Mayor's Cup Invitational 2026

Coaches & Coxswains Pre-Race Meeting

The Park at Rivers Edge· 200 Rivers Edge Drive , Medford MA · May 3, 2026

Course & Traffic Pattern

Race Schedule

Safety Protocols

Awards & Results

Today's Agenda

60-minute briefing · Q&A at the end

01

Event Overview & Key Details

02

Venue Map, Parking & Foot Access

03

Boat Staging & Team Tent Areas

04

Course & Water Traffic Pattern

05

Stakeboat Rules & Dock Procedures

06

Race Schedule & Check-in

07

Rules of Racing & Substitutions

08

Safety & Emergency Protocols

09

Weather / Delays / Cancellations

10

Awards & Results · Q&A

Event Overview

Mayor's Cup Invitational 2026

14

Teams

~377

Participants

Two-Lane

Course Format

May 3

Race Day

Venue: 200 Rivers Edge Drive, Tufts University Boathouse, Malden River, Medford MA�Format: SWEEP events run as DUALS (2-boat head-to-head). SCULLING events run as HEAD RACE (time-trial start).�Race Window: First race 8:00 AM · Lunch break 12:45–1:35 PM · Finals begin 3:00 PM · Expected close ~5:15 PM�Important: This is NOT a USRowing Registered Regatta. Results are for competition and community only no qualification points awarded.

Compliance: The waiver on RegattaCentral MUST be complete by all participating athletes prior to the start of their event and checkin

Venue Map, Trailer Parking & Foot Access

[INSERT: Aerial map / satellite photo]

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Trailer Parking

Designated trailer lot 10 Cabot Road Medford MA. Parking Attendants team trailers in; coordinate arrival time with Chris DesAutels

Foot Traffic Route

Walk from trailer lot to boathouse via Designated Path. Do not walk athletes across an active roadway unsupervised.

Bus Parking

Bus Parking will be available at the same site as trailers

Boat Staging & Team Tent Areas

Where you can set up — and where you cannot

[INSERT: Venue layout diagram]

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Mark: boat storage zones, team tent areas, no-go zones, path to docks

Allowed

Assigned team tent zones (marked). Shell storage in designated boat bay or trailer area.

Not Allowed

No boats/gear on dock ramp during racing. No tents in the launch/recovery lane.

Boat Handling

No running near dock. Two-person minimum lift. Equipment in staging areas only — keep pathways clear.

Trailer Check-In

Check in with Dock Marshal on arrival. Assign a team contact to your trailer at all times.

Course Layout & Water Traffic Pattern

Know the pattern before you launch — no exceptions

[INSERT: Course traffic pattern diagram / aerial with route overlay]

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Mark: Start, Finish, Bridge, Warm-up area, Direction of travel, Return lane, Safety launch positions

Bridge

Single-file, stay river-right heading upstream. Coxswain MUST wait for the All Clear from travel lane marshal to cross under bridge no side-by-side.

Return Lane

After finish, continue past the line then cross to the return lane. Do NOT row back in the racing lanes.

Warm-Up

Warm-up zone is Past bridge to the right of the launch are. No maneuvering in the racing lane except during your race.

Bridge Traffic Pattern

[INSERT PHOTO / MAP / DIAGRAM]

You Must obey All the command given while in travel lane for your safety and timeliness of the regatta

Warm Up & Queuing Area up here

Warm Up & Queuing Area up here

[INSERT PHOTO / MAP / DIAGRAM]

It is your Job to arrive on time and queue for the staring line in collaboration with the referees They will not hunt you down

You Must stay in sight of the Marshals at ALL times

Stakeboat Rules & Dock Procedures

Sweep duals events only · Sculling events use rolling start in bow number order

Stakeboat Expectations

Stakeboat holders are assigned volunteers treat them with respect.��Approach: Reduce power early. Come in slowly and call your lane number to the holder.��Alignment: The Aligner directs final adjustments via radio. Wait for 'Attention' command before tensioning.��False Start: Any motion before the start command is a false start. Second false start = disqualification.��Note: Sculling/head race events do NOT use stakeboats rolling start in bow number order.

Dock Launch Procedures

Launch order is controlled by the Dock Marshal wait for your call.��Step 1: Bring boats to dock only when your event is called (~30 min before race time).��Step 2: Stage at dock edge. No boat on water until marshal gives clearance.��Step 3: Launch in assigned lane order. Proceed directly to warm-up area.��After Racing: Return via finish side. Dock on the recovery side. Clear dock immediately next crews are waiting.

Race Schedule Morning Session

8:00 AM – 12:45 PM · Sculling (Head Race) first, then Sweep Duals

Race Schedule Afternoon Prelim Session

1:35 PM – 3:00 PM · Sweep Duals · Single races, consolation races & Novice 8+ events

Race Schedule Finals Session

3:00 PM onwards · Top qualifiers only ·

Qualification: 1^st & 2^nd Fastest prelim time → Gold Final. 3^rd & 4^th fastest → Bronze Final. Finals bracket published after all prelims complete

Race Schedule Finals Session

3:00 PM onwards · Top qualifiers only

Qualification: 1^st & 2^nd Fastest prelim time → Gold Final. 3^rd & 4^th fastest → Bronze Final. Finals bracket published after all prelims complete.

Rules of Racing, Check-In & Substitutions

Check-In & Entry Fees

• Registration opens at 6:30 AM
• Entry fee due at check-in if not pre-paid
• Bow numbers distributed at registration desk
• Race packets include heat sheet and schedule
• One coach per team must check in before 7:30 AM

Substitutions & Scratches

• Substitutions: written notice to Regatta Secretary
• Deadline: 1 hour before first race of that event
• Scratches: notify secretary ASAP — do not wait
• Missing your race window = DNS (did not start)
• No coxed ↔ uncoxed substitutions allowed

Key Racing Rules

• Duals: 2-lane head-to-head; fastest time wins
• Head race: bow numbers in assigned order, 10-sec intervals
• Lane assignments on heat sheet at registration
• Protests: submit in writing to Chief Official within 5 min of result posting or 1 hour after completed race
• Chief Official's decision is final

Safety & Emergency Protocols

Every Volunteer is responsible for knowing these procedures.

CODE RED

Medical Emergency

Radio: 'CODE RED + location.' Do not move the injured athlete. SAFETY-1/2 launches respond. EMT station near boathouse EMS staged on site.

CODE BLUE

Capsized Boat / In-Water Athlete

Radio: 'CODE BLUE + location.' Safety launches respond immediately. Coxswains: if you capsize, stay with the boat and raise an arm. Do not swim for shore.

STOP RACING

Race Suspension

All radio traffic goes silent except Safety. All crews hold position or proceed to shore. Do not re-enter the racing lane until ALL CLEAR is broadcast.

Radio Call Signs: DIRECTOR · CHIEF · SAFETY · MEDIC · SAFETY-1 · SAFETY-2 · START · FINISH · DOCK · PARKING · OPS

Weather Delays & Cancellations

Decision authority: Regatta Director in consultation with Chief Official and Safety Coordinator

30-30 Lightning Rule:

If lightning is seen and thunder is heard within 30 seconds: all crews off the water immediately. Racing resumes only 30 minutes after the last lightning/thunder observed.

Weather Hold

STOP RACING broadcast on all radios. Crews proceed to shore. Teams report to tent area. Do NOT re-launch without an ALL CLEAR from DIRECTOR.

Compressed Schedule

If racing resumes after a delay, the Regatta Director may compress the schedule: reduce gaps, combine scratched heats, or eliminate consolation finals. Teams notified at PA and by Regatta Secretary.

Full Cancellation

Teams notified by PA system. Entry fees are non-refundable once racing has begun. Partial cancellation awards at Regatta Director's discretion.

Awards & Results

Awards Structure

• Gold & Bronze medals for the finals Respectively
• Single-race events: medals for 1st
• Exhibition / single-entry entries receive participation recognition
• Awards ceremony ~5:15 PM at the boathouse
• Team sportsmanship recognition at Regatta Director's discretion

Results Posting

• Preliminary results posted at registration table after each heat & results are Finalized
• Final results posted within 10 minutes of each final
• Finals bracket updated after all prelims complete
• Results also posted On Regatta Central Page

Protests

• Written protest to Required to be submitted 1 hour from time of race
• Identify the rule allegedly violated
• Protest panel: Chief Official + two race officials & regatta director
• Decision within 15 minutes of hearing the protest all decisions final

Key Contacts & Radio Reference

Day-of contact points for coaches and coxswains

If there is an EMERGENCY then Alert the nearest Volunteer · Ambulance staged on site

Questions?

Open floor safety, course, logistics, rules

Arrive early

Trailer check-in from 6:00 AM

Race packets at registration

Pick up by 7:15-7:30 AM

Know the bridge passage rule

before you launch

Stay Safe

Stay on time

Have Fun!

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See you on the water · May 3, 2026

Mayor's Cup Invitational 2026 · · Medford, MA