Thank you for agreeing to control an event. Orienteering is very labour intensive. This information will help you work towards a successful day with the Planner and Organiser. The club pays each controller a km rate for two round trips to the map area.
This is not so much a comprehensive guide as a checklist and a reminder of responsibilities.
The Controller carries responsibility for everything that happens during an event. The Controller is the representative of the competitor. He/she makes sure the event is correctly run and is fair in every way, so that no person or group has any advantage. Controllers should have previously planned and organised events and be reasonably experienced orienteers.
The Controller’s duties cover the checking of all aspects of the event: before, during and after. There are two aspects to the role - the technical side, (regarding the courses themselves, the layout and technical correctness of the maps) and the Health and Safety / logistics side of the event, which the Organiser also helps with.
Note that the Controller doesn’t have to check everything personally, merely satisfy themselves that other people know what they’re doing. Remember that the Planner and Organiser may be relatively new at their tasks and may need active, rather than passive, support.
At least 2-4 weeks before an event, the Planner should send you his/her courses as a CONDES file. These need to be “desk checked” for length, degree of difficulty and suitability for competitors, bearing in mind the type of event. See the Planner’s Guide for the criteria he/she should be using. If necessary, ask the Planner to rethink some aspects, but try to be diplomatic and justify your reasons for the change with sound arguments from a competitor’s point of view.
Arrange with the Planner to go around the courses they have planned, either with them or by yourself. Probably the latter is best as you then see the courses through your own eyes and may see things the Planner has been unaware of. In any case the Planner should provide you with master maps and control descriptions for you to check the course. Things to check:
1-2 weeks before an event, the Planner should send you his/her final agreed courses via CONDES and with written and pictorial control descriptions. These need to undergo final scrutiny for accuracy. In particular check all the master maps have been drawn up correctly, the control feature is in the centre of each circle, and the various scales are correct (you may need to cross check with an expert on this one!).
If you feel that the Planner is not / has not responded to your suggestions / requests / advice, then the matter should be referred (in plenty of time before the event) to the Committee.
Prepare a Health and Safety form.
For major events, organise a jury to deal with any official complaint about the correctness of the event.
Ascertain an appropriate course closure time. It needs to be the right amount of time after the last start, to suit the terrain type and course lengths, to allow the average person who starts last to finish in time. If the area and courses are long and hard, put in your event email that goes out the week before something like "slower competitors are asked to start in the first hour of the start window", or something like that, to encourage those people to start early. Course closure time is the time that people MUST abandon their course and return immediately to the finish. After that time, the Controller may expect that people who are not back could be injured, and will commence organising a search party for them. Competitors should not expect controls to still be out on their course after course closure time. Ensure competitors know to wear a watch, so they can make sure they are back by course closure time.
Check that the organisation of the event is going smoothly and advise where necessary. Ask the Organiser to report regularly on the progress of the event. Do not do any of the Organising jobs during an event (e.g. registration, start or finish). You may be called upon for your own duties at any time.
Events should not proceed in situations of bad or dangerous travel, weather and/or course conditions. Cancelling or postponing an event is the sole responsibility of the Controller, though he or she may consult others to come to a decision.
Most people will listen for the 9am Sunday cancellations on the radio, check the cub website or their emails. Cancellation information should be sent ASAP to:
In discussing when to reschedule an event, the Planner and Controller should consult the Committee to avoid clashes with other events, and the Organiser to check his/her availability. If the event is rescheduled for just 1-2 weeks later, the Planner should contact the Landowner about further access. If an event is postponed for some weeks-months, the Landowner Access Coordinator should be informed so that access can be renegotiated.