Event organisers have experimented widely with using messaging apps (WhatsApp, Telegram, etc.) to communicate with competitors during events. Several event-management platforms can now send notifications directly to competitors through these apps.
Messaging apps have clear benefits:
- instant communication
- an automatic record of sent messages
- widespread availability across devices
But they also have drawbacks:
- potential messaging-app costs
- privacy concerns among some competitors
- patchy or overloaded mobile networks, especially when many boats return ashore at once
At some events, organisers designate a messaging-app group as the Official Notice Board (ONB). This approach can create significant issues. The ONB is meant to be a permanent, searchable archive of event-governing documents- from the Notice of Race (NoR) and Sailing Instructions (SIs) to all amendments and jury-related information. Messaging apps, however, are designed for chronological conversation, not structured document storage.
For example, when SIs are posted early in the event, they quickly become buried beneath dozens or even hundreds of later messages. Any amendments posted later will appear wherever they fall chronologically, not alongside the original SIs. Technically, this still meets the requirement to “publish changes,” but it is far from ideal.
As a result, competitors frequently miss important updates because critical notices are lost among general announcements- social-event messages, videos, reminders, or general news. If a competitor breaks a rule due to missing an amendment, they typically receive no redress because the change was “properly published,” even if the method was practically ineffective. The decision may follow the rules, but it often feels unfair.
A recent small two-day event illustrates the problem: of 40 posts (with only organisers allowed to post), 29 were non-sporting updates, 7 were immediate race-result posts, and only 4 were official notices. Even in a small group, official communication was overwhelmed. The conclusion is clear: organisers must ensure that official documents are communicated in a format that is stable, accessible, and clearly separated from general chatter.
Solutions
The following approaches aim to be:
- free or low cost
- accessible on the water and ashore
- clearly structured so that official documents remain permanently and easily available
Before adopting any of these solutions the organizing authority shall:
- announce details of the system to be used in the Notice of Race, so that participants can make suitable arrangements to stay connected. This is particularly important at international events as participants may have to ensure adequate roaming facilities;
- ensure that there is adequate wi-fi and mobile coverage to meet the demand at peak moments. Even at our biggest clubs the network is inevitably saturated on the last day. The event management, including the race committee and protest committee should be operating on a separate wi-fi network so they can contimue to work, and publish results etc., when the public network is saturated.
1. Use an Event Management System with a Mobile App
Many event-management systems offer a dedicated mobile app that gives competitors direct access to official information. One widely used example in Ireland is RacingRulesofSailing.org, which is free for competitors and largely free for organisers. Access it at https://www.racingrulesofsailing.org/
While the back-office functions on PCs, competitors can download an app to their phone.
Once the event is created, any participant can open the app, select the event and their boat, then access:
- the ONB
- protest time limits
- hearing schedules and decisions
- on-the-water penalties
They can also submit hearing requests, scoring enquiries, and receive all relevant notifications.
Other systems offer similar features (Manage2Sail, Sailti, ROMS, and others).
2. Use Multiple Messaging Groups
If organisers choose not to use an app-based system, using several dedicated messaging groups can help.
Examples:
- Race Documents Group — SIs, amendments, notices
- Jury Group — hearing schedules, decisions
- Race Management Group — results, boat-draw information, format updates (useful for formats like league-style fleet racing under RRS Appendix UF)
A practical challenge is ensuring that every boat has at least one person subscribed to all relevant groups. Posting QR codes for each group can simplify sign-up. Some messaging apps also allow tabs within a group, enabling users to switch between sections like “ONB” or “Jury” more easily.
3. Use a Dedicated Online Notice Board
Organisers can host a structured ONB directly on the event website—either using an existing platform or a custom-built module.
Another option is to use a dedicated ONB app designed specifically for smaller events that do not require a full event-management system.
Conclusion
Organisers must provide an Official Notice Board that is genuinely accessible to all participants. When critical information is mixed into the fast-moving flow of a chat app, it becomes difficult for competitors to locate and monitor essential documents. Careful choice of tools and communication channels is essential to ensure fairness, clarity, and proper governance of the event.