Revised 11 October 2019
The following checklists are recommended for use by all organisers, course planners and controllers/vetters responsible for conducting Metro or Runners Shop Twilight events. Refer to other relevant documents on the website, particularly Document 3 and Document 4, for further advice on any points in the checklist.
1. TIMELINE FOR KEY TASKS
The following lead times are the minimum required for efficient organisation. The relevant tasks may be undertaken earlier in many cases.
Eight weeks before
- Check whether the OACT Office will arrange landholder permission. Arrange permission if necessary.
- Organiser/course planner inspects and confirms assembly area.
- Ascertain conditions imposed by the landholder for previous events (see relevant Event Planning and Management Guidelines if available, event folder or past approvals).
- Obtain copies of maps for course planning.
- For new course planners: Meet with controller to discuss course planning approach and schedule.
Six weeks before
- Course planner prepares draft courses on paper.
Five weeks before
- Controller reviews draft courses and discusses with course planner to agree on any changes.
Four weeks before
- Organiser begins compiling list of helpers and confirms arrangements for computer timing.
- Confirm information for website (organiser/ course planner, with controller to review).
- Organiser arranges the hire toilets, if required.
- Course planner advises Bob Allison of extent of area to be used for courses.
Three weeks before
- Course planner tapes control sites, prepares control descriptions and identifies any essential map corrections.
Two weeks before
- Controller checks taped control sites, control descriptions and map corrections.
- Organiser/course planner determine emergency contact number for printing on map.
- Course planner prepares course map files for printing (including map corrections and emergency contact number) with assistance if needed, and sends map files to Bob Allison for checking and final preparation if required.
One week before
- Organiser prepares helper roster.
- Bob Allison (or course planner) sends PDFs of final maps to OACT office for printing and XML file to the person loading the courses onto the event computer.
- Check that the event information on the 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 SI units and control flags from previous course planner and check that none are missing following the previous event (course planner).
- Obtain keys if required (organiser or course planner).
- Obtain assembly area equipment from previous organiser (organiser).
- Check that the computer operator is available and will be bringing the computing equipment etc. to the event with the power supply battery charged.
- Familiarise yourself with safety and emergency procedures and ascertain emergency phone numbers.
Immediately before the event
- Put out control flags, remove control tapes and tape any marked routes (course planner, may be done on the previous day in areas which have a low risk of interference).
- Controller to check the control locations and activate SI units if necessary.
- Put up direction signs and promotional banners.
- Set up assembly area, start and finish.
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 the hired SI sticks and compasses have been returned.
- Ensure that results are being taken care of.
- Pass event takings and any registration cards or paper forms on to the 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 (organiser, course planner).
- Advise Equipment Officer and/or 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 Bob Allison of map corrections (if not already done, course planner or controller).
- Organiser thanks helpers.
2. COURSE PLANNING AND SETTING CHECKLIST
- Correct range of courses with appropriate course lengths.
- Courses planned and checked in accordance with relevant guidelines (see Document 2 and Document 4).
- Easiest 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/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).
- Start and finish locations correct in terrain with flags on start and finish stands.
- All SI units operating.
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
- Provision for associated activities (e.g. Blue Sparks, Map Mates, cake stall, 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.
- Sponsor banners displayed.
- Event information, including any warnings or other instructions, displayed prominently.
- Course maps displayed on boards.
- Registration cards, sticky tape and pens available.
- Clear/Check, Start, and Finish stations started and obviously sited.
- Computer set up with master SI units for registration and 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.
4. EQUIPMENT CHECKLIST
- Dome tent for sun, wind or rain protection, with poles and pegs
- 1 x lightweight easy-up tent (3 x 3 m)
- 3 x folding tables for:
- competitors to fill in their registration card (if required), and brochures box;
- the registration table; and
- the computer equipment.
- 4 x folding chairs – 2 for registration table and 2 for computer table
- 4 x pigtails for marking registration queues.
- Large plastic crate containing:
- small plastic box containing registration cards and tape dispenser;
- pens, felt markers and other stationery;
- control description list holder;
- cash box containing $100 float;
- 5 x fluoro vests;
- hire compasses;
- control flags for start and finish stands;
- expanding file containing various information (e.g. instructions for erecting dome tent, signs for registration queue, registration instructions, membership forms, map symbol sheets, organising guidelines, search and rescue procedures, warning notices);
- box of whistles (for sale, $4.00 each);
- flagging tape – for marking route to start if needed;
- box with pens, cleaner and magnets for notice board;
- Start banner
- Finish banner
- Orienteering banner
- ‘Newcomers welcome’ banner
- Large blue bag containing:
- Direction signs and arrows to be displayed on roads leading to event if necessary;
- ‘Runners on road’ signs;
- notice board (whiteboard/magnetic);
- board with map symbols, control descriptions and registration card instructions;
- 5 x map boards for displaying courses.
- 2 x metal stands for mounting SI units for Start and Finish (Clear and Check units go on computer table)
- 2 x 20-litre and 2 x 5-litre water containers – fill before coming to event (do not stack on top of fragile equipment)
- Plastic box of cups
- Brochures box containing promotional material etc.
- Collapsible rubbish container
- UXO warning pamphlets – for Campbell Park and Mount Ainslie South events
- First aid kit
Computer equipment (normally brought by computer operator)
- 2 x laptop computers, plus one SI registration unit and other peripherals
- Wooden case for sun protection
- Battery pack
- 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)
- Inverter (12V to 240V) and long length 240V extension lead – backup only, normally not required
- EFTPOS machine with instructions and spare rolls – in box
Items used by course planner
- 49 x control flags with punches – numbers 101 to 149
- 45 x SI units to hang with control flags – numbers 101 to 145
- 10 control stands for use where it is not possible to hang controls
- 2 x SI unit vests
- Bags for carrying SI units
- Make sure you have 6 -8 weeks until the actual event. Course planning takes time and you’ll have to check with the OACT Office for any special conditions on approvals for the event location, do field checking, as well as wait for feedback from your controller/vetter. If you don’t know who your controller/vetter is, or if there isn’t a controller assigned to your event, you need to talk to your club event co-ordinator so they can find one for you. Course planning for major events can take considerably longer.
- Check with the OACT Office very early in the process to find out any special conditions that may be imposed with the approval that affect the course planning or assembly area, or require warnings to be issued to competitors. The time taken and information required to be provided by the course setter for approval for the event location varies depending on the approval authority. If the event is in Canberra Nature Park, urban parks or pine forests, all of which are managed by ACT Government Transport Canberra and City Services, or in Stromlo Forest Park or land managed by the National Capital Authority, the OACT Office arranges approvals. If the event is held on private land or a campus, such as ANU, CIT, or a school campus, then the event organiser or course planner arrange permissions with the land manager. Note that many weeks’ or months’ notice may be necessary.
- Examples of approval authorities are: Private Landowners, ACT Parks & Conservation Service, National Capital Authority, local NSW Councils, traditional land owners, University and School campus, Military establishments, CSIRO etc. Course setters are not expected to know the ins and outs of seeking permissions, but they should
- Confirm the number and types of courses to be planned depending on the type of event.
- Contact your event organiser to coordinate the assembly location, parking and any other requirements for the event.
- Obtain the electronic version of the map to use for the event.
- Download and install course planning software.