Movements Schedule
A movement schedule is a document prepared in good time ahead of the event. It will ensure that all personnel know the outline of getting to the event, the duration and locations of the event, and the timing of getting home too. It means everyone knows the other personnel movements too, so that if the unusual or unexpected happens, contingency plans can be quickly made. A typical document will contain:
• List of personnel, and pre-event addresses & contact number
• Contact numbers for important locations at the event, e.g. HQ
• Travel movements, flight times, ferry times, arrival times for each member of the team
• Hotel contact details, dates, & room allocations
• Specific requirements for which team clothing to wear
• Plans/maps of towns used and noise/scrutineering/HQ venues marked
• Trailer park, service parks marked
• Car dealer or own workshop facilities marked
• A brief itinerary of the event for tyre planning & preparation
• Any other items relevant to your team

Service Schedules and Servicing
A Service Schedule is a document to ensure that all crews who are involved in the actual running of a competing crew during an event are aware of where they should be, what time they have allocated, and what specific major tasks should be undertaken at that time. The Schedule can be made by a co-ordinator if available, otherwise the best person is usually the co-driver. The main reason for preparing your own service schedule is to ensure the information is consistent from event to event, as each organising team will produce slightly different paperwork.

Top Tip: Write all the important information (time available, fuel to leave etc.) from the Service Schedule into the correct place in you roadbook so that you always have the information when you need it. (A rubber stamp can keep this looking neat)

The Service Schedule should usually contain the following information:
• Personnel and Vehicle Details for whole team
• Mobile Phone Numbers and Radio Call Signs
• List of Stages with Distances and Location of major Service points.
• Copies of any relevant information (e.g. Organisers diagram of Service Areas)
• Summary of Servicing Rules
• Details of Each Service Point

For each Service Point, you should include:
• Point Number (for reference)
• Crews/Vehicles required
• Position/Location (with sketch map if needed)
• Map Reference
• First Car Due
• Time Available
• Fuel to Leave
• Requirements
• Miles to next Service
• Any Additional Comments
• Details of Next Point for service crews

When calculating service time and due times for the first car, base your timing on:
• Approx. 60mph average for the Special Stage
• Approx. 37mph average for Road Sections
• Add 3 minutes to cover the time spent at the end of the stage
• Add another 3 to 5 minutes to cover delays at the arrival control of the next stage

You can then adjust these times to take into account Road Sections which include build-up areas or sections of Motorway. Always recalculate Service Time etc. actually on the event as things may change (e.g. you may be delayed getting to Service). To calculate Fuel for a 1600 Gp.A cars such as the Peugeot 106, base your consumption on:
• Approx. 1.5 miles per litre for the Special Stage
• Approx. 3 miles per litre for Road Sections
• Add about 10 litres to the requirement to give some margin

Top Tip: It is often desirable to carry enough fuel to reach the next service point but one, in case your service crew fail to make it to the next service, or you have a major problem that need fixing and you have no time to refuel. Be careful about weighing the car down with excessive fuel however.

Hold a service meeting prior to the event, where the main points of the event can be quickly gone through, and ensure each person thoroughly understands their specific tasks. Especially ensure that whoever is reading the maps in the vehicle understands their task. At the meeting, ensure that each crew has the correct Event Plates issued by the organisers, and any personnel tags as required too. Specifically ensure that any "no-go" areas are marked and highlighted. You do not want to suffer exclusion from the results of the event, from the behaviour and actions of your service crew.


Service Areas
Ensure that one of the service crew is primed to give you the exact location of the Service Barge. It is very easy to lose a couple of minutes when there are 100 barges parked in the same area. Have him "run you in", i.e. run in front of the car, choosing the most direct route.

Top Tip:Make up a small card to slot into the window, showing Time to Leave and Fuel to Leave and any other work to be performed, so that you do not have to be constantly present in the Service Area.
Top Tip: Make sure you know where the Out Control of the Service Park is, and that it is not blocked by service vehicles. Do this immediately you arrive in the Service Area.

Finally...
When you are lucky (or good) enough to win an award at prizegiving, then please be sure to attend the ceremony. And always allow your driver to step on the podium first!

Sample Paperwork
Usually the co-driver will be responsible for a lot of the pre-event preparation. It is worth putting some effort in to this. A well organised team will be a lot more efficient and this will reduce the chances of mistakes being made. This in turn means the crew will be able to focus on driving and co-driving, rather than panicking about things which could have been sorted out before-hand.

Here are some sample documents you can download:

Movement Schedule

Recce Schedule

Service Schedule Part 1

Service Schedule Part 2