Checklists for Midweek Events

Revised 11 October 2019

1. TIMELINE FOR KEY TASKS

Eight weeks before

  • Check whether the OACT office will arrange landholder permission. Arrange permission if necessary.
  • Organiser inspects and confirms assembly area.

Four weeks before

  • Ascertain conditions imposed by the landholder for previous events (see Event Planning and Management Guidelines if available, event folder or past approvals).
  • Obtain copies of maps for course planning.
  • Prepare draft courses on paper.
  • Confirm information for website.

Two weeks before

  • Tape control sites, prepare control descriptions and identify any essential map corrections.

One week before

  • Obtain control flags and other equipment from previous organiser.

During the week before

  • Collect maps from office. Check that these are the same as those used for course planning and master maps.
  • Prepare master maps, including emergency contact number.
  • Prepare loose control description lists.
  • Obtain keys if required.
  • Familiarise yourself with safety and emergency procedures.
  • Check that event information on the website is correct.

Immediately before the event

  • Put out control markers, remove control tapes and tape any marked routes (may be done on the day before in areas which have a low risk of interference).
  • Put up direction signs if needed and ‘Orienteering’ banner.
  • Set up assembly area and start/ finish.

After the event

  • Check that all competitors have returned – initiate search plan if necessary (see Documents 10 and Document 14).
  • Collect controls, start/ finish equipment and tapes in the field.
  • Take down direction signs.
  • Ensure that results are being taken care of.
  • Pass event takings on to responsible person.
  • Remove all rubbish from assembly area.
  • Pack up assembly area equipment.

Post event

  • Dry wet tents, controls and other equipment if necessary, and pass to next organiser.
  • Advise Midweek Series Co-ordinator and the OACT Office of any damaged equipment or shortage of supplies.
  • Return leftover maps to OACT office.
  • Return event folder to OACT office, if borrowed.
  • Notify the OACT Office of map corrections (if not already done).

2. COURSE PLANNING CHECKLIST

  • Correct range of courses with appropriate course lengths.
  • Courses planned and checked in accordance with relevant guidelines (see Document 2: Successful course planning and Document 10: Organising and course planning for Wednesday Midday events).
  • Shortest Moderate course suitable for older and less fit competitors.
  • Fence crossings considered.
  • Controls sited to avoid environmentally sensitive areas, including likely routes to and from controls.
  • Sufficient control flags for the planned courses with all punches working.
  • Control code numbers within range of available flags/stands.
  • Start and finish locations correct on map.
  • Correct indication of last control to finish.
  • All control descriptions accurate and complete (including size of feature and location of control flag).
  • English control descriptions available for courses that require them.
  • Sufficient control description lists available.
  • All control flags correctly located and checked, with tapes removed.
  • Control flags clearly visible at designated locations (i.e. not hidden).
  • Start and finish location correct in terrain.

3. ORGANISING CHECKLIST

  • Equipment, including maps, control description lists, water and first aid equipment all brought to event.
  • Copy of event approval and emergency contact numbers brought to event.
  • Assembly area well laid out with way to start clearly indicated.
  • Signposting to event displayed, if required.
  • Parking area clearly designated to avoid conflict with assembly area.
  • Event information, including any warnings or other instructions, displayed prominently.
  • Master maps displayed on boards.
  • Registration/ punch cards, sticky tape and pens available.
  • Assembly area set up to minimise vegetation impacts.
  • Sufficient water (about 10 litres) at finish.

4. EQUIPMENT

  • Control flags with punches – 2 sets (for alternate events) with numbers 31 to 50
  • Table – for setting out control cards, tape, etc.
  • 3 x chairs – 1 for organiser, 1 for start/finish clipboard, 1 spare
  • 5 x master map boards
  • Large plastic box containing:
    • Tarpaulin/shelter for wet weather use
    • Medium box containing control cards, sticky tape, hole punch
    • Container of pens, felt markers, spare sticky tape
    • Cups
    • Cash box with $50 float
    • Box of hire compasses (12)
    • Clipboard with watch for start/finish self-timing
    • Small board with list of events and organisers
    • Concertina folder containing spare time sheets, map symbol sheets (for beginners), scrap paper
    • Warning notices for display at relevant events
    • 2 x 5-litre water bottles – to be filled before coming to event
    • First aid kit

The above equipment should fit into the boot of a typical car.