Special Guy and Girls Derby Planning

Supplies Needed

• Car Kits: These can be purchased from the Boy Scout store for approximately $3.99 each. Our Service Unit buys them in bulk and distributes them at least one month before the event. It’s wise to have a repair kit or a few spare parts on hand during weigh-in and the race.
• Patches: Available for just $0.75 at MakingFriends.com.
• Ribbons: Ordered from Ribbons Galore. We have girls vote on various fun categories (like coolest, blingiest, most colorful, etc.), and we allow multiple winners in each category, so extra ribbons are beneficial, and ordering in bulk saves money. We also get 1st to 4th place ribbons and a special ribbon for the grand prize.
• Scales: We borrow postal and Weight Watchers scales, ensuring they are calibrated the same. A tin loaf tray helps keep the cars stable during weighing.
• Tracks: Owned by our Service Unit, we have two three-lane tracks without gates and borrow a third. Daisies race on one track, Brownies on another, and Juniors and older on the third.
• Steamer Trays with Lids: These help pack cars securely. Once weighed, the cars stay with the Service Unit until the races conclude. Each tray can hold 6-8 cars; label the lids and pack cars in numerical order.
• Voting Raffle Tickets: For voting categories, we issue eight tickets per participant, with one ticket’s car number written on the back.
• Preprinted Labels: Each car gets a label with its number, name, troop number, and the title of the event/year. A smaller version also goes on top of each car for judging.
• Water and Labels: Water bottles for both the Girl Scout and her special guy should have color-coded round labels that match the car numbers.
• Voting Pencils: We recommend pre-sharpened pencils from Staples.
• Ice Cream Supplies: Get ice cream and toppings from Restaurant Depot in 3-gallon buckets along with scoops.
• Paper Goods: Stick to a black and white theme and have tablecloths, napkins, bowls, and spoons ready.
• Photos: Have photos taken by Clarkcolorlabs and frame them with labels indicating the event name and year.
• Photo Backdrop: Use fabric for easy storage.

Event Scheduling

• 3 Months Before: Share information with leaders.
• 2 Months Before: Collect rosters and purchase necessary supplies.
• 1 Month Before: Distribute car kits.
• 1 Week Before: Host the first weigh-in with all necessary supplies. Cars exceeding the weight limit must return for a second weigh-in.
• 2 Days Before: Conduct the second weigh-in; no weigh-ins are allowed at the event itself.

Considerations for Your Event

• Depending on your Service Unit’s size, you might not want this to be a large family event; we typically see over 250 attendees, including volunteers.
• Test cars on a section of the track during weigh-in to prevent design issues that could hinder fit.
• Be aware of height restrictions with tracks that have gates.
• Set up a check-in station on race night, giving out pencils, raffle tickets, and water bottles.
• If a car wins a category, discuss whether it can win in others—judges may choose multiple winners.
• Coordinate patch orders with local troops to save on shipping costs.

Volunteers Needed on Race Night

• Track Teams: Three volunteers per track for setup and scoring. Use caution tape to keep crowds back.
• Car and Voting Supervisors: Two volunteers per track to manage cars and voting while ensuring no scouts touch the cars until all races are complete.
• Photo Volunteers: Two volunteers for photos; we may implement a selfie booth in the future.
• Cafeteria Helpers: Six volunteers if hosting an ice cream social.
• Check-in and Voting Tabulation: Four volunteers to manage check-in and vote counting.

Determining Winners

We utilize a software program that generates race schedules and tracks results for fairness. Each car is assigned a number (like D1, D2, B1, B2, etc.). If you don’t wish to use software, you can manage scoring with spreadsheets. Make sure each vehicle races on all lanes designated for its level against varied competitors. During the event, record each car’s placements to determine top finishers, leading to an overall winner race afterward.

Reach out to local Boy Scout troops for insights and assistance, especially during the first year. Additional scoring methods are available on the Boy Scout website.

With careful planning and plenty of support, your Crazy Car Race is sure to be a memorable event!

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