Organising & Planning

Overview

The resources and guides in this section are intended to assist members in organising and planning SBOC events. They include templates, software guides, and resources from British Orienteering.

Guidance and Templates for Organisers

Guidance for Planners (thanks to B. Elkington)

Summary of tasks and responsibilities of organiser / planner

1. Complete Event details template and send to Webmaster for uploading onto Website.
2. Set up events on Pre-Entries (and link to website), Sportident App.
3. Undertake armchair planning on Purple Pen/OCAD and complete Risk assessments
4. Undertake site visit, tag sites and update routes and risk assessments
5. Obtain kit as needed and ensure devices are all charged.
6. Calculate map numbers and get the maps printed
7. Put out controls prior to event
8. Manage event on the day, ensure runners clear & check and download.
9. Ensure all competitors return safely
10. Complete post race form.

Event Organising & Planning Timeline & Checklist

Note: This is a guide and not a comprehensive list. Feel free to consult the Fixtures Secretary at any stage for help or advice.

• 4 weeks before
Get up-to-date maps of your area from the Mapping Officer
Open Purple Pen and create a new Event to view / print the map.
Visit the area to gauge its character and map accuracy in different parts.
Obtain the Risk Assessment and complete it with key risks and actions you need to take. Get it signed off by the Fixtures Officer.
Determine start/finish/parking area - preferably at the same place.
Do armchair planning based on your visits to the areas and BOF guidelines (see guidance documents). Plan courses for the Summer League: Yellow, Orange, Lt Green, Green. Courses for the Winter League: Yellow, Orange, Long Orange, Green, Blue. Courses for the Night League: Orange, Green.
Obtain results of the previous year from the website and check for winning times to gauge course lengths.
Complete the Event Details template (above), including any risks identified in the Risk Assessment, and send it to the Webmaster.
Set up the event on the Pre-Entries system and send the link to the webmaster to upload.
Routegadget Instructions
• 3 weeks before
Revisit the area to check planned control sites and follow different route choices. Ensure the map is accurate where it matters (control sites and possible routes) and courses are fair. Record map corrections and note control site descriptions, including boulder/depression sizes, crag heights, etc. Once happy with broad sites and routes, create an All Controls map and the courses using PurplePen. Agree on which SI Units number range you will be using, e.g., Box 1 is 188-221, and Box 2 is 222 to 255.

The above cycle may need to be repeated a few times, so don't leave it too late! It is best to run your courses yourself and try different route choices if possible. If you are going to consult a more experienced member of the club, show your courses to them in good time so that suggestions can be taken on board. If major changes are suggested, the altered courses also should be checked before they are finalized.

• 2 weeks before
Organise an assistant for your event (you may need someone to do registration for you).
Obtain your event kit from the Equipment Coordinator.
Finalise courses and create control descriptions for each using Purple Pen.
• 1 week before
Visit all control sites and tape each site with the control number and code. If you move a control, remember to remove the old tape. Use new codes in this case to prevent mistakes happening. Beat down bracken, etc., around control sites!
Make a note of any final map corrections, finalise courses, and get maps printed as agreed with the Mapping Officer. Print control descriptions if required.
Check you have all the required SI Units.
Plan your route for control hanging and sort control flags and SI Units into this order.
Print out Risk Assessment and any Safety notices.
Input the event details into the Sportident App on the Tablet (See Sportident App instructions) and register competitors prior to the event. Send the results link to the webmaster to upload on the website.
Put together a float and make sure the Card reader, Tablet, printer, and clocks are all charged.
• On the day
Remember to take all the kit plus maps – for night events, check you have spare torches in the kit.
Put out signs on your way to the event on minor roads.
Hang out controls - allow sufficient time - usually at least 2-3 hours. (Use your assistant if possible, for courses they are not running).
Registration: For each Entry on the Day person, record name, course being run, club (so BOF membership is determined, for insurance purposes), age class, SI number (if hiring put in the hire dibber number), money taken. If not a member of BOF, get them to fill in a registration form. If not a member of SBOC, get them to fill in an emergency contact form.
Starts: Clear and check dibber and start people at 2-minute intervals if on the same course.
Finish: Ensure finishers download even if retired. Hand out a printout with their splits and check that their details are correct on the Tablet (See Sportident Instructions). Publish results to the Sportident Race Centre.
Check all runners are in before closing the event.
Organise help for collecting controls. Also, remove all tape that was put out. Switch off all SI Units and stack nose to tail in the box. Put all the kites, stakes, etc., back into boxes.

British Orienteering Resource Library

https://www.britishorienteering.org.uk/organiser_library

Equipment Coordinator

For equipment inquiries, contact Niall Reynolds at nm.reynolds@hotmail.co.uk or 01792 527566.