom Bertolini, 586-716-4491). He will be your guide as you establish your event. The Vintage Chairman will help you establish your date both with your city and with the APBA and will identify another contact for you, the vintage representative from your APBA region. Will your event be a 2 day or more event (preferable) or a 1 day event (definitely possible)? Consider when and where you will hold registration; having it the day before the event insures a smoother running event the next day, but it is possible to do it the morning before the event if it has to be that way. Don’t forget that you will need to have every boat inspected after registration and before you can start running heats! (You must be very organized to do registration the day of the event!)


SIX TO EIGHT MONTHS BEFORE THE EVENT: The Details
Once your dates are established, complete the sanction application and insurance application (these can be downloaded and printed from http://apba-racing.com/downloads.html; look under Sanction and Site Insurance Forms) as required by the APBA. You will need a map and photographs taken from several vantage points of your intended race site for your insurance application. You will also need to know the names of your referee, driver’s representative, inspector and safety team before you can complete the application. The Vintage Chairman and/or your vintage regional representative will be able to guide you with this. You will need to have the premium for the insurance policy (currently approximately $1200) and the sanction application fee for a vintage event (currently $300) when you submit your application. Also, in order to submit the sanction application you must have an affiliation with a current APBA club or pay the dues to form one. The club application form can also be downloaded from http://apba-racing.com/downloads.html; look under Membership Forms.

Determine what other applications/permissions will need to be completed. This may include Coast Guard, Department of Natural Resources, any that your city may require, etc. Ask questions to be sure you haven’t missed anyone and don’t wait too long to get these all filled out and submitted.

By this stage you will want to begin to enlist the help of volunteers who will serve on the event committees and as chairman of each. Consider how much you want to delegate (more is always better if you can trust that the people to whom you delegate will carry out their responsibilities). Begin having at least monthly meetings with these people and start laying out your plans.

 
a. Registration: You will need one or two people assigned to guiding the registration process. This will include deciding what your registration cost will be, creating the registration form for your event, receiving the applications by mail, depositing the registration fees received, organizing staffing for the registration booth during the event, and filing the correct paperwork with the APBA during and following the event. The APBA forms you will need can be ordered from the APBA or downloaded from http://apba-racing.com/downloads.html; look under Insurance Forms and Membership Forms. This committee would also be responsible for lining up potential hotels for participants to use.

b. Program: If you are going to produce a program even in a very simple way, you will need a committee of from 1 to ? people to take this on. They would be responsible for selling advertising (if needed) to producing the layout of the program (or having it done). A program is not a necessity for your event to be successful but it is a useful tool to help spectators understand the vintage boats and to provide advertising for your sponsors. A program can also be used for autograph sessions with the drivers during your event.

c. Participant/sponsor dinner: It is customary for each event to host a dinner for participants. Sponsors can be included also if you want to include the dinner as one of the sponsor benefits. This dinner does not have to be a major financial undertaking and can be as simple as hot dogs and hamburgers cooked on a grill with committee members providing salads, desserts, paper products, condiments, etc. A committee of at least 2 will be needed to organize and execute this dinner.

d. Souvenirs: Decide if you want to offer souvenirs for purchase to those who will attend your event as spectators and/or participants. If so, you will need a committee of at least 1 person who will order whatever you decide to sell and organize a booth or table where the souvenirs will be sold as well as volunteers to staff it.

e. Vendors: If there are not quick or fast food restaurants near your event site, you will want to have food vendors so participants and spectators do not have to leave your site to get something to eat. A committee of at least 2 will be needed to create a vendors’ application (see page for the Wheeling vendor’s application), set a price for the vendor to display and sell their product, receive vendors’ applications, and set up and monitor the vendor area during the event.

f. Pit committee: Several volunteers will be needed to help enforce safety requirements in the pits (no alcohol, no smoking, no open-toed shoes, pit credentials checked). You will need one or two people to be designated as “launch boss.” They will be responsible, with the referee, for getting the correct boats to the crane and into the water at the right time. Your on-time schedule will depend on the launch bosses so select them with care! You will need at least 6 volunteers to help with boats once they are in the water, holding them away from the dock and other tasks as needed on the dock. You will need one or two people to serve as flagmen while the boats are on the water (the referee and chairman of your safety crew responsible for determining which flag flies at any particular time).

g. Publicity: Determine how much advertising you want to pursue and organize a committee of the size to handle this.

h. Safety: This committee will arrange for the safety crew and boats on the water the day of the event. The Vintage and Historic Chairman can help you with trying to arrange for one of the APBA safety teams, or you can arrange for a local dive team with recovery experience to be present. If you go with a local team, you will need a minimum of 2 divers in wet suits and scuba gear to be on 2 boats at all times while the course is open, and another group of individuals with paramedic training and equipment on boats. You will need at least 2 jet skis or very maneuverable boats to serve as tow vehicles when a boat breaks down. Your APBA insurance is dependent on having a dedicated ambulance and paramedics/EMTs on site at all times while the course is open. We have found that it is helpful to have one person designated as leader of the safety crews which are on the water; this person is responsible for communicating with and directing other rescuers during any incident which occurs on the water. They also communicate with the land-based paramedics/EMTs to advise of the nature of any injury which they will be bringing to shore.

i. You will need to make arrangements to have a referee as well as a Vintage driver’s representative present for your event. Your Vintage Regional Representative will be able to help you with this.
 

Now is the time to begin to consider the financial aspects and equipment logistics of your event. You will need to begin to develop a budget to insure that your event will end up in the black (without requiring you to put significant amounts of your own funds into it). Your budget should include all expense items as well as potential sources of income (sponsors, vendors, participant registrations, donated items and services, etc. The biggest budgetary items will include:
  j. Cranes: you will need at least one 20 ton or greater crane; 2 cranes are definitely better if you are expecting over 15-20 boats. Check with local construction companies to see if they will be willing to donate the crane and/or the operator in exchange for advertising on your event poster, program, t-shirts, etc. If you cannot find a company who will donate the crane, find one who is willing to bring the crane and operator to your event and find out how much you will be charged. (For the 2007 Wheeling event, we had one crane and operator completely donated, and the other crane donated but we paid the operator $1000 for 2 days.) This will probably be your biggest expense unless you want to produce an elaborate program or host a large participant dinner.

k. Housing for referees, driver’s rep, safety team, launch bosses (if needed): it is customary to provide hotel rooms for these folks who will help you put on your event.

l. Welcome dinner/sponsor dinner: This can range from a steak dinner to hot dogs and hamburgers on the grill. You can have this totally catered or ask for donations from your committee of salads, desserts, drinks, paper products, condiments etc. You might be able to get hamburgers, hot dogs, sausage etc donated.

m. Program: If you will have a program, decide how to have it produced (our local newspaper in Wheeling prints ours and inserts them as an addition to the newspaper on the Friday of our regatta; the newspaper donates part of the cost and we consider them as a sponsor in return). You can also go to a local printer and have them professionally printed and sell them during the event. The least expensive way to do a program (especially if it is only a few pages in length) might be to have the committee print them on their home computers or see if a local printing business will donate the printing of individual sheets and then staple them together. Whatever you choose, figure your costs and add them to your budget. If you want to have photos of the boats included in your program, be sure that a request for photos is included with the event registration forms.

n. Publicity: Decide how much publicity you can afford for your event, and what types of advertising will accomplish your goals. Consider billboards, newspaper advertising, radio and/or TV advertising, and informational posters. Be sure to use “free” advertising wherever you can get it: interviews on local radio talk shows about the event, newspaper articles on which boats will be coming and information about them, press releases faxed or emailed to TV and radio stations and newspapers, etc. Be creative here; more publicity is always better!

o. Buoys/flags/walkie-talkies: these can often be borrowed from other race sites or donated for your event from a local business, but if you want to purchase your own determine the price and add it to your budget.
 

Prepare a list of contacts that might be potential sponsors. Our experience is that knowing someone (a bank president or officer, the manager or owner of a business, etc) yields greater success in obtaining sponsors than simply sending information “to whom it may concern.” Make a list of everyone you can think of at local businesses who might be interested in sponsoring your event. Be aggressive when preparing this list by including everyone/anyone who might even possibly be a sponsor. Check out programs for other festivals or events in your area to see which businesses are civic-minded and might sponsor your event on some level.

Decide if you want committee members to help you in finding sponsors or if you want to keep this crucial step as your responsibility.

Prepare some type of paperwork (booklet, flyer, detailed letter, etc) to give potential sponsors an idea of what you are asking them to support and what your various sponsorship levels will be. This potential sponsor information should include a description of the Vintage and Historic Division and its purpose, description of the APBA sanction and insurance you will have for the event, how many boats you will expect and from where the participants will travel to get to your event, and what the sponsor’s benefits will be for supporting your event. A listing of the other vintage events for the year across the country helps sponsors to understand that your event is an important one nationally. A copy of the 2007 Wheeling sponsorship levels and the benefits associated with each begins on page 19. We made many copies of booklet describing our first event and had them bound for a professional look. We passed these out widely in our community both to attract sponsors and to raise the knowledge level of what we were trying to bring to Wheeling. In 2007, most of our 2006 sponsors renewed their sponsorship and we added a few new sponsors. We found that most people we approached knew of the Regatta so we didn’t prepare a new booklet.

Make the contacts and get sponsorship amounts locked in, even if you don’t request or receive the money at this point. It will lower your stress level immensely if you have raised the sponsorship funds needed to host your event early in your preparations.

Instruct the concessions committee to prepare a vendor’s application for your event, if you will have vendors present. Our Wheeling event vendor’s application begins on page 13 of this manual. Talk to the concessions chairman from other festivals, etc in your area to get a list of vendors with whom they have worked and found to be reliable and presenting a popular product. You may also be able to use one of their vendor’s applications with changes to personalize it for your event. If there are festivals in your vicinity where you can scout for good vendors, this is a great way to hand-select who you want by trying their food and watching for clean food preparation. Remember that these people usually make a living with what they do; don’t arrange for so many vendors that no one is able to make money at your event (or be ready to have vendors refuse to come back for future events). Also try to keep the number of vendors selling one particular product (kettle corn or sausage sandwiches, for example).

Instruct the registration committee to prepare a raceboat registration form for the event. Post on the vintage website www.vintagehydroplanes.com about your event. If possible post your registration form somewhere on line (Bill John has a website, www.vintageraceboatshop.com, on which he lists vintage event information and some event registration forms; contact Bill and see if he would be willing to do this for your event).



THREE MONTHS BEFORE THE EVENT: Final Preparations

By this point you should have had several (4-6) meetings with your committee chairpersons. Things to confirm at these meetings:
  p. Registration committee: How many boats are registered? Do you have registration forms from enough boats in each general size (small, medium and large hydroplanes, Jersey Speed Skiffs, and flatbottoms) to make a decent size class and a good show? If not, do you need to start contacting individuals in that class to try to even out the numbers? Your Vintage Regional Representative will be able to help you with this.

q. Concession committee: How many vendors have applied? How many vendors will you need? Is there any popular item that is not being sold by a vendor on your list? If so, can you try to contact another vendor to provide that item? How will the vendors be arranged at the event (try to decide this in advance and stick to your layout, no matter how many vendors tell you that they wanted “the” prime location.

r. Program committee: How is the program progressing? Has all the advertising needed to produce the program been sold? Has specific information on each boat that will be attending been provided by the boat owner? Has the selling price (if any) for the program been determined? Are photos from the participating boat entries being received if you will include them in your program?

s. Sponsor Dinner committee: Have the food and drink for the dinner been arranged? Who will provide tableware (plates, cups, silverware, etc)? If the dinner will be held outside, what arrangements for inclement weather are in place?

t. Souvenirs committee: What souvenirs will be sold? Have they been ordered? Have selling prices for these items been determined? Are tents available for the souvenir table(s)? Who will staff the souvenir booth?

u. Pit committee: Have launch bosses been determined? Have volunteers been assigned for safety in the pits? Have flagmen been assigned?

v. Publicity committee: What kinds of advertising will be used? Are posters ready to print and distribute to local businesses for display in their store windows?

w. Safety committee: Is the safety crew confirmed, including jet skis, dedicated ambulance, police and/or fire boats, Coast Guard boats? This is the ONE item that will stop your event before it begins, so be certain that this is arranged, confirmed and re-confirmed. Accidents requiring transport of injured people to hospitals are rare in vintage, but at least consider what will need to happen if this becomes a necessity. Remember that your insurance mandates that an ambulance be present at all times during active running of boats.
 

Establish a tentative schedule for the day(s) of your event once the number of boats participating begins to take shape. Talk with other event organizers and your Vintage Regional Representative about how much time to allow for heats as well as how many heats to have (many vintage raceboats will have traveled a long way to come to your event and will typically expect to be on the course at least twice during the day). Be sure to schedule breaks during the event so that safety crews can come to shore to eat and relax. If your event will be held on a river that is used for navigation of barges or other commercial vehicles, talk with the Coast Guard about scheduling these times so that river traffic may proceed through your course. Consider whether your course markers will need to be moved during these breaks, and be sure to allow adequate time to remove and re-set them.

Arrange for APBA inspectors who will be responsible for being certain that each boat is in safe running condition for your event. Your Vintage regional representative will be able to guide you with this.

If tractors will be needed to take boats from the registration area to the pits, arrange for them now. Be sure they will have a variety of hitch sizes to accommodate the difference of sizes among trailers.

If portable restrooms will be needed, be sure to order them now. Arrange for an adequate number of trash containers and someone who will be responsible for changing them as needed during your event.


ONE MONTH and ONE WEEK BEFORE THE EVENT: Crunch Time

It’s crunch time! To make sure your event runs smoothly and that YOU get to enjoy it too, be sure to confirm each thing on this list yourself (or with your committee chairman) at one month and AGAIN at one week before the event:
  x. lodging for your safety crew, and date/time that your safety crew will arrive

y. lodging for your referee and/or driver’s representative, and date/time they will arrive

z. lodging for your launch bosses, and date/time they will arrive if not local

aa. arrival date/time for the crane(s) and operator(s)

bb. arrival date/time for the ambulance/paramedics

cc. arrival date/time for the on-the-water safety crew

dd. arrival date/time for your APBA boat inspectors

ee. Registration committee: all registration forms ready to go? You will need approximately $50 in change for the registration booth in case someone needs to pay for their registration on-site. Be certain that the registration committee has thoroughly instructed everyone who will be working at the registration table on what forms need to be completed by which entrants and their crews and family members:
 

i. Ask if the entrant is an APBA member. If no, have them fill out the application for vintage membership. Fee is currently $70. One-event memberships are also available at a current cost of $25. If the entrant has not paid for their event registration fees, collect these now also.

ii. If entrant is an APBA member (or if they have just paid for vintage membership), ask for their plastic embossed membership card. Enter information onto an APBA event registration form either by swiping the card or manually entering their information into the left column. Have them enter their equipment information on the right side of the form. This form must be signed on the bottom.

iii. Anyone who will be driving the boat or crewing for the boat must also have their APBA information added as above to the APBA event registration form. If you run out of room on the front of the form, additional member information and signatures can be added on the back of the form.

iv. ALL individuals over the age of 18 who will be allowed access into the hot pits must read and sign the APBA insurance waiver. It will be helpful when it is time to call roll at the driver’s meeting on the morning of the event for all drivers to sign on a set of separate APBA insurance waiver forms.

v. If there will be minors who have access to the hot pit area, their parent or guardian must fill out and sign the APBA insurance waiver for minors.
 

ff. Concession committee: is the layout for placing vendors’ booths ready? What time will vendors be able to set up?

gg. Souvenir committee: all souvenirs available and priced? Has a sign board with all the items being sold and their prices been prepared? You will need approximately $100 change for the souvenir booth, and a cash box that can be secured to a table, etc is strongly advised.

hh. Program committee: are the programs printed and ready to be sold? Who will be responsible for selling them at the event?

ii. Sponsor dinner committee: all preparations in place?

jj. Pit committee: all volunteers briefed and ready to go?

kk. Publicity committee: have posters been distributed to businesses for display in their store windows? (Sometimes it helps to be ready with tape, etc if the business owner will let someone put the poster up themselves.)

ll. Safety committee: Is every member of the safety team confirmed? Don’t forget to confirm the ambulance and paramedics! This has caused at least 2 events in recent years to be held up for hours until replacements could be secured.

mm. are all buoys and flags ready to go? Who will inflate the buoys on the day before the event?

nn. will the boats be able to be driven directly into the pits as they arrive, or will they have to be unhitched and taken to the pits by tractor, etc.? (Be sure to confirm when the tractors and their drivers will arrive on registration day if you need them.) Where will participant tow and support vehicles park during the event? Signage to direct participants to registration and parking areas may be helpful.

oo. Arrival time of portable restrooms? Trash containers and whomever will monitor them?


THE MORNING OF THE EVENT: Heaven or Hell?
It’s here! The day you have anticipated for a year has arrived. If you have been organized and confirmed the things as recommended above, this day will be lots of fun for you and your true “duties” will be few. If you have not been organized, this day may be pure hell for you. Here is your agenda for the day:
  pp. Be certain that all boats have registered and appropriate fees have been collected.

qq. Be certain that each boat has been inspected by the APBA inspector.

rr. Along with the referee, run the drivers’ meeting approximately 1 hour before your first heat will begin. A driver’s meeting agenda list is included in vintage materials from the APBA. Use it to be certain you cover all necessary items.

ss. Be an absolute task-master about getting the first heat off on time and require your referee and launch bosses to make sure this happens! There may be things later that you cannot control, but you are in complete control on getting things started at time. Later in the day, try to keep an eye on how the launch bosses and referee are doing to get heats off on time. If they show a tendency to be late on the schedule, do all you can to encourage them to stay on schedule.

tt. Have fun! Talk to people! Enjoy the offerings from your vendors! You’ve worked hard to get to this day, so relax and be a spectator as much as you can.

uu. As soon as possible after the event, mail all the completed APBA membership forms and insurance waivers back to the APBA along with any APBA membership fees you have collected. Any one day event forms that have not been filled out (these are numbered) must also be returned to the APBA. If you had a separate registration form that you prepared for your event, these are kept for your records and are not sent to the APBA.

vv. Write thank-you notes to sponsors and donors as soon as possible after your event. These folks allowed you to put on your event and keep it in the black finacially, and they must feel that their contributions were appreciated if you want them to help in future years. Also consider having some type of event to thank volunteers and committee members for their hard work for your event.
 



 
 
 
Wheeling Vintage Raceboat Regatta August 31 – September 2, 2007
Concessionaire/Exhibitor Application

Business Name________________________________________Contact Person____________________________________

Business Address____________________________________City______________________________State______Zip___________

Telephone: Business_________________Home_________________Cell_____________Email_______________________________

Please list all items you intend to sell. Any item available at the Regatta and not listed below will not be permitted for sale. Please include information concerning your menu and/or business. 
If additional space is required, please use reverse side of this sheet.
__________________________________________________________________________________________________________________________________

COMMERCIAL, ARTS/CRAFTS and NON-PROFIT BOOTHS

COMMERCIAL: This space is reserved for those vendors/exhibitors involved in sales of products or services of any type. Fee is $300 for a 10' x 10' (minimum) space. Additional space is available at the rate of $3.00 per square foot. This fee includes 110 electric service. 220-50 amp electrical service is available at a cost of $40. Only 50 amps per booth is permitted and is strictly enforced. All food booths must have water hook-up. See Water and Electrical below for further clarification regarding water and electrical service. Please include awnings and necessary on-street storage in calculating the total square footage you will need. No booth may extend more than 12 feet from the curb in order to comply with fire regulations. 

ARTS/CRAFTS & NON-PROFITS: A limited amount of booth space will be available for displays by non-profit organizations such as colleges, service clubs, and arts & crafts vendors. The fee for a 10' x 10' (minimum) space will be $50 plus $3.00 for each additional square foot. Please include awnings and necessary on-street storage in calculating the total square footage you will need. This fee includes 110 electrical service. No booth may extend more than 12 feet from the curb in order to comply with fire regulations.

SCHEDULE OF EVENTS (all events free and open to the public):

Friday August 31: 8:00 AM - 4:00 PM, registration of boats; pits open for visitors

Saturday Sept. 1 and Sunday Sept. 2: 10:00 AM - 6:00 PM, Heats of vintage raceboats on the Ohio River; classic car exhibition; RC airplane exhibition and jet ski shows during times when the river must be closed for barge traffic to come through.

PAYMENT/CANCELLATION OF DISPLAY SPACE: A deposit of 50% must accompany the signed contract to be accepted. All vendor fees must be paid in full and received by the Regatta Committee by August 1, 2007; a 20% late charge will be added if fees are not paid in full by that date. Space not paid in full by August 7 will be subject to cancellation by the Regatta Committee. Space reserved after August 1 must be paid in full at the time of application. Booth space may be canceled without penalty by June 1, 2007. Booth space canceled between June 1 and August 1 will be charged one-half the fee for the booth. Booth space canceled after August 1 will receive no refund. Any exhibitor failing to occupy booth space that has been reserved forfeits all fees. 

OPERATING RESTRICTIONS: The Regatta Committee reserves the right to restrict displays, which, because of noise, methods of operation, materials, or for any other reason are deemed objectionable in the opinion of the Committee, and to prohibit or remove any displays which detract from the family nature of the Regatta in the opinion of the Committee. The serving, distribution or possession of alcoholic beverages in the Regatta area is strictly prohibited. No giveaways are permitted. Flyers are not permitted outside the marked area of the booth space.

LIABILITY/INSURANCE: Every reasonable precaution will be taken by the Regatta Committee to protect property during installation, exhibition, and removal of booths. Neither the Regatta Committee, service contractors, any officers, staff members or directors of same are responsible for the safety of property of exhibitors from theft or damage from fire, accident, vandalism, or any other cause. Small and especially valuable materials should be safely packed away by the exhibitor during hours when the exhibit is not manned. If the exhibitor feels he needs additional protection to cover hazards listed above or any other, he should bind his own insurance. All property of the exhibitor will remain under his custody and control in transit to and from within the confines of the Regatta area subject to rules and regulations of the event. Commercial exhibitors MUST carry appropriate insurance to cover display materials against injury to persons and property of others, and bodily injury protection to cover premises and product related exposures in the amount of $1,000,000.00 or greater. This amount of insurance for commercial vendors is mandated by the insurance coverage which the American Power Boat Association requires to hold an event and is not negotiable. Contracts will not be accepted unless proof of such insurance is submitted with the contract. Arts and crafters/non-profits are required to show proof of insurance described above in the amount of $300,000 or greater. By execution of this agreement, exhibitor agrees to hold harmless the Regatta from any claims arising out of the physical operations and product related exposures of his booth. 

SAFETY, FIRE AND HEALTH LAWS: Exhibitor shall assume all responsibility for compliance with local, city, state and federal safety, fire, health and other ordinances and laws regarding installation of and operation of equipment, displays and exhibit materials.

SUBLETTING OF CONTRACTED SPACE: Exhibitor agrees not to assign, sublet, or apportion space or any part thereof allotted to him. No exhibitor will be permitted to display his products or services outside the confines of this assigned booth space in the Regatta area.

SET-UP AND TEAR-DOWN: Exhibitors may setup display booths beginning at 8:00 AM on Friday August 31, 2007. All booths must be ready for occupancy no later than 12:00 Noon on Friday. Clearance of all displays and materials must be completed by 10:00 PM Sunday night. The Regatta Committee reserves the right, without liability whatsoever, to dismantle and dispose of any materials or property of any exhibitor who does not comply with completion of teardown by 10:00PM, or to order such work to be done at the sole expense of the exhibitor.

WATER AND ELECTRICAL: The City of Wheeling will provide water service if needed. Exhibitors are responsible for running their own hose to each outlet. Exhibitors using an excessive amount of water should notify the Regatta Committee before setup so that arrangements can be made to locate the booth near a catch basin. Drain hoses are the responsibility of the exhibitor. It is mandatory that all food booths have a water hook-up. All booths will be provided 110 volt-20 amp service if needed at no additional charge. A grounded male plug must be used for connections. 220 volt-60 amp service is available at a $40.00 fee. Exhibitors requiring 220 volt-50 amp service must have a 3-prong MALE plug for their wiring. Exhibitors must break down this service for distribution with the confines of their booth. 110 volt-20 amp service is not included with booths requesting 220 service.

Actual size of booth, including canopy, awning, counter, etc. ______ X ______ ft.
$_________ Minimum Fee - 100 sq. foot booth space
$_________ Additional Sq. Footage needed _____ at $3.00 /sq. foot
$_________ 220 volt-50 amp Electrical Service Fee $40.00
$_________ Water fee: $30.00
$_________ TOTAL FEE
$_________ 50% Deposit Enclosed
$_________ Remainder of Fee Due August 1, 2007
Excessive Water Usage? YES NO
110 volt-20 amp Electrical Service Required? YES NO 
220 volt-50 amp Electrical Service Required? YES NO
By signing this contract, exhibitor agrees to abide by these rules and regulations and the decisions of the Regatta Committee. 
Copy of proof of insurance must be enclosed with this application for application to be considered. 
All decisions on placement of booths are at the discretion of the Regatta Committee. 
All matters and questions not covered by this agreement, and interpretations of the agreement, are subject to the decision of the Regatta Committee. 
All amendments, additions, or interpretations that may be so made shall be as equally binding on all parties as the original agreement.

I, ______________________________________________, agree to abide by the above stated rules and regulations and any and all decisions of the Regatta Committee.
Please print name
_______________________________________________________Date signed__________________________________
Signature of exhibitor

PLEASE MAIL: COMPLETED APPLICATION / DEPOSIT FEE / PROOF OF INSURANCE COVERAGE

Wheeling Vintage Raceboat Regatta
1 Hawthorne Court
Wheeling, WV 26003

Questions? Please call Debbie at 304-233-4738.



 
 
 
 
2007 Wheeling Vintage Raceboat Regatta Application

Name______________________________E-Mail_____________________________________
Address______________________________________City, State, Zip_____________________
Home Phone_________________Work Phone___________________Cell Phone_________________
 

Boat Name_______________________________Boat Class & Number_________Length__________
Driver_______________________________________________APBA #______________________
Boat Builder_______________________________________Year Built_________________________
Restored?_____________Restored By______________________Year Restored_________________
Engine Manufacturer______________________Engine Displacement_________
Engine Description__________________________________________________________________
___________________________________________________________________________________
 

Please complete a separate registration form for each boat.
Registration Fee $75.00 each boat if postmarked by August 1, 2007
Late Registration Fee $100.00 each boat postmarked after August 1, 2007
Sponsor/Driver/Crew Dinner Friday night -- 2 complimentary tickets included with boat registration
Each additional: $20.00, children 10 and under free
Number of Boats__________ (before 8/1) X $75.00  $____________________
Number of Boats__________ (after 8/1) X $100.00  $____________________
Sponsor Dinner Complimentary Tickets (please circle # of tickets desired) ONE TWO
Sponsor Dinner Children’s Tickets
(10 and under)
ONE TWO THREE FOUR
Sponsor Dinner Extra Tickets X $20.00  S____________________
TOTAL ENCLOSED $____________________
Make checks payable to 
Wheeling Vintage Raceboat Regatta, 1 Hawthorne Court, Wheeling, WV 26003
For further information contact Debbie Joseph at 304-233-4738 or djjoseph@comcast.net

My signature below indicates that I, for myself, my executors, administrators and assigns do hereby release and discharge Wheeling Vintage Raceboat Regatta, Wheeling Vintage Raceboat Association, and any affiliates, their respective employees, directors, officers, representatives and all persons involved in the sponsorship or conduct of the Wheeling Vintage Raceboat Regatta from all claims, demands, or causes of action or loss, cost of injury, or damage whatsoever arising from or out of the participation in this event.

SIGNATURE_______________________________________________DATE:____________


 
2007 Wheeling Vintage Raceboat Regatta Information
Registration begins at 8:00 AM on Friday August 31 in the Heritage Port Amphitheater.

Directions to the Heritage Port/pits for participants: Interstate 70 (east or westbound) to Exit 1A (Downtown Wheeling and Rt. 2 South). Go south on Rt. 2 approximately 1/3 mile and watch for sign on right to enter pit area and registration. On Saturday and Sunday, you will need to display a parking pass that you will receive at registration in order to enter this area.

All participants are requested to have their boats registered and in the pits by 4:00 PM Friday.

Limited parking will be available immediately adjacent to the Heritage Port Amphitheater. One vehicle in this area per boat, please. Other parking will be available a short walk from the pits.

The pits will be open to the public throughout the day on Friday; all drivers/owners are requested to be at their boats as much as possible during this time.

Dinner/social hour will begin at 6:00 PM Friday for owners/drivers/crew and sponsors at WesBanco Arena adjacent to the pits.

The pit area will be guarded on Friday, Saturday and Sunday nights. Please plan to leave your boat in the pits as parking at the Hampton Inn, Super 8 and most other area hotels/motels will be difficult if not impossible. If you will be coming to Wheeling before Friday August 31, let us know and we‘ll help with arrangements (Dan and Debbie Joseph: 304-233-4738 or 304-650-0185).

MANDATORY driver’s meeting at 8:30 AM Saturday September 1 and Sunday morning time TBA in the pits. You will not run if you are not present for roll call at the driver’s meeting!

Vendors will be available in the Heritage Port Amphitheatre area during the event.

A block of rooms is being held at the Hampton Inn Wheeling, 304-233-0440 and at the Super 8 Wheeling, 304-243-9400 from August 31-September 3. Please call the hotel directly before July 30 to reserve your rooms. For other lodging in the Wheeling area, please go to www.WheelingCVB.com/lodging.html.

APBA Safety Inspections will be held on every registered boat in accordance with the 2007 Vintage and Historic Bylaws. Please come prepared with safety gear that is also in full accordance with the Bylaws. If these conditions are not met, your boat will stay in the pits— NO EXCEPTIONS. Safety will be the primary concern at the Wheeling Vintage Raceboat Regatta. If your actions are viewed as being unsafe for any reason by the Referee, Driver’s Representative or the Safety Crew, your boat will stay in the pits for the remainder of the day/weekend—NO EXCEPTIONS.

For more information about the regatta, please go to www.WheelingVintageRegatta.comand www.vintageraceboatshop.com/Wheeling2007.htm
The City of Wheeling has many family oriented activities available: go to www.WheelingCVB.com for more information.



 
 
 

2007 Wheeling Vintage Raceboat Regatta
Sponsorship Opportunities

Sponsorship
Investment
Program
Advertising
Included
Other Benefits
Program Sponsor

(full-color program to be published as an insert in the Wheeling Intelligencer and Wheeling News-Register August 31, 2007, circulation 35,000)

$7,500.00 Outside

Back Cover

-Premier listing as Official Program Sponsor on event advertising poster

-Custom 4’ x 12’ banner with business name displayed in Heritage Port during Regatta Weekend

-Frequent announcement of business name over public address system during Regatta Weekend

-Sponsor of one class of hydroplanes/raceboats

-Six invitations to VIP and Participant Dinner, August 31, 2007

Jet Ski Stunt Show Sponsor $5,000.00 Inside

Front Cover

-Premier listing as Jet Ski Stunt Show Sponsor on event advertising poster
-Custom 4 x 12’ banner with business name displayed in Heritage Port during Regatta Weekend

-Frequent announcement of business name over public address system during Regatta Weekend

-Sponsor of one class of hydroplanes/raceboats

-Four invitations to VIP and Participant Dinner, August 31, 2007

VIP and Participant Dinner Sponsor $4,000.00 Inside

Full page

-Premier listing as VIP and Participant Dinner Sponsor on event advertising poster

-Custom 4 x 12’ banner with business name displayed in Heritage Port during Regatta Weekend

-Frequent announcement of business name over public address system during Regatta Weekend

-Sponsor of one class of hydroplanes/raceboats

-Four invitations to VIP and Participant Dinner, August 31, 2007

Gold Sponsor $2,500.00 Inside

Half page

-Gold listing on event advertising poster

-Custom 3 x 8’ banner with business name displayed in Heritage Port during Regatta Weekend

-Announcement of business name over public address system during Regatta Weekend

-Sponsor of one class of hydroplanes/raceboats

-Two invitations to VIP and Participant Dinner, August 31, 2007

Silver Sponsor $1,000.00 Inside

Quarter page

-Silver listing on event advertising poster

-Custom 2 x 6’ banner with business name displayed in Heritage Port during Regatta Weekend

-Announcement of business name over public address system during Regatta Weekend

-Two invitations to VIP and Participant Dinner, August 31, 2007

2007 Wheeling Vintage Raceboat Regatta
Program Advertising

Program Ad Placement Cost Program Ad Size
Inside back cover $850.00 Full page (9.75” high x 7” wide)
Full page inside program $750.00 Full page (9.75” high x 7” wide)
Half page inside program $450.00 Half page (5.25” high x 7” wide)
Quarter page inside program $325.00 Quarter page (5.25” high x 3.5” wide)
Business card size inside program $150.00 Business card (2” x 3.5”)

Please contact Debbie Joseph at 304-233-4738 or 304-650-0185 for more information on sponsorships or advertising.



 
 

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