Room Arrangement

Room Arrangement for the Grand Prix

Many factors need to be considered when planning the room arrangement for the grand prix. Use this as a checklist to make sure your grand prix is completely set up and ready to run at peak efficiency.

Elements needed at a Grand Prix

Greeting area
Qualification Table
Repair Station
Pit area
Track
Roped off area
Seating for guests
Seating for those in the current race
Announcer’s Podium
Overhead operator
Blank wall or screen for overhead projection
Food preparation area
Food serving area
Sound technician area
Winner’s Platform
Table for awards to be displayed.

Room Arrangement

The room needs to be arranged with a logical flow in mind.
Make a sketch of your room and the existing features and then add the elements listed above. This will serve as a starting point in your set up. Be ready to modify your plan as you do the actual setup.
Have greeters stationed at the entry doors. When people first arrive they need to be guided in the right direction. (Remember many parents and grand parents that never attend church may attend this event. Greet them with your best foot forward!!)
The greeters will give each family a copy of the form “Check in procedures” and direct them to the Repair Station to lubricate their cars.
The repair station should be near by, but in an area where several people can work on cars at a time without blocking access to other areas of the room.
The Qualification Table should be located near the entry, with room for several lines to form, again without blocking access.
The track needs to be set up in the center of the room so that adequate seating can be arranged around so EVERYONE can get a good view of the race. It is best if the track can be set on top of several tables end to end. This gets the track in better view of the spectators.
The pit area needs at be adjacent to the track, located near the starting gate.
The pit area needs enough table space to hold all of the cars. This area must be supervised, so nobody can handle the cars.
Use the rope stands around the track and the pit area. The roped off section should also include seating for the current racers and the Finish Line Judges to sit near the finish line.
The overhead projection must be located so that every one can see the projected tournament chart. It is especially important that the pit area keepers and the official starter be able to see the overhead charts so they can prepare the correct cars and place them on the appropriate track color for the next race.
The tournament chart keeper and the finish line judges need good visibility to the end of the track. They must be able to quickly learn who came in first, second and third for each heat. The announcer should be located near the overhead operator.
The sound tech needs to be located so he can see what is happening on the track and respond with the right sounds as the races progress.
Set up the winner’s platform where everyone can see the winners being awarded. This should have a nice backdrop for photographing the winners. (The Awana grand prix banner makes a good backdrop for behind the winners.)
The awards table should be located near the winner’s platform.
The food preparation area should be as convenient as possible to the food serving area.
The food serving area should be easily accessible to everyone during the event, but should be situated so that people getting snacks do not distract from the races or the announcer.
Be sure signs are posted to direct people to the rest rooms.
Be sure all fire exits are clear and accessible. Do not block fire exits with any equipment
Be sure all extension cords are carefully taped to the floor where people will be walking. Safety and the appearance of safety is important to people that are visiting your church for the first time.
After your grand Prix, sketch what you actually did and make note of how you can improve the set up next year.

Room Arrangement for the Grand Prix

Many factors need to be considered when planning the room arrangement for the grand prix. Use this as a checklist to make sure your grand prix is completely set up and ready to run at peak efficiency.

Elements needed at a Grand Prix

Greeting area

Qualification Table

Repair Station

Pit area

Track

Roped off area

Seating for guests

Seating for those in the current race

Announcer’s Podium

Overhead operator

Blank wall or screen for overhead projection

Food preparation area

Food serving area

Sound technician area

Winner’s Platform

Table for awards to be displayed.

Room Arrangement

The room needs to be arranged with a logical flow in mind.

Make a sketch of your room and the existing features and then add the elements listed above. This will serve as a starting point in your set up. Be ready to modify your plan as you do the actual setup.

Have greeters stationed at the entry doors. When people first arrive they need to be guided in the right direction. (Remember many parents and grand parents that never attend church may attend this event. Greet them with your best foot forward!!)

The greeters will give each family a copy of the form “Check in procedures” and direct them to the Repair Station to lubricate their cars.

The repair station should be near by, but in an area where several people can work on cars at a time without blocking access to other areas of the room.

The Qualification Table should be located near the entry, with room for several lines to form, again without blocking access.

The track needs to be set up in the center of the room so that adequate seating can be arranged around so EVERYONE can get a good view of the race. It is best if the track can be set on top of several tables end to end. This gets the track in better view of the spectators.

The pit area needs at be adjacent to the track, located near the starting gate.

The pit area needs enough table space to hold all of the cars. This area must be supervised, so nobody can handle the cars.

Use the rope stands around the track and the pit area. The roped off section should also include seating for the current racers and the Finish Line Judges to sit near the finish line.

The tournament chart keeper and the finish line judges need good visibility to the end of the track. They must be able to quickly learn who came in first, second and third for each heat. The announcer should be located near the overhead operator.

The sound tech needs to be located so he can see what is happening on the track and respond with the right sounds as the races progress.

Set up the winner’s platform where everyone can see the winners being awarded. This should have a nice backdrop for photographing the winners. (The Awana grand prix banner makes a good backdrop for behind the winners.)

The awards table should be located near the winner’s platform.

The food preparation area should be as convenient as possible to the food serving area.

The food serving area should be easily accessible to everyone during the event, but should be situated so that people getting snacks do not distract from the races or the announcer.

Be sure signs are posted to direct people to the rest rooms.

Be sure all fire exits are clear and accessible. Do not block fire exits with any equipment

Be sure all extension cords are carefully taped to the floor where people will be walking. Safety and the appearance of safety is important to people that are visiting your church for the first time.

After your grand Prix, sketch what you actually did and make note of how you can improve the set up next year.