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Club Information Manual Section 2.3 Feb 2000

Orienteering Association of South Australia

Event Planning Workshop

Saturday 26th February 2000

Prepared by Robin and Adrian Uppill


Agenda

9.00 – 10.30 General Event Organisation Robin Uppill

Schedule Tasks Procedures Safety, Environmental When Things Go wrong

10.30 – 10.50 Morning Tea

10.50 – 11.00 Event Assembly Area Layouts Adrian Uppill11.00 – 11.15 Search and Rescue George Reeves11.15 – 11.45 Organising and Controlling from a Distance

Alison Radford11.45 – 12.15 Major Event Planning Jeffa Lyon

12.15 – 12.45 Lunch

12.45 – 1.15 Mountain Bike Orienteering Kay Haarsma1.15 – 1.30 Isosport Cup John Lyon1.30 – 1.45 Organising Activities for Schools Brian Wale1.45 – 2.15 Overprinting Maps – Plotter Phil Davill

OCAD Adrian Uppill2.15 – 2.30 Electronic Punching - SportIdent System

John Lyon


Table of Contents

EVENT TYPES 1

OASA PROGRAMME 1

INFORMATION RESOURCES AVAILABLE TO EVENT ORGANISINGGROUPS 1

Resource 1

LAND OWNERS 2

PRE-EVENT ORGANISATION 2

Preliminary Planning 2

Selecting Assembly-Start-Finish Areas 3

Maps 3Pre-existing Maps 3New Maps 4

Planning The Courses 4Procedure for Course Planning 4

Control Descriptions 5Availability 6Use of Computer Software 6

Map Marking 6Map Corrections 7Methods 7

Master Punch Cards 7

Water Controls 7

Equipment 8

Information Notices 8

Prepare Helpers Roster 11

Putting Out Controls 12

ON THE DAY TASKS 12


Signs to Events 12

Assembly Set-Up 12

Procedure for Competitors 13

Registration 15

Managing Novices 15

Map Marking and Start Procedure 15Start Procedure with Map Marking Immediately Prior to Start 16Self Start 16

Finish 16Control card checking 17

Results 17Distribution of Results After the Event 17

Control Collection 18

WHAT HAPPENS WHEN THINGS GO WRONG 19

Logistical Problems 19

Problems with Courses 19

OTHER TOPICS 19

Search and Rescue 19

Health and Safety 20During Event Planning 20During the Event 20Hot and Cold Weather Issues 20

Environmental Issues 21Phytophthora 22

Organising Major Events 22Time Lines 22Budgets 22Entry Forms 23Program Booklets/Start Lists 23


List of Appendices

1. Guidelines for Mapping2. OASA Search and Rescue Guidelines3. OASA Fire Risk Policy4. Planning Schedule (Uncontrolled Event)5. Example of planning schedule for State Championships6. Saturday Afternoon Events7. Event Layouts8. OCAD Course Printing9. Clue Sheets with Map Exchange10. Example Course Guidelines11. Sheet for Control Field Check

OASA Event Organisation Workshop February 26th

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Event Types

The nature and level of event organisation is dependent on event type, howeverthere are many activities common to all event categories. Hence the approach hereis to cover common aspects for the events on the OASA calendar, and then refer toadditional activities required for the major or more specialised events eg Badge,relays, State Championships.

The various clubs have different approaches to allocating personnel required, thesenotes indicate the tasks to be completed and give some indication of the numbersand background of personnel required, how they are allocated is up to the organisingbody.

OASA Programme

The OASA event programme is determined in the preceding year, with contributionsfrom all clubs and other interested people. Hence some aspects of events arepredetermined before the organising group is allocated. Because the full yearsprogramme is distributed at the beginning of the year, changes to details included inthe programme are not recommended.

Specific information included in the OASA programme of which organisers should beaware and factor into their planning, include

Event type eg OY, SST Contact name given for organising club or OASA Directions included Event start times

Information Resources Available to Event Organising Groups

Resource SourceOASA Event Guidelines OASA Web site (www.oasa.asn.au),

Technical OfficersOASA Course Planning Guidelines “ “OFA Rules for Foot Orienteering OFA Web site (see link from OASA site)

– technical sectionVarious Technical Articles OASA OASA Web site and past NewslettersPrevious event results Past OASA Newsletters and OASA Web

sitePrevious event courses ClubsProgramme Information OASA Annual ProgrammeExamples of Event PromotionalInformation

OASA Newsletters, Other Event EntryForms and Information

Previous event courses ClubsClub Guidelines and Notes Clubs


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Land Owners

Obtaining permission to use areas for orienteering is a shared responsibility betweenOASA and the clubs. Initial requests for the use of government land eg forests,national parks, are made by OASA. However finalising event permission withorganisations such SA Forestry and responsible officers for a particular national parkis the responsibility of the organisers.

When contacting land owners, information regarding the following needs to beobtained Out of bounds areas, permanent or temporary Sensitive areas which may be used under certain conditions Parking and access restrictions Seasonal restrictions Land owner requirements with respect to fires, dogs, smoking Land owner fees or levies Landowner requirements for camping if this is planned Any other landowner requests or conditions

Pre-event Organisation

Preliminary Planning

The major pre-event activity is course planning, but before this can be undertaken, anumber of preliminary activities are required. These will include

Land owner consultation (see above) Determine courses required for the type of event planned (see OASA Event

Guidelines) Determine map availability Plan event assembly, start and finish locations Determine the sequence of control numbers to be used for the event

For Sunday events comprising the main winter programmes, the activities listed areall necessary in order to advertise the event and provide additional information to thenewsletter. For pre-entry events, some of this information may be required beforeentry forms can be distributed.

Provision of information to the newsletter, although not essential for all winter Sundayevents which are not pre-entry, is recommended as it provides an opportunity foradditional event promotion on top of that included in the Annual Programme whichprovides the bare minimum of information. Some excellent examples are included inOASA newsletters over the last two years. The following information can be included Listing and details of available courses Extra facilities or activities which will be held Additional information on how to get to the event Information to entice the orienteer to come to your event Any restrictions eg on pets, fires etc Organiser’s name and contact details

Because of OASA newsletter closing dates and time taken for publication, completionof the above may be required more than two months before an event.


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Newsletter closing dates are 17/1, 17/3, 17/5, 17/7, 17/9 and 17/11 in any given year,with distribution about 3-4 weeks later.

Please abide by the closing dates for the newsletter.

Selecting Assembly-Start-Finish Areas

Before course planning can begin, the locations of the assembly start and finishareas, need to be determined. The necessary features of these will vary dependingon the event, but a number of common factors are important. Attempt to have apleasant and spacious assembly area, however the overriding factor is that the areaof the map adjacent to the start-finish areas must be suitable for the Very Easy andEasy courses, this will include a network of tracks or other well defined line featureswhich can form the core of these courses.

Other considerations include access under likely weather conditions (eg avoid dryweather only track access), adequate area for parking, attempt to avoid long walksby competitors to the assembly area, this is not enjoyable when the weather isinclement, and the presence of public facilities eg toilets, shelter sheds. For winterevents, try and avoid locations that are very exposed to the wind. In summer,evacuation routes in the event of fire may need to be considered. Close placementof parking, assembly and finish areas is conducive to the social interaction and post-mortem discussions so enjoyed by orienteers at an event.

The start can be slightly removed from the finish, even at normal Sunday events (seecomments with regard to map marking below), however this requires extra planningand resources if weather conditions are bad. In order to make best use of a map,starts are often some distance from the finish at major events, however the courseplanners should be required to justify long walks to the start particularly for the juniorand older age classes.

When designing layout and during subsequent course planning, don’t design coursesso that runners traverse the parking or assembly area during their course, thecourses should be kept out of these areas.

Safety is an issue for selecting assembly areas for street-park events, choose areaswith lower traffic volumes, and preferably with some off-street parking and theassembly area away from busy roads.

Maps

Pre-existing Maps

The majority of events are run on pre-existing maps, these may be either pre-printedor generated on demand from OCAD files. Where printed maps exist, preferenceshould be given to using these, as quality is superior, and this enables the mapowner to be recompensed for their costs relating to printing.

However with the advent of more maps drafted using OCAD and the reduced price ofdigital printing and colour photocopying, printing maps by one of the latter methodsoften with courses pre-marked, is now more common. When using maps prepared bythese methods, either for maps for which printed copies are not available, or because


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it is more convenient than using the printed copies, consideration needs to be givento the copyright owner of the map, and permission obtained before maps are copied.A copyright fee may be required by the map owner to help offset their mapping costs.

New Maps

New technical maps are generally prepared only for major events. However mostnew map production relates to smaller park-street-school maps. Many of these arenow being drafted using OCAD, enabling quality colour and black and white maps tobe produced. Basic guidelines for map production, relevant to all types of maps, areincluded as Appendix 1.

Planning The Courses

Principles of course planning are covered in details in the OASA “Course PlanningGuidelines”. The technical requirements for courses of different degrees of difficultyare outlined in the document referred to above, and the course requirements withrespect to winning times, climb, classes required etc, in the Event Guidelines. On themore administrative side, responsibilities of the course planners/event organisersinclude the following

1. The control stands and flags are correctly placed and the map gives a truepicture of the control surrounds.

2. The control descriptions are accurate and correspond to the map locations.3. The numbers on all the controls are correct and match the control descriptions for

all courses.4. The courses are printed correctly on all the maps (either master maps or pre-

marked maps where these are used)

Procedure for Course Planning

The actual planning of courses can be done in several ways Fix a copy of the map to a polystyrene or pin board, use pins for the controls and

pieces of string to mark the legs A set of clear overlays Directly onto maps or photocopies

Whilst planning the courses, the following needs to be undertaken

1. Determine course lengths for required courses – these are determined withreference to the required winning times for the courses to be planned. Kilometrerates for different course levels can generally be determined by reference to pastevent results for the same area. However if weather conditions are likely to beextreme, the course lengths will need to be modified appropriately.

2. Plan courses on “paper” – as you are doing this refer back to guidelines for thevarious degrees of course difficulty to ensure these are being followed. Consultwith others about your courses, depending on your level of experience andknowledge of the area.


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3. Course lengths are calculated as the length of the straight line from the start viaall the controls, deviating for physically impassable obstacles, prohibited areasand marked routes.

4. Planning water controls should be done during the initial course planning, ashaving these at accessible points can influence course design

5. Plan courses so that if possible they approach the finish from the same or similardirections, this enables easier management of finish.

6. Check course climb on paper before the field checking commences. Courseclimb is calculated by the total metres climbed on the route considered optimumby the course planner, and is expressed in metres. However in order to considerwhether climbs are appropriate they will need to be recalculated as a percentageof course distance, as climb should not normally exceed 4 % and should be lessfor moderate courses and older age classes.

7. Field checking is required to ensure layout of assembly area, start and finish aresuitable, to check the courses and the control sites, and to check for major mapchanges which will affect courses, as well as for hazardous features. Coursesshould not be designed in a way, which will encourage competitors to take routesthrough hazardous, or out of bounds areas. All control sites should be visitedprior to the event to confirm they are suitable and to obtain an accuratedescription. When taping the control site

Place a sufficient length of survey tape or a survey marker (plastic tag onwire) at the site where the control will be placed

Tapes should be marked with number of control marker planned for thesite

For control sites in public locations taping is not recommended Full details of control site description should be recorded whilst at the site

using a blank control description template Record any map corrections, which are relevant to the control site and

course. Some legs may need to be traversed to check feasibility and suitability

8. For events with a controller, the control sites will need to be visited and verifiedby the controller after the initial field check. If changes are required by thecontroller, then any new sites will need to be checked by both the course plannerand controller.

9. If changes are made to courses during field check, then distances and climb willneed to be re-calculated accordingly.

Control Descriptions

When courses are finalised, then final versions of control descriptions can beprepared. For cross country orienteering, these should be according to IOF ControlDescriptions – Australian Edition. For very easy and easy navigation courses controldescriptions should be provided in English. For moderate and hard navigationcourses, only symbolised control descriptions are required, although Englishdescriptions can be provided for moderate courses.

For street-park events held as part of the Summer and Saturday series, Englishcontrol descriptions are all that is required. However, attempt to provide the same


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information that would be provided if the IOF standard was used ie which feature,size of feature if appropriate, position of control with respect to feature etc.

Availability

At major events a complete list of all controls as well as listings for each course (anumerical listing is satisfactory if a master list is provided)

At other events, sufficient copies of control descriptions for each course should beavailable (preferably before competitor is required to register) so that each competitorcan have a copy from which to transfer details to control card, and if they wish, tapeto their blank map before map marking.

The sets of course control descriptions can be easily managed if they are all nailed toa board, and made available along with the control cards.

Use of Computer Software

The use of computer programs, “CONDES” and “Event Organiser” facilitates thepreparation of control descriptions. In order to minimise errors, prepare master listsof all the controls and when this is correct, use to prepare individual coursedescriptions. Unfortunately Event Organiser does not work via a master list, howeverby simply calling a course “Master” and using this to enter all controls, this willachieve the same objective. A second snag however arises in that there is alimitation to the number of controls which can be entered on a course, somewhere inthe 30’s. So more than one “Master Course” may be required.

Occasional courses require a map exchange, preparation of clue descriptions in thisinstance is described in the January 2000 edition of the “SA Orienteer”.

Map Marking

Preparation of maps with courses must be of the same style whether the mapsrepresent master maps from which competitors will copy their course, or whethermaps are pre-marked.

However before marking any courses, master maps with all controls should beprepared, showing control numbers. As well as forming masters for placing andcollection of controls, these may be used as a final check that very close controls, inparticular if they are on similar features, do not have consecutive numbers.

Specifications

Start – marked by an equilateral triangle, 7 mm sides, with one apex pointing towardthe first controlControls – marked by circles, 5 – 6 mm diameter, leave gaps in circle where it wouldobscure crucial informationControl numbers – upright on the map ie read from the southFinish – two concentric circles, 5 and 7 mmConnecting lines – straight lines between control circles, but leave gaps if theyobscure important detailMarked routes – by dashed lines


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Out of bounds areas – if not printed on map, show by purple vertical lines, note thatroutes should not be shown crossing out of bounds areasCompulsory crossing points – shown by two purple arcs ﴿ ﴾Dangerous areas – show in purple cross hatchingForbidden route – mark purple crosses along route eg a railway lineColours – maps which are to be used as master maps for competitor map markingshould be marked in purple pens/ink,

A course control description list should be placed on any master maps used bycompetitors for map marking, and on the front of pre-marked maps.

Generally two master maps will be required for most courses, although the longesthard courses generally only requires one.

Map Corrections

These should be displayed on a map or set of maps at registration, and also markedon master maps of those courses which they affect.

Methods

Courses may be Hand-drawn Printed with plotter Overprinted professionally Drawn onto digital map with OCAD and then printed or copied as part of the map

The latter method must be used with care, as using colour printers and copiersresults in the purple course symbols totally blocking out underlying symbols. Henceextra care must be taken to ensure important detail is not obscured by control circlesand course lines.

Maps for the Easy and Very Easy Courses

These courses should be pre-marked at cross-country Sunday events. Refer toprevious events to determine the approximate number to be marked, but have aprocedure ready if more maps are required on the day.

Master Punch Cards

Sets of punch cards with control markings for each course are required for finishchecking. These can be prepared by punching a set of cards with appropriatecontrols prior to controls being set out. Alternatively the computer software used forcontrol description preparation, has facilities for entering punch codes, and therebygenerating master punch cards.

Water Controls

Drinking water shall be provided on courses at intervals of no more than 20 mins(based on expected winning times) if the temperature is to exceed 20° C, or at 30mins if the temperature will be less. This means that courses with expected winning


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times of more than 30 minutes (or 20 minutes in warmer weather) require drinkstations.

The volume of water should be such that 200-300 ml of water should be available percompetitor passing through the drinks point. Hence for events which are not pre-entry, some estimate of likely participation is required in order to calculate how muchwater is required at each water control.

Competitors are being encouraged to carry their own water and cups on courses,however this does not mean that organisers should not provide sufficient water forthe number of competitors expected at any drinks point.

Drinks should be at controls or at compulsory crossing points.

Equipment

Each club has a set of necessary equipment, this should be checked before the daythe event eg for the following are generally required for Sunday events. All required controls are available, and there are sufficient control flags Sufficient punch cards are available Sufficient water containers are available Clocks are working Pens (Blue, purple and red) for map and control card marking are working Toilet paper and soap are available Cash float for registration Information to distribute to newcomers eg Event Programme, copies of most

recent OASA newsletter, general information on orienteering Tents, tables, chairs, toilet tent if required First Aid Kit Road signs and other signage Start sheets if used Compasses for hire

(Hand washing facilities should be available where toilets are provided)

Equipment used can be minimised for Saturday afternoon and Summer Seriesevents, however road signs to the event, and a banner or prominent sign to advertisethe event start are essential. Other equipment required is table for map marking,pens, clock, information for newcomers (programme etc), cash float. Although theseevents should be run with minimal equipment, remember that minor events in parksetc often present a more public face of orienteering than many Sunday events, so itshould be obvious who you are, and the event must appear organised and wellmanaged.

Information Notices

Prior to the event, a set of notices must be prepared to convey information regardingcourses and other necessary data to competitors.

For courses this should take the following format on a course information board –


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Course information should be standardised as per the table below "TODAYSCOURSES", which is the minimum information that orienteers require in order toselect a course. Course notes should alert participants to vital information such asmap corrections, danger areas, safety bearings, etc. An additional column listing'Time for Most Finishers' or “Likely Range of Times” would be useful especially fornew orienteers.

An A3 sheet is suggested as the preferred minimum size for this information,however A4 is acceptable provided the writing is large enough. A 'CourseInformation' board is ideal.


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Example of Necessary Course Information (minimum).

Extra information on navigational difficulty can be provided, especially at eventswhere newcomers/irregular orienteers are likely to be present. This could includenoting which courses require a compass (Moderate and Hard), the fact that Easy andVery Easy Courses largely follow tracks etc.

TODAYS COURSES----------------------------------------------------------------------------------COURSE NAVIGATION LENGTH CLIMB

DIFFICULTY km metres----------------------------------------------------------------------------------1 VERY EASY 1.5 352 EASY 2.5 653 MODERATE 3.2 904 MODERATE 4.2 1155 HARD 3.0 1056 HARD 4.4 1357 HARD 6.6 1558 HARD 8.4 205----------------------------------------------------------------------------------Course Notes: Map corrections ****Essential

Safety bearing ****EssentialDanger areas ****Essential

Last start is 1.00 pmCourse closure time is 2.30pm – please return to the finish by this time even if

you have not finished your course

Please carry a whistle for your own safety - the distress signal is 6 short blasts,repeated at 10 second intervals

Other information which may be required may include Maps showing map corrections Information on event layout Directions to start Special instructions eg regarding restricted areas, start procedure


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Event Fees

OASA specifies maximum event fees for Sunday events as follows (2000)

Members Family Senior(>20) Junior(<20)Major events (OY) $19.00 $7.00 $5.00Others $14.00 $5.00 $4.00Badge and Championships – as per entry forms

Non-Members Family Senior(>20) Junior(<20)Major events (OY) $28.00 $10.00 $7.00Others $21.00 $8.00 $6.00

Note Junior rates apply to all participants irrespective of age for the Very Easy andEasy Courses (usually Courses 1 and 2).

Levies to be paid to OASA(these are to be included in event fees)

Badge and SA Championships OASA + OFA $3.50 + $1.50OY OASA $1.50Other Sunday events OASA $1.00Other – Relay, Night OASA $1.00MTBO OASA $3.00 (to cover additional

insurance)

Forest and other leviesAs specified by appropriate organisation, in addition to event fees.

Prepare Helpers Roster

The number of helpers required will depend on the type of event, however the tasksto be considered include

Putting out controls and water- usually undertaken by course planner with assistance as required

Set up of registration, start, finish and toilets as required- best done on morning of event (theft, tents blowing over are an issue if tents

erected the day before)Registration

- usually two people are required initially, but one only thereafterHelpers to assist newcomers

- depends on event location, for more distant events generally not required,but for close to Adelaide events or events at which significant newcomers areexpected, these people may need to be availableStart

- can generally be managed by one personFinish

- Initially only one person, two for middle period and then one to catch latefinishersControl Collection

- the more the better


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At all except major events, if similar systems are used, and most of the work is doneby participants especially those who are regular, then we can minimise number ofhelpers required (see more below on running the event).

Putting Out Controls

Most controls and water containers can be put out on the day prior to the event, forSunday morning events at least, except for those in areas which have a lot of publicuse.

The controls are usually placed by a combination of the course planner with someother helpers as required. The control should be placed where the tape or markeridentifying the control site is. Placing controls by a different person from the onewhom originally taped the control site represents good check on the control’sposition. If someone places the control other than that who originally placed the tapeand the tape cannot be located, the original person should be consulted to check thecorrect position before putting out the control.

The control should also be placed with reference to the control description, and onceplaced its number and visibility checked. For controls on line features or contourfeatures, the control should be visible from all direction. The visibility should also beas the runner would infer it from the map (eg control may have green on one sideand white on another hence would be more difficult to see form the green approachside). The control should not be hidden, when the competitor reaches the control sitethey shouldn’t have to search for the flag eg if the control site is relatively easy, don’ttry and make it harder by hiding the control behind a tree or bush. After you haveplaced control, step back and check that it has the required visibility.

For controlled events, the controller should visit all control sites once controls havebeen placed.

On the Day Tasks

Signs to Events

Adequate direction signs, commencing at location as in Event Programme areusually placed on the day of the event. Preferably use signs with the wordorienteering, this is more explicit for newcomers than the “O” symbol type sign(although these are described in the programme). At turn offs requiring vehicle toslow significantly use warning signs e.g. “O-turn 400m”. For roads crossing theevent area, put out signs warning drivers that runners may be on the road.

Where required, identify gates that must be shut (or alternatively left open).

Assembly Set-Up

The assembly area is where competitors come when they first arrive at an event,usually to get information about the event, get maps and control description forchosen course, register and pay their event fees. Hence event information needs to


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be clearly displayed, so that the regular orienteer can choose their desired course,and the procedure to be followed and sources of help, are obvious to novices.

A simple efficient registration process allows competitors to concentrate on theircourse, rather than being frustrated by inefficiencies in registration, information orstart procedures.

Generally competitors start arriving ready to register about 30 minutes before the firstnominated start time, hence the assembly area should be set up by this time. Thetime required to set up the assembly area will depend on weather conditions and thenumber of helpers, however the tasks required include registration tables for helpers and competitors to fill in cards registration tent for wet or very cold days registration banner put up all information boards, maps with map corrections put out control cards and clue sheets for competitors toilet tent, washing basin with soap, signs if required start banner tables with maps for map marking tent for map marking if weather inclement finish banner, this should be positioned so it is obvious to incoming runners tent for finish if weather inclement any other necessary signs eg to start, areas excluded from parking results display

The above seems a long list, however with a little planning of the requirements to suitboth the type of event and the weather conditions, the task shouldn’t be too onerous.The essential requirements are that all banners and signs are obvious, and thatlayout has been designed to separate parking, registration, start and finishers asdescribed in the initial event planning requirements.

Procedure for Competitors

The following represents an example of basic instructions to be given and startprocedure to be followed for Sunday cross country events (and any other events atthe organisers discretion). However please use common sense if circumstancesrequire variations from this (eg 4 mins is likely to be inadequate for map marking dueto lots of controls on a detailed map, or weather and event layout require changes).


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INFORMATION FOR PARTICIPANTS

1 SELECT COURSE - see Course Information details

2 COLLECT CLUE DESCRIPTION SHEET FOR COURSE SELECTED

3 FILL IN CONTROL CARD (name, address & course, but not start time)

4 REGISTER, PAY EVENT FEE & COLLECT MAP

Schedule of fees according to OASA program(plus landowners levies etc)

5 WHEN READY GO TO THE START

6 AT THE START

1 Select & enter your start time on time sheet2 Mark start time on both parts of your control card3 Hand tear-off part to starter4 Pre Start - 4 minutes to mark map from nominated start time5 Start when directed

7 RETURN TO FINISH BY COURSE CLOSURE TIME


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Registration

The registration should be open around 30 minutes before the first start time.

The main role is to issue maps, collect event fees, loan compasses if required, and toget address slips from control cards. Those belonging to newcomers should beretained for follow-up.

Some essential information on card should be checked, including registration number of vehicle (to assist with checking for presumed missing

competitors) club/membership status address details for newcomers age class for OY events

Generally it is up to the competitor to ensure they have filled in all the otherinformation before they get to the start.

Remember that junior rates are charged to all competitors doing the Easy and VeryEasy Courses.

Managing Novices

Every effort should be made to make newcomers feel welcome.

Newcomers may need assistance in choosing courses, filling out cards andinterpreting control descriptions, as well as being given a basic introduction toorienteering. In addition, personnel should be available to review course withnewcomers when they return.

Novices with no previous experience at orienteering or other map reading /bushwalking/use of compass activities should be directed toward the Easy and Very Easycourses. If they complete these and desire something more challenging, a shortmoderate course can be offered at a reduced event fee. This also has the advantagethat they are issued with a pre-marked map for their first course, and hence don’trequire help with map marking.

Newcomers should also be issued with information about orienteering, including theEvent Programme, general brochures on orienteering (do we need to up date these),and possibly copies of the most recent newsletter (could newsletter editor supply ateach event).

Map Marking and Start Procedure

This is preferably done at the start when competitors are ready to start. Thisminimises pressure on newcomers in having to decide start times before they reready to start and have had time to familiarise themselves with the map and theprocedures. It also minimises changes to start times by the more regular orienteersbecause they have miscalculated time to get ready and do a warm up (either too littleor too much) or because they become side tracked at the registration.


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Start/Finish slips can then be collected by the starter, and batches periodically sent tothe finish area, usually a loose “body” is around to do this.

For the more competitive events eg OY, map marking should be done immediatelybefore starting using the procedure outlined below, for less competitive events, theprocedure can be decided by the organiser. By having map marking at the start, thecompetitor will have less time to study the course, than if it is at registration. Thechallenge of orienteering is to make decisions whilst on the course, and hence not tohave sufficient time before starting to study the course and plan your route.

This will not apply to competitors doing Easy and Very Easy Courses (this will includemost newcomers) as these maps are pre-marked.

Start Procedure with Map Marking Immediately Prior to Start

Pre-start – 4 minutes to mark map from nominated start time, this should beadequate in most cases (allow a longer time if necessary on detailed maps and forcourses with many controls). Those with pre-marked maps will just wait for 4minutes.

Pre-marked maps should still be provided for the easy and very easy courses as aminimum. For other courses use the following

1. Have three clocks for an event, one set at normal time, the other two 4 minutesbehind.

2. Use the faster clock at the pre-start, when this clock is at competitors start time,they commence map marking. When finished they wait for the start signal fromstarter.

3. Have one of the 4 minute delay clocks at the start triangle. When competitorstime is reached on this they start as directed by starter.

4. At the finish have the second 4 minute delay clock, this is synchronised with timecompetitor started.

Self Start

At minor events eg street – park events for Saturdays, Summer Series, Wednesdayevents, using a self - start minimises the helpers required. A large clock is requiredat the start, visible to starters, so they can start themselves at the appropriate time.A container can be provided for start/finish slips.

For promotional events at which significant numbers of newcomers are required, astart/finish person is required.

Finish

The Finish banner should be visible to finishers from their direction of approach. Byseparating this finish slightly from assembly/results/registration area, this will beeasier to achieve. The finish staff should place themselves so that approachingfinishers are visible to them.

When times are to be recorded manually, the finish clock should be digital to makerecording of times easier.


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At normal events, two people can generally manage finish during busiest period,tasks are Record times of finishers on control card Transfer to finish slip and calculate elapsed time Check control card against appropriate master

Control card checking

In general the rules with respect to punch marks are relatively flexible as follows At least part of the mark must be in the appropriate box for this control or in an

empty reserve box One mistake per competitor is acceptable eg marking outside the box or jumping

a box provided all markings can be clearly identified If a control marking is missing or unidentifiable, a finish can still be recorded if it

can be established by other means that the competitor visited the control, or thatthe problem is not the fault of the competitor

If it can be established that the competitor visited all the controls then a finish timeshould be given.

Results

Generally all competitors on a course are grouped in order, or sometimes separatedinto male and female.

Should a non-competitive or walking class be established for each course?

Distribution of Results After the Event

1. For newspaper publication

The following procedure is requested -Club event organiser to phone results to publicity officer by 8pm (Sundaynight). This enables results to be formatted in a consistent manner forlodging with the Advertiser on Mondays, so that they will be consistentlypublished on a Tuesday.

Format

Course lengths First/second/third for each course with initial and surname Use the following categories

junior boys/ junior girls/ adults women/adults men. a maximum of 12 names per courseNB Junior results are only published weekly (so MUST lodge these onMondays)


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2. For SA Orienteer

Results should be in single columns, similar to below as for the WEB page format, aseither WORD or a simple text file (eg from Wordpad). Use commas or tab-delimitersbetween name, club and time etc. As the results will be re-formated to fit thenewsletter layout, fancy formatting is not necessary, as it will not be used. Alsoinclude course details (number, distance, climb, number of controls), plus a generalevent summary if possible.

3. For OASA Web Site

The results should be in an Excel spread sheet or Microsoft word.

If in Word, the columns should be separated using tabs not spaces.

It does not matter if the results do not line up visually as Webmaster will re-formatthem using tabs as separators. Otherwise just separate the results for eachcompetitor using a single space.

i.e.1. Garry Harris TJ 34.192. Phil Stockel WA 34.403. Richard Hallett YA 38.394. Colin Dodd OH 46.425. Sue Millard N/C TT 50.006. Robert Laidlaw TT 50.03

Include details of courses.

4. For OY events

As above but where provided on control card result slip, please include the age classof the competitor, this may enable grouping of results by age classes. Also separateresults into to men and women.

Control Collection

Control collection can commence at course closure time, or earlier for courses onwhich all competitors have finished.

The more helpers involved in this task the faster it will be completed. The use of theprepared master maps with all controls will assist with planning. For safety reasonsand to assist management of the task, a map should be kept at the assembly area orwith a coordinator who remains there, showing who is collecting which controls, andfor checking of controls as they are returned.

The process may change if there are competitors who are significantly overdueresulting in the initiation of a search (see Search and Rescue below)


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What Happens when Things Go Wrong

Logistical Problems

Unforseen access issues or problems resulting from wet weather are the most likelyproblems. Problems due to access resulting from weather conditions are likely to belast minute happenings, and will not generally permit a major reorganisation of theevent. Hence choosing appropriate parking and assembly areas to take into accountseasonal conditions will minimise the latter.

However reviews of past results indicates that cold/wet winter weather willsignificantly impact on the number of participants.

Logistical issues due to land-holder requirements or changes can only be managedon a case by case basis. At the worst case it may require event cancellation, totalrevamp of courses. Depending on the situation (cancellation, change in directions),notification to the following may be required OASA Webmaster Information for Coopers Guide in the Advertiser Email distribution Newsletter depending on timing

Problems with Courses

Hopefully with adequate planning and checks the following problems will not occur,but some consideration needs to be given in advance as to how to solve possibleproblems.

These problems may include Misplaced control Incorrect control number Control placements considered unfair by competitors

Generally the first two are only brought to organisers attention when competitorsreturn and indicate there is a problem. If so this should be rectified where possibleand practical. Consider giving a time credit to disadvantaged competitors, but eachcase needs to be considered on its merits.

The third case may arise if two nearby controls have been placed on similar featuresand have similar numbers, and a competitor miss-punches. This situation is againstthe spirit of fairness, and the miss-punch should probably be allowed.

Other Topics

Search and Rescue

The organisers of event need to ascertain that all competitors have been accountedfor at the conclusion of the event. The OASA Search and Rescue Guidelines areincluded as an Appendix 2, to assist with both minimising the risk and reducing


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outcomes of orienteers becoming lost, ascertaining if all competitors have returned,and search and rescue procedures.

Health and Safety

During Event Planning

Some mention as been made above of issues which organisers and course plannersneed to consider during the planning of an event eg avoiding hazardous areas,encouraging competitors to carry a whistle etc.

However the course planner also needs to be cognisant of their own safety whilstfield checking courses. This should include the following Undertake your activities in a manner appropriate for the weather conditions Take a whistle and compass If working alone, leave a map with a responsible person about where you will be,

plus expected time of return If working with others, know where each other will be working, expected time to

meet etc

During the Event

Preventative measures to minimise the likelihood of missing competitors during anevent have been outlined within Appendix 2.

The avoidance and notification of hazardous areas has been noted under the EventPlanning stage.

Drinking Water

The provision of drinking water has been discussed under planning the event.

OFA Guidelines with respect to the types of drink containers and the provision ofcups, are included in Appendix 4 of the OFA Rules for Foot Orienteering.

OASA Is currently encouraging competitors to provide either their own cups or carrytheir own water.

Hot and Cold Weather Issues

OASA has adopted the Sport Medicines Australia – SA Branch “Guidelines forCancelling or Modifying Sporting events during Hot Weather” to apply to orienteeringevents run by OASA and its affiliated clubs. Further copies can be obtained fromSports Medicine Australia, phone 8234 6369.

The main points to note in these guidelines are : Young children (<13), older participants (>40) and those with predisposed

medical conditions, are less able to cope with exercise in hot conditions Adequate water needs to be consumed, before, during and after any sporting

activity. In particular during the event, water should be available at no greater


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than 15-20 minute intervals, and this time should relate to slower participants notthe faster

Participants should be encouraged to reduce the intensity of their effort Both the temperature and humidity need to be considered (see reference to Wet-

Bulb Globe Temperature in brochure)

As a result of these guidelines, OASA has recommended that if the temperature ofthe event will be > 35° C, then the event may continue but will become non-competitive. This means that there will be no timing, and mass starts, whichencourage competition, should not occur. In addition course lengths can be reducedand planned longer courses may be cancelled. In addition, more water points mayneed to be provided.Information on expected temperature and other weather information eg Wet-BulbGlobe Temperature, can be obtained from the Bureau of Meteorology, phone 83662696, or use their METFAX details of which are in the guideline brochure.

Hot weather may also result in fire bans in the event area, if so the event should becancelled. When planning events in the fire ban season (November – April) in forestareas, possible evacuation routes should be considered in planning assembly areaseg avoid location on north sides and tops of ridges, have more than one possibleevacuation route, don’t use dead end locations for assembly areas. For OASA Firepolicy see Appendix 3.

During very cold weather, the impact on a person of them becoming lost and/orinjured may result in hypothermia.. Competitors should act responsibly and wearappropriate clothing eg thermal tops, and organisers could highlight the need forappropriate clothing to competitors (eg in event notices). Space blankets should beincluded in first aid kits.

Environmental Issues

Refer to Appendix 7 of the OFA Rules for Foot Orienteering

The OFA and its member associations are committed to ensuring that orienteering isconducted in a manner that is environmentally sound and in accordance withlandowner requirements. Organisers need to be aware of the OFA policy and themeans by which it will be implemented. Some points to be noted include All rubbish should be removed from the area after the event Secure permission to use pit toilets, portable toilets may be required in some

areas Assembly areas should be selected to minimise impact on vegetation Ensure roads and access routes are appropriate for the expected number of

vehicles and weather conditions Respect the rights of other users of the area Vehicles should not be parked in long grass if there is a risk of fire caused by hot

exhausts Minimise the impact of the event on wildlife and stock, and abide by landholders

requests with respect to their stock Property owners rights with respect to modes of crossing fences should be

adhered to


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Phytophthora

This soil borne fungus affects the roots and trunks of some plant species, and mayeventually cause the death of the host plant. It has been recorded in the Mount LoftyRanges, Fleurieu Peninsula and Kangaroo Island, and is able to grow in areas wherethe annual rainfall exceeds 500mm. Phytophthora has no cure, and there is no wayof stopping its spread through an infested area.

The fungal spores can be spread in soil transferred on vehicle tyres, shoes, campinggear etc. Hence in order to minimise its dispersal, orienteers should Wash their shoes after an event Follow any warning signs particularly with respect to vehicle and off road

movement Use any wash down stations Clean tent pegs, spades etc in areas known to be affected before departing

Organising Major Events

Time Lines

A more detailed event schedule covering a greater range of tasks needs to beprepared for major events.

An example for a previous state championships is included as Appendix 5.

Budgets

For major events budgets are required. The event schedule will assist in identifyingcost items. Individual organising bodies need to determine how event fees and otherincome will cover much of the total event (including mapping) costs. This will thenpartly govern the level of event fees to be set.

The major cost items will be Mapping Printing and overprinting maps Badges and other prizes Map bags Printing of programme and results Any other printing costs eg promotional material Cost of distribution programme and results Organisers expenses eg travel Equipment purchases Equipment hire Communication systems Electronic control systems Presentations to landowners Landowner fees


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Entry Forms

Information including on event entry forms may include the following A brief description of the location of the event] A brief description of the terrain and map including scale Listing of available classes and navigational difficulty of each Any general information necessary to assist competitors eg child minding Space for contact details of entrant Table for all entrants to enter name, club, preferred class, year of birth Details of event fees Details of closing date, late fees etc Information on availability of split start times Details regarding payment method, mailing address for entry forms Information regarding associated events and payment required eg social

functions

Program Booklets/Start Lists

Information which may need to be included in an event programme includes Technical Information covering details regarding any variations from OFA rules,

control card distribution, control description distribution, start procedure includinglate starts, manned control (if any) procedure, punching, procedure forcomplaints/protests

Safety information including safety bearing, use of whistles Road directions including time required to travel to event Parking layout General layout of assembly, finish area etc Location of starts, time required to get to start Map details including name, scale, contour interval Map notes Facilities available eg catering Course closure information Listing of courses and classes Landowner details and requirements Any other general information eg weather

In addition competitors are to be supplied with Control cards Complete control description list plus control listing (can be by number only),

length and climb for each courseThis may be distributed with programme, or collected by competitors at the eventregistration.


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Appendix 1

OASA MAPPING REQUIREMENTS AND COPYRIGHT

Technical standardsMapped to IOF Standard Symbols – Australian edition

OCAD symbol set available from OASA Technical OfficerAdditional symbols to be approved by OASA Technical OfficerTo be drafted using OCAD 5.0 or later versionsSymbol size & line thickness

1:15000 IOF minimum symbol size & line thickness asper OCAD settings

1: <=10000 Minimum of 150% OCAD settingsMap to include

TitleClub name and or logoLegendContour intervalScale ie 1:10 000 and Bar scaleNorth lines & arrow headsCredits & acknowledgments

Base mapFieldworkCartographyLandowner if applicableFunding & sponsorship (check with Kay)

Orienteering Association of South AustraliaCopyright symbol, map owner and date

‘On completion’ of mapping and paymentField checking may be required as necessary‘On completion’ hard copy of map to be approved by OASA Technical

Officer or Club representative prior to final payment for mapping &cartographyOCAD file (map name.ocd) be provided to Club Mapping Officer or similar. Ifan OASA map, to the Technical Officers.

Clubs/OASA holds copyright in mapsCopyright belongs to the Club/OASAThe Club/OASA should be sensitive to the mapper’s original works

The original mapper should in the first instance be offered the opportunity toundertake updates and changes as required. When significant updates/changes aremade to a map, the date and the mappers name (if not the original mapper) shouldbe noted on the map.


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Appendix 2

OASA RECOMMENDED SEARCH PROCEDURES

PREVENTATIVE MEASURES

In order to minimise the chances of a competitor being lost or to assist in the locationof a lost or injured person, the following measures should be implemented:

a) The responsible club shall nominate a senior person as the SearchController, preferably the Organiser. The Search Controller shall be thesole organiser of the search unless relieved by the “Authorities”.

b) Safety bearings should be given at all events for all courses..c) Competitors should be encouraged to carry a whistle all the time. They

should be made aware that the whistle will also assist in finding their locationin the case of an injury, and instructions should given that orienteers findingan injured person during their run, must immediately abandon their courseand render assistance.Whistles must be compulsory at night events and a 'no whistle, no start' policymust be strictly adhered to.In remote areas (eg World’s End) a compass should also be carried even if itis not intended to be used for normal orienteering).

d) The course closure time must be advertised at all events and orienteers mustbe informed that at that time they must abandon their course and return to theassembly area.

e) If attending an event alone, the orienteer must give their vehicle number ontheir registration slip. Groups must ensure that their party is complete beforeleaving the event site.

f) All orienteers (especially novices), must be instructed to report to the Finish,whether having completed the course or not.

g) Organisers must be aware of the nearest available telephone location andcontact number for the Police etc.

n.b. The Police shall always be the first point of contact if outside assistanceis required.

h) The map reference of the search control point must be known and supplied tothe police if their assistance is required. The S.A. Department of Lands',1:50000 maps shall be used.

INSTRUCTIONS TO CONTROL COLLECTORS

Control collectors should look out for overdue competitors and advise them to returnimmediately to the assembly area by the most appropriate route. Instructcompetitors to abandon their course even if not "lost". Offer guidance oraccompaniment if the person is distressed or disoriented.


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COMMENCEMENT OF SEARCH (EARLY)

If a competitor (especially an early starter) is reported overdue, the Search Controllershall decide in view of the course length, weather conditions, time overdue andparticularly the age and experience of the competitor, if an early search shouldcommence. The Search Controller will be particularly influenced in this decision ifthe number of competitors on the course is low, or if the report is made after 1 pmand no further competitors are going out on the course. In this regard it is importantfor Finish officials to monitor overdue competitors and to inform the Search Controllerany concern at the earliest reasonable time.

COMMENCEMENT OF SEARCH (LATEST POSSIBLE TIME)

A search must, at the latest, be commenced ONE HOUR after the nominated time forcontrol pick-up, though a shorter time must be considered for a late starting event,cold wet conditions, overcast etc. Typically, this will be 4 pm or 3.30 pm under poorconditions. It should be understood that the mounting of a search then has priorityover the normal closure of an event eg. removal of tents etc.

INITIAL SEARCH - TRACK PATROL

The map should be divided into sectors by the Search Controller and vehiclesallotted to patrol accessible tracks. Patrols should report back to the SearchController after a specified duration (eg. 1/2 hour). At the latest. this phase would beconducted from 4.00 - 5.30, or 4.00 - 5.00 p.m. under poor conditions.

FURTHER SEARCH - FOOT SEARCH

The Search Controller assigns personnel to sectors for a foot search of a specifiedduration (eg. 1 hour). Search pattern to be spread initially across obvious courseroutes or on a basis of reported earlier sightings of the overdue person. At the latest.this phase would be conducted typically from 4.30 - 5.30, or 4.00 - 5.00 pm underpoor conditions.

If resources allow, the vehicular track patrol should be maintained during the footsearch phase.

ALERTING AUTHORITIES

While it may seem dramatic and sometimes prove to be unnecessary, the SearchController must give consideration to dispatching someone to alert the police as earlyas the beginning of the foot search. This is particularly so for mid winter months, butalso depending on the weather on the day and the distance from the police station orphone. For events conducted well away from mid-winter, the Search Controller mayjudge that the notification of the police may wait until the end of the foot search.It is the Search Controller's responsibility alone, when to alert the authorities andwhen to officially ask for assistance.

ON-GOING INVOLVEMENT

The Search Controller and club search roster personnel should remain to assist localpolice, SES (or Police Search and Rescue Service) as the situation may require, and


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advise on orienteering and course considerations.

The Search Controller should ensure that a sufficient quantity of orienteering maps isavailable to other incoming search groups.

Where recommended by the authorities, the Search Controller will assist withcontacting volunteer orienteers for return to the area to assist.

AFTERMATH

As soon as possible after the search, the Search Controller shall prepare a reportdetailing procedures actually undertaken, reasons for extraordinary actions taken andany other considered relevant information. This is necessary especially if legalproceedings ensue.After consideration by the responsible club, the report should be presented to theOASA Executive Committee for information only.

COMMENTS AND SUGGESTIONS FROM SEARCH AUTHORITIES

a) Hints on shouting: Search parties should refrain shouting erratically. Useone precise word (previously agreed to) eg. the missing person's name. Donot use 'cooee'.

b) Lost children: Children may not react in the same manner as adults when lostand may seek simple shelter in inconspicuous places. They may not respondto calls, and may even elude searchers as 'noisy strangers'. Children aremore affected by cold than adults.

c) Searching from vehicles: The driver of a vehicle will be concentrating ondriving and will have little time for any visual searching, so another personmust accompany to search whilst in motion. Engine noise will obliterate callsfor help so the vehicle should be frequently stopped. Toot and call out.Listen. Proceed.

d) It is most probable that a missing person will be found on a track, ridge, creekor other feature. Unless it is likely that the person may have had an accidentor be unconscious, then such a feature search should be undertaking beforemore intense 'contact' searching.

e) Search from Finish to Start and Start to Finish. Conduct perimeter patrols,one each way.

f) Establish communications. Utilise the nearest phone at a farm or otherresidence as a communications base. Consider leaving a responsible personwith initiative at the phone since relaying messages is an important role.


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Appendix 3

OASA Fire Risk Policy

ORIENTEERING EVENTS IN SUMMER – FIRE RISK June 1990

The following guidelines apply to summer orienteering events:

Start TimesNovember – February 8.00 - 10.00amMarch 9.00 - 11.00 / 12.00am

VenuesHigh fire risk areas should not be used in November - February

Fire Risk Areas – March / April

Event to be cancelled if there is a fire ban on the day in the area in which itwas to be held.

Assembly area should be located such that it can be easily evacuated,preferably with alternative exit routes.

Assembly area should not be located in particularly hazardous places like thetop of ridges.

Parking plan to take into account the possibility that faulty exhausts can causefires.

Total ban for orienteers on all forms of fire including smoking and gasbarbeques.

Organisers to provide information about best escape routes in case of fire –for runners on courses, for people in the assembly area.

OASA to purchase two knapsack sprays and organisers to ensure that thatare taken, filled, to the events where there is a chance of fire in the assemblyarea.


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Appendix 4

Planning Schedule (Uncontrolled Event)

Minimum Time Frame for Completion

Preliminary1. Check Map Availability 2 to 3 months2. Consult Land Owner (assumes permission granted)3. Check event standards/requirements4. Set Assembly/Start/Finish area5. Information to Newsletter/Entry Form

Prepare Courses1. Get control codes -4 weeks2. Plan courses on paper (vetting if required) “3. Tape control sites - 2 to 4 weeks4. Prepare control descriptions -1 to 2 weeks5. Prepare control card masters “6. Prepare master maps/print maps “

Administrative and Final Tasks1. Helpers roster - 2 to 4 weeks2. Check equipment - 3 to 7 days3. Prepare information notices for event - 1 to 7 days4. Put out controls/water - 1 day5. Make any changes resulting from 4.

Event Day1. Put out any remaining controls2. Set up assembly/registration etc area3. Event4. Collect controls5. Clean area and pack up

Post Event1. Results compilation and distribution + 1 day on2. Post mortems

Documents

Orienteering Association of South Australia Event Planning ...sa.orienteering.socialfx.net/gfolder/admin/OASAGuidelinesPolicies/3... · Club Information Manual Section 2.3 Feb 2000