The Course Setter is responsible for:
- Planning the event courses in accordance with the format of the event series.
- Checking the control sites and map to ensure their suitability, and updating the map as required.
- Collecting the course equipment.
- Placing and collecting controls on the day of the event.
Contents
Duties and Timeframe
3 Months Before Event
Obtain map file.
Confirm assembly area with Organiser.
Meet with Controller to discuss approach and schedule.
2 Months Before Event
Prepare draft courses.
6 Weeks Before Event
Review draft courses with Controller and agree on any changes.
Submit draft course information for publication.
5 Weeks Before Event
Tapes control sites and identify any essential map corrections.
Controller checks taped control sites.
3 Weeks Before Event
Submit final courses to office for final preparation and printing.
Submit final course information for publication.
1 Week Before Event
Collect printed maps.
Collect equipment.
Before Event
Synchronise SI units (optional).
Put out stands, controls, water, and tapes.
After Event
Bring in controls.
Return equipment.
Controller
All Classic Series events must have an event Controller.
The Controller ensures fairness, safety and adherence to required standards and rules.
The Controller will check the draft courses, taped control sites, and approve the final courses.
The Controller will ensure that:
- Courses are safe.
- Courses are prepared in the required timeframe.
- Courses are an appropriate length and physical difficulty.
- Courses meet the technical requirements for each course type.
- Courses and control sites are fair.
- Tapes and controls are placed correctly in the terrain.
Courses are the creative vision of Course Setter. However, the Controller has the deciding voice in matters of fairness, safety, and adherence to established standards.
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.
Initial Course Setting
Start setting courses several months before the event.
Map File Access
Request the electronic map file from the OACT Office. Map files are provided for download from a Google Drive folder that can also be shared with Event Organisers and Controllers. The shared folder may also contain additional relevant documents, such as land use approvals, exclusion area maps, and notes from previous events held at the same venue.
Purple Pen Course Setting Software
The recommended software to use for course planning is Purple Pen (free). It runs on Windows, however you can use it on a Mac with Virtual Box, Parallels, VMWare Fusion or Bootcamp.
Purple Pen Instructions (PDF file with screenshots)
Other course planning software includes OCAD CS and Condes (both commercial).
Event Format and Course Lengths
Classic Series course lengths are outlined in the ACT Event Format Guidelines. Course lengths are set in reference to the Orienteering Australia rules, in particular rule 16 and appendix 1.
Events may be of Middle Distance or Long Distance format, see the Event Format Guidelines for specifics.
Course Format
The normal course requirements for Classic Series events are:
VERY EASY
A safe course for total beginners.
Very Easy Navigation
Legs on a variety of line features.
Controls only on line features and at every decision point.
No route choices.
Text and symbol control descriptions.
There is one Very Easy course.
EASY
A safe stepping stone to develop off-track navigation.
Easy Navigation
Legs following a variety of line features.
Controls should be visible from a line feature.
Simple route choices encouraged.
Text and symbol control descriptions.
There is one Easy course.
MODERATE
Less technical off-track navigation.
Moderate Navigation
Legs with handrails, catching features and attack points.
Control features visible before control flags.
Route choices encouraged.
Symbol control descriptions
(with text if space allows).
There are two Moderate courses.
HARD
Technically demanding off-track navigation.
Hard Navigation
Legs without handrails, catching features and obvious attack points.
Control features visible before control flags.
Route choices encouraged.
Symbol control descriptions.
There are four or five Hard courses.
The shortest Moderate and Hard courses, typically Moderate 2 and Hard 4 or 5, should include off-track navigation without being overly physically demanding. Set these courses considering older and less agile participants, avoid steep, rough terrain.
Course Drafting
- Figure out where the start should be. The assembly area should already be decided. Participants can walk up to 2.5km to the start, preferably less for the Very Easy, Easy and shortest Moderate and Hard courses. Bear in mind Very Easy course requirements – using line features the whole way, including from the start to #1. Two sets of start units are available if necessary.
- Ideally the finish should be very close to the assembly area. Problems arise when participants leave the event without downloading if the finish is closer to the parking.
- Have fun experimenting with the courses. Don’t be afraid to scrap everything and start again. Remember you’re planning courses for people to be challenged and to enjoy.
- Ensure you are using the correct control numbers for your event.
DO
✓ Use control numbers 101-188, plus 2 x 200.
✓ Use a second start for different courses if necessary. Two clear/check/start units are available.
✓ Consider participant safety. e.g. Very Easy and Easy courses should have defined boundaries.
✓ Use taped legs for Very Easy and Easy courses if necessary.
✓ Plan a course that YOU would enjoy.
✓ Consider fairness – if luck is going to play a role then change your control site.
✓ Ask for help and consult the Controller.
✓ Where practical, position the start so that participants cannot see the direction taken by earlier starters to the first control. e.g. by using a taped route from the timed start to the start flag.
DON'T
✗ Obscure details with course markings (lines, numbers, circles).
✗ Place controls too close together. For forest events, controls must be at least 30 metres apart, or 60m when the control features are similar (not distinctly different in the terrain and/or on the map).
✗ Have courses running a significant number of legs in opposite directions.
Water on Courses
Orienteering Australia Competition Rules, rules 19.8 and 19.9, and Appendix 4 set out the requirements for water availability.
Competition Rule 19.8 states that: “If the estimated winning time is more than 30 minutes, refreshments must be available at least every 25 minutes at the estimated speed of the winner.” This applies to most Hard and Moderate courses at long distance format Classic Series events. Generally, middle distance events will have an estimated winning time of less than 30 minutes but water should be provided if hot weather is likely.
Consider the following when planning water locations:
- Ease of access for transporting water.
- Placing common water locations for multiple courses, to minimise the number of water locations.
- Distance covered on each course before reaching the water location.
Water may be placed at controls or elsewhere on any reasonable route without significant deviation. Positioning should avoid unduly influencing route choice decisions and care must be taken to ensure that water points are placed exactly at their mapped location.
Course Setters should take into account participants who might take much longer than the winning time in determining the need to provide water controls and their placement.
Appendix 4 of the Competition Rules advises that “the volume of water provided should allow for 200-300 ml per competitor passing through the drinks point – if they come twice to the one drinks point, then twice the amount should be allocated.”
Water should be provided more frequently and in greater quantity if hot weather is likely.
Event Information
The OACT Office publishes event information to Eventor, the OACT website, and the Weekly Bulletin.
The preliminary course details should be provided to the OACT Office at least six weeks before the event to encourage interstate participation. Include a terrain description, approximate course lengths, and any other event-specific Course Setter’s notes. Final course details should be provided for publication at least 3 weeks before the event.
Field Checking
Once the Controller has approved the draft courses, visit the venue to check all control sites. This should be done at least five weeks before the event.
This is a crucial step and must not be skipped. There WILL be sites that need to be changed. Sites should be changed if features no longer exist (eg. termite mound gone or too small), a nearby feature is not quite right (thick vegetation close by is now much bigger than the map shows), the area is poorly mapped, and many other reasons.
At every control site, cross-check surrounding features to ensure the location is correct, and check the accuracy of the map. Do not use control sites if for example the feature has disappeared, is poorly mapped, or if nearby features are unclearly mapped. Move the control to a better feature or redesign the course.
If using linear features as control sites (such as watercourses or tracks) select specific and identifiable points such as a bend or intersection. This provides a more definite feature for the participant to navigate to.
Approach controls in the same directions as participants to identify any problems with the map from the approach side of each control. If there are multiple route choices check each choice to ensure that no route choice is unfairly disadvantaged. For example, one route choice might have thick vegetation that is not accurately mapped.
Ensure all control sites are fair. If luck is involved in finding the control then change the control site. For example, if a control is in the middle of a thick patch of bush, then some competitors might stumble on it whereas others might be searching for a long time.
Note of anything needed for the control description. Including the feature height (e.g. 1.5m) and cardinal direction of the flag position (e.g. SE side). If there is no suitable spot to hang the control, use a control stand and note which controls require a stand.
Tape the control sites with flagging tape and the control number (flagging tape is available from the OACT storage shed or office). The tape should be positioned as near as possible to where the flag should be placed. This enables the Controller to confirm the control locations and enables correct placement of controls on the day of the event.
Once all control sites have been checked, and any corrections made, the Controller should check the taped control sites to ensure they are in the correct location.
Course Setters must consider their own safety when field checking. They should be aware of weather conditions and carry adequate water, food, and first aid supplies. Classic Series events are often held in remote areas with incomplete or no mobile coverage, satellite phones are available at the OACT Office. Course Setters should ensure that their location and estimated time of return are known.
DO
✓ Make sure control features are clearly identifiable. Control features should be more visible than the control flag.
✓ Use identifiable points on linear features, such as bends or intersections.
✓ Check that control features and surrounding area mapped accurately.
✓ Tape all control sites with the control number as near as possible to where the flag will be positioned.
✓ Note feature sizes and flag sides for control descriptions.
✓ Note whether controls site require a stand.
✓ Check the accuracy of the map on likely route choices, ensuring all are fairly mapped. If possible, test courses to identify any problems with the map from the approach side of each control site.
✓ Note any map corrections.
✓ Ask for help and consult the Controller.
✓ Change courses and move control sites if necessary.
DON'T
✗ Use vague, poorly mapped, or indistinct control sites. For example, rocky ground, vague vegetation boundaries, or ruined termite mounds.
✗ Place controls on arbitrary locations along linear features.
✗ Place controls in areas where the map is unclear.
✗ Use a control site if you are not 100% confident you can put the flag in the correct spot – if in doubt change it or leave it out.
✗ Place controls too close together. For forest events, controls must be at least 30 metres apart, or 60m when the control features are similar (not distinctly different in the terrain and/or on the map).
✗ Hide control flags. For example, flags should be placed beside but not in small pits.
✗ Position controls in difficult or dangerous to reach locations, bear in mind the age and agility of participants.
✗ Assume that the map is accurate for all route choices.
✗ Be afraid to redraft courses.
Map Updates
Minor map corrections should be noted and made by the course setter and controller. If significant map updates are required contact the OACT mapping committee for advice, allow plenty of time for any required work.
Preparing Final Courses
Once the courses have been field checked by the Controller, prepare the final course file. This should be done at least three weeks before the event.
Finalise the control descriptions and position them on the map. Descriptions for Very Easy, Easy, and Moderate courses should include symbols and text . Moderate courses may only have symbol descriptions if there is insufficient space on the map.
Cut the control circles and course lines so no important details are obscured. Bend course lines so they do not directly align with crucial line features, such as legs along tracks on the Very Easy course. Check that control numbers are located unambiguously and do not obstruct important details.
Once the Controller has approved the updated final courses, upload the Purple Pen course setting file (.ppen) and map file to the Google Drive folder.
Notify the OACT office that the final maps have been uploaded and are ready for printing and provide any updates to the published event information.
Equipment
Classic Series events use Sportident set B, units numbered 101-188, plus 2 x 200. These units are all programmed for AIR+ punching (except for the start and finish) and have a 12 hour on time.
Control flags, stands, tape, water containers, and other equipment will usually be in the OACT storage shed. Sportident units are stored 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.
Preparing Sportident Units
Sportident unit clocks drift by half a second to one second per day. This makes splits times unreliable, degrades Livelox tracking alignment, and can result in negative split times for short legs.
Ideally, Sportident units should be synchronised prior to each event before being put out. Detailed instructions for synchronising Sportident units are available here.
Putting Out Controls
Before the event place the stands, control flags, water, and Sportident units in the forest. For long distance events, or those held in remote areas, this may need to be done in the week prior to the event. If controls have been placed in the days preceding the event the controls must be checked and turned on before the start of the event.
At each control site, carefully check that the correct control code is used!
The flag must be placed from the exact described location – normally this will be where the tape is placed.
The control flag must be hanging freely and visible when the competitor is standing at/or near the correct side of the feature, in accordance with the control description. Flags should not be hidden. Ensure that the flag is fixed firmly so it won’t be blown away.
Stands must be used for all controls at events of championship or badge status. It is preferable that stands are also used at regular Classic Series events, although stands may not be used for all controls if necessary. Control flags should be positioned about 1m off the ground, the same height as if hung from a control stand.
Remove the tape and turn on the Sportident unit by punching with an SI stick, Sportident units are set to remain on for 12 hours.
All helpers should report back to the Course Setter with any problems.
DO
✓ Turn on Sportident units with an SI stick.
✓ Hang control flags at the same height as a control stand.
✓ Remove tapes when controls are placed.
✓ Allow plenty of time to put out controls before the first start.
✓ Double check that the controls are placed correctly.
✓ Place control flags at the start and finish.
DON'T
✗ Hang controls too high for participants to reach.
✗ Carry Sportident units attached to stands.
✗ Hammer in control stands with Sportident units attached.
✗ Turn on the Sportident units with the SI service on/off stick.
✗ Hide control flags.
Collecting Controls
It is the Course Setter’s responsibility to collect the controls after the course closes. Consider any potential missing participants and talk to the event Organiser before collecting any controls.
Prior to the event, the event Organiser may allocate extra volunteers to help collect the controls.
Remember to collect any taped routes and other debris (e.g. drink cups) left behind.
Check that all of the Sportident units have been collected and turn them off using the service off stick. Note that the service off stick will toggle units off and back on if they are punched twice, check the display on the back of each unit to confirm it is turned off.