OD organiser’s cheat sheet for local events

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					               OD Organiser’s cheat sheet for Small Local Events:
By Iain Embrey     First issued 2008 updated March 2010 by John Bowman

                             Things to do                                When to
                                                                         do them by
Find out from whoever asked you to organise whether there is any         When first
information that needs to be published now: for example do you have a agreeing to
choice of car park?                                                      organise
Identify one or two people who would be willing to help you on the day 4 weeks
Obtain a map file for the area you are going to use.                     3 weeks
(Mike Hampton mikeghampton@tiscali.co.uk or Bruce Bryant
bruce.bryant@virgin.net are the people to contact)
Identify where the requisite equipment is and how you‟re going to get    3 weeks
hold of it
In particular you will need to know which emit unit codes you have
available,
Ask the organisers of the previous two events in the series (this should
be on the Droober site, www.octavian-droobers.org , alternatively
Graham and Liz Urquhart graham@urquhartg.freeserve.co.uk may
know what equipment is where.
See notes below.
Plan courses – either by hand or preferably using the club‟s Condes      2 weeks
license. Do the Control descriptions too - Junior ones should be on the
map sheet, if possible.
(condes 8 is downloadable at
http://www.condes.net/index.php?page=download club: Octavian
Droobers, registration code: LTFD-K96A-UFW9-CVAW)
See notes below.
Send map file to Alan Halliday for printing (alan@print5.co.uk)          2 weeks
You could look at some results from previous events in the series to get
an idea for map numbers – take your best estimate and add around 20%
for each course, and maybe have a contingency plan in the form of
around 10 blank maps. Waterproof paper saves so much bother as to
probably be advisable. You may also want a few all controls maps.
Get hold of the equipment you identified earlier – and check it‟s all of 7-4 days
what you need!
In particular charging the printer for 24hrs and ensuring that you have
enough paper for it can be good ideas.
Remind your helpers that they are helping, and let them know             7-4 days
when/where you want them
Decide who‟s going to do what on the day
Collect maps from Alan Halliday / print 5 / arrange delivery             7-4 days




On The Day (roughly chronologically)
Put out controls
This may take a lot longer than you anticipate – planting a stake, attaching a banner
and a unit will use up to 2 minutes even if you‟ve ordered your emit units before hand
(well worth doing), and you can‟t move that fast when carrying it all!
Set up shop
NB: there are always annoyingly eager people ready to start about half an hour before
you want them to
You will need a table (maybe a couple of chairs) with a supply of Emit cards, maps
(these could alternatively be at the start for orange and above), registration slips, spare
pens, entry record sheets (see bottom), a handful of float (pounds), an MTR
downloader with printer, oh, and some spare pens.
Helpers sashes should be making an appearance – if you end up with some please ask
people who look like they have a clue and a spare few minutes to put one on be
prepared to share their clue with any novices.
Operate shop
This will take more than one person at peak times;
Finishers need to obtain two splits printouts – one for yourself, and the other for them
to keep.
Collect controls: you may well be lucky enough to have volunteers to help – for
example the organisers of the next event in the series. (Have all-controls maps ready to
hand to these people so that you can quickly tell each of them which ones they need to
collect.)
If not it should be possible to designate some of the competitors who are being slow to
get changed as volunteers.
Don't forget to check that all the controls have been collected in. The last thing you
want is another trip to the area to fetch the control that someone missed.

The Aftermath
It will unfortunately be necessary to type up the results and send them to Paul Furness
paul.furness2@btinternet.com to put on the website, and Sue Hallett editor@octavian-
droobers.org for the Droober, and Karin Kirk karinkirk@frankton.org for her weekly
press articles.
It is normal to add a few choice words of your own for publication.
Also, Liz Phillips (OD Secretary) lizbeth.phillips@virgin.net will need to know the
names of any helpers (including your good self) who didn‟t run.
Trevor Simpson (OD Treasurer) simpsonth@ntlworld.com would quite like to know
how much cash you netted (minus float, and your own expenses – fuel etc), and will
make arrangements to relieve you of it. Alan charges for Maps directly to Trevor.
You should probably thank your helpers.
You should know that your club and your competitors are very, very grateful to you
for all the hard work that you put in, despite the fact that we probably won‟t quite get
round to saying so!
Thanks :)

Planning notes:
    If you are unsure what courses are normally planned ask the website (previous
      results), or your series co-ordinator:
          o Saturday mornings Bob Brandon robertbrandon06@aol.com
          o Summer evenings Sue Bicknell sue.bicknell@btopenworld.com
    Guidelines for planning can be found at:
           o General Planning (note in particular the “TD” tables at the end)
             http://www.britishorienteering.org.uk/downloads/documents/Appendices_BCo
             ursePLanning_000.pdf
           o Colour coded events planning (note in particular the “course details” table on
             page 3)
             http://www.britishorienteering.org.uk/downloads/documents/Regs_Guideline_
             A_Jan_07.pdf
           o A good but rather in depth planning handbook is found at
             http://www.britishorienteering.org.uk/downloads/documents/CoursePlanning.
             pdf
             There are particular sections which you may find useful – for example the
             “levels of technical difficulty” section pp19-20, and the examples especially
             pp43-46.

              Not forgetting Barry Elkington‟s very helpful series on planning White,
              Yellow, Orange, Light Green and Green / Blue courses, (originally published
              2007 & 2008 in Compass Sport)
              at:http://www.britishorienteering.org.uk/downloads/documents/Planning-
              Whitecourses.pdf (Just substitute the other colours in this for the other
              courses.)

      As part of planning you should complete a risk assessment of any site-specific risks
       and their mitigating factors/actions – guidance can be found at
       http://www.britishorienteering.org.uk/downloads/documents/RiskAssessmentForm.do
       c (note that you will leave the controller field blank)


Equipment notes - Thou shalt require:
   Emit units – around 25-35
   Yellow or Blue stakes to mount them on (unless using flat controls)- DON‟T LIFT
      THE BLUE ONES BY THE TOPS – THEY WILL SNAP!
   A control kite for each Emit unit (unless using flat controls) plus a few more for such
      things as marking the car park
   A handful of orienteering road arrows
   An OD Orienteering „Feather‟ if available, to show where Registration is.
   A table (or two, or some car boots)
   A chair (or two or some car seats)
   Emit cards probably two boxes (each has c. 50)
  Please count these beforehand and back in and record what you pass on… it‟s important
  to keep track of the cards due to their value, and if one of your competitors loses a hire
  card they are expected to pay for it – currently £51.
 An A4 sign to the effect of “Lost emit cards are charged at cost at £51”
 An A4 sign with course details
 A few more blank A4 sign wallets for miscellaneous purposes
 Some plastic bags for paper pieces in the event of rain /wind (and stones to hold them
  down)
 A couple of hundred registration slips – if you are running short of these please let
  Liz/Graham Urquhart know liz@urquhartg.freeserve.co.uk as the next organiser may be
  short
 An MTR emit reader and printer with charging cable and sufficient rolls of paper
  A first aid kit – you are NOT expected to use this if you don‟t know how to. Shouting
   “Help! – any first aiders?” might well get the desired response – if in doubt send for an
   ambulance.
THE ABOVE SHOULD ALL BE PASSED ON TO YOU BY THE PREVIOUS
ORGANISER, although if there has recently been a major event it may be more complicated,
check out the OD fixtures list on the OD website, and if necessary ask the Urquharts for
specific info.
Furthermore, Thou shalt require:
    MAPS
    Some float – say , 20x£1, and a fiver and a tenner as “there‟s always one”
    Some spare pens (there may be some in circulation with the other equipment – but
        you can never have too many)
    A few entry record sheets Each Emit box should come with a list of card nos on an A4
        sheet with your columns already on.
    The Club‟s set of spare Compasses and spare whistles for beginners who want to
        borrow them. (Make a note on the Registration Slip).


General FYI:
    Entry to small OD local events is usually Adults £2, Juniors and Students – free.
    Hiring an Emit card is £1 for all, including Juniors.
   An Emit card costs £51 to replace, and is payable by the loser. (controls are currently £45
   – so worth hunting for a little bit if they go missing :p)
    You are advised not to advertise that you‟ll look after car keys, and if asked mention
       “at your own risk”.
    If anything interesting happens it would be as well to fill in an incident report form;
       this can never do any harm and is a requirement of the BOF insurance that the below
       is submitted within a week of any “incident”
        http://www.britishorienteering.org.uk/downloads/documents/IncidentReportForm.doc
     If any of this doesn‟t make sense please ask Barry Elkington
      barry_elkington@uk.ibm.com for further advice.
Each Emit box should come with a list of card nos on an A4 sheet with your columns already
on.
ENTRY RECORD SHEET   Venue/Date:

Name                      Age Class   Club   Course Time

				
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