DOC ORGANISERS GUIDE

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DOC ORGANISERS GUIDE Powered By Docstoc
					                       DOC ORGANISER’S GUIDE
                     revised August 2004, contact & cancellation info updated June 2006

Normal club contacts
Event Scheduling                         Genevieve Webb                                        471-0127
Landowner Liaison                        Eunice McLeod                                         481-1804
Equipment & Caravan                      Dave Browning                                         455-6364
OCAD maps                                Barrie Foote email bfoote at clear dot net dot nz     454-4931

Treasurer                                Ben Ludgate/Jackie Wilson                             454-6436
ODT sports draw & results                Jennifer Hudson                                       454-4981
Southern Film (map printing)             John Skinner, Video Venue, 220 Main Rd, Green         488-4368
                                         Island email John at colourcopy dot com               021-231-2276
President (help in a crisis)             Myles Thayer                                          454-2385

Event-specific information
Venue
Date
Controller
Planner
Organiser
Multi-day coordinator (if applicable)
First start time (usually 11.30am)
Last start time (usually 1.00pm)
Course closure time (usually 3.00pm)
Details of next event (for noticeboard)


The different responsibilities of the Controller, Planner and Organiser
                                                        CONTROLLER          PLANNER          ORGANISER
Event coordination, map and control checking,               Y
decision to cancel or postpone event
H&S, S&R, deal with complaints & protests,                   Y
adjudicate on doubtful clipcard punches & DSQs
Approve collection of controls at end of Event               Y
Plan courses                                                                     Y
Prepare, copy, collect, bring to Event all maps &                                Y
control descriptions
Get advance Event info to Jennifer Hudson in time                                Y
for ODT & email (before the Monday)
Put out/bring in controls & tapes                                                Y
Set up/bring in Start Triangle, Master Maps                                      Y
Arrange and put out/bring in water on courses                                    Y
Arrange and put out/bring in water at finish                                                     Y
Get key, and tow caravan to & from event.                                                        Y
Put up/take down Orienteering road signs                                                         Y
Set up & take down noticeboards, tents, toilets,                                                 Y
start & finish areas
Arrange for people to staff the caravan and the                                                  Y
start & finish areas; supervise them
Calculate result times, check punches on cards,                                                  Y
display results at event. Compile and email results
(to Jennifer Hudson before 5.30pm)
Get money to Treasurer after event                                                               Y




                                                                 1
INTRODUCTION

Thank you for agreeing to organise at an event. Orienteering is very labour intensive. This booklet
will help you work towards a successful day with the Controller and Planner. For out of town
events, the club pays 25c/km to the person who tows the caravan to and from the map area. The
Organiser of an event is entitled to a free entry at that event (or on another day, if a multi-day
event). The Treasurer will also reimburse other expenses (e.g. small equipment purchases) on
submission of receipts.


ONE-TWO WEEKS BEFORE THE EVENT

1)   Make sure you have enough people to help you on the day. You will probably need at least
     four people all the time for normal club events (more for champs events or if start/finish areas
     are remote from the assembly area). The Planner and Controller have their own jobs to do and
     should not have to help.
2)   Find out from the Planner how many courses there will be and where the start, finish and
     assembly areas will be. Ask him/her about road signage, on/off road parking arrangements,
     tents and toilets. Ideally, get a sketch map from the Planner. Toilets are used for country, but
     not town, events. Discuss different options for dry/wet/windy weather.
3)   Contact the Equipment Person and check that the required equipment is in the Caravan (see
     Appendix A). There should be a cash float of about $30 in the caravan.
4)   Contact Jennifer Hudson to check that she will be in town on the day of the Event to email the
     results to non-club members and the ODT. If she won’t, make some alternative arrangements.
5)   It is your responsibility to arrange to tow the caravan to and from the event (these days it is
     parked outside the Equipment Person’s house at 91 Moana Crescent, Musselburgh). To move
     the caravan you will need the key which can be picked up from them. In an emergency,
     contact the club President.
6)   The Planner will bring the master maps, blank maps and control descriptions to the Event on
     the day.


ON THE DAY

Any decision to postpone or cancel an event is solely the responsibility of the Controller (to whom
any questions about this should be referred). Such a decision will usually only be made in cases of
inaccessibility of the event area (e.g. snow) or for safety concerns.

Setting up

1)   Put up directional signs such as “Orienteering Turnoff 1km” (stored in caravan) on the road
     close to the event so people will know where to go. The planner will advise on the number
     and position of these signs.
2)   You should arrive at the registration area at least two hours before the first start time,
     especially if there are separate start and finish areas, and toilets and tents to set up.
     Competitors will expect you to be ready for business at the caravan 30 minutes before the
     first start time.
3)   Get the blank maps, control descriptions and notices for the noticeboard from the Planner. Put
     up the notices on the notice boards. These should include the laminated control description
     key, and the notices supplied by the Planner (descriptions of courses and map corrections
     from Planner, Health & Safety, details of the next event).
4)   Set up the toilet if required (the plastic bag attaches under the seat and has the bottom cut
     open), the Start and Finish banners and their tables and chairs (tents if required).
                                                 2
5)   Synchronise the clocks, one for the start and one for the finish. It is a good idea to synchronise
     the clocks with your own watch.
6)   Put the first aid kit out in a prominent place, and a rubbish bag. Put out the water containers
     and cups near the finish (especially on hot days). The Planner is responsible for putting the
     water out on courses.
7)   Arrange the inside of the caravan (control cards, maps, descriptions, cash box, pens).
8)   Set up the Master Map area (tarpaulin in dry weather, tent in wet weather). Do the pens work?
     Check that the Planner puts the Master maps on the clipboards.


Registration in the Caravan

     Check float (should be about $30). Give out maps, control descriptions and different colour
     control cards as appropriate for each course (see Appendix B for special instructions for
     Schools League Events). Collect money. Ask competitors if they have a whistle and sell them
     one if not. Lend compasses if required. Direct newcomers to helpers, committee members or
     other experienced club members.

     Suggested card colours for courses
      COURSE               Long Red         Short Red    Orange   Long Yellow   Short Yellow    White
      CARD COLOUR          Purple           Blue         Orange   Yellow        Green           White

     Price list (August 2004)
      ITEM                                                                             PRICE ($ incl. GST)
      Club & OY events, wayfarers at Champs events
      DOC Members: One map for Adult / School age child                                         6.00 / 3.00
      DOC Members: Any number of maps for a family                                                   15.00
      Non-members: One map for Adult / School age child                                        10.00 / 5.00
      Non-members: Any number of maps for a family                                                   25.00
      University students: 20% discount on adult price,                                         4.80 / 8.00
      DOC Member / Non-member

      Summer Series & Schools League Events
      Non-members pay DOC members rates                                         DOC members rates above
      Whistles (not for loan)                                                                       2.00
      Compasses (loan for free, note name of borrower)                                      Not for sale

      Championships, Relays, Night-Os
      Generally pre-registration with special fees                                    Wayfarers see above

      General
      Plastic bags                                                                                    0.30
      Additional map (e.g. for second course)                                              Prices as above
      Second course using same map                                                              No charge
      Additional clipcard (e.g. for second course)                                                    0.50

Q: “Why is it so expensive?” A: high quality colour map; waterproof clipcard; NZOF event levy;
Controller, Organiser, Planner costs per Event; accumulated club funds go towards mapping and
remapping of areas.




Start Procedure (normal club and OY events)

1)   On a piece of paper make a start sheet on which to list start times, competitor names and their
     courses.
                                                3
2)     Marking the map is usually done as part of the event (after the start time).

3)     Ask each competitor if they have a whistle. If not, send them to the Caravan to buy one. Take
       the clip cards from each competitor and check that both parts are clearly filled in with full
       name, address, phone number and course (this is important for Health & Safety reasons).
       Allocate the start time (usually three minutes apart on each course). Check that School
       League entrants have filled in their school, year and grade. Return the main part of the
       clip card to the competitor and keep the stub.

4)     Give each competitor notice at 1 minute, at 30 seconds and at 10 seconds before his/her start.

5)     Indicate the start by blowing a whistle or calling out the exact start time.

6)     Send the clip card stubs to the caravan (not the finish) from time to time. After the last start
          take the start sheet to the caravan too.


Finish Procedure (normal club and OY events)

1)     At all times the person on the finish should be alert for finishing competitors. Do not be
       drawn into conversation only to miss a competitor finishing.
2)     The finishing time to the nearest second should be taken as the competitor crosses the finish
       line. Have a piece of paper to write this down immediately so you don't forget it. This is also
       useful if several competitors finish closely together. Write the finishers’ names on the sheet
       against their times.
3)     Collect each competitor’s clip card and write the finishing time in the appropriate box. Return
       the control cards to the caravan from time to time. A finisher can take them back for you.
4)     Note anything special the finisher tells you in writing on the back of the card, e.g. DNF (did
       not finish), clip in wrong box. This helps with results calculation.

Preliminary Results

     1) These are best done in the caravan, away from the action at the finish.
     2) As cards come in from the finish area to the caravan, calculate each competitor’s time. Write
        the time in the space provided on the cards. Transfer this time to the stubs that have come
        from the start (match the competitor’s name).
     3) Check that the punches are correct, either by comparing them with other cards from the
        same course, or against the master cards supplied by the Planner. Refer any doubtful cards
        to the Controller. Write MxC (missed x controls), DNF (did not finish) or DSQ (disqualified
        – definitely need’s the Controller’s sanction!) on the cards and the stubs of competitors who
        missed controls and check the arithmetic.
     4) The stubs can be stapled by course, and from fastest to slowest, on a string or fence. MxCs
        and DNFs go to the right of the slowest times.
     5) The Controller will want to know if there are any people remaining on the course, so it is
        important to keep the start list, finish list, clip cards and stubs handy.

Packing up

1)     Pack up the start, finish and assembly areas (basically everything you put out); control
       collection is the responsibility of the Planner. Take the batteries out of the clocks & leave the
       caravan in a tidy condition. Any clothing left behind should be put in the lost property box in

                                                    4
     the caravan. Notify the Equipment Person if any supplies need renewing or equipment needs
     repair.
2)   Be sure to bury the plastic bag with the toilet waste when filling in the toilet hole.
3)   If the club Treasurer is not at the event, leave a float of $30 in small change in the cash box
     and arrange to get the rest to the Treasurer.
4)   Collect the signs, return the caravan to 91 Moana Crescent and the key to the Equipment
     Person.


Back in town

1)   Order the stubs or control cards by course and by time. Type these into an email message. Be
     sure to include the day, event name (e.g. OY), and each course distance and climb. If you are
     on the Yahoo doc-members email list, email the message to doc-
     members_at_yahoogroups.com (if not, just email them to jhudson_at_xtra.co.nz and ask
     Jennifer to distribute them). Jennifer has to forward the results to the ODT by 5.30pm at the
     latest for inclusion in Monday’s sports results. She also sends them to the doc-announce (non-
     members) email list.
2)   Tell the Equipment Person of any breakages, required repairs or equipment-related
     suggestions.
3)   Some time during the week or two following the event, produce a report of the event for
     DOCument. Comments on all aspects are welcome. If there are matters regarding the event
     that the committee should consider please send these to the Secretary.

     If these instructions need amending, please contact
     Myles Thayer, 24 Chisholm Place, Dunedin.
     Email: thayer_at_paradise.net.nz Phone 454 2385.


     Note: because this file is posted on the DOC web site, the “@” in email addresses has been replaced with “_at_”
     as an anti-SPAM measure. You will need to re-insert the “@”.




                                                        5
APPENDIX A. Equipment needed for a club event

All these items should be in the caravan. Check with the Equipment Person in advance of the event.

On the way to the event:
       Direction signs. String & scissors (for attaching signs)

Assembly area:
      Notice Board with:-
              Map of the event area (from Planner)
              List of courses available (and grade requirements for schools league events)
              Control description charts & Notice of forthcoming events
      Toilet tent, pegs, ropes hammer & shovel
              Toilet box, seat & plastic bag
              Toilet paper & wipes or gel for hand washing

In the Caravan:
        Control descriptions and blank competitor maps (supplied by Planner)
        Clip cards - different colour for each course
        Cash box, $30 float, First Aid Kit & water for washing wounds.
        Compasses for loan - please record these in writing.
        Whistles & plastic bags for sale

Start area:
        2 two part poles, 2 ropes, 4 pegs, hammer and start banner
        Table and chair & paper to record start times
        Start box containing clock, pens and spare battery
        Tarpaulin & boards with elastic bands for master maps
        Boards with red pens attached for marking maps
        Tent (for wet weather)
        [[Master maps (2 for each course) are supplied by Planner]]

Finish area:
       2 two part poles, 2 ropes, 4 pegs, hammer and finish banner
       Table and chair & paper to record finish times
       Finish box containing clock, pens and spare battery
       Water container and cups




                                                  6
APPENDIX B. Organising at a Schools’ League event

Some events (e.g. in recent years at the Summer Series) are both normal club events and Schools
League events. The Planner and Controller know this and will have arranged appropriate courses.
School students, however, may turn up not knowing which course to run. This section will let you
help them.

Clip Cards

Please give the competitors a different coloured clip card from the rest of the orienteers if possible.

Courses

The planner will advise you which courses are for each grade. You will then have to make sure that
all competitors run the correct course. Please make sure that competitors know what grade they
should enter and then give them the appropriate course. Remind them to fill in the course and
school on their clip card and the butts.

Fees

All competitors pay the child rate, whether member or non-member.


Results

Please group Schools League results separately from the regular Club Members and into grades.
This applies to results “on the string” at the event, and in the email compilation.




                                                   7
EVENT CANCELLATION OR POSTPONEMENT
(added June 2006)

On the day
Events should not proceed in situations of bad or dangerous travel, weather and/or course
conditions. Cancelling or postponing an event is the sole responsibility of the Controller,
though he or she may consult others to come to a decision.

Most people will listen for the 9am Sunday cancellations on the radio. Cancellation
information should be sent ASAP to:

(1) The Planner and Organiser, if not already informed.

(2) radio station Newstalk ZB 1044AM (The Radio Network)
ph 474 8413 (newsroom), 474 8400 (office)
Email tm.dunedin at radionetwork dot co dot nz

(3) radio station More FM 97.4FM (Radioworks Otago)
ph 474 6673 (studio), 477 6934 (office)

(4) DOC Internet person (currently Nick Mortimer) for posting a notice on the website and
sending an email to members and nonmembers groups.
ph 027 688 2720

(5) Myles Thayer (ph 454-2385) and Jennifer Hudson (454-4981) who are general club
contacts.

Rescheduling
In discussing when to reschedule an event, the Planner and Controller should consult the
Events Coordinator (currently Genevieve Webb) to avoid clashes with other events, and
the Organiser to check his/her availability. If the event is rescheduled for just 1-2 weeks
later, the Planner should contact the Landowner about further access. If an event is
postponed for some weeks-months, the Landowner Access Coordinator (currently Eunice
McLeod) should be informed so that access can be renegotiated.




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