Organiser Procedure – Metro and Twilight Series Events

Revised November 2025

The role of the Event Organiser is to make the event a success. This includes:

  • Overall responsibility for the safety of participants at the event, including ensuring that all participants return safely.
  • Liaising with the Course Setter and the OACT Office with respect to assembly area arrangements and event permissions.
  • Liaising with the OACT Office to publish event information.
  • Collecting the event equipment.
  • Setting up the assembly area and signage.
  • Packing up and handing over the event equipment.
  • Reporting any incidents to Orienteering ACT.

If not sure, ask someone. 

Contents

Duties and Timeframe

2 Months Before Event

Confirm event venue and assembly area.

2 Weeks Before Event

Check the published event information.

1 Week Before Event

Collect equipment from previous event organiser.

Identify event helpers (Registration Helper, Event Coach, Control Collectors) if needed.

1 Hour Before Event

Setup the event assembly area and signage.

During Event

Act as or supervise the Registration Helper.

Ensure the event runs smoothly and safely.

After Event

Ensure that all participants have returned safely.

Pack up assembly area and signage.

Handover equipment to next organiser.

If necessary, prepare and submit an event report.

Safety Procedures

Most Metro and Twilight Series events will be covered by the Intermediate Risk Safety Policy. Events held at urban campuses or parks may be covered by the Low Risk Safety Policy. Events held in non-urban bush venues are covered by the High Risk Safety Policy.

Event Permissions

Organisers’ core responsibilities include:

  • Selection of event venue at least two months prior to the event, including:
    • The event venue selection
    • The event assembly area and any access requirements.
  • Ensuring that permission has been obtained from the relevant land managers
    • Most public land applications are handled by the OACT Office.

Event Venue

Event venues are generally selected by club representatives at Event Committee meetings six months before each event series and uploaded to Eventor. If a venue has not been allocated it is up to the organiser and club to select an appropriate venue for approval by the event committee at least two months prior to the event. Attention should be paid to avoid any embargoed areas.

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 organiser should discuss with the course setter 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 legally accommodate the required amount of parking and advise the OACT Office if vehicle access is required through a locked gate.

Event Applications and Approvals

For events in Canberra Nature Park, urban parks or pine forests, in Stromlo Forest Park, or land managed by the National Capital Authority, the OACT Office arranges approvals.

If the event is held elsewhere (e.g. National Arboretum), then it is the responsibility of the organiser or course setter to arrange permissions with the land manager. Note that many months’ notice may be necessary. Note that special conditions may be imposed that affect the course planning or assembly area, or require warnings to be issued to participants.

Event approvals are retained by the OACT Office.

At most Metro and Twilight events, vehicular access to Canberra Nature Park is not necessary and so usually no access keys need to be collected from ACT Government land managers. Should a key be required, for example, for access to the parking area or to put out drink controls, it is the responsibility of the organising team to collect it and check before the event that it works.

Event Information

The OACT Office publishes event information to Eventor, the OACT website, and the Weekly Bulletin.

If it has not already been done through your club, notify the Office as early as possible that you are the organiser and provide the names of the course setter and course vetter.

At least two weeks before the event, check that the event information on the website is correct, and consider submitting a news article for publication on the website or Weekly Bulletin promoting the event. Information should include:

  • The parking and assembly area location.
  • Any special parking requirements.
  • Distance from the parking to assembly area and from the assembly area to the start (if they are not adjacent).
  • Any additional safety or other relevant information.

Equipment

The equipment used is listed below. The equipment will usually be in the custody of the person who organised the previous week’s event. If possible, the organiser should collect the equipment at the end of the preceding event. If this is not possible, the organiser should arrange to collect the equipment from the preceding organiser. The organiser should also arrange with the course setter how the flags, any stands and SI units will be collected from the previous week’s event.

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 equipment is needed for a particular event, it may be collected from the storage shed and returned after the event.

For the first event of each series, the organiser will need to collect the equipment from the storage shed.

The computing and timing equipment is stored separately and is normally brought to the event by the person operating the computer.

Check the equipment, particularly the supplies of consumables, such as drinking cups and garbage bags. If any items of equipment are wet, please dry them out. Stocks of consumables are kept at the storage shed.

Equipment Checklist

  • Lightweight easy-up tent (3 x 3 m)
  • Folding table for registration
  • 2 x Folding chairs
  • Large plastic crate containing:
    • Pens, felt markers and other stationery
    • Control description list holder
    • 5 x Fluoro vests
    • Hire compasses
    • Control flags for start and finish stands
    • Mallet
    • Expanding file containing various information (e.g. registration instructions, map symbol sheets, organising guidelines, search and rescue procedures, warning notices)
    • Flagging tape – for marking route to start if needed
    • Garbage bags
  • 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 day entry QR code
    • 5 x Map boards for displaying courses
  • 2 x Steel stands for mounting SI units for Start and Finish
  • 2 x Aluminium stands for mounting EOD QR codes
  • 2 x Aluminium stands for SIAC battery test and SIAC activation test units
  • 5-litre water container for emergency use – fill before coming to event (do not stack on top of fragile equipment)
  • 20-litre water container for hot weather
  • Plastic box of cups
  • Promotional materials for newcomers
  • Collapsible rubbish container
  • UXO warning pamphlets – for Campbell Park and Mount Ainslie South events
  • First aid kit

Computer Equipment (for information only, normally brought by computer operator)

  • Folding table
  • Folding chair
  • Laptop computer, plus one SI registration unit and other peripherals
  • Wooden case for sun protection
  • Battery pack/powerbank
  • 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)

Items used by Course Setter (for information only, normally brought by course setter)

  • 49 x control flags
  • 45 x SI units to hang with control flags – numbers 101 to 145
  • 10 x Aluminium control stands for use where it is not possible to hang controls
  • 2 x SI unit vests
  • Bags for carrying SI units

Event Setup

The organiser should begin setting up the assembly area around an hour before first start, it can be done by one person, except if tents need to be erected, for example due to weather.

  • Set aside space for the computer operator who will bring their own chair, table, and equipment. Ensure that the download desk is positioned to avoid participants forgetting to download after their course.
  • Set aside space for other assembly activities, such as the cake stall or Learn to Orienteer.
  • Erect event signage where needed, including:
    • Parking
    • Direction to assembly area
    • Direction to start, plus route tapes
    • Assembly area banners, including ‘Orienteering’ banner, ‘Newcomers welcome’ banner, and club banner. Banners must not be erected adjacent to public roads.
  • Set up the registration table:
    • Beside the ‘Newcomers welcome’/’Ask Me’ banner/s.
    • Display the entry on the day QR code posters.
    • Place the rental SI sticks (brought by computer operator) and rental compasses.
  • Set up the event start and finish:
    • Start banner and control flag.
    • Reminder for all participants to clear, check, then start.
    • The Clear, Check, SIAC battery test, SIAC activation test, and Start units.
      • These units are brought to the event by the computer operator.
      • Confirm with the course setter that the courses are ready before placing the start unit.
    • Finish banner, control flag, and finish unit.
  • Display sample maps in the map boards.
  • Complete and display information whiteboard, including:
    • The General Risk Warning is prominently displayed.
    • Today’s organising club and organiser, course setter, and course vetter.
    • Person responsible for event safety if not the organiser (due to absence or delegated responsibility).
    • Upcoming events.
    • Special warnings or advice such as out-of-bounds rules, hazards, and significant map changes.
    • Course closure time.

Registration

Registration enquiries should be handled by the Registration Helper (see procedure), the Event Organiser may also be the Registration Helper.

Event entries can be made by Eventor prior to the event (via season pass registration or individual event entry), or via the QR code displayed at the event. All Eventor entries will already be loaded onto the event computer by the computer operator.

Day entries can be made at the event via the QR code form. Separate cash/EFTPOS entries are not accepted.

The role of the Registration Helper is to assist entrants in completing the form by advising on course selection and providing a rental SI sticks and compasses if needed.

End of Event

Ensure All Participants Have Returned

It is the organiser’s responsibility to ensure all participants have returned from their courses safely.

In case a search is required, ensure that enough people remain at the event site until all participants are accounted for.

At course closure, verify that all participants have returned:

  • Retrieve the clear, check, and start units from the start and give to the computer operator to interrogate. The computer operator will use the check unit to download a list of starters.
  • The computer operator can then verify that all starters have returned and downloaded at the assembly area.
  • If there are any starters unaccounted for, determine the need for a search:
    • Check if there are any family members or friends waiting for the missing person.
    • Check if there are any participants who have seen them on the course.
    • Phone the missing participant, to check if they may have missed the download or require assistance. Computer operators can access contact details provided by participants via their eventor or QR code entry.
  • If the starter remains unaccounted for, follow the procedure detailed in the applicable safety policy.

Pack Up and Handover Event Equipment

The event organiser is responsible for packing up the equipment and for providing 2 to 4 helpers for control collection, which is usually organised by the course setter or vetter.

Someone should remain at the assembly area until all control collectors have returned.

Packing up also includes collecting any litter. If any items are wet, dry the items before placing them in storage or passing them to the next organiser.

The next event’s organiser should collect the equipment at the end of the event. If this is not possible, the next event’s organiser should arrange to collect the equipment elsewhere.

Any lost property should also be passed on to the next organiser for collection at a future event.

If your event is the last event of the series, check for any damaged or missing items and advise the OACT Office if necessary. The equipment is returned to the Giralang storage.

Event Report

An event report should be written and submitted to the OACT Office if there has been:

  • A search
  • A safety incident
  • An incident affecting the fairness of the competition
  • A technical issue
  • Any other incident that provides lessons for future event organisers.

The report should include:

  • Date, time, and location of the incident
  • The nature of the incident
  • The people/organisations involved
  • A description of the incident, including timeline
  • Any affect on the integrity of the competition
  • Actions taken
  • Any other comments or lessons learned