Organiser Procedure – Sprint Series Events

Revised November 2025

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, Series Coordinator, and 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.
  • Setting up and running the event computer.
  • Publishing the event results.
  • Packing up and handing over the event equipment.
  • Reporting any incidents to Orienteering ACT.

Contents

Safety Procedures

Most Sprint Series events will be covered by the Low Risk Safety Policy. Events held in bush areas may be covered by the Intermediate Risk Safety Policy.

Event Permissions

Sprint Series event venue selection and permissions are handled by the Series Coordinator.

Assembly Area Selection

Assembly areas within venues should be identified in collaboration with the Series Coordinator and Course Setter. Assembly area selection may be restricted by land manager approval and practical requirements such as gate access and parking availability.

Event Information

The OACT Office publishes event information to Eventor, the OACT website, and the Weekly Bulletin.

If it has not already been done by the Series Coordinator, notify the Office as early as possible that you are the organiser and provide the name of the course setter.

At least one week before the event, check that the event information on the website is correct, and consider submitting a news article for publication on the website or Weekly Bulletin promoting the event. Information should include:

  • The parking and assembly area location.
  • Any special parking requirements.
  • Distance from the parking to assembly area and from the assembly area to the start (if they are not adjacent).
  • Any additional safety or other relevant information.

Equipment

The equipment used is listed below. The equipment will usually be in the custody of the person who organised the previous week’s event. If possible, the organiser should collect the equipment at the end of the preceding event. If this is not possible, the organiser should arrange to collect the equipment from the preceding organiser. The organiser should also arrange with the course setter how the flags, any stands and SI units will be collected from the previous week’s event.

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, such as extra control stands and wooden blocks, is needed for a particular event, it may be collected from the storage shed and returned after the event.

For the first event of each series, the organiser will need to collect the equipment from the storage shed and the OACT Office.

Equipment Checklist

  • 1 x small easy-up tent (3 x 3 m) in case of inclement weather
  • 1 x folding chairs
  • 1 x folding table
  • Start banner
  • Finish banner
  • Orienteering banner
  • 2 x map trays
  • Mallet
  • 2 x direction signs
  • 5-litre water container for emergency use – fill before coming to event (do not stack on top of fragile equipment)
  • Plastic box of cups
  • First aid kit and defibrillator
  • Laptop bag containing (ensure computer and printer are charged before every event):
    • Laptop computer and charger
    • SI download unit
    • Splits printer and spare printer rolls
    • SI sticks for hire
    • QR code entry notices

Items used by Course Setter (for information only, normally brought by course setter):

  • 15 x aluminium stands for mounting SI units for Clear/Check, Start/Finish, and course controls.
  • 8 x wooden blocks for supporting stands on hard surfaces.
  • 25 x mini control flags
  • 1 x full size control flag for finish
  • 36 x BSF8 Units, with codes 201 – 236

Event Setup

The organiser should begin setting up the assembly area around half an hour before first start, it can be done by one person, except if the tent needs to be erected.

  • Set up the folding chair and table, with event computer. Ensure that the download desk is positioned to avoid participants forgetting to download after their course.
  • Erect event signage where needed, including:
    • Parking
    • Direction to assembly area
    • Direction to start, plus route tapes
    • Orienteering banner. Banners must not be erected adjacent to public roads.
    • Display the EOD QR codes.
  • Set up the event start and finish:
    • Start banner and control flag.
    • Any notices to be displayed at the start.
    • Map trays.
    • 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, full size control flag, and finish unit.

Registration

See MeOS Computer Operation

Event entries can be made by Eventor prior to the event (via season pass registration or individual event entry), or via the QR code displayed at the event.

The MeOS event file will be provided by email to the organiser by the Series Coordinator or OACT Office the evening before the event and should be loaded onto the event computer before the event.

Day entries can be made at the event via the QR code form. Separate cash/EFTPOS entries are not accepted.

Assist entrants in completing the form by advising on course selection and providing a rental SI stick if needed.

Once the form is completed participants are directed to complete payment via a separate link to a payment processor on their device. Participants must follow and complete the payment link, even if their entry fee is $0. Unpaid entries are not processed. If an entry cannot be found, please check with the participant that payment has been made.

QR code entries:

  • In most cases do not require any processing by the event organiser or other volunteers.
  • Can be made up to 12 hours before the event, without the event computer running.
  • Are imported to the event computer automatically every 10 minutes.
  • Multiple entries can be made via the same phone, and any person’s phone can be used to complete another’s entry form.
  • Team entries are made by entering comma separated names to the entry form.
  • Payment totals are automatically calculated and billed by the form, including any SI/compass hire or extra maps.
  • Payment is made via debit/credit card, or by Apple/Android pay.

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 interrogate the check unit to download a list of starters.
  • 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.
    • In the rare event that the participant is still unaccounted for, phone the missing participant, to check if they may have missed the download or require assistance. Participant contact details can be accessed by Series Coordinators, Metro/Twilight Series Computer Operators, and the OACT Office Manager.
  • 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 assembly area equipment.

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 the 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 and OACT Office.

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