ACNA Policy for WIM Events under COVID-19 Restrictions
Revised June 2021
The ACNA Board of Directors requires that Chapters MUST comply with all federal, state, and local laws, including guidance from the USA CDC or Health Canada as well as any venue-specific requirements. The ACNA Communicable Disease/COVID-specific waiver MUST be signed by all attendees at all in-person events.
The following suggestions for minimizing exposure to and transmission of COVID-19 are provided by the Performance Driver Education Committee (PDEC) for consideration by event organizers. It is expected that organizers will use their best judgement when planning events, taking into account such factors as the type of event, number of attendees, nature of the venue and expected vaccination status of participants.
The situation is evolving rapidly, particularly regarding the emergence of SARS-CoV-2 variants and vaccination status. Organizers should be prepared to implement additional precautions if warranted or if required by authorities. Participants may be required to be fully vaccinated at the discretion of the event organizers. PDEC does not recommend requiring proof of vaccination.
- Contracts should include a COVID-19/communicable disease-related cancellation clause
- Personal information for contact tracing may be required of all registrants and this possibility should be disclosed to potential participants in registration materials. If required in advance by the venue, details should be kept confidential – our registration data is of significant value to the club and each participant. An encrypted Excel spreadsheet where everything except names are in hidden columns can be used; the password to reveal details can be disclosed on receipt of a lawful order to do
- Cap attendance numbers at what the facility can handle in terms of paddock space, restrooms, etc. Consider allowing only participants and staff to keep the total numbers down – no guests, pit crews or family members.
- Plan for separated groups if necessary to meet group size/head count Define requirements for social distancing and how to manage the difficult congestion areas.
- The requirement for in-car instruction (Guidelines 2.6.4 Instruction) at HPDEs is waived. Chapters are authorized to substitute alternative instructional strategies to introduce new drivers to track driving, provide novice driver instruction and promote skill and safety on track. Vaccinated instructors can be assigned to in-car instruction provided the student agrees and local restrictions do not require social distancing for vaccinated persons. Unvaccinated instructors should not be assigned to in-car duties.
- Provide advance orientation/training for instructors working outside the student’s cars (lead-follow, corner observation, video or data analysis).
- Decide if rental/loaner helmets will be provided if permitted under local health regulations. Provide sanitized balaclavas. Arrange for tracking and sanitizing of helmets. Same for shared instructor and student
- Promote electronic submittal of waivers and Safety Inspection Checklists (tech forms) and any other required documents.
- Provide all advance handouts by email and post on website when possible; e.g. event schedules, meeting plans, instructor assignments, driver handbooks, etc.
- Communicate important requirements for participants clearly and often using emails, websites, social media. Include direction to stay home if unwell, had contact with an infected person, higher risk of contracting the virus, or have a temperature above
- All event marketing and registration materials should include a statement similar to this: “To protect the health of participants, staff and others, this event will operate in compliance with all relevant government, local health district and ACNA requirements and ”
- Cancellation policies can be generous during the pandemic, although a handling fee for refunds might be used to encourage deposits to be retained and applied to future
- Event staff should arrange provisional backups in case of their illness
- Social activities in conjunction with the event (e.g. banquets) must be carefully planned to ensure compliance with all guidelines and requirements.
- ACNA event and COVID-19 waivers can be signed and submitted electronically. Use SpeedWaiver if enabled for your chapter. Otherwise print and sign at home, scan and email to
- Have a backup plan if collection of necessary documents and information at the event is needed (e.g., a drop box).
- Maintain a registration waitlist in case group size limits are relaxed.
- Suggest that participant’s temperature be checked on arrival with non-contact thermometer. Do not allow entry if 2F or higher. Here is a link to a suitable thermometer: https://www.amazon.com/Thermometer-Forehead-Infrared-thermometers-Function/dp/B08DRN3CLC/ref=asc_df_B08DRN3CLC/?tag=hyprod-20&linkCode=df0&hvadid=459521379506&hvpos=&hvnetw=g&hvrand=17344873826705202471&hvpone=&hvptwo=&hvqmt=&hvdev=m&hvdvcmdl=&hvlocint=&hvlocphy=9032778&hvtargid=pla-945280050398&psc=1
- The requirement to check drivers licenses (Guidelines 2.5.2) of each participant on site is cancelled – this is no longer an insurance requirement by Safehold Special Risk.
- Registration volunteers may hand out prefilled envelopes containing car numbers, schedules, and wristbands etc. that were not provided electronically in Volunteers may be gloved and/or masked at the organizer’s discretion even if not required.
- Maintain required social distancing at all times, including those waiting in the registration and safety inspection
- Cash or checks are discouraged on site. Any credit cards and readers used for payment can be wiped before and after each use.
- Consider holding the main drivers and instructors meetings online before the event.
- Required meetings at the event can be in smaller socially-distanced groups using a PA system, or conducted by phone or radio broadcast into participant’s cars. Here is a transmitter that could be used: https://www.retekess.com/Retekess-TR506-Portable-FM-Transmitter
- Classroom Instruction can be replaced with online webinars before the event, and outdoor discussions at the
- A brief drivers meeting at the facility is required before going on track – everyone can stay socially distanced outside and listen via PA or radio.
- Participants should keep their distance in the restrooms – people will do this on their own if reminded in the drivers Block off every second stall and urinal and close any shower stalls if social distancing is required. Ensure restrooms are cleaned frequently. Provide plenty of soap and water, and hand sanitizer stations .
- Park with at least 10’ between lanes to create a virtual island around each vehicle.
- Remind participants to use hand sanitizer frequently and to disinfect commonly touched parts of the car – steering wheel, gearshift, door handles, seatbelts and radio
- Only designated personnel should be allowed at grid and flag stations.
- Understand any modified procedures for fire, rescue and medical personnel and special requirements if distancing cannot be maintained during an incident.
- Define procedure if a participant becomes ill or suffers minor injury – isolate or send home, sanitize the
Materials & Supplies
- Decide if everyone should bring their own water, snacks and lunch, or if lunches can be provided under the local guidelines. Bulk water dispensers are not allowed –bottles only but not in coolers. Packaged snacks may be provided loose on
- Have plenty of hand sanitizer, disinfecting wipes, disposable gloves, masks (if available).
- Post signs at high contact and high-touch
Post Event Wrap-up
Recommend electronic evaluation of students, instructors and the event – Driving Evals or CircuitNotes, and MSR are alternative apps. If paper forms are used, scan and email.