Checklists for Classic Events

Revised 11 October 2019

The following checklists are recommended for use by organisers and course planners responsible for conducting Classic events, including ACT Championships. A separate checklist (Document 9) is available for use by controllers. Refer to other relevant documents on the website, particularly Document 6 and Document 7, for further advice on any points in the checklist.

1. TIMELINE FOR KEY TASKS

The timeline for Classic events varies according to the nature and status of the event and the requirements of the landowner or management authority. Further information may be available in the Event Planning and Management Guidelines for the area or in the relevant event folder. The timeline for Classic events can be regarded as a minimum for approvals for events held in Canberra Nature Park etc. but additional time for approvals should be allowed for events in Namadgi National Park, private land or other areas not handled through the regular ACT Government approvals process. Additional time is also likely to be required for course planning and controlling if the area is remote and/or complex. If pre-entry of competitors is required, this should be reflected in the timeline.

It is recommended that, for Classic events, a schedule should be agreed between the organiser, course planner and controller at least 4 months before the event. The following timeline is regarded as a minimum, but may need to be extended for some events.

Twelve weeks before (or more)

  • Check whether the OACT office will arrange landholder permission. Arrange permission if necessary.
  • Ascertain conditions imposed by the landholder for previous events (see Event Planning and Management Guidelines if available, event folder or past approvals).
  • For new course planners: Meet with controller to discuss course planning approach and schedule.
  • Commence publicity for pre-entry events and advise closing dates for entries.

Ten weeks before

  • Organiser/course planner inspect and confirm assembly area.
  • Obtain copies of maps for course planning.

Eight weeks before

  • Course planner prepares draft courses on paper.

Six weeks before

  • Controller reviews draft courses and discusses with course planner to agree on any changes.

Five weeks before

  • Course planner tapes control sites, prepares control descriptions and identifies any essential map corrections.
  • Organiser arranges the hire toilets, if required.
  • Check whether there is reliable mobile phone reception at the event area. If not, the course planner and/or controller should obtain a satellite phone from the OACT Office for subsequent visits to the area.

Four weeks before

  • Controller checks taped control sites, control descriptions and map corrections.
  • Organiser begins compiling list of helpers and confirms arrangements for computer timing.
  • Confirm information for website (organiser/ course planner, with controller to review).
  • Course planner advises the OACT Office of extent of area to be used for courses.

Three weeks before

  • Organiser/course planner determine emergency contact number to be printed on the map.
  • Course planner prepares course map files for printing (including map corrections and emergency contact number) with assistance if needed, for review by controller.

Two weeks before

  • Course planner sends map files to the OACT Office for checking and final preparation if required.
  • Organiser finalises helper roster.

One week before

  • Course planner puts out stands and control flags (except in areas which have a high risk of interference) and removes tapes.
  • Final maps are printed at the OACT Office.
  • Organiser or course planner loads XML file onto computer (or arranges for someone else to do this).
  • Check that event information on website is correct and consider preparing a supporting news article.

During the week before

  • Collect printed maps (including maps with all controls for control collection) from office (organiser or course planner).
  • Prepare loose control description lists (course planner).
  • Obtain keys if required (organiser or course planner).
  • Obtain trailer and other equipment from Giralang shed (organiser).
  • Obtain computer equipment from office.
  • Familiarise yourself (or another helper) with the operation of the computers.
  • Charge battery for computer power supply.
  • Familiarise yourself with safety and emergency procedures and ascertain emergency phone numbers (organiser).
  • If required and not already done, obtain a satellite phone from the OACT Office, ensure that it is charged and become familiar with its operation (organiser).

On the day before the event

  • Put out SI units and water on courses, and tape any marked routes (may be done earlier in remote areas, course planner).
    Immediately before the event
  • Put out stands, control flags and SI units in areas which have a high risk of interference.
  • Controller and assistants check the control locations and activate SI units if necessary.
  • Put up direction signs and promotional banner.
  • Set up assembly area, start and finish, and computer equipment.

After the event

  • Check that all competitors have returned – initiate search plan if necessary
    (organiser in consultation with controller).
  • Collect controls, start and finish equipment and tapes in the field.
  • Take down direction signs and promotional banner.
  • Check that hired SI sticks and compasses have been returned.
  • Ensure that results are being taken care of. Controller should confirm that results are correct.
  • Pass event takings on to the responsible person.
  • Remove all rubbish from assembly area.
  • Pack up assembly area equipment, including computers.

Post event

  • Dry wet tents, controls and other equipment if necessary, and returned to storage shed (organiser, course planner).
  • Advise OACT Office of any damaged equipment or shortage of supplies (organiser).
  • Return leftover maps to OACT Office (organiser, course planner).
  • Return event folder to OACT Office, if borrowed.
  • Notify the OACT Office of map corrections (if not already done, course planner or controller).
  • Organiser thanks helpers.
  • If appropriate, thank landowner and check that there were no concerns about the event.

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 7: Course planning for Classic events).
  • Shortest Hard and Moderate courses 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/SI units for the planned courses.
  • 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).
  • Emergency contact number on map.
  • 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).
  • Water provided on longer courses.
  • Start and finish locations correct in terrain with flags on start and finish stands.
  • All SI units operating.

3. ORGANISING CHECKLIST

  • Ongoing liaison with private landowners maintained prior to the event if necessary.
  • Trailer checked to ensure that it contains all required equipment (other than computer etc.), with additional items added if necessary.
  • Collect cashbox from OACT Office (should be in the computer equipment box).
  • Equipment, including maps, control description lists, computer, water, first aid equipment and satellite phone (if needed) 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.
  • Toilets provided, at least for distant locations or if required by landowner/ manager.
  • Provision for associated activities (e.g. cake stall/ catering, coffee van).
  • Parking area clearly designated to avoid conflict with assembly area with marshals available in tight or sensitive parking areas if required.
  • Signposting to event displayed.
  • Signs provided on gates on access road to be kept closed it applicable (or gates to be manned).
  • Arrangements for gold coin donation to landowner, if appropriate.
  • Sponsor banners displayed.
  • Event information, including any warnings or other instructions, displayed prominently.
  • Course maps displayed on boards if required.
  • Registration cards, sticky tape and pens available.
  • Clear, Check, Start, and Finish stations started and obviously sited.
  • Water provided at start if remote from assembly.
  • Computer set up with course files for results download.
  • Assembly area set up to minimise vegetation impacts.
  • Rubbish collection and removal arrangements in place.
  • Sufficient water (around 50 litres) at finish.
  • Sufficient helpers to run assembly area on rostered basis.
  • Provision for results display if required.
  • Landowner thanked following the event, if appropriate.

4. EQUIPMENT CHECKLIST

Equipment in trailer

  • 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;
    • cash box;
    • hire compasses;
    • pens, felt markers;
    • scissors;
    • sticky tape dispenser, spare tape;
    • registration cards;
    • control flags for start and finish stands;
    • fluoro vests;
    • whistles (for sale);
    • flagging tape;
    • control description list holder.
  • Map boards
  • 4 x 20 litre water containers
  • Drink cups
  • Collapsible rubbish container
  • Start, finish and clear/check stands
  • Banners: Start, Finish, Orienteering, Newcomers welcome
  • 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

  • 2 x laptop computers, plus SI registration unit and other peripherals
  • Wooden case for sun protection
  • Battery pack
  • Splits printer and SI download unit
  • 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);
    • Cash box
    • Inverter (12V to 240V) and long length 240V extension lead – backup only, normally not required

Items used by course planner

  • 90 x SI units – numbers 101 to 188 plus 199 and 200 (twice, can be used on sawhorse stand if multiple punches are required)
  • Control flags without punches – for use with control stands
  • Control stands with single punch
  • Numbers for control stands – at least two sets numbered 101 to 200
  • Folding sawhorse for final control
  • Sunday control flags with punches numbered 101 to 149 if stands are not used
  • SI unit vests
  • Water bottles and cups for drink controls (see Other equipment below)
  • Flagging tape – for course planning and taped routes, not for use as bunting (also available from OACT Office)

Other equipment available if required – please remove from trailer and leave in shed after use

  • 2 x large marquees
  • Bunting
  • Pigtails
  • Star pickets and caps (may be used for relay ‘clothes line’)
  • Tomato stakes
  • Assorted signs, including road warning signs (e.g. Runners on Road, Traffic Turning 200m)
  • 2 x beeping start clocks and one pre-start clock
  • EMIT start clock (stored in Office, not in shed)
  • Results boards
  • Tiles and hanging frame
  • Graveyard poles and numbers (for relays) or alternatively box containing relay ‘clothesline’
  • Reflectors for Night-O events
  • Fluoro vests
  • ‘Puma’ official vests
  • Water bottles – 5 litre, 10 litre, 20 litre (additional to those in trailer)
  • 4 x toilet seats
  • Toilet tents
  • 2 x String course reel

Stores and stationery – for restocking trailer if necessary

  • Toilet rolls
  • Waterless hand sanitiser
  • Drink cups
  • Garbage bags
  • Clip boards
  • Pens
  • Felt markers
  • Sticky tape
  • Registration cards – assorted colours, limited stock only (alternatively available from OACT Office)

PLEASE CONTACT THE OACT OFFICE IF YOU CAN’T FIND WHAT YOU WANT OR IF STORES ARE LOW