Master the Art of Pinewood Derby Organization: A Step-by-Step Guide for Success

Pinewood Derby Event Checklist

Organizing a Pinewood Derby is not as easy as you would think. From my experience I put together a breakdown of steps you can take to make sure you are on your way to a successful derby event.

1. Planning and Organization:

• Organize a committee to help plan:

  • Ask for volunteers to join the team to help with all the steps for a successful Pinewood Derby.

• Begin Marketing to Participants:

  • Get the word out about the event, give it enough lead time for people to get excited and plan for it in their own schedules

2. Event Planning:

• Set the Date and find a Venue:

  • Settle on a date and time and make sure it aligns with the availability of your intendd participants, spectators and whoever is providing the track.

• Define the Events Goals:

  • Outline goals and objectives for the Pinewood Derby, whether it's community-building, fundraising, or just to have an excuse to hangout with friends. You want to make sure everyone is working towards the same goal and outcome.

• Create a Budget:

  • Make sure to budget for your venue, track costs, awards, emergency fund, food and drink. Determine where the money will be coming from and how much is needed at each step of the organizing process.

• Food and Drink:

  • These events can often go for a couple hours depending on the number of cars. Should people bring their own food, will some be provided by you or the venue?

3. Competition Planning:

• Determine Race Categories:

  • Decide on race categories; such as age groups, most creative design, Outlaw Pinewood Derby category

• Set Rules and Guidelines:

  • Clearly define rules for car construction, such as weight limits, size restrictions, and any specific regulations for your event. For a standard Pinewood Derby the Boy Scouts of America provide a good list. For an Outlaw Derby I have some HERE

• Host Workshops or Clinics:

  • Offer workshops or clinics to assist participants in crafting their cars, most of these events are meant to build community and including a date to come together to build and provide direction furthers that cause.

• Create a Registration System:

  • Set up an efficient registration system for participants. Collect necessary information, distribute race numbers, and keep track of entries.

4. Logistics and Execution:

• Build, Buy or Rent a Race Track:

  • Either build, buy or rent a race track based on the size of your event. Do this early because cost to buy and time to ship can be prohibitive. It can be hard to find available rentals, if in the Chicagoland area mine is available to RENT as well.

• Organize Race Day Logistics:

  • Plan the logistics for race day, including the schedule, heat assignments, and time to setup and take down the Pinewood Derby track as well as any additional activities or entertainment for spectators.

• Recruit Volunteers:

  • There is more to do than 1 person can accomplish. Assign volunteers to help with registration, bringing cars to the track, recording race outcomes, officiating, and crowd management.

• Let the RACE BEGIN:

  • Make sure to start on time and stick to your schedule to ensure an enjoyable experience for participants and spectators.

5. Recognition and Celebration:

• Award Ceremony:

  • Host an award ceremony to recognize winners in different categories. Consider awards for speed, design, creativity, and sportsmanship. While everyone may not place in the race giving recognition for other aspects of the race makes it more enjoyable for everyone.

• Recognition of Winners:

  • Have a volunteer keep track of the categories and winners, laying out awards ahead of time for a smooth transition from the race.

6. Post-Event Activities:

• Solicit Feedback:

  • Make sure to ask for feedback from multiple people such as participants, spectators and the venue manager. Figure out what went well to include for next year and what didn’t resonate with the crown so you can replace it with a new idea for next year.

• Thanks:

  • Show appreciation to participants, volunteers, the venue and others involved. This can be a simple thoughtful thank you while announcing awards or thank-you notes or maybe public acknowledgments if your organization has a website or newsletter.

• Confirm Clean-up

  • Make sure the track is put away, clean-up any food drink in the area and ask others to not leave a mess behind. Nothing like having a great event but leaving a mess when you leave.