Organising
INTRODUCTION
Thank you for agreeing to organise at an event. This information will help you work towards a successful day with the Controller and Planner. For out of town events, the club pays /km to the person who tows the caravan to and from the map area. The Organiser of an event is entitled to a free entry at that event (or on another day, if a multi-day event). The Treasurer will also reimburse other expenses (e.g. small equipment purchases) on submission of receipts.
ONE-TWO WEEKS BEFORE THE EVENT
Make sure you have enough people to help you on the day. You will probably need at least three people all the time for normal club events (more for champs events, or if start/finish areas are remote from the assembly area, or for the short entry and start period of the Summer Series events). The Planner and Controller have their own jobs to do and should not have to help.
Find out from the Planner how many courses there will be and where the start, finish and assembly areas will be. Ask him/her about road signage, on/off road parking arrangements, tents and toilets. Ideally, get a sketch map from the Planner. Toilets are used for country, but not town, events. Discuss different options for dry/wet/windy weather.
Check that the required equipment is in the Caravan (see Appendix A). There should be a cash float of $60 in the caravan.
It is your responsibility to arrange to tow the caravan to and from the event. To move the caravan you will need the key which can be picked up from the person who stores the caravan (check the current Committee list to see who this is). In an emergency, contact the club President.
The Planner will bring the master maps, blank maps and control descriptions to the Event on the day.
The SportIdent person will bring all the associated electronics gear required to run the event.
Print out some copies of the Event Participation list, for people to fill out at the caravan (this is the back up system of who is out there, if people forget to register at the caravan). This document is under the Resources section of this website.
Check with the Planner about what start times are appropriate, and print out some copies of the Start List - also in the Resources Section of this website. For Summer Series and Sprints, 1 minute intervals are usually used. For OY's or Championship events, 2 or 3 minute start intervals are usually used.
ON THE DAY
Any decision to postpone or cancel an event is solely the responsibility of the Controller (to whom any questions about this should be referred). Such a decision will usually only be made in cases of inaccessibility of the event area (e.g. snow) or for safety concerns.
Setting up [All Events]
Put up directional signs such as “Orienteering Turnoff 1km” (stored in caravan) on the road close to the event so people will know where to go. The planner will advise on the number and position of these signs.
You should arrive at the registration area at least two hours before the first start time, especially if there are separate start and finish areas, and toilets and tents to set up. Competitors will expect you to be ready for business at the caravan 30 minutes before the first start time.
Put up the notices on the notice boards. These should include the laminated control description key, and the notices supplied by the Planner (descriptions of courses and map corrections from Planner, Health & Safety, details of the next event).
Set up the toilet if required (the plastic bag attaches under the seat and has the bottom cut open), the Start and Finish banners and their tables and chairs (tents if required).
Synchronise the clocks, one for the start and one for the finish. It is a good idea to synchronise the clocks with your own watch. There will be a tablet/ipad start clock and speaker.
Put the first aid kit out in a prominent place, and a rubbish bag.
We are moving away from providing water cups near the finish (but on hot days with long courses the Controller may want water containers placed near the caravan for people to fill their own containers. This sort of detail should be specified in advance in the club-wide email). The Planner is responsible for putting any water out on courses, but in Covid alert times competitors are expected to take their own water for a long course.
Arrange the inside of the caravan (control cards, maps, descriptions, cash box, pens).
Setting Up [Summer Series]
Summer Series events have White, Yellow, Orange and usually Long Orange courses and use clipcards and punches only. Set up 4 or 3 map boxes at the Start and create queueing lanes for each course by pegging orange tape on the ground.
Setting Up [ OY Events or Sprint Series]
OY events have Long/Medium/Short Red, Orange, Yellow and White courses. Set up 6 boxes.
Sprint Series have Orangey/Yellow and Yellowy/White courses. Set up 2 boxes.
Remind competitors that they have to register at the SportIdent tent before running. This is a very important Safety aspect - as the computer lets us know how many people are still out on a course.
The Check and Clear boxes/stakes must be somewhere where people have to go past them.
Registration in the Caravan
Check float (should be $60). Check with the Planner to see if the courses have any control descriptions pre-printed on the maps. People registering at the caravan may want to know if they need extra descriptions (if they have an arm-holder) or if they are text or symbol. Collect money. Ask competitors if they have a whistle and sell them one if not. Lend compasses if required. Direct newcomers to helpers, committee members or other experienced club members.
Start Procedure (Summer Series) 5.15-6pm
Starts need at least 3 people from 5pm to about 5.45pm. On a piece of paper make a start sheet on which to list 1 minute start times, competitor names and their courses.
Take the clip cards from each competitor and check that both parts are clearly filled in with full name, address, phone number and course (this is important for Health & Safety reasons). Check that School entrants have filled in their school and year
Allocate the start time. Return the main part of the clip card to the competitor and keep the stub. Give each competitor notice at 1 minute, at 30 seconds and at 10 seconds before his/her start.
Send the clip card stubs to the caravan or finish)from time to time. After the last start take the start sheet to the caravan too.
Start Procedure (OY & Sprint Series Events)
If there are no special start instructions competitors can self-start by having a blank start-list at the start table, but it's usually better to have at least one person manning the start to make sure people pick up the right map. This list is both for ensuring there is at least a 2 minute start interval between competitors on the same course, and also a paper back-up of who is out there if the computer system crashes.
SI dibbers have to be Cleared and Checked
Competitors will punch the Start Box as they start
Start Procedure (Major Events)
Competitors will have pre-organised start-times
Call competitors 3-minutes before their start-time
Check SI number and clear and check
Read out any notices to competitors
Hand out control descriptions.
Give each competitor notice at 1 minute, at 30 seconds and at 10 seconds before his/her start.
Indicate the start by blowing a whistle or calling out the exact start time.
Send any information about DNS or change of start times to the SportIdent person.
Finish Procedure (Summer Series)
2 people are required from about 5.30pm-6.30pm. At all times the person on the finish should be alert for finishing competitors. Do not be drawn into conversation only to miss a competitor finishing. Many school students are highly competitive.
The finishing time to the nearest second should be taken as the competitor crosses the finish line. Have a piece of paper to write this down immediately so you don't forget it. This is also useful if several competitors finish closely together. Write the finishers’ names on the sheet against their times.
Collect each competitor’s clip card and write the finishing time in the appropriate box. Return the control cards to the caravan from time to time. A finisher can take them back for you.
Note anything special the finisher tells you in writing on the back of the card, e.g. DNF (did not finish), clip in wrong box, Shadowed competitor. This helps with results calculation.
Finish Procedure (OY and major Events)
Competitors will punch the finish control
Direct ALL competitors to the SportIdent download area, this is very important as this gives the controller information about who is still out on the courses.
Competitors will receive a splits printout after download.
Preliminary Results
SportIdent Events
Results are printed from the computer.
Summer Series Events
These are best done in the caravan, away from the action at the finish.
As cards come in from the finish area to the caravan, calculate each competitor’s time. Write the time in the space provided on the cards. Transfer this time to the stubs that have come from the start (match the competitor’s name).
Check that the punches are correct, either by comparing them with other cards from the same course, or against the master cards supplied by the Planner. Refer any doubtful cards to the Controller. Write MxC (missed x controls), DNF (did not finish) or DSQ (disqualified – definitely need’s the Controller’s sanction!) on the cards and the stubs of competitors who missed controls and check the arithmetic.
The stubs can be stapled by course, and from fastest to slowest, on a string or fence. MxCs and DNFs go to the right of the slowest times.
The Controller will want to know if there are any people remaining on the course, so it is important to keep the start list, finish list, clip cards and stubs handy.
Packing up
Pack up the start, finish and assembly areas (basically everything you put out); control collection is the responsibility of the Planner. Take the batteries out of the clocks & leave the caravan in a tidy condition. Any clothing left behind should be put in the caravan.
Be sure to bury the plastic bag with the toilet waste when filling in the toilet hole.
If the club Treasurer is not at the event, leave a float of $60 in small change in the cash box and arrange to get the rest to the Treasurer.
Collect the signs, return the caravan
Final Results
SportIdent Events
Responsibility of SI person
Summer Series Events
Order the stubs or control cards by course and by time.
Type these into a spreadsheet. Be sure to include the day, event name (e.g. OY), and each course distance and climb.
Set up the spreadsheet with the following columns:
Name
Club / School
Year
Course
Time [use the format HH:MM:SS]
If you are unsure about the formatting look at a previous result from the Summer Series.
Email the results to webmaster@dunedinorienteering.org so they can integrate the results into the overall series results.
Back in town
Let someone know of any breakages, required repairs or equipment-related suggestions.
Comments on all aspects are welcomed by any of the Committee. Please give them any feedback so we can fix the problem / make it easier for the next person.
APPENDIX A. equipment needed for a club event
All these items should be in the club gear shed OR caravan - you & the Planner/Controller will need to move things back and forth between the two, depending on the needs of the event.
On the way to the event:
Direction signs. String & scissors (for attaching signs)
Assembly area:
Notice Board with:-
Map of the event area (from Planner)
List of courses available (and any course requirements for schools events) noting course closure time
Control description charts & Notice of forthcoming events
Toilet tent, pegs, ropes hammer & shovel
Toilet box, seat & plastic bag
Toilet paper & wipes or gel for hand washing
In the Caravan:
Control description wooden holder (if there are loose descriptions)
Clip cards - different colour for each course (the Planner should get these printed with their map print job)
Cash box, $60 float. Note where the First Aid Kit & stretcher is. Have a bit of water for washing wounds.
Compasses for loan - please record these in writing.
Whistles & plastic bags for sale
Start area:
Start teardrop banner
Club tablet and speaker
Table and chair & paper to record start times
Start box containing clock, pens and spare battery and/or tablet/speaker
Tent (for wet weather)
Finish area:
Finish teardrop banner
Table and chair & paper to record finish times
Finish box containing clock, pens and spare battery
Water container and cups for summer events
APPENDIX B. Organising at a Schools event
Some events (e.g. in recent years at the Summer Series) are both normal club events and a Schools Series or a Schools Champs event. The Planner and Controller know this and will have arranged appropriate courses. School students, however, may turn up not knowing which course to run.
For the Summer/Schools Series, students just choose between White, Yellow or Orange and then fill in their clipcard correctly with their School Name, and School Year. Long Orange courses are specifically for adult club members, to split them out from the students competing on the Orange course.
Courses for a Schools Champs
The planner will advise you which courses are for each grade. These events are usually pre-entry, so there should be a list of entrants. Several people may be needed on the caravan in case additional students turn up wanting hire chips or changes to be made.