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.
- 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 Bob Allison 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.
- 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
- 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.