Frequently Asked Questions
This page will grow ~ Please use this link to pose a query!
- Entrant Identifying Numbers
- Postponement ~ Factors Considered
- Postponment ~ Points Allocation
- "Restricted" Category
- Sponsorship Rules
- Declared Sponsorship
- Gift Aid
- Data Protection Aspects
- Final Cut-off Date
- How does the money get to the Charities
Entrant Identifying Numbers
This year, we intended to issue tie on, "Entrant Number" panels to those yachts that had no Sail Number. We have "thought again" and changed our minds! The the Event Instructions are available now and the topic is addressed at Section 8.
Postponement ~ Factors Considered
There are a number of reasons why the event could not take place on its planned date only one of which is the fact that the port may be peremptorily closed by the Port authorities. There are even more reasons why the event should not take place on its planned date only one of which is that the sailing conditions are inappropriate.
The factors that have to be considered before mounting an event of this scope are similar but distinctly different from those of an individual taking part. The diversity of the fleet, a staggered start and a course that is out and back on the same line produces a fleet that is well spread out and generally positioned to be mutually supportive. This makes the event inherently safe to undertake. The event starts and finishes in sheltered waters - again a factor that reduces risk. The event prize award system does not include any perverse incentives to "press-on" in adversity ~ entrants that "retire" are treated the same no matter when or where they do so.
The decision to postpone will only be made after a considered assessment at the appropriate time (which could be as late as on the actual day). The default will be that all entrants should expect to take part in the event on the primary date.
It is greatly regretted that this will cause a degree of uncertainty but we believe that holding the event on the day that is planned is an justifiable aspiration. In 2009, from a potential entry of nearly 100 yachts, just over 60 took part and of those, 30 retired or elected not to start. We believe that the aim of the event was achieved in no small part because of the entirely correct actions of the entrants. Those that started and retired had the satisfaction of taking part but more importantly of knowing that their common sense and sea sense ensured that the day was "a fun day on the water"
The very small proportion of the fleet that may have been identified as "Restricted" will not dominate the decision to proceed with the event on a particular day ~ if the conditions are such that their participation is considered to require careful thought then an announcement will be made to that effect.
Postponment ~ Points Allocation
We have thought long and hard about how best to deal with the possibility of postponment and the allocation of "points". We discovered that there were many ways to "skin the cat" but eventually we came to the conclusion that as the possibility of postponment has been very well publicised the basic assumption should be that if the event is postponed (by one day) then the normal rules would apply.
Event planning etc is based on a full compliment of entrants on the "postponed" day and the decision to "postpone" will NOT be affected by knowing that a few will not take part.
However, it seemed to us that entrants that state, well before the announcement of postponment *, that they are unable to take part should be credited as "Retired" rather than "Did not Start". (To see how points are awarded see here)
At least one entrant has provided this information by saying so on their Entry Form ~ Thank you.
If you know NOW that you will not be able to take part if the event is postponed, please use the contact page to tell us.
* N.B. The phrase "well before the announcement of postponment" means "By the 6th of July" ~ This is the same date used in the the late entry rule that changes the entry fee and minimum sponsorship.
"Restricted" Category
In 2009, from a potential entry of nearly 100 yachts, just over 60 took part and of those, 30 retired or elected not to start. We believe that the aim of the event was achieved in no small part because of the entirely correct actions of the entrants. Those that started and retired had the satisfaction of taking part but more importantly of knowing that their common sense and sea sense ensured that the day was "a fun day on the water"
The sailing committee reserve the right to list any entry as "Restricted" for any reason whatsoever. The reason, or reasons, do not have to be declared. The intention is that careful screening of entry forms will reduce the number of "Restricted" entries to a very small minimum.
Declaring a yacht as belonging to the "Restricted" class is a precautionary measure to allow the sailing committee to make abundantly clear that they would prefer that entrants listed as "Restricted" should be very careful indeed before deciding to sail in the event or how much of the event they will undertake. Specifically warning that "Restricted" yachts should exercise caution will only be taken after a considered assessment at the appropriate time (which could be as late as on the actual day). The default will be that all entrants will take part in the event under the basic conditions of entry.
Some of the factors in the decision to mount the event are discussed in the section "Postponement".
Sponsorship
Experience shows that some entrants are able to generate very large amounts of sponsorship which is, of course, excellent. We are also keenly aware that individuals contribute to their chosen charity in many different ways. In previous years we allowed entries to the main competition without sponsorship. Starting in 2010 we have introduced a minimum sponsorship requirement of £50. The reasoning behind this change can be found here
Furthermore, in order to encourage early entry which in turn reduces the last minute administration, very late entries are required to have minimum of £100 sponsorship.
This minimum sponsorship rule (per entrant) also applies for the team event.
"Declared" Sponsorship
A fundamental aspect of the allocation of prizes is the possibility for entrants to negotiate a higher place up the prize allocation ladder through the medium of declaring sponsorship for a particular charity. Experience has shown that the administrative burden produced in "auditing" this aspect is excessive and indeed quite un-necessary ~ for the last 3 events we have operated on the principle of "My word is my bond".
We are also very aware that some entrants will simply donate their "sponsorship" anonymously and others will have attempted to make use of "Gift Aid". Increasingly, Web-based systems such as "just-giving" are proving quite popular too.
Gift Aid
It is strongly recommended that "Gift Aid" is used wherever possible where the sponsors are UK taxpayers because it increases the Charities receipts by more than one fifth at no cost to the sponsor. All that happens is that the charities reclaim the tax paid.
Appropriate forms can be downloaded from our home page
Data Protection Aspects
We believe that it would be most remiss of us to supply the personal details that we hold to other agencies. Therefore the reports we put in the public domain routinely only show items such as: yacht name; prize awarded; charity supported; and, how much each entrant had "declared" in sponsorship. Clearly, we have more detailed records which we use for our own communications purposes (e.g. each year we post an entry form to previous entrants).
When Charities, in particular, ask for details of their supporters in order to "Thank them", and if that request is by e-mail, that e-mail is very carefully forwarded only to the entrant and NO further attempt is made to "connect" one with the other. We do not forward or redirect any physical mail neither do we respond to telephoned requests.
Return to "How to claim your Prize" page
Final Cut-off Date
There has to be a "Final cut-off" date - if only to minimise a last-minute administrative frenzy. (In 2009 there were nearly 90 entrants, 100+ prizes and 40+ charities. We know from feedback from charities (and some entrants) that the majority generally achieve a higher amount of sponsorship than their final declaration.
In 2010 the "Cut-Off" date for declaration of sponsorship is 14th July
To make your declaration,
Please use the declaration form here (link for 2010 is now active)
How does the money get to the Charities?
There are two aspects to this question ~ Sponsorship raised by entrants and Prizes:
Sponsorship raised by entrants
Sponsorship that has been raised by entrants should be sent / given directly by the entrants to the charities. We would greatly appreciate your donation being associated with our event. A good way to achieve this would be to use our Gift Aid Forms! See also Declared Sponsorship.
Prizes
Please note that the process of prize claim and distribution to the charities is covered in detail in the Charities section.
The broad outline is that the money owed to charities (by virtue of various entrants having won prizes) is sent directly to the charities by the the event Treasurer courtesey of the Eleanor Creeke Charitable settlement which has provided the cash.
A summary of the results, sorted by charity, is published at the time of the results being announced. For 2009 that information is here.
