Organiser Procedure – Classic Series Events

The role of the Event Organiser is to make the event a success. This includes:

  • Overall responsibility for the safety of participants at the event, including ensuring that all participants return safely.
  • Liaising with the Course Setter and the OACT Office with respect to assembly area arrangements and event permissions.
  • Liaising with the OACT Office to publish event information.
  • Collecting the event equipment.
  • Setting up the assembly area and signage.
  • Packing up and handing over the event equipment.
  • Reporting any incidents to Orienteering ACT.

If not sure, ask someone. 

Contents

Duties and Timeframe

3 Months Before Event

Confirm event venue and assembly area.

Apply for event permission.

6 Weeks Before Event

Submit preliminary event information for publication.

2 Weeks Before Event

Publish final event information.

Identify event helpers (Setup, Parking, Start Officials, First Aid, Control Collection, Computer Operator).

1 Week Before Event

Collect equipment.

Before Event

Setup the event assembly area, start, and signage.

During Event

Ensure the event runs smoothly and safely.

After Event

Ensure that all participants have returned safely.

Pack up assembly area and signage.

Return equipment.

If necessary, prepare and submit an event report.

Safety Procedures

Most Classic Series events will be covered by the High Risk Safety Policy. Sprint events held at urban campuses or parks may be covered by the Low Risk Safety Policy. Some events held in urban bush venues may be covered by the Intermediate Risk Safety Policy.

Event Venue and Permissions

Organisers’ core responsibilities include:

  • Selection of event venue at least four months prior to the event, including:
    • The event venue selection
    • The event assembly area including any access and parking requirements.
  • Obtaining permission from the relevant land managers or land owners.
    • Obtaining permission for most Classic Series events is the responsibility of the event organiser.

Event Venue

Event venues are generally selected by club representatives at Event Committee meetings six months before each event series and uploaded to Eventor. If a venue has not been allocated it is up to the organiser and club to select an appropriate venue for approval by the event committee at least four months prior to the event.

Assembly Area Selection

The organiser should discuss with the course setter to select a preferred assembly area and visit the area to confirm its suitability. Bear in mind the following:

  • Road access, including in case of inclement weather.
  • Parking availability.
  • Course setting requirements, such as availability of features for Very Easy/Easy courses, and spectator requirements.
  • Weather protection.
  • Space for children to play safely away from cars and other hazards (e.g. dams).
  • Private or sensitive areas and hazards.

Event Permission

Obtaining permission for most Classic Series events (e.g. those held in Namadgi National Park, or private land in the ACT or NSW) is the responsibility of the event organiser or course setter. Permission for events held in Canberra Nature Park and some other areas managed by ACT Parks can be applied for via the OACT Office by arrangement. Advise the Office of any permission requirements such as gate access, parking, and toilets. For Classic Series sprint events, the organiser or course setter is responsible for arranging access.

Check with the OACT Office to obtain existing contact details for land managers.

Note that many months’ notice may be necessary to obtain permission for many Classic Series venues. Start early and be prepared to change plans or venue selection.

Special conditions may be imposed that affect the course planning or assembly area, or require warnings to be issued to participants.

External Provider Bookings

The event organiser is responsible for coordinating and booking and required external providers. This should be arranged at least four weeks, sometimes longer lead times are needed e.g. for external first aid supplier services. Set aside space for external providers to set up in the event assembly area.

Such as:

  • Toilets
    Toilets should be provided for most Classic Series events. It is often a permit condition to provide separate event toilets even where public facilities are available.
    The organiser should hire a trailer-mounted toilet and arrange for its transport to and from the event. Supplier delivery of toilets introduces significant additional expense, delivery bookings should only be made if towing is not possible and must be approved by at least two members of the OACT Board.
  • Computer Operator
    Computer operation at Classic Series events is the responsibility of the organising club. The Organiser can ask their club coordinator for a list of experienced Computer Operators to contact prior to the event if they are not confident to operate the computer themselves.
  • First Aid
    For major events, such as Championships, National Orienteering League, and combined NSW State League events external first aid providers might be required. Booking external first aid providers is the responsibility of the organising club and must be included in the event budget approved by the OACT Board.
  • Result and Commentary Services
    For major events, such as Championships and National Orienteering League, event result/commentary services may be supplied by external providers (e.g. meshO, Living It Live). Booking external providers is the responsibility of the organising club and must be included in the event budget approved by the OACT Board.
  • Catering
    Ask the Blue Lightning cake stall coordinator if the cake stall will be available at the event.
  • O-Shops
    For major events, such as Championships, National Orienteering League, and combined NSW State League events notify O-Shop providers who may want to be available at the event.

Budgeting

Most Classic Series events will not incur additional expenses other than toilet hire, any further expenses must be in line with the OACT member expense policy.

Event Information

The OACT Office publishes event information to Eventor, the OACT website, the Weekly Bulletin, and sends information to other state organisations for promotion.

If it has not already been done through your club, notify the Office as early as possible that you are the organiser and provide the names of the course setter and controller.

Preliminary information for Classic Series events should be published at least four to six weeks before the event to encourage interstate participation and allow participants to pre-enter. Preliminary information should include:

  • The event venue, date and time.
  • The event format (e.g. middle or long distance).
  • The existing map of the event venue.
  • Preliminary course lengths and climb.
  • Terrain description.

At least two weeks before the event, provide the final event information for publication. Information should include:

  • The parking and assembly area location and directions.
  • Any special parking requirements.
  • Distance from the parking to assembly area and from the assembly area to the start (if they are not adjacent).
  • Final course lengths and climb.
  • Course setter’s notes.
  • Any additional safety or other relevant information.
  • Toilet availability.

Registration

Classic Series events are pre-entry only, via Eventor. Entries for most non-championship Classic Series events close on the Wednesday before each event, with late entry available for specific courses only until 5pm on the day before the event.

It is at the discretion of the organiser to allow any participants who have not entered to start and which course they may select. Generally, four spare maps are printed of each course to be used only for potential searches for missing participants. A limited number of additional spare maps are available for late entrants on specific courses only, typically Hard 4, Moderate 2, Easy, and Very Easy.

Refusal of Entry on Grounds of Capability. Rule 6.2 of the Orienteering Australia Competition Rules permits the refusal of an entry on a course, if the organisers consider a person is competing on course beyond their capabilities. This is an important safety provision in the case of inexperienced participants entering challenging courses, especially in challenging or remote areas. The Event Organiser, Start Official, and Event Safety Coordinator all have discretion to refuse entries under this rule at Classic Series events.

Start Official

Classic Series events require a Start Official to keep an accurate record of actual starting participants for safety purposes.

Start Officials perform the following tasks:

  • Ticking participants’ names off the entry list and confirm their SI number and course selection.
  • Updating any SI number changes.
  • Ensuring all participants punch the Master Check unit.
  • Ensuring participants start on the correct course.
  • Adding late entrants to the entry list, including their SI number and course selection.
  • Directing late entrants to available late entry courses.
  • Reporting the complete list of actual starters, course selections, and SI numbers to the computer operator.
  • If applicable, reminding participants of important safety and course information.

Start officials are rostered by the event organiser. Different individuals may be rostered to act as the Start Official throughout the start window, so that a Start Official is always at each start.

Event Safety Coordinator

As per the High-Risk Safety Policy, the Event Organiser will normally act as the Event Safety Coordinator and must therefore remain available at the assembly area for the duration of the event.

Complaints and Protests

Per rule 27 of the Orienteering Australia Competition Rules, complaints affecting the results of the event can be made to the event organiser for adjudication or other action to be taken.

Misplaced Controls

A common complaint is that a control is missing or in the wrong location. For local events, including ACT League, the following procedure should be followed. Higher level events should follow the applicable OA or IOF rules.

  1. Whenever practical, as soon as possible, the controller and course setter, or two other experienced and competent orienteers, should triple check that the control is missing or misplaced before any further action is taken.
  2. If the control is confirmed to be missing or misplaced, it should be replaced or repositioned as soon as possible, and the exact time of its replacement/repositioning should be noted. The organiser must be notified of any action taken.
  3. Starters should be advised if the control has been replaced or repositioned, or that the control is missing if replacement or repositioning is not practical.
  4. If a complaint is made it must be adjudicated per the Orienteering Australia rules.

Computer Operation

Computer operation at Classic Series events is the responsibility of the organising club. The Organiser can ask their club coordinator for a list of experienced Computer Operators to contact prior to the event if they are not confident to operate the computer themselves.

A prepared MeOS file for import onto the event computer may be supplied by the OACT Office by arrangement for the Computer Operator to load onto the event computer, or may be prepared by following the instructions at Creating the Event File (Before the Event).

In addition to the duties outlined in the Computer Operator procedure, Classic Series computer operators must:

  • Fetch Late Entries
    Late entries can be made to select courses for most Classic Series events, typically up until 5pm on the day before the event. These entries must be added after the final late entry deadline:
    1. Connect the event computer to the internet.
    2. Open the competition in MeOS, go to the ‘Competition’ tab, and click ‘Eventor Connection’.
    3. Click ‘Fetch Late Entries’, it will take a few seconds, then click ‘Return’.
  • Make any changes provided by the Start Official:
    • SI number changes.
    • Course changes (if allowed).
    • Check that reported late entrants are in computer.
    • Any starting participants who are not already in the computer should be added for safety purposes. These non-entered participants should be noted and provided to the OACT Office after the event.
  • Set up the live results display – see Displaying Results in the Computer Operator procedure.

Equipment

The equipment used is listed below. The equipment, other than computing equipment, SI units, control flags and stands, is kept in the event trailer at the OACT storage shed. Control flags and stands are kept separately at the storage shed. Computing equipment and SI units are held at the OACT Office.

The OACT storage shed is at Coree Place, Giralang; keys can be collected from the OACT Office during office hours or from other shed key holders. If additional equipment is needed for a particular event, it may be collected from the storage shed and returned after the event.

Check the equipment, particularly the supplies of consumables, such as drinking cups and garbage bags. If any items of equipment are wet, please dry them out. Stocks of consumables are kept at the storage shed.

Equipment Checklist

  • Connectors for trailer lights
  • 2 tents, 3 x 3 m, with walls
  • Tent pegs
  • 2 mallets
  • 3 tables
  • 4 chairs
  • Large plastic crate containing:
    • expanding file containing useful documents;
    • hire compasses;
    • pens, felt markers;
    • scissors;
    • sticky tape dispenser, spare tape;
    • control flags for start and finish stands;
    • fluoro vests;
    • flagging tape;
    • control description list holder.
  • 4 x 20 litre water containers
  • Drink cups
  • Collapsible rubbish container
  • Start, finish and clear/check stands
  • Banners: Start, Finish, Orienteering
  • First aid box – for use at assembly area
  • First aid backpack – for field use
  • Stretcher
  • Corflute signs in large bag:
    • 4 x Orienteering with arrow
    • 6 x logo with arrow
    • 2 x Turnoff pre-warning
    • Direction to start
    • 2 x Runners on road
    • Notice board

Computer Equipment

  • Laptop computer, plus one SI registration unit and other peripherals
  • Wooden case for sun protection
  • Battery pack/powerbank
  • Splits printer and SI download unit reader
  • Large plastic box containing auxiliary computer equipment:
    • SI sticks for hire
    • Small plastic box containing Clear, Check, Start and Finish SI units (2 of each)

Items used by Course Setter

  • 90 x SI units – numbers 101 to 188, plus 2×200
  • Control flags without punches – for use with control stands
  • Control stands with single punch
  • Folding sawhorse for final control
  • SI unit vests
  • Water bottles and cups for drink controls (when applicable)
  • Flagging tape – for course planning and taped routes

Other equipment available if required

  • Start Clocks (stored in office)
  • Additional tents
  • Bunting
  • Pigtails
  • Assorted signs, including road warning signs (e.g. Runners on Road, Traffic Turning 200m)
  • Water containers – 5 litre, 10 litre, 20 litre (additional to those in trailer)

Event Setup

The organiser should begin setting up the assembly area around two hours before first start, it can normally be done by two people.

  • Erect event signage where needed, including:
    • direction signs along roads to guide participants to the event and parking.
    • If participants need to turn off a main road, pre-warning signs should be placed several hundred metres before the turnoff.
    • Direction to assembly area
    • Direction to start, plus route tapes
    • Assembly area banners, including ‘Orienteering’ banner and club banner. Banners must not be erected adjacent to public roads.
  • Use tape to prevent spectator interference with courses.
  • Set up the event computer. Ensure that the download desk is positioned to avoid participants forgetting to download after their course.
  • Set aside space for other assembly activities, such as the cake stall, O-shops, children’s activities, and other external providers.
  • Set up the event start and finish:
    • Start banner and control flag.
    • Reminder for all participants to clear, check, then start.
    • The Clear, Check, SIAC battery test, SIAC activation test, and Start units.
      • Confirm with the course setter that the courses are ready before placing the start unit.
    • Finish banner, control flag, and finish unit.
  • Complete and display information whiteboard, including:
    • The General Risk Warning is prominently displayed.
    • Today’s organising club and organiser, course setter, and course controller.
    • Person responsible for event safety if not the organiser (due to absence or delegated responsibility).
    • Upcoming events.
    • Special warnings or advice such as out-of-bounds rules, hazards, and significant map changes.
    • Course closure time.
  • Provide the Start Official with the master check unit, entry list, pen and clipboard to mark off participants.

End of Event

Ensure All Participants Have Returned

It is the organiser’s responsibility to ensure all participants have returned from their courses safely.

In case a search is required, ensure that enough people remain at the event site until all participants are accounted for.

At course closure, verify that all participants have returned:

  • Retrieve the clear, check, and start units from the start and give to the computer operator to interrogate. The computer operator will use the check unit to download a list of starters.
  • The computer operator can then verify that all starters have returned and downloaded at the assembly area.
  • If there are any starters unaccounted for, determine the need for a search:
    • Check if there are any family members or friends waiting for the missing person.
    • Check if there are any participants who have seen them on the course.
    • Phone the missing participant, to check if they may have missed the download or require assistance. Computer operators can access contact details provided by participants via their eventor or QR code entry.
  • If the starter remains unaccounted for, follow the procedure detailed in the applicable safety policy.

Pack Up and Handover Event Equipment

The event organiser is responsible for packing up the equipment and for providing 2 to 4 helpers for control collection, which is usually organised by the course setter or controller.

Someone should remain at the assembly area until all control collectors have returned.

Packing up also includes collecting any litter. If any items are wet, dry the items before placing them in storage or passing them to the next organiser.

The next event’s organiser should collect the equipment at the end of the event. If this is not possible, the next event’s organiser should arrange to collect the equipment elsewhere.

Any lost property should also be passed on to the next organiser for collection at a future event.

If your event is the last event of the series, check for any damaged or missing items and advise the OACT Office if necessary. The equipment is returned to the Giralang storage.

Event Report

An event report should be written and submitted to the OACT Office if there has been:

  • A search
  • A safety incident
  • An incident affecting the fairness of the competition
  • A technical issue
  • Any other incident that provides lessons for future event organisers.

The report should include:

  • Date, time, and location of the incident
  • The nature of the incident
  • The people/organisations involved
  • A description of the incident, including timeline
  • Any affect on the integrity of the competition
  • Actions taken
  • Any other comments or lessons learned

Thank Landholder

Where appropriate, thank the landholder for allowing the event to be held on their land.

Update Venue and Landholder Information

Provide the OACT Office with any updates to the venue’s landholder information, and any notes that may assist future event organisers.