Setting up in a paddock

What a paddock is

Ask for a site plan if the organiser has one. A plan shows the entrances, the toilets, the first aid point and the marshal posts, which helps you brief your team.

Layouts differ from one circuit to another, so avoid assuming that the arrangement you saw at one venue applies at the next.

A paddock is the working area of a circuit where teams and competitors prepare their vehicles. Traders are sometimes placed in or near it, and sometimes in separate trade areas. Ask the organiser exactly where your pitch sits and who else is nearby.

Confirm access before the day

Confirm who will meet you on arrival and a phone number for the trade contact on the day.

A clear plan for arrival avoids queues at the gate and keeps the organiser on your side.

Ask for the gate you should use, the arrival window and whether you need a pass or a vehicle permit. Circuits often control who can enter and when. Keep the paperwork on you, because staff may ask to see it at the gate.

Vehicle movement

Safety is the main reason for the rules. Paddocks are busy, and people often walk between vehicles without looking, so go slowly and use a spotter when reversing.

Paddocks contain competitors, spectators and moving vehicles. Many circuits set limits on where vehicles can drive and ask traders to unload and then move their vehicle to a parking area. Find out whether you can keep your vehicle at the pitch or must park it elsewhere, and follow the speed limits.

Layout and space

A compact layout helps everyone. Use this checklist when you plan your stand.

• Measure your stand and confirm it fits the pitch given.
• Keep walkways and access routes clear for teams and emergency vehicles.
• Place weights on every gazebo leg and secure signs against wind.
• Run cables safely and keep them away from walkways.
• Keep stock and packaging inside the stand footprint.

Respect the working areas

Walkways are shared spaces. Keep your queue to one side of the stand and avoid blocking access to garages, scrutineering or the pit lane. If a marshal asks you to move something, do it straight away and thank them.

Good relations with the teams and marshals make repeat bookings more likely, because organisers remember traders who are easy to work with.

Teams work to tight schedules, so keep noise, music and queues from blocking them. Do not walk into pit or garage areas unless you are told you may. If you are unsure, ask a marshal.

Pack up safely

Plan your breakdown before the day. Know where each item goes in the vehicle, so that packing up is quick and calm.

Organisers usually set a clear time for breaking down and leaving. Wait until you are told it is safe to move vehicles, and take all rubbish with you. The outdoor event checklist includes a pack down routine you can follow.