Author Topic: Edinburgh 2020 3rd October OFFICIAL UPDATES  (Read 2690 times)

0 Members and 1 Guest are viewing this topic.

Offline Stephen Bailey

  • Administrator
  • Hero Member
  • *****
  • Posts: 500
  • AKA: Ratty.
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #15 on: May 19, 2020, 05:36:30 pm »
Yes I am

Well done.

I was for a time.... So I could do the Wessex Wanderer event. :)
Posts by myself are personal posts and in no way are an official expression of the MCC. or the MCC Committee.

https://www.youtube.com/watch?v=6_3KP7X8RQ4

Offline Tim Kingham

  • Club Members
  • Full Member
  • *
  • Posts: 115
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #16 on: May 20, 2020, 09:33:52 am »
If I have entered the aborted Lands end can the fees be simply be transferred to the edinburgh?
and is John Childs replacement in post  or who issues ACU numbers?

Offline Stephen Bailey

  • Administrator
  • Hero Member
  • *****
  • Posts: 500
  • AKA: Ratty.
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #17 on: May 20, 2020, 01:52:40 pm »
As far as I know John replacement has not happened yet.

However give Simon a call.....
Posts by myself are personal posts and in no way are an official expression of the MCC. or the MCC Committee.

https://www.youtube.com/watch?v=6_3KP7X8RQ4

Offline Paul K

  • Club Members
  • Sr. Member
  • *
  • Posts: 429
  • Paul Khambatta
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #18 on: May 20, 2020, 05:46:05 pm »
If I have entered the aborted Lands end can the fees be simply be transferred to the edinburgh?
and is John Childs replacement in post  or who issues ACU numbers?
I suspect that transferring fees from one trial to the next will be a nightmare for the Treasurer.  I was under the impression that all the entrants had had their fees refunded.

A new Membership Secretary is not in place yet, but ACU codes can be still be obtained from the Membership Secretary.

Offline Mark Gregg

  • Club Members
  • Full Member
  • *
  • Posts: 144
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #19 on: May 21, 2020, 03:36:58 pm »
I understood that virtually all entry fees had been refunded and at our last meeting John Childs was clear that although he will be stepping down it will not be until at least a successor has been found.

The treasurer spoke honestly about why entry fees were not moved on to the next trial and the simple explanation as I understood it was that it was simpler  not to.

We have a super new membership entry system been developed that will be used for the Edinburgh and fully functional for the Exeter, this will make managing all these processes so much easier for all especially volunteers for whom the task will be considerably easier. This has come from a system that Bristol motor club is using and has in conjunction with its designers been adapted to a bespoke system for the MCC.

For example members will be able to pay by direct debit in future and all club cards will be sent immediately automatically digitally and incorporate an ACU code so Motorcycle members can reapply for their license without having to contact the secretary. this alone saves the club posting 800 pieces of mail! and the membership secretary from a lot of envelope licking :)

Offline Stephen Bailey

  • Administrator
  • Hero Member
  • *****
  • Posts: 500
  • AKA: Ratty.
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #20 on: May 21, 2020, 06:44:42 pm »

We have a super new membership entry system been developed that will be used for the Edinburgh and fully functional for the Exeter, this will make managing all these processes so much easier for all especially volunteers for whom the task will be considerably easier. This has come from a system that Bristol motor club is using and has in conjunction with its designers been adapted to a bespoke system for the MCC.

For example members will be able to pay by direct debit in future and all club cards will be sent immediately automatically digitally and incorporate an ACU code so Motorcycle members can reapply for their license without having to contact the secretary. this alone saves the club posting 800 pieces of mail! and the membership secretary from a lot of envelope licking :)

That sounds most excellent.....
Posts by myself are personal posts and in no way are an official expression of the MCC. or the MCC Committee.

https://www.youtube.com/watch?v=6_3KP7X8RQ4

Offline Mark Gregg

  • Club Members
  • Full Member
  • *
  • Posts: 144
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #21 on: May 27, 2020, 12:01:29 pm »
  With Govt. restrictions/announcement being fluid, a final decision date for committing to this year's Edinburgh has been moved to Sunday 5th July with hopefully a positive announcement and entries open from Monday 6th July.   This coincides with The ACU who have decided this week that motorcycle sport will "commence in parallel" with the governments planned " step three" and that this is not likely to be before 4th July.    Until now we have been able to plan with absolutely minimal costs added to our fixed costs.   However almost immediately after that date should we make the decision to proceed, significant financial costs to meet our legal obligations for use of footpaths and bridleways etc in the order of £2200 have to be committed to with absolutely no refunds possible if we should then have to cancel.   Although nothing is certain I need a high confidence of been able to proceed before I commit the club to that amount of expenditure with no chance of a refund.   At this time the Peak District National Park regards itself as closed for business and there is considerable resistance to people travelling to the area.   As the ACU point out it would also be illegal at this time for anyone to travel to an event from Scotland, Wales or NI.
Positively the organisers are keeping in touch and plans A and C are developing well and I have an early plan D in mind as a last resort for an event held without the need for section 33 Authorisation which is in truth the source of our largest single financial outlay.   I am scheduled to call the Council Rights of Way to clarify their position on Friday.    We expect demand for entries will be high.   I recently placed a single post on 36 differing Facebook pages from trail riders to Austin 7 clubs promoting the event with a photo of an MG from 1931, by far the biggest response with 120 likes was from a motorcycle trail riding page and then other similar pages followed then by classic trials and vintage enthusiasts pages.   The Edinburgh's own facebook page is set up ready to go with links to the club website, it will be released on 6th July should we be able to proceed.

there will be an important information in NOTW in the last week of May and shortly after on this forum, detailing the action that ALL competitors and officials will need to complete BEFORE the trial.

Offline Stephen Bailey

  • Administrator
  • Hero Member
  • *****
  • Posts: 500
  • AKA: Ratty.
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #22 on: May 27, 2020, 12:51:15 pm »
The club also needs to consider accommodation for both competitors and marshals.

And also whether or not marshals are willing to attend.
Posts by myself are personal posts and in no way are an official expression of the MCC. or the MCC Committee.

https://www.youtube.com/watch?v=6_3KP7X8RQ4

Offline Mark Gregg

  • Club Members
  • Full Member
  • *
  • Posts: 144
Re: Edinburgh 2020 2nd/ 3rd October Updates
« Reply #23 on: May 29, 2020, 10:26:44 am »
From The weekly club news letter dated NOTW dated 29/05/2020

 Planning for the Edinburgh on 3rd October continues and received the support of the committee at the exec. meeting at the weekend.   At this point despite the potential restrictions we are really hopefully of providing a Sporting Challenge, we have several routes and formats in the planning stages and have contingencies to cover a lot of eventualities.   In an evolving situation we have stuck fast to the declaration that we will make a final decision on the trial taking place and its format in the first week of July.   Members will find out first via the NOTW.   Details will be released publicly the next day on the club website and forum followed by social media and to the 15 invited clubs.   .The MCC is famous for its rules.   The Edinburgh will see the introduction of many changes to our normal practices and we can use this period now to familiarise ourselves with some of those changes.   No matter what format the trial runs in it will be entirely within the Governments guidelines and follow the Motorsport UK and ACU regulations exactly as an absolute minimum.
We are lucky to have talented members and friends who are working hard to use / design / manipulate technology.   So where we would normally have had to ask volunteers to have face to face interactions with competitors and officials come October that simply will not be necessary.   We will introduce self-declarations for scrutineering, online signing on and auto checking of membership, licences, and insurance.   We have a plan that when you leave a control your passage will be noted so no more clocking in and out at the start, breakfast or the finish.   You simply check the time on the huge digital clock and drive past the timing device.   Whisper it quietly but some sections will also be recorded entirely digitally for the first time.   At this time there are few certainties but those below are set in stone by Motorsport UK.   The language is stark to emphasise how important it is that we must all follow these rules.

ALL OFFICIALS/OBSERVERS   Should download the following links now.   They contain guidance and advice.   There is a health declaration, you MUST complete this in the 48 hours immediately before the day of the trial and email it to an email address you will be given when you volunteer.   If you do not email the declaration before the day of the trial, you will not be able to officiate/observe and not allowed to stay on site.   PRACTICE AS MANY TIMES AS YOU LIKE BEFORE THE DEADLINE so that when you have to do it you know how to do it.   Guidance for all officials /observers is at https://www.motorsportuk.org/wp-content/uploads/2020/05/getting-motorsport-back-on-track-club-sport-appendix-v18-may-2020.pdf


PPE RECOMMENDATIONS:   https://www.motorsportuk.org/wp-content/uploads/2020/05/2020-05-22-recommended-ppe.pdf   The MCC is sourcing suppliers and will supply all specified PPE on site.    On completion of the event officials/observers should take home their own PPE used or unused and dispose of it.

HEALTH DECLARATION:   https://www.motorsportuk.org/wp-content/uploads/2020/05/2020-05-18-pre-event-declaration-officials-web-v7.pdf   This must be completed in the 48 hours before the day of the trial and emailed to an address you will be given when you volunteer.   You will be emailed a confirmation by return which will allow you to observe/officiate THERE CAN BE NO EXCEPTIONS TO THIS.   If you are uncomfortable using the technology you can ask someone else to complete it on your behalf.   Remember this can only be emailed to the organisers in the 48 hours before the event starts.   These instructions will be available on the MCC forum from this weekend, where anyone can view them and download them.
 

MCC OBSERVING VIDEO:   Revisit this excellent guidance as the basis for your day.   We will when we have clarified the format issue updated guidance but, in the meantime, we will be using the basics from this video as our guide.   https://www.themotorcyclingclub.org.uk/go-trialling-with-the-mcc/marshals-corner/.   Read more about this video further down.
 

ALL COMPETITORS AND ALL PASSENGERS AGED 18 OR OVER   Download the following links now.   They contain guidance and advice.   There is a health declaration and a self-scrutineering declaration, you MUST complete these in the 48 hours immediately before the day of the trial and email it to an email address you ll be given after you have entered.   If you do not email the declaration before the day of the trial, you will not be able to participate and not able to stay onsite.   PRACTICE AS MANY TIMES AS YOU LIKE BEFORE THE DEADLINE so that when you have to do it you know how to do it. If you are uncomfortable with the technology someone can complete it on your behalf.   Passengers aged 18 or over, separately only need to complete the health declaration part of the same form.   ALL Competitors/ passengers 18 or over must scan and email their Motorsport UK licence / ACU Trials Registration and competitors must scan and email their insurance documents if not using the club provided insurance. Competitors inc. scrutineering declaration https://www.motorsportuk.org/wp-content/uploads/2020/05/2020-05-18-pre-event-declaration-rs-clubman-web-v4.pdf

Passenger declaration   https://www.motorsportuk.org/wp-content/uploads/2020/05/2020-05-18-pre-event-declaration-competitor-web-v11.pdf

For clarity these are the Motorsport UK regulations and we will be following them to the letter.   They are for the health and safety of us all.   Failure to fulfil any part of the requirements will mean you will not b
e able to start or officiate on the event.   We will not be able to accept alterations or make amendments beyond 23.59 on 02/10/20.


Put into practice i recommend printing off the appropriate declaration completing it in ink and then scanning it with a smart phone and emailing it back to the email address that will be on the online entry system.Like wise with your licence and insurance  documents scan them separately and email them separately to the address on the online entry system .
The declarations and scans will be entered on to the virtual signing on sheet for both competitors and officials and once completed you ll receive an acknowledgement with that you ll be set to start.
This is an unfamiliar process for trials entries that may become the norm. it is a familiar process to people taking flights with online booking and virtual boarding passes now common place and accepted practice around the world.
The changes that we will have to make are individually small yet put together can seem significant , if we work through each one together discussing and collaborating we can reach our goal of an safe and enjoyable days sport in the Peak district. There will be discussions etc rightly on this and other topics if they could be on the other thread re the Edinburgh and just leave this thread for announcements so that we know where to look for facts and where to discuss the proposals.
Remember that these are the facts as per March 29th and the trial is on October 3rd a lot may change in that time frame. 





Offline Mark Gregg

  • Club Members
  • Full Member
  • *
  • Posts: 144
Re: Edinburgh 2020 3rd October OFFICIAL UPDATES
« Reply #24 on: June 13, 2020, 08:12:53 am »
13/06 update
This Is quite a bit lengthier and more detailed than the short piece in NOTW so pull up a chair grab a cuppa and a biscuit or two.

Things are really moving forward positively now.   We have the Motorsport UK permit!   There are a few additional non Covid conditions but they are mostly paperwork.   We have acknowledgements from Derbyshire and Staffordshire police without objection or conditions.

Dave Middleditch confirmed Saturday that the online entry and membership system is ready to go and on Friday of this week I had a great meeting with Reuben and Hayley.
A lot of energy has been put into creating spreadsheets so that MCC trials going forward can be managed with this simple but well put together document that allows the organisers to check That your entry was completed fully, that the competitor and all his passengers have completed their health and scrutineering declarations, that they are all club members, licence holders and that their insurance is valid.

Reuben and Hayley have volunteered to manage this process on the day from their well appointed motorhome.

Hayley is even working on an app for observers to record performance that we will be able to use in future.

This is virtual signing on so that you dont have to have any contact at the start and so that we know that you are competing healthy legally and safely. All these details will be captured on the online entry form and via the msuk declaration forms. So the long desk with forms/ control cards etc. may be about to be consigned to history.

Scrutineering will also be 'virtual' for all classes. All competitors will complete a scrutineering self declaration with their entry and on the day of the event visit the scrutineer with all crew in/on the vehicle. Every vehicle will be checked that lights, where fitted, are working that horns work and numbers are correctly fitted. A nice sticker will be placed on the front competition number by the scrutineer to confirm that A you passed the visual scrutineering and B that the virtual declarations insurance etc are completed to signify a pass by the scrutineer.
This competition number with scrutineering sticker will be our evidence that you have completed all the processes correctly and that you are safe to start the event. Only vehicles displaying the competition number complete with sticker will be allowed to start each section/test.

To start competitors simply visit Reuben and Hayleys motorhome where a large clock will be displayed. youll be acknowledged by them, they ll record the actual time and off you go.

These changes are a BIG step away from how we have managed events before and there are two over riding reasons for this. Firstly the arrival of covid 19 means that at all times health security has to be my number one priority and virtual entries etc provides that. Secondly the organisation of events has to be equally secure. Using technology to reduce paper trails will prove to be simple, cost effective and require fewer resources to manage and deliver more, better, for less.  This years Edinburgh will be the ideal testing opportunity for these systems so that they can hopefully 'go live' for January's Exeter. This is a big step change that will be introduced over the coming months, and we welcome feedback and ideas so that we can get it right for organisers officials and competitors.

Its essential to take steps to ensure, to the best I can, the health security of our many volunteers (over 125 posts to fill) and the communities through which we pass. So despite what the restrictions may be on 3rd October we will be working on the premise of officials and observers been socially distanced at all times and that PPE in the form of gloves, surgical masks and sanitiser be provided for EVERY official at EVERY location. This will all be supplied by the club.

For this event inline with ACU regulations we will be asking all officials to provide their own Hi Viz vests. Equipment movement is a HUGE commitment for the clubs big three trials and in these times of health security its important that we limit the amount of items that have to be returned sorted and cleaned to avoid any possibility of contamination at any point of that chain. Overall the amount of equipment is likely to be significantly reduced for this event. Full details when we finalise them and how this will work for all involved will be available on the clubs website closer to the date of the event.

Now on to the trialling! The most likely format is now been finalised and this coming week we shall be checking the first draft of the route card especially the distances which we ll be using apps and the latest digital trip meters to measure.
Our fall back and most likely position is of a daylight trial with about 12 sections plus a test, over a 105 mile route to be completed in 8 hours.
With the first competitor away about 7.30am. lunch at noon and back to the finish for about 3.00pm.
This format is simpler and more secure to manage than the night/day format that requires many more volunteers and spends the first 6 hours in total darkness neither of which help with health security. This is a one off and the traditional format of which i am a huge advocate will return at the earliest opportunity. 

Class O and the adventure bikes will be the first to leave the start.

The likely route visits some old favourites with four pre war sections been used. The first three sections are the same as used to start an event in July 1933! we ve 6 sections and a test planned pre lunch including what are normally our final two groups. After a 30 minute break back at the Duke of York to refuel on butties and fettle vehicles the drive out over the moors to Staffordshire Moorlands follows with glorious views enroute to that prewar classic Corkscrew. Before returning to Derbyshire via a very narrow single track high moorland route to the sting in the tail of an Excelsior restart!

We also hope to have two new locations which, like Hob Hays introduction a couple of years ago, will have deviations that will challenge the very best in the specialised classes. Careful planning means that failures on these hills simply reverse off the section into one of several turning points. We hope to incorporate new deviations/ formats at three other regular venues to maintain the challenge.  Importantly minimising failures where competitors become stuck or fall from machines is a high priority to minimise social contact and accordingly some sections will be regraded/ amended to remove the roughest sections. The club committee having voted recently to allow each trial to spend up to £2000 each year to maintain sections in the optimum condition.

For fans of Cliffe Quarry, Haven Hill, Haydale, Incline and the Carsington Water time control they will be back! Unfortunately given the current circumstances I don't believe that it is appropriate to avail ourselves of the hospitality offered by Hollinsclough village hall this year. I hope that we ll be able to make a donation so that they can continue to support the community that has been so generous to us in the past and will I hope welcome us again as soon as circumstances fully and safely allow.

Online entry forms will be available most likely from Friday 11th July, Entries are possibly going to remain open much later than normal to accommodate people who rightly wish to wait and see.   see NOTW for all the latest information first.


Offline Stephen Bailey

  • Administrator
  • Hero Member
  • *****
  • Posts: 500
  • AKA: Ratty.
Re: Edinburgh 2020 3rd October OFFICIAL UPDATES
« Reply #25 on: June 13, 2020, 05:47:47 pm »
Mark, Dave and the team. An excellent and commendable amount of effort and work to achieve this.

Posts by myself are personal posts and in no way are an official expression of the MCC. or the MCC Committee.

https://www.youtube.com/watch?v=6_3KP7X8RQ4

Offline Mark Gregg

  • Club Members
  • Full Member
  • *
  • Posts: 144
Re: Edinburgh 2020 3rd October OFFICIAL UPDATES
« Reply #26 on: June 22, 2020, 05:23:10 pm »
Update 22/06/20

this is an expanded version of the piece that appeared in this weeks NOTW and includes the main boduy of my report to the exec committee. It has a number of  redaction's i m afraid but that is the nature of the beast

This week we have taken really positive steps forward, that not only benefit the Edinburgh but hopefully will be rolled forward to all our trials in the future.   


We had been seeking to reduce  the amount of paperwork that we use, however Covid 19 has meant that we have had to review our entire way of handling information for competitors and volunteers.   We are now making such positive progress that we can as approved by the exec meeting at the weekend offer an entirely paper free trial this Autumn. this is much further than we had originally planned and is entirely to meet the health security issues that i have spoken of before. the less contacts we have the safer we all are.
The IT project is delivering at virtually no cost, we have a complete whole new membership process, completely new entries system and following really productive meeting last week the process for managing health declarations, scrutineering declarations and virtual signing on is progressing well and will be used in October, to the degree that one person can see on screen immediately that all your documentation is correct in place and even that your vehicle has an MoT.   
We have put in place a process that finally stops people starting the trial without signing on as about half a dozen do each year, last year somebody completed the Edinburgh faultlessly making their only mistake before they even started... by not signing on and lost a Gold medal.   
We have also developed entirely socially distanced time controls where competitors do not even leave their vehicle nor do the volunteers.   
Wednesday saw the biggest step and this is a HUGE change and so effective.   Paper free observing.   Making use of technology every competitors performance will now be recorded on each hill to the extent that as soon as the last vehicle has completed the hill/test we simply email or even whatsapp the results to the results team. This in one stroke eliminates ALL the observers cards and ALL the restart books!  Thus hugely reducing pre event costs for printing and mailing and the post trial collection and collation of hundereds of observers notes on often wet/soggy pieces of paper.
I believe that in the very near furture there is a real opportunity to take our events a big step forward in the use of technology so that in 15 months we may be in a position to display live observed test times at breakfast / finish locations as well as individual section scores.
This has proven a challenge but the value of a large club like the MCC is that within its broad membership there is always somebody who can do anything, the biggest challenge is not persuading them but finding them and then helping them appreciate that what they can do is of huge value to those of us who cannot and I'm extremely grateful to them and the contribution that they are making. Equally these developments are attracting members of other clubs marshalling teams and this week we have had firm interest from members of the VSCC.

The core of all this work is to put on a trial, the Edinburgh will be a sporting challenge this year not as long nor as tough as last year ( 11 Golds) but we will still set out to challenge every class appropriately so for class O and the SAdventure bikes as well as class 1 and class 2 I guarantee no restarts. For the other classes especially those reliant on specialist machinery we ve planned enough deviations and restarts to find not only a best performance of the day but also keep to the premis of a Gold in every class ( c mon class 7 no golds for two years!)
To verify the suitability of some of the sections I went into The Peak District on Tuesday morning.   It was a gloomy, damp day after a night of heavy rain.   The sections were in superb order and we could have run a super trial that morning.   The green laners seem to have avoided all our usual hills with them showing little wear but plenty of grass and moss growth. I visited all the planned morning sections and found them to be in tip top order we have some road works to do but as the club has promised £2000 for repairs I think they can be made accomplisehed well before the trial. I took the chance and visited Bridget and Gary at the Duke of York where they are eager to reopen in small increments over a period of time.   I confirmed our commitment to supporting them and that they could count on us in October. So when you go PLEASE spend big and support them, they have held our booking as firm for a year lets show our appreciation on friday night and pre during and post trial and if you or friends are in the peak district why not just pop in and say hello!
The biggest thing for me to take away from my day out was how busy it was.   Every car-park, lay-by, side street is full of vehicles.   Everywhere there are folk walking and cycling, there was even a group of middle aged ladies riding bicycles down Litton Slack.   I have never in all my trips in the dales seen so many people, it has the air of a holiday resort.   This is a concern and I have chosen to re-route to avoid one usually very quiet village as it was so busy on a Tuesday morning that I had to queue and drive cautiously to navigate the normally deserted main street. I is a similar picture in the Lake district with police closing acess roads around the better lakes destinations as millions make their way into the national parks.
I have spoken to our RAYNET volunteers also this week and they have started their painstaking work to ensure that they can effectively communicate over the many peaks and into the narrow dales valleys.   
SECTION TO BE USED SPOLIER ALERT...Ironically they do not like Corkscrew as it gives them real logistical challenges getting a signal and they use mobile relay stations on remote isolated hill tops to achieve.   So please express your thanks to these volunteers who keep us safe and yet see nothing of the trial, some so isolated they see nobody all day.
The clubs exec committee has been meeting every coupl of weeks to guide us through this covid crisis and this weekend I proposed a course of action and a time scale for taking entries etc. for the trial and I am grateful that they have accepted this. I will add the details to the clubs to the bottom of this post.

Edinburgh report and update 15/06/20

By early October we anticipate restrictions been relaxed not just for the public but for motorsport as a whole.
On that basis the MCC should set a gold standard of what good looks like
The opportunity to run a trial in daylight with the necessity to run it with a light touch provides an ideal opportunity to trial many innovations making the most of technology so that it may benefit our other trials in the long run,

The following is the detail of our ‘plan’ and schedule for the most likely scenario in October.

For the trial to happen we MUST meet five tests
1.   Camping/caravan sites must be open
2.   Public houses must at least be able to serve refreshments outdoors
3.   Overnight accommodation should be available
4.   MSUK relax current restrictions to allow multi venue events and passengers in vehicles
5.   ACU relax current restrictions to allow multi venue events

OUR PEOPLE
The health security of our volunteers is essential and I will make every effort to preserve that via the measures below. Some may be as a one offs; others may be adopted going forward no matter the circumstances.
We will restrict volunteers to the absolute minimum at all locations
The current plan incorporates using circa 120 officials/observers plus circa 20 RAYNET volunteers (who I shall describe under the umbrella of volunteers in the rest of the document)
Every volunteer will receive an email 14 days before the trial including
1.   a generic information document
2.   a section / role specific information document
3.   links to the health declaration
4.   links to observer sheets and restart book where applicable
5.   virtual programme and I hope a virtual Triple
6.   links to instructional videos
Every volunteer must complete a health declaration in the 48 hours before 00.01 on 3rd October this also is their virtual signing on document.
Every volunteer will be supplied at their point of duty with a sealed zipper type plastic bag containing, surgical mask, latex gloves, plastic whistle, 100ml alcoholic hand sanitiser, commemorative coaster. These will have been packed at least 7 days in advance by one single person. They will be delivered to site by the pre course opening car 1 hour before the test/ section/ control scheduled opening time in a sealed package for each site.
These bags and their contents must be disposed of once opened by each volunteer NOT returned in any part to the club. I believe I can get the cost to the club, per package, ex coaster, down to about £6.50 per volunteer.
Every volunteer must provide their own hi viz jacket
Every observer must provide their own sheet for recording competitors performance, restarts, test times. We will have a proforma for them to print off via a link in their instructions
Scoring on tests and sections will be recorded virtually and physically.
One person on each site will be the ‘recorder’ and will stay in a vehicle the whole time with either a laptop/pad or smart phone and a walkie talkie.
In the normal way we ll establish up to four observers on each section/test who will be equipped with a walkie talkie. They will communicate the performance of each vehicle as it passes to the recorder. The recorder will record the performance on the spreadsheet and on a hard copy as back up. The observers record on their self-printed score cards as a backup. They will keep these score cards themselves for 14 days post trial so any queries can be resolved.
I am trialling walkie talkies for reliability/waterproofing/range/ hands free operation/ battery life. We are literally taking them to every Edinburgh section to do this.
The spreadsheets the recorders will use are simple excel containing no macros so they will not be corrupted in transmission. They will be emailed to the clerk of course and the nominated results volunteer as the sections closes  They are also available for distribution via whats app.
Competitors
I understand there are a myriad of classes, but I shall refer to car and motorcycle classes for this explanation.
Health security is my first concern and to that end no matter what the restrictions the govt. and organising bodies impose I shall run with the following as an absolute minimum.
All competitors’ riders/drivers/ passengers shall carry a surgical face mask, latex gloves, alcoholic sanitiser 100ml that they provide them selves.
Vehicles with one or more passengers should in addition also carry sanitiser spray 450ml and at least two pairs of latex gloves per person that the entrant provides.
Competitors should not leave their vehicle at a section/ control/ break unless they can safely social distance to the govt. current regualtions (unless as a result of an accident) from arrival on the section/test site to departure from the site. Should a vehicle stop all passengers should leave the vehicle and restore motion.. eg push it out of the way. This is not an observer’s role in October 2020. MSUK covid 19 restrictions/ regulations provide for the response in case of an accident and that will apply to all motorcycles and cars.
All entries will be online only. All event information will be online only. A virtual programme, and final instructions will be issued 14 days pre trial.
Competitors will print their own competition numbers.
This is much further than the ‘paper free’ future envisaged, however the potential from contamination of sharing/handling documentation is real and is therefore eliminated by these unusual steps.
The Competition
we will be offering what I ve described as Edinburgh ‘lite’ a sporting challenge in the Peak District.
The sections will be simple yet still offering a challenge but hopefully not troubling the observers physically.

The most likely format is been worked upon and route and time schedule are been firmed up. I have visited 6 sections this week and recced the pre lunch part of the route. We have not been onsite other than that since early March and as yet only have confirmed permissions from a limited number of landowners tenants. I have though spoken face to face with the Duke and they are very supportive and positive to the event. The route planned includes five locations where we do not need permissions as they are rights of way. This route proposal includes four sections used pre-war.
This week we have checked the first draft of the route card especially the distances which we ll be using apps and the latest digital trip meters to measure. This was so successful that I shall be promoting the use of one specific app to all car competitors as it really adds to the passengers role and makes navigation so much easier.
This fall back position is of a daylight trial with about 12 sections plus a test, over a 105 mile route to be completed in 8 hours.
The Duke of York will be the hub as start, finish and lunch stop.
The first competitor should be away about 7.30am. lunch at noon and back to the finish for about 3.00pm.
This format is simpler and more secure to manage than the night/day format that requires many more volunteers and spends the first 6 hours in total darkness neither of which help with health security. This is a one off and the traditional format of which i am a huge advocate will return at the earliest opportunity.

Class O and the adventure bikes will be the first to leave the start. I do not plan to run class R unless restrictions are almost universally relaxed.

Careful planning means that failures on the planned hills allows competitors to simply reverse off the section into one of several turning points. We hope to incorporate new deviations/ formats at three other regular venues to maintain the challenge.  Importantly minimising failures where competitors become stuck or fall from machines is a high priority to minimise social contact and accordingly some sections will be regraded/ amended to remove the roughest sections.
We ve moved away from restarts in the last couple of years but given the ‘lite’ nature of the sections for our specialist classes they will provide probably an overall best performance, although I’d note that in a dry trial in 2019 only one class 7/8 car won Gold, the deciding factor been a hill with no restart but a simple deviation for the specialist classes.
Unfortunately given the current circumstances I don't believe that it is appropriate to avail ourselves of the hospitality offered by Hollinsclough village hall this year. I hope that we ll be able to make a donation so that they can continue to support the community that has been so generous to us in the past and will I hope welcome us again as soon as circumstances fully and safely allow.
Organisation

A lot of energy has been put into creating spreadsheets so that MCC trials going forward can be managed with this simple but well put together document that allows the organisers to check That the entry was completed fully, that the competitor and all their passengers have completed their health and scrutineering declarations, that they are all club members, licence holders and that their insurance is valid.

Reuben and Hayley have volunteered to manage this process on the day from their well-appointed motorhome.

This is virtual signing on so that you don’t have to have any contact at the start and so that I know that everyone is competing healthy legally and safely.
All these details will be captured on the online entry form and via the msuk declaration forms.
Competitors and officials have from entries opening until 00.01 on 3rd October to complete their details with the exception of vehicle and passenger details which must be completed 7 days before the start.

Scrutineering will be 'virtual' for all classes. All competitors will complete a scrutineering self-declaration with their entry and on the day of the event visit the scrutineer with all crew in/on the vehicle. Every vehicle will be checked that lights, where fitted, are working that horns work and numbers are correctly fitted. A sticker will be placed on the front competition number by the scrutineer to confirm that A, you passed the visual scrutineering and B, that the virtual declarations insurance etc have been fully completed. The sticker is visual confirmation through out the event that you have fully complied with pre event processes and also to signify a pass by the scrutineer, and that you are safe to start the event.
Only vehicles displaying the competition number complete with sticker will be allowed to start each section/test.

To start competitors simply visit Reuben and Hayley’s motorhome where a large clock will be displayed. They ll be acknowledged by them, they ll record the actual time and off they go. Zero contact at all, as competitors remain with their vehicle and Reuben and Hayley will be isolated in the motorhome

Equipment movement is a HUGE commitment for the clubs big three trials and in these times of health security it’s important that we limit the amount of items that have to be returned sorted and cleaned to avoid any possibility of contamination at any point of that chain. Overall the amount of equipment will be significantly reduced for this event. Full details when we finalise them and how this will work for all involved will be available on the clubs website closer to the date of the event.

Decision schedule
I have always stated that we will make a decision in the first week in July. Two weeks away from July we are a little behind where I hoped, with MSuk and ACU competitions scheduled to begin on July 4th under restructions that would prohibit our running the trial.
However I have an MSuk permit  issued late last week it has additional conditions but non of them are covid related so I take that as a positive but not a full green light. The hospitality sector is setting up for a July 4th reopening as yet unconfirmed by the govt.
So our plan is to meet on or about 4th July and our small organising team will make a decision to cancel or move forward to the next step
If we decide to cancel I shall inform the exec immediately and then ask for a NOTW insert confirming cancellation.
If we decide to move to the next step I believe That we should agree to move forward and accept expressions of interest (completed application forms) from 00.01 July 11th with those been either turned into paid entries from August 7th or the event cancelled on that date.

If we do progress beyond August 7th entries would close finally on Sept 12th at noon.

This would give us three weeks pre-trial and 7 days pre-publication of entry lists/ route instructions and virtual programmes.

I've yet to clarify the entry fee to reflect the increased costs/ reduced costs etc etc. I do not expect there to be a class R or a Derbyshire class at this point.

I believe moving forward to accept expressions of interests is good value in that it gives us chance to test the entries and membership process ‘live’ let’s compeditors have sight of it and use it , lets us accept proof of membership /insurance licences on line something we have never done so comprehensively before or all in the same place on the same document.





Offline Mark Gregg

  • Club Members
  • Full Member
  • *
  • Posts: 144
Re: Edinburgh 2020 3rd October OFFICIAL UPDATES
« Reply #27 on: June 27, 2020, 01:54:23 pm »
UPDATE 27/06
Decision day is looming fast for the Edinburgh.   We have always said we would make an announcement the first week of July and we will stick to that.  I am arranging a socially distanced meeting outdoors at the Duke of York for week commencing 6th July so expect an announcement in NOTW on Friday 10th July.   The Govts relaxation of some restrictions from 4th of July means that three of the five tests to holding the Edinburgh have now been met (see the club's forum under Edinburgh trial for full details) with only the MSUK and ACU restrictions preventing us going ahead at the moment, although the AMCA relaxed their restrictions only this Wednesday.   I would ask anyone if they have a position of influence at either of the governing bodies or regional or national groups to ask when they plan to review their restrictions and to make them aware of our planning and the efforts we are making to hold the oldest trial this year.   I plan this week to have conversations with those to whom the keyboard is home to clarify the entry processes including health and scrutineering declarations and to firm up the dedicated email addresses for competitors and volunteers to send those important documents to.
In Derbyshire a conversation has been had with the ladies at Hollinsclough and they too are trying to work under severe restrictions.   The Duke of York has remained open as a takeaway and will be re-opening slowly over a period of weeks but their bookings for the campsite are booming.   MCC campers and caravaners and hardy folk that sleep in cars and vans should have no fear as the club has secured an exclusive block booking for the camping and caravan site for the trial so your guaranteed a spot!   We are grateful to the Duke of York for making such a commitment to the trial.   Planning moves in mysterious ways and quite by chance this week on a trail riders forum I came across photos of a green lane I was unfamiliar with.   A conversation started and we have another new section!   I hope to take my A7 next week and recce all the rights of way in a trials car, it will make a change from my van, although it has proved capable, cleaning Excelsior in the past.  (SW Notes: bet it did not do the Restart!)   Seven of the planned 12 venues have vehicular rights of way.
It was wisely pointed out to me that DfT route authorisation fees are less if the distance is under 100 miles so we missed out a mild of green lane and the 6 or so miles of A-Road and bingo a saving of £1.70 per competitor.   Giving us a planned total mileage of 95.6 which includes 14.2 miles of A-Road (most of which is the Cat and Fiddle run to Corkscrew, note the <to>) 8 mile of B-Road and thus over 70 mile of minor roads.   I have put in a couple of great views and a super gated single track road with huge views over the Peak District, I have even found a couple of miles of route with grass up the centre within the four miles from the start to the first section.

Offline Mark Gregg

  • Club Members
  • Full Member
  • *
  • Posts: 144
Re: Edinburgh 2020 3rd October OFFICIAL UPDATES
« Reply #28 on: July 03, 2020, 08:38:06 am »
UPDATE 03/07
Edinburgh update
This week's Edinburgh has involved much sitting at the computer desk, two big pieces of work are almost complete and that's two more boxes with ticks in them, plenty more still to do though!

The digital mapping process that we use is a great tool and calculates distances and timings as you progress around the virtual route. The amended shortened route of 12 sections and a test is officially 95. 62 miles long and Class O should be finished for 2.45. with the main trial arriving back to the Duke from 3pm.
I've done a lot of work with the rally trip app https://apps.apple.com/us/app/rally-tripmeter/id1063654075 we will be using a very simple setting which allows intermediate and total distances the app is available FREE for iphones and android devices
I think for car passengers it will make navigation so much easier and enjoyable and end finally those in car ''discussions''.
Going forward I ve spent time looking at what processes other organisations are doing with trackers etc. and next year we may have a process that eliminates all time controls and passage controls and even monitors live each competitors speed anywhere on the route!!

lThe organising group will reviewing all these plans for this years event and hopefully sign it off next Tuesday when we meet at the Duke, which coincides with its re opening.

We will make an official announcement in next weeks NOTW about the trial but anyone looking for hints might want to visit the club's website.

https://www.themotorcyclingclub.org.uk/events/the-edinburgh-trial/

The club took a big step in introducing an IT manager to move our portfolio of platforms forward and this visibly shows its worth  this week. Sarah has shone in her support for me and the Edinburgh this week.

I have written three completely new pages for the Edinburgh, a header including history and a flavour of this year's event and two detailed pages linking from that, one for competitors and another for volunteers. I hope they will be informative and give some clarity. They are almost complete but some of the links are not yet finalised and MSUK have changed some of their advice.

In 7 days though everything will be perfect. The my club house project led by Dave Middleditch has prospered and many of you are entering your details already which will save time and head scratching and looking for documents if/ when entries open.

The MCC is truly leading the way in these Covid times the world rally championship announced on Tuesday they will be introducing contact less and paperless rallies in the future.. cough.. the MCC have done that and gone further.. MSUK announced Tuesday they would be promoting a mailing process called mail chimp this weekend.. wonder where they got that idea..? your NOTW is delivered via that very system

To do all this work we need volunteers though and the Edinburgh is in need of some support. We need a localish equipment manager to manage the equipment pre and during the event. if you can offer any help preparing /distributing kit it is needed although this year there will be far far less than Is the norm. It is a role you can do from home of course.  Contact me for details totalshell@aol.com

The ACU have annouced since NOTW went to press that sidecar competition in all discplines can start again, which is anither huge step forward, Motorsport is able to resume on 4th July not all discplines and not in formats /style to which we have been used to in the past. autotests and motorcycle trials seem to be the most popular competitions been planned from this weekend onward. The next big step is middle englands planned long distance trial later in the month, we wish Bernie and his team well and every success for their hugely over subscribed event .https://www.mecvc.org.uk/ldt-mecvc-event-information

The original piece in NOTW eneded with a cry for more support and as we move closer to October the Edinburgh needs your help! not on the day but pre trial so you can support the very small team from your home :) The dash for digital formats means that we will be creating a lot of work at computers, for one person it would be a lot for three or four it would mean very little and can be done at any time of day or night.

Entrants will be completing their entries on line and we need people to log in and check that they are correct and hi light any 'gaps'. this is work for August September inclusive you can work all day every day or even just one 15 minute shift.

Literally on the eve of the trial volunteers and competitors will be emailing their health declarations we need people to check that they  are completed and that every body has completed one. .. open the email, check its complete, fill a box on the spreadsheet, send an email if its incomplete  no phone calls.. these roles are vital and are from midnight (00.01 Thursday 1st Octoner) to 23.59 Friday 2nd october) you can literally do as little or as much as you want within those timescales

if you want to help practically but fancy total social distancing we are running through some gated roads and we need people at each gate to record passage with a wave as competitors pass and to make sure the gate is left closed after the last vehicle has past. like all volunteers you will receive club supplied PPE and the commemorative coaster and mug.

If you have a mild soft roader perhaps you could help check the route in the coming weeks? many of this years sections are rights of way ( BOATs or UCR) Green lanes to you and me. 
To comply with social distancing I must ask that any passengers must comply with the current govt. restrictions. regarding vehicle passengers. Route distances have been set using an app and it would be essential to fulfill this role.. its FREE..  yes its FREE   https://apps.apple.com/us/app/rally-tripmeter/id1063654075   drop me a line if any of these roles tickle your fancy totalshell@aol.com

Offline Tim Kingham

  • Club Members
  • Full Member
  • *
  • Posts: 115
Re: Edinburgh 2020 3rd October OFFICIAL UPDATES
« Reply #29 on: August 03, 2020, 08:30:06 am »
Perhaps bearing in mind the thread heading something is missing from this thread.....