EAST PENNINE ORIENTEERING CLUB
CHECKLIST FOR ORGANISERS OF SMALL EVENTS
NB. Details will be slightly different if premarked ocad maps are used.
1 Obtain the relevant permissions - the Fixtures Secretary will
have the details of the area. Ask the previous organiser for hints/advice.
2 Visit owners and tenants to make yourself known. Note re Wakefield
area: we pay an annual fee for areas owned by Wakefield MC - don’t pay
separate fee. If any problem contact treasurer.
3 Obtain as soon as possible sufficient maps from Mapping Officer
(Ian MacMillan) - 100 should be ample. But note: most of our small maps are now
on OCAD and can be run off for the event with courses drawn on.
4 Decide what sort of event: sprint-O knockout, race (ie massed
start - quickly over), knockout race, score, map memory, Norwegian, cross-country,
relay (relays don't tend to pull in the punters) or have a mixture eg cross-country
for short & medium, norwegian for long.
5 Decide where the car park is to be.
6 Decide start times. No need to make too long. 1 hour should
7 Send preliminary details to Informal Events Fixtures Secretary.
Also write short publicity leaflet to put in the Epistle as loose leaf sheet.
Make sure it is all done in good time to get in the epistle prior to the event
by at least 2 weeks - if any doubt on timing make sure it is in the preceding
Fees: Junior/Senior £1/£2?. Pairs charge as one but add 50p for each
extra map. Check fees otech for latest prices.
8 Decide where registration, start and finish should be. It
is much easier if these are in the same place. It gets everyone together for
a chat and cuts down on manpower. You don't need more than one on each - if in
the same place, one person can just about do the lot.
9 Plan the courses. Use the following guidelines for X country
type event, 25 controls should be ample:
SHORT (White): 1.5 to 2.0 km. Very easy, routes entirely on
paths and tracks or across parkland. Controls on paths junctions, fences, walls.
Controls close together, preferably a control at each decision point, no route
MEDIUM (Orange): 3.0 to 3.5 km. Slightly harder. Controls mainly
on line features including streams, ditches. Routes possible mainly on paths
but giving possibility of quicker alternatives involving cutting through woods.
If point features used they should be prominent point features near significant
LONG (Green or Blue): 5.0 to 5.5 km. As technically hard as
the area will allow. Try to include some good legs including at least one long
leg. Use second master maps if necessary. In some small woods the best way to
make good use of the area is to use a Norwegian system - see later.
Do not hide kites. Try to avoid dangerous features or, if unavoidable, approach
from a safe angle.
Ask someone experienced to check your courses.
10 Obtain from store or from previous event:
kites - (codes on control and course description list) are preferable. Lollipop
controls are very easy to put out, don't get vandalised and are less costly when
stolen but they are less friendly for beginners - not so easy to see.
If using e-punching then Mike Pownall has the control boxes and dibbers, the
stakes and kites are kept in the store.
If not using e-punching then: -
Punches- one per control (you many not need them for the Long Course)
Stakes - lightweight - not needed if lollipop controls used
Map boards - two per course, two for any map corrections, two for 2nd master
maps if used
Map bags for master maps, control cards
Digital clock for finish from store, kitchen clock for start
Master map rain cover.
Orange drinks, O signs, Tape, First Aid Kit.
Registration/start/finish signs. Portable loo, if thought necessary
Foe electronic punching events see the O-tech sheet on EPOC
SI Equipment details (and informal events)
11 Attach punches to kites (non e-punching events only).
Fold inside kite to stop strings tangling.
12 Make a master control punched card for each course. Not
required for e-punching events.
13 Type control descriptions and print about 30 for each course. If
using OCAD maps then the descriptions should be on the map.
14 Master maps and map corrections: Draw up in red biro. Paste
on control description lists. Insert in plastic map bags. Mount on boards at
least twice as big as map. Control description sheets must be on master maps.
Produce two master maps each for medium and long courses - four of short course
so master maps can be taken to school minibuses and copied before start. Photocopy
map with all controls on to give after the event to control collecting volunteers. Not
required for e-punching events.
15 Arrange for a couple of experienced orienteers to be on hand
at the master maps to help beginners - Keith and Margaret Sykes have offered
their services but others would be happy to help. Not required
for e-punching events.
16 ON THE DAY: Put out the O signs and controls.
Set up registration, start, finish and orange - perhaps results display.
Registration. Record competitor details. Start-times - best allocated at the
start. Make sure you have a small float with change.
Competitor collects map at start.
Short course: Let competitors have their pre-marked map or copy the short course
before they start - hand it out at registration if necessary.
Start. Let people start when they want but keep competitors a minute aprt on
the same course.
Finish. Must man the finish in case of competitor injuries and to direct people
back to the car park if required.
Kites and punches: collect (or arrange for collection) all in as soon as all
17 Take all gear dry (particularly tents and kites) and clean
back to store and place carefully away.
18 Calculate results and send to Anthony to put on the web site.
Acknowledge landowners/tenants in the results.
19. Write thank you to landowners and tenants enclosing copies
of results. Update event file, including flyer, preliminary details if any, set
of courses and results, and return to Fixtures Secretary.
20 Four weeks after the event ring the Informal Events Fixtures
Secretary and volunteer to organise another event! Tell your friends how easy
The 'Norwegian' system can be used for a single course and is particularly useful
in making the most of a small wood for a long course which may need to cross
itself several times to get in good legs. The essential feature is that you only
give a leg at a time. At the start you give start to control one. At control
one you show controls 1 and 2 and so leg 1 to 2. It is not enough just to show
control 2. You also put on the map the control description of control 2. You
only need the relevant part of the map to show the leg but don't be too miserly.
It needs to be stuck onto a small piece of board and covered in clear film and
then the small board is hung at the control. The map should be clearly visible
to the incoming competitor. There are small special map boards in the store.
Make sure each segment of the map used has a north line drawn on it.
Mike Pownall 11/06/08