Setup is the phase where the race becomes concrete. The work is invisible until it's missing — nobody complains about rules being published on time. They complain when rules weren't published and their kid's car gets DQ'd at weigh-in.
Three things to lock down: rules, registration, the track. Race format gets its own post since it's a bigger decision than people realize (here).
The setup checklist at a glance
| Area | Action | When |
|---|---|---|
| Rules | Adopt your council's standard rules; modify only with reason | Before opening registration |
| Rules | Publish the final rules in writing to all parents | Before opening registration |
| Rules | Define how DQs and over-weight cars are handled | Before opening registration |
| Registration | Open registration with link sent to all pack families | 4–6 weeks before race day |
| Registration | Set a registration deadline (typically 1 week out) | Communicated at open |
| Registration | Decide if day-of registration is allowed and how | Before deadline |
| Track | Inspect or pick up the track | At least 2 weeks before |
| Track | Test the timer with the track, in the venue | 1–2 weeks before |
| Track | Confirm lane count and time budget match your race format | Before publishing schedule |
The rest of this post is the why behind each row.
Part of a series. This pairs with the free planning checklist for first-time chairs.
The rules
Don't write rules from scratch. Every council publishes a standard set. Start there. Adapt only what you have a real reason to change.
What the rules need to cover:
- Weight limit. Five ounces is universal. Publish how over-weight cars get handled.
- Wheel and axle restrictions. What modifications are allowed (usually polishing axles yes, lathing wheels no). Be specific — vague rules cause disputes at weigh-in.
- Lubricants. Dry graphite typically yes, liquid no. Confirm with your council; some rules ban dry lube on wheel faces and only allow it on axles.
- Car dimensions. Length, width, ground clearance. The standard kit handles this; cars built from blanks can run afoul.
- DQ handling. Is there a fix-it window? Can a DQ'd car run unofficially? Be explicit.
The single rule about rules: publish before registration opens. A parent signing their kid up has the right to know what they're building toward. Publishing a week before race day is too late — the car has already been built. List your modifications explicitly; "council rules with modifications" without saying which modifications is how kids get DQ'd.
Registration
Pre-registration replaces the morning-of paper line. By race morning you should know exactly who's racing, what dens they're in, and how to reach every parent.
Collect at minimum:
- Racer's name (ask the parent how they want it spelled on the leaderboard)
- Den or rank
- Parent contact (email is enough; phone for race-day emergencies)
- Car photo (optional, useful for the results gallery)
Set a registration deadline. Usually a week before race day. After that, late sign-ups go into a separate flow at check-in so they don't slow the families who registered on time.
Communications cadence:
- At open: announce to the pack with link, rules, key dates.
- Two weeks before: reminder with deadline highlighted and what to bring.
- One week before: final reminder with arrival time, weigh-in window, parking note.
- Day before: short "see you tomorrow" with arrival time only.
That's it. More than four messages and parents start ignoring them.
The track
The track is where first-time chairs discover they have a hardware problem. Inspect it early, not the day before.
If your pack owns it. Lay out every section at least two weeks out. Look for warping, splintering, paint chips at the start gate. Run a test car down each lane and watch for inconsistencies.
If you're borrowing. Confirm in writing — who picks it up, who returns it. Schedule pickup at least a week out so you have time to assemble and notice if anything's missing.
If you're renting. Confirm delivery and pickup windows, what's included, and have a phone number that works on a Saturday morning.
The timer is part of the track. Test it with the track in the venue, not on a folding table at home. Confirm the timer connects to your software and produces consistent times across lanes. If the timer fails on race day, your fallback is manual entry — make sure you know how to switch modes before you need to.
Lane count drives your schedule. A two-lane track means twice as many heats as a four-lane track for the same field. A six-lane track means a fast race. Your race format and your time budget both depend on this number.
How the pieces fit together
These three setup decisions aren't independent:
- Rules → registration. Parents need rules to build a car. Don't open registration until rules are published.
- Registration → track demands. Field size determines how long the race takes. 40 cars on two lanes is a very long race. 12 cars on six lanes is over in 25 minutes.
- Track → race format. Lane count constrains which formats are practical (see race formats).
Lock them in that order — rules first, then registration, then track logistics — and the rest of the race plans itself.
Working through the rest of your race planning? Grab the free planning checklist →