Guidelines for OOD 2026
The prime duty of the Officer of the Day (OOD) is the safe and efficient running of the sailing activity for that day.
a. General
The Sailing Sub-Committee may have appointed an OOD Mentor to support you. Your Mentor will be able to help you set a good course and advise on running the race(s)..
If you are new to OOD duties you should attend a training session. The Sailing Sub-Committee also strongly recommends that you sit in with, and ‘shadow’, an experienced OOD before your duty day. This ‘shadowing’ opportunity will enable you to become familiar with OOD duties.
The guidance set out below is intended to help you through the process of carrying out your duties. Please note that in the Race Control Office there is a ‘master file’ containing advice and instructions. You are recommended to become familiar with its contents ahead of your duty date.
Major and Long Distance events may also have a Sailing Sub-Committee member or Overall Decision Maker (ODM) nominated to provide guidance on whether sailing conditions are suitable for the type of race.
b. Before The Day
· Familiarise yourself with the Guidelines for Officer of the Day.
· Familiarise yourself with the rescue Crew Guidelines as you will be working closely with them.
· Check the weather forecast, tide, race type and times. Review potential suitable courses (perhaps using one from the courses folder in the Race Control Office).
· Contact the rostered Rescue and Galley crews to introduce yourself, verify they are available and what time to be at the Club.
· Familiarise yourself with the Sailing Instructions and starting sequence for the scheduled race(s).
c. On The Day
· Arrive at least one hour before the scheduled start time.
· Go to the Bristol Port website before the race and look under Shipping Information, then Tide Tracker which will give details of all planned shipping movements on each tide.
· Phone the Avonmouth Havenmaster / Vessel Traffic Control (VTS):
o Advise that we are sailing, together with the approximate times and locations – e.g. around Firefly, mainly south of the shipping lane (when sailing in the Bay) etc.
o Ask if there are any known changes to the shipping movements on their website.
· Consult with the Rescue Crew regarding weather conditions and whether to hold a race. The decision to race MUST be made jointly by the OOD and Rescue Crew. If there is any doubt discuss the situation with a member of the General Committee or Sailing Sub-Committee. If there is a weather warning in force then racing should be cancelled.
· If conditions are unsuitable (heavy or light) and the number of competitors is small then consider abandoning or cancelling racing.
· Decide with the Rescue Crew which rescue boat to use depending on the weather conditions and number of competitors.
· Switch on radio (defaults to Ch 37) and the hooter, and test the hooter.
· Record details of shipping movements and weather forecast on the boathouse course notice board.
· Be aware of other water users, commercial or recreational as well as those on the shore, feed any information onto the Sailors, Rescue Crew or to those Water Users as and if required
· Arrange with the Rescue Crews where to lay a start mark and any course marks if required.
· Check operation of the radios before the rescue boats are launched.
· For certain races (mainly at the beginning and the end of the sailing season, or for long distance races) two rescue boats will be rostered to ensure we have adequate safety cover at all times.
· In the event that the rostered crews fail to attend and two boats cannot be deployed, then you should:-
o Postpone the start time of the race, to allow a full complement of crews to be mustered.
o Request substitute helms / crews from members present at the club (where this is done, consideration must be given to the level of competence and training of the substitutes) - an up-to-date list of competences can be found on the Club notice board.
o If substitute crews cannot be mustered you should then (with consideration of the weather conditions and forecast, the number and abilities of sailors, fleet size and make up) consider running a race within the confines of Woodhill Bay, or within the triangle bounded by PYSC clubhouse, Newcome shipping buoy and Battery Point. The safety of sailors is paramount and you must be satisfied that this is not compromised should you decide to run the race with only one rescue boat
o You are also advised to consult with a member of the Sailing Sub Committee for support and guidance.
· Ensure the hot water has been turned on using the heating/hot water control unit upstairs by the galley.
d. Running The Race & Race Management
· Set the course at least 30 minutes before the first start, having due regard for weather conditions, boats taking part, etc. In particular see Section 7.2 Sailing Instructions regarding Slow Handicap, Junior/Learners races and Division 3 courses. For Class & Style Racing if the conditions are appropriate (subject to weather, availability of rescue boats etc.) you may set a different course for each Division.
· On multiple race days let competitors know if you will be running races back-to-back.
· On multiple race days different courses can be set for each race.
· Put a signing-on sheet downstairs in the lobby.
· Decide, dependent on the number of competitors whether to use a single start or multiple starts, and notify competitors.
· Start the races. Consult Section 8 of the Sailing Instructions and also refer to the laminated sheets in the Race Control Office for starting sequences. If necessary ask for help.
· If one of more boats is over the start line and can be identified, signal an Individual Recall.
· If a large number of boats are over the start line or the individual boats on the wrong side of the start line cannot be identified, signal a General Recall.
· Postpone the start if necessary. For example: if buoys haven’t been laid, congestion on the slip, sailing conditions or to allow commercial shipping to pass.
· Record each competitor as they complete each lap.
· Monitor the race and if necessary alert the Rescue Crew of any boats in difficulty.
· Finish races, having regard for the ability of slower boats to complete the course.
· If practical finish all boats of the same class on the same lap.
· Record competitors’ elapsed times.
e. During The Race
· Keep a tally of the number of boats sailing, including those not racing.
· Liaise with the Rescue Crew regarding any boats that appear to be in difficulty.
· Be aware of those going sailing and their capabilities (e.g. cadets and inexperienced members).
In the event that conditions deteriorate or an incident occurs which requires additional rescue cover (e.g, multiple boats requiring assistance) you should:
· Seek appropriately qualified rescue crews from amongst those not sailing to provide a competent rescue crew for a second rescue boat (this assumes that only one rescue boat has been rostered).
· Consider shortening or abandoning the race.
· Should conditions be such that both rescue boats are unable to deal adequately with the situation you are advised to call upon the appropriate emergency services i.e.: the Coastguard/Lifeboat by dialling 999.
· Note: If a boat capsizes a member of the public may call the emergency services.
f. After The Race
· Calculate corrected times. – guidance on how to do this is set out in the ‘master file’.
· Photograph the results and send to Andrea Willcocks.
· Post the results on the notice board in the clubhouse.
· When the Recsue Crews come ashore, check if there were any faults with the boats. Ensure the Boat Logs have been filled in.
· Check all the handheld radios are returned to the Race Hut, are switched off and put on charge.
· Switch off the radio and hooter in the Race Hut.
· Accept any protests and record the time of the protest.
· Ensure that you or a key holder will lock up the clubhouse and compounds, and that the Rescue Crew lock up the boathouse.
g. After the Event, if Necessary
Report any Rescue Boat problems to the Rescue Boat Sub-Committee Chairman, and any Hire Fleet problems to the Fleet Bosun.