Pinewood Derby

How to Run Pack 200's Pinewood Derby

Timeline:

• Set trial date and derby day during summer planning. Book rooms @ FUMC. Prefer room 118 for trial day to keep it all on one floor.
• Get official District rules in late October / early November. Note any changes from prior year. Pay attention to check-in dimensions - they can vary depending on who is running the District derby!
• Finalize Pack 200 rules/flyer mid-November
• (Order cars and distribute - committee chair oversees this?)
• Send sign-up request late December. Assistance needed:
  • Time Trial Day (usually Saturday early afternoon):
    • Move track from storage unit to Church - needs truck or trailer and a couple of strong backs. ~10am
    • Assistants to help "check in" cars. Possibly Scouts?
    • Tear-down and track move help 4pm-4:30
  • Derby Eve (usually Friday, 1 or 2 weeks after Time Trial):
    • Gym set-up help. Time depends on when we have access to the room. 4-6 people helps.
  • Derby Saturday:
    • Morning setup is minimal if we get everything done Friday.
    • We will need some scouts to help do the check-ins. Having a leader to help oversee check-in is a good idea. Having a mechanically-inclined adult to assist with repairs/modifications is a good idea too.
    • Tear-down help 2pm (or whenever we project race end)
    • Return track to storage unit

Time Trial Day

• Pick up track from storage locker (could do night before and do setup/shakeout)
• Set up and clean track - prefer room 118 to keep it all on 1st floor, but space is tight
• Set up computer timing. It’s helpful to set up computer about 20’ from start gate, as this is where it will be on derby day. Plan for extension cords (2 or 3 outlets at start gate) and USB, serial cables.
• Have helpers on hand to do mock check-ins, take weight readings and judge pass/fail.
• Have tools on hand for remediation of cars, though this is not as critical as on derby day.

Packing list - Time Trial Day

• Storage Unit
  • Large wooden crate with straight track pieces.
  • Curved track piece
  • Stand piece for the "start" end of track
  • Gray wooden stand for camera at the end of the track
  • Flip-top tub with PWD supplies
    • 30' extension cord to go from timing table to start gate
    • Power strip for start gate area
    • Cleaner and towel for track
    • Binder clips for holding track sections together
• Scout Closet at FUMC
  • Bin with track electronics. Keep this in climate-controlled environment:
    • Track timer unit
    • 2 power bricks for track (one for timer, one for starter solenoid)
    • Yellow cable runs from start gate & PC to end of track with timer
    • Serial cable to run from track start to timing PC
    • USB camera for finish line, with long USB active cable
  • Track end piece with rubber treads on the track sections - also keep this climate controlled
  • Check-in gear
    • Scale with small block of wood
    • Height/length/wheelbase standard - CHECK to make sure it is the same as rules, as they may change
    • Granite 1x1 slab and piece of printer paper
    • Wheel gauge - should be tied to measurement standard
    • Instructions on check-in procedure
  • Clipboards and pens (Derby Day Only)
• Derby Master's Collection
  • Moving dolly (there is one @ the church as well)
  • Timing PC, power supply. Loaded with software.
    • VGA or HDMI dongle if needed
    • USB/Serial adapter if needed
  • Tools for car remediation.
    • Drill with 1/8" and 3/8" bits,
    • chisel
    • tack hammer
    • pliers
    • CA glue
    • wood glue
    • hot glue gun
    • sand paper
  • String, marble or laser to test track for straightness. Lockable laser level works well!
  • Lube for start gate notch - I use something like slide-glide. Powdered graphite does not last.
  • Electronics tools - DMM, soldering stuff, low-volt repair in case track has problems.
  • Extension cord - 50-100' to go to timing table
  • Extension cord - 30' or so from timing table to start gate
  • Power strip for timing table (PCs, printer, etc)
  • Print out a few copies of rules (with times)
  • Extra cars for testing
  • Step stool for loading cars in start gate
  • Gloves for moving track crate
• Additional items for Derby Day - from Derby Master
  • Scoring PC with spreadsheets
  • Printer, paper, and extra blank check-in labels. USB cable if needed.
  • Can plan to use church's wi-fi to network the printer or swap the cable
  • Pre-printed check-in labels (see Preparation)

Tasks for Time Trial Day

• Set up check-in desk
  • Copy of rules
  • Scale with small block (put small block in center of scale for accurate readings and tare to zero)
  • Wooden measurement jig for height/length/wheelbase
  • Wheel gauge should be tied to measurement jig
  • Granite slab with piece of 20# printer paper
  • Sheet with how-to and check-in procedure
• Set up track
  • Uncrate track. Pieces have numbers on the bottom - line them up in order but don't snap together yet
  • Clean/polish track with general-purpose cleaner and paper towels
  • Assemble track pieces with binder clips between sections to hold them together
  • Check for straightness using laser or string. Hard to do with the angled starting section but DYB.
  • Try to set things up so that everyone stays on one side of the track. Use some caution tape or chairs etc to block off half the room.
• Set up timer and track electronics
• Set up timing PC and USB camera
  • [TODO - diagram?]
  • It helps to have a "dummy" file set up for the races with fake names in it. There is a sample file in the software.
  • One problem is that it will want the heats to be full, so decide if you want to run 2, 3, or 4 lanes. If you run 4, you will need some "filler" cars.
• Break everything down, put it back where it came from =)
• Store track behind stage if possible between Time Trial and Derby

Preparation between Time Trial and Derby

• Get a list of active scouts from Cubmaster or Committee Chair. Scrub that list with the den leaders to resolve any "goes by" changes, adds/drops, or other errors.
• Populate the scoring spreadsheet with the name list.
• Export names from spreadsheet to CSV so they can be imported into Derby software
  • Software wants columns LastName,FirstName,Group,Subgroup,CarNumber
• Print labels for checking cars in. [TODO - provide sample PDF]
• Monitor recruiting and let volunteers know what's needed
• Correct any other issues found with computer timing at Time Trial.

Derby Day!

Running the races

Check-in table is checking names and ticking them off the check-in sheets (in spreadsheet package). They also hand labels to the scouts, and scouts put cars in the corral in the numbered slots, which makes judging easier.

Once check-in is complete:

• Make judging sheets based on the cars that actually check in (delete unused rows). Print them and get judges started on evaluating cars ASAP. Give short overview of judging criteria.
  • Craftsmanship: Well-made, well-finished, nice paint job, good use of color, scout's work.
  • Unique: Something out of the ordinary; not normal for a car.
• On judging PC, delete absent scouts from rank-specific results spreadsheet.
• On timing PC, "pass" the scouts who are present and pass in the roster.
• Build schedule in scheduling tab.
• Print schedule so that leader manning the start gate has a reference.
• Racing can begin once all judges' sheets are in.

During the race:

• Timing PC should run by itself unless start gate stays down for too long.
• Judging sheets need to be entered into judging PC and totaled up by spreadsheet.
• Wait for speed results, then assign ranks to design & unique.
• (During this time, a new group of scouts will be checking in... and the whole thing starts over.)

District

Process, Resources, and Rotation (through 2027): http://www.crosswindsbsa.org/files/PinewoodDerby/CrosswindsPWDProcess.20130919.pdf

• 2017: we provide track and apprentice
• 2018: we host