Organiser's Manual

British Orienteering

Enhanced

   Accreditation

Page last updated on 10 November 2008

Introduction

This manual is intended as a guide to aid the organiser for orienteering events. In addition the role of the other main event officials (Planner & Controller) is briefly described for context.  This manual describes normal Maroc event practice for C4 (district, colour coded events). Although the guidance may be simplified for C5 (local) events, the same overall process should be followed.  Larger C3 (regional e.g. SOLs) events have more detailed guidelines published elsewhere (e.g. British Orienteering Organisers)

The manual is brief to emphasize the important bits.  Full details for aspects such as registration are not included. If you haven’t assisted at prior events, do try to do so (especially on registration/download) at an event before the one you organise. You don’t need to be able to do everything mentioned here – your role is to ensure that there are enough helpers to cover all aspects. For further help and advice, consult experienced organisers or the Event Coordinator(s).

The online version of the manual will be kept up to date.  Check online for the latest version before you start organising your event – the date of the last update will be clear. Suggestions for improvements to this manual are always welcome – please pass them to the Events Coordinator. If you can’t access the online version – request a paper copy from the Events Coordinator.

All C4 & C5 events in Maroc use EMIT electronic timing combined with laptops & printers to facilitate production of results. Guidance notes for setting up, running and producing the results for an event using SportSoftware are available as a separate document. If you are not confident in its use, please ensure you delegate to someone who is. Otherwise, ensure appropriate support for the day. 

As an organiser, you will not be working alone.  Other officials play a part:

Outline of other officials’ responsibilities:

The Events Co-ordinator will:

get permission/liaise with landowner                      

register the event with British Orienteering/SOA    

provide “forest fact sheet” 

provide initial information for event officials

The Treasurer will:

pay British Orienteering/SOA levies                       

return details of participant numbers to British Orienteering (BO may send

pay any fees due to Landowner

The Planner will:

plan courses (using Condes)

prepare & copy control descriptions

get maps printed (via Stirling Surveys – including All Control & blank maps)

put out all controls (including start and finish units)

arrange for controls to be collected in

The Controller will:

ensure courses adhere to British Orienteering Rules and Guidelines

ensure event is as safe as possible – review & approve the risk assessment

ensure organisation of event follows British Orienteering Rules and Guidelines

consider complaints and issues at the event (e.g. disqualifications etc) 

Checklist/Overview of Organiser’s responsibilities Print Version  

EVENT MINUS 8-6 WEEKS

1.      Confirm with Club Event Co-ordinator that permission for the event has been secured, whether there are any conditions (e.g. no dogs) and that the event has been registered.

2.      Request a copy of Forest Factsheet from the Event Coordinator

3.      Consult with Planner on locations for start, finish, assembly and parking. Consider direction of approach to and safe access into parking.

4.      Car parking frequently requires special permission from farmer/or landowner so obtain this if necessary. Contact details in Forest Factsheets. It might be appropriate to give a bottle of whisky/wine to the farmer

 EVENT MINUS 4-2 WEEKS

1.      Send event details to MAROC Webmaster for display on Maroc website. See existing event details on website for format. Send in before the previous event is held (to keep website current).

2.      Consider whether further publicity is required (e.g. local press, posters in towns). 

3.      Arrange to use Emit equipment and laptops. Liaise with Emit equipment keeper, to arrange loan from other clubs if necessary. 

4.      Confirm car parking arrangements if not already done.

5.      Confirm sites for Start and Finish with Planner and Controller. Confirm whether Planner will collect and place start and finish controls.

6.      Complete BOF Risk Assessment Form. Consult with Planner re hazards etc and review with Controller. Previous version may be available with Forest Factsheet; if not use this Risk Assessment Template. Some landowners ask for a copy.

7.      Begin contacting club members to establish Duty Rota Template Up to date membership list available from Membership Secretary. If possible, try to approach people directly to request assistance – this gives a better response than a blanket email.

EVENT MINUS 1 WEEK

1.      Send out duty rotas to all helpers.  Be specific about when you require people to arrive. All helpers should have time to run – but you won’t!

2.      Collect necessary equipment.  Buy small items if necessary e.g. stationery, cups. Equipment Checklist

3.      Prepare event administration stationery, registration stubs etc.  Remember you’ll need a float of change for registration (assume the first few competitors bring £20 notes!)

4.      Establish exactly where you’re going to put road signs – if event details say “Direction signs from intersection of A93 &…” ensure the signs start there!

5.      Collect any keys required for gates or arrange access (e.g. reminder farmer or ranger to leave gates open).

6.      Collect Emit kit and laptops (or establish who will bring to the event). If possible, test set-up for laptops to confirm all is working.

7.      Confirm all is well with Planner and Controller & that Planner has control descriptions copied in sufficient numbers. Request Condes file to export routes to Sportsoftware on club laptop.

EVENT MINUS 1 DAY

1.   Count Emit brikkes and confirm numbers in the notebooks.

2.   Charge Emit printer (instructions say 4 hours).

3.   Charge laptops and powerpack

4.   Set up event in Sportsoftware on laptop and test working (if not already done) PC Instructions

5.   Sterilise water containers (Milton sterilising tablet) and fill.

EVENT DAY

1.      Put up road signs on the way to parking/assembly area.

2.      Brief helpers on any safety & environmental issues

3.      Arrive early to set up tent, registration, start and finish banners and any tapes/signs required. The Planner and Controller are likely to be there early putting out last controls etc.

4.      Put water containers, cups and rubbish bag at finish (or as close as possible if not close to the assembly area).

5.      Check helpers on registration are aware of process, Notes for Registration

annotate entries for individuals being shadowed, in pairs etc

brikkes only to be used once

use registration stubs as manual back-up

6.      Be available to deal with issues. Refer any complaints or concerns such as disqualifications due to mispunch to the Controller.

7.      Produce summary results and back-up prior to shutting down laptops at the end of the event.

AFTER THE EVENT

1.      Dismantle all kit including start and finish and all tapes/notices. Ensure the assembly and parking areas are tidy and free of litter.

2.      Recover road signs etc as leaving.

3.      Return clean dry kit to equipment store (ensure tent is dry before returning)

4.      Pass cash, less any costs, to the Treasurer (may be simpler to retain cash and send a cheque!). Also provide details of number of adults & juniors on each course. If Event registration form has been sent direct to you as organiser, send this to Treasurer at the same time to return to British Orienteering with the levy.

5.      Send results to MAROC Webmaster for loading to website. Load event to Routegadget (Instructions).

6.      Update forest factsheet with any changes (including event date etc) and return to Events Coordinator with the risk assessment and any comments on this manual