Events Process

1. PCA Member fills out a ​Propose an Event Form
2. President Reviews and Approves/Rejects Proposal
   1. Verify that the event falls within PCA Guidelines (ie no go Karting, etc)
   2. Verify that the dates are available (coordinate with Event Coordinator)
   3. If multi-day event, request a vote by the board
3. Events Coordinator, Secretary and Newsletter Editor are notified by email once approved via JotForm
4. Events Coordinator
   1. Updates Events Table
   2. Works with submitter to ensure all required documentation is identified/completed, including but not limited to
      1. For driving events, adequate group leads and sweeps are identified in advance of the event
      2. Waiver forms are generated
      3. Observer is identified and observer report is submitted to National
      4. Insurance request is submitted to national 2 weeks prior to event
   3. Creates a folder on the google shared drive in the Events Coordinator Documents>Events Records folder named [YYYYMMDD] [Event Name] and include all relevant documents including but not limited to:
      1. Event submission from JotForm
      2. Insurance submission
      3. Insurance binder when received
      4. Roster from Track Rabbit
      5. Signed waiver sheets
      6. Observer Report
      7. Post Event Report Submission to National
5. Secretary
   1. Adds to emailer
   2. Updates Events Table after adding the event to emailer (Change column Added to Weekly Mailer from No to Yes)
6. Newsletter Editor
   1. Adds to newsletter is appropriate
   2. Updates Events Table after adding the event to newsletter if appropriate (Change column Added to Newsletter from No to Yes)​