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.
- Collecting the course equipment.
- Placing and collecting controls on the day of the event.
Contents
Duties and Timeframe
2 Months Before Event
Obtain map file.
5-6 Weeks Before Event
Prepare draft courses and review with Course Vetter.
4 Weeks Before Event
Submit course information for publication.
3 Weeks Before Event
Check and tape control sites. Vetter to check tapes.
Submit any map corrections.
2 Weeks Before Event
Submit final courses to office for printing.
1 Week Before Event
Collect printed maps.
Collect equipment from previous event course setter.
Before Event
Synchronise SI units (optional).
Put out controls.
After Event
Bring in controls.
Handover equipment to next setter.
Course Vetter
Most Metro and Twilight Series events do not have an event controller. Instead, a Course Vetter supervises and mentors the course setter to ensure that courses meet the required standards and that controls are placed correctly.
Unlike an event controller, the Course Vetter is responsible only for assisting the Course Setter with course quality. The Course Vetter should ensure that:
- Courses are an appropriate length and physical difficulty.
- Courses meet the technical requirements for each course type.
- Control sites are fair.
- Tapes and/or controls are placed correctly in the terrain.
Courses are the creative vision of Course Setter. The Vetter’s role is to provide quality control and guidance.
Assembly Area Selection
For some venues, the assembly area is always at the same location, for others there is a choice of assembly areas. Where there is a choice of areas the course setter should discuss with the organiser to select a preferred assembly area. Default assembly areas are normally listed on Eventor, to use an alternative assembly area the event organiser must check with the OACT Office at least two months before the event, so that permission may be sought. Ensure that the assembly area can accommodate the required amount of parking and advise the OACT Office if vehicle access is required through a locked gate.
Initial Course Setting
Start setting courses at least 8 weeks 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 vetters. The shared folder may also contain additional relevant documents, such as land use approvals and exclusion area maps.
Exclusion Areas
Many venues have access restrictions provided by land managers to avoid unsafe, environmentally sensitive, or other restricted areas. Maps showing these areas are provided together with the electronic map file. Some restricted areas can be passed through on formed tracks, others must be avoided entirely. Care should be taken to set courses that avoid these areas. Note that many exclusion areas cannot be shown on public course maps, therefore it is essential that courses do not include route choices that may tempt participants to enter exclusion areas.
Contact the OACT Office for any clarification regarding event venue exclusion areas.
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).
Course Format
The normal course requirements for Metro and Twilight Series events are:
VERY EASY
A safe course for total beginners.
Very Easy Navigation
1.5km – 2km
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.
EASY
A safe stepping stone to develop off-track navigation.
Easy Navigation
2.5km – 3.0km
Legs following a variety of line features.
Controls should be visible from a line feature.
Simple route choices encouraged.
Text and symbol control descriptions.
MODERATE 2
Off-track navigation without being overly physically demanding.
Moderate Navigation
3 – 3.5km
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).
Set considering older and less agile participants. Avoid steep, rough terrain.
MODERATE 1
More physically demanding off-track navigation.
Moderate Navigation
5 – 5.5km
Legs with less obvious handrails, catching features and attack points.
Control features visible before control flags.
Route choices encouraged.
Symbol control descriptions
(with text if space allows).
The Moderate 1 course can be more technically difficult than standard moderate courses.
The Metro and Twilight series are Middle Distance events. This will typically result in moderate course winning times of 30-35 minutes. For example, if the terrain is steep and slow, then shorter courses should be planned.
Course Drafting
- Figure out where the start should be. The assembly area should already be decided. Participants can walk up to 1km to the start, preferably less for the Very Easy and Easy 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.
DO
✓ Use control numbers 101-145.
✓ 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 Course Vetter.
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.
✗ Have courses running a significant number of legs in opposite directions.
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 four weeks before the event, including course lengths, any additional walk to the start, terrain notes, and any other event-specific Course Setter’s notes.
Field Checking
Once the Course Vetter has approved the draft courses, visit the venue to check all control sites. This should be done at least a few 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 Course Vetter 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 Course Vetter should check the taped control sites to ensure they are in the correct location.
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 Course Vetter.
✓ 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.
Preparing Final Courses
Once the courses have been field checked by the Course Vetter, prepare the final course file. This should be done at least two weeks before the event.
Finalise the control descriptions and place them on the map. For Metro and Twilight series events symbol and text descriptions should be on all course maps if possible. 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 Course Vetter 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
Metro and Twilight Series events use Sportident set A, units numbered 101-145. These units are all programmed for AIR+ punching (except for the start and finish) and have a 12 hour on time.
The control flags, Sportident units, and stands will usually be in the custody of the previous event Course Setter. If possible, the Course Setter should collect the equipment at the end of the preceding event. If this is not possible, the Course Setter should arrange to collect the equipment from the preceding Course Setter.
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 stands are needed for a particular event, they may be collected from the storage shed and returned after the event.
For the first event of each series, the Course Setter will need to collect the equipment from the storage shed.
The start, finish, clear and check Sportident units are stored separately and are normally brought to the event by the person operating the computer.
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
The morning of the event place the control flags and Sportident units in the forest.
At each control site, carefully check that the correct control code is used!
The flag must be hung 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.
Control flags should be 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.
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.
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.
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.