Level C Organiser’s manual

Sat 21 Nov 2015

Saxons organiser's manual for level C events will help you to successfully organise one of our Sunday events.

Do not be afraid to ask for help. If you have any doubts or need information ask the Chairman, Secretary or any other committee member, or any experienced Saxon. It is usually very helpful to talk to the organiser of the previous event held at the same venue.

 

These notes are relevant for level C events such as the Saxons Sunday Series.

Level B events require a higher level of organisation and a greater number of helpers.

Kent Orienteering League (KOL) and Kent Night Cup (KNC) events are run in a more minimalist way and there are separate instruction sheets for these.

However this manual contains information that may be useful when organising any type of event.

DEFINITIONS

Level C events: event where courses are planned and colour-coded according to difficulty and length, ranging from white (short and easy) to brown (long and technically demanding).
Score events: controls are given a points value and competitors can visit controls in any order to obtain maximum points in a fixed time.
Local/informal level D events: event with limited facilities and courses, sometimes planned and organised by one person
Kent Orienteering League (KOL): events run on Saturday mornings with 4 courses – hard, medium and easy
Kent Night Cup (KNC): 60 minute score events run on a midweek evening in winter months

EVENT OFFICIALS

Controller: BO rules require there to be a controller for all events.  A controller is typically an experienced orienteer who will check all planning and organisational matters to ensure that the event is safe and fair to all competitors within the BO rules.  For level C events, the chairman will advise when a controller has been appointed. For level D (i.e. local) events the minimum requirement is that a risk assessment has been completed and reviewed by a controller within Saxons. 

·Planner: the official who designs the courses in line with the standards set in the BO guidelines, and any Risk Assessment concerns identified. The Planner is responsible for:

-producing maps (using CONDES) for printing by the club printing officer or external printer source

-producing control description sheets

-collecting controls (stake, e-kit box, number and flag) from the e-kit Officer and returning them to the e-kit equipment officer after the event, or passing them onto the planner of the next event

-arranging for programming of the e-kit (if necessary)

-placing the control assemblies in the forest

·Organiser: responsible for:

-obtaining permission for car parking,

-arranging publicity of event details and/or passing them to the Publicity Officer

-obtaining the equipment required for the event from the Equipment Officer and returning it after the event

-organisation on the day, including putting out road signs, runners crossing signs, obtaining helpers for car parking, registration, start, and download; and ensuring their smooth running.

-obtaining helpers to collect controls at the end of the event.

-ensuring the results are sent to the webmaster for posting on the website

-finalising the event accounts.

PRELIMINARY ARRANGEMENTS FOR AN EVENT

Land use permission: no event can take place without the permission of the landowner. This permission will have already been obtained by the Land Access Officer; you will normally receive a copy of the access agreement, and notification of any landowner’s Risk Assessment requirement. You should be aware of any restrictions on the use of the land, and in particular of any out of bounds areas, or sensitivity in relation to car parking. Always be polite to people met in the event area, and if challenged explain that you have authorisation from the landowner to be there.

Event registration: the Fixtures Secretary will have registered the event well in advance and no action is required by the Organiser.

Pre-entries: Saxons use Fabian4 for online pre-entry to all level C and above events. The Series co-ordinator will set up the account and send the organiser the details.

Risk Assessment: It is club policy that a formal Risk Assessment must be carried out by the Planner for every event, and the landowner may have a similar requirement. These risk assessments are usually similar, so it is suggested that the BO form be used for this purpose (available on both the club and BO websites).
www.britishorienteering.org.uk/downloads/eventinfo.php
 
A copy of the Risk Assessment must always be sent to Jerry Purkis who maintains the club’s record of Risk Assessments.  (This applies even if a controller has been appointed).

Insurance implications: British Orienteering now provided public liability insurance to members instead of the previous civil liability insurance.  This means that the Club is required to retain a list of all participants at events. The normal results pages will normally cover this requirement. The only extra requirement is for the Club to hold a list of all volunteer helpers (if they are not participating) at an event. This list will need to include any adults shadowing juniors or any multiple entrants e.g. pairs or threes running together, if their names do not appear on the results list.  This list is to be kept at club level for a period of 5 years. It is therefore important that registration forms are completed fully with the names of all participants particularly where they are running in 2s or 3s.  The organiser must also keep a list of all helpers who do not actually participate.

THE ORGANISER’S ROLE

On appointment:

introduce yourself to the Planner and Controller

obtain a copy of the Risk Assessment form completed by the Planner

discuss with the Planner the site of start and finish and any Risk Assessment issues 

check mobile phone reception in the area

identify and obtain permission for use of car parking area

decide where to locate download; note that the ideal is for mains power to be available, otherwise the ability to have a car adjacent saves the need to carry a heavy battery and inverter.

check that the Planner has booked use of the necessary e-kit for the event

determine where the nearest hospital with an Accident & Emergency Department is (and check that this is on the Risk Assessment form)

Six to eight weeks before the event:

ensure initial details of the event are registered on the Saxons website; contact the series co-ordinator with the details and they will add them to the web site

Three weeks before the event:

contact Saxons members to arrange for helpers on the day

arrange for a club member experienced with e-kit to look after the on-the-day activity (data entry and download)

if required by the landowner, notify any tenants of the event

Two weeks before the event:    

arrange to collect the equipment needed for the event from the Equipment Officer (or previous organiser)

finalise recruitment of helpers and advise them of their specific jobs

ask the Controller to review the Risk Assessment, & dispatch a copy to the landowner if required.

if the event is in a Forestry Commission forest or country park or similar, place notices in the car park advertising the event

ensure final details are uploaded to the web site if necessary

One week before the event:

collect and check the equipment needed

produce course details sheets for registration in consultation with the Planner

One day before the event:

obtain cash float for registration (minimum of £50 in £5, £1 and 50p is recommended)

erect road signs (or do them early on the day or delegate this job)

Event day: pre start:

(delegate jobs as appropriate)

arrive early, checking road signs on the way

erect ‘Runners crossing’ signs if necessary

ensure all helpers are present and know what they are doing

tape routes to Start and from Finish to Download

arrange for Saxons flag, the Start flag and Finish flag to be erected

arrange for “have you downloaded?” sign to be located near exit from parking

obtain control description sheets from the Planner    

site Registration and Saxons Information Board

site car keys box

ensure Registration officials have float, control description sheets, SI registration forms, SI hire dibbers and start lists (where used)

take Start officials to their positions with the equipment needed to set up the Start

obtain overprinted maps from the Printing Officer or Planner and ensure they are placed at the Start

check that Registration, Start and Download are set up and running smoothly

Event day: post start:

monitor any changeover of helpers at Start and Download, and progressively stand down Registration helpers

collect and secure money collected at Registration

at the end of the start time ensure the Start is dismantled

await instructions from the Controller before removing the Finish

check that all competitors have been accounted for with SI team

introduce control collectors to the Planner (the Planner is responsible for sorting and returning the controls to the e-kit Officer). Control collectors should be encouraged to carry mobile phones for safety

check that all equipment is collected, and the Start, Finish and Download areas are totally clear

check Assembly Area for cleanliness

collect in road signs

Post event:

ensure results are posted on the Saxons website; this is normally done by the SI team leader

pay officers’ expenses from the receipts

complete accounts sheet and send it to the Treasurer

pay surplus cash into bank as soon as possible (see also section 6.17)

return equipment to Equipment Officer in good order or pass onto next     organiser/planner as appropriate

send thank you letters to landowners with a copy to the Land Access  Officer

if any controls are lost,  make a note of the number and liaise with the treasurer who will make a decision about informing the police and making an insurance claim. The police must be notified within 7 days of the loss so treat this as a priority.

 

MORE DETAILED INFORMATION

Equipment

A list of equipment needed for a typical level C event is given in Appendix 1

First Aid and Search & Rescue procedure

It is now club policy that we do not have St John or Red Cross first aid cover unless a particularly large turn out is expected (as at level B events). However, steps must be taken to ensure the presence of a qualified first-aider from the club at every event. This can be someone who is attending the event to compete but who is willing to advise on first aid treatment if required. The club has a first aid kit (kept by the Equipment Officer) which should be taken to each event. The Organiser should have access to a telephone that can be used to call for an ambulance if needed, and details of the location of the nearest hospital with A&E facilities should be available at Registration. The club’s incident / accident guidelines should be used at an event if required.

Police

It is not normally necessary to involve the police in any way.

Toilets

If toilets are available nearby, check that they will be accessible on the day of the competition. Otherwise, the nearest toilets can be advised in the event publicity (it is not normal practice to arrange toilets for this type of event).

Traders

Traders are welcome at events subject to the car park landowner allowing the club to provide this facility; however traders do not normally attend events of this size. The member selling Saxons clothing can be found from SaxAlert or the website. There will normally be refreshments available in the Saxons event shelter.

Signposting

The most important signs for the event are those directing competitors to the car park. These should be sited from the approach routes specified in the advance publicity. If it is expected that a high proportion of competitors will be new to the sport, ensure that the first sign from any direction has the words ‘Orienteering’ on it. When courses cross roads (check with Planner) ‘Runners Crossing’ signs should also be erected. The placing of these signs should be designed so that all reasonable route choices should pass between them. The planner may ‘time out’ the road crossing. The route to the Start and from the Finish should be marked with red/white streamers

Assignment of jobs

If possible arrange for two shifts of helpers to enable everyone to have a run. For a full level C event you should aim for the following number of helpers:

Registration                      2          (1 per 2-3 courses)

Start                                  3          (2 early/1 late)

Download                         4          (2 early/2 late)

Car parking                      2-3      (if required)

Control collectors             3-5      (depending on number of controls - see  Planner)

Others may be required - e.g. road crossing marshals

 

Do not do any of these jobs yourself-you will not have time. You should confirm the arrangements with your helpers by email.                  

Car parking

The car park land owner’s instructions, if given, should be followed to the letter. If the car park is also going to be the Assembly Area, plan in advance the locations of Registration , Download, traders, and Start and Finish if appropriate. Ensure car park marshals are present at least 30 minutes before Registration opens. Reflective jackets should be worn by the marshals.

Registration area

Registration is normally from the club event shelter. A box for competitors’ car keys should also be available.

Start

The start box should preferably be situated so that competitors cannot see the direction taken from the Start by earlier starters. The CLEAR unit should be easily visible just before the start congregation area. As competitors come forward to start, the CHECK unit should be obvious.  The orange to brown map boxes should be positioned after the START unit box and before the start kite. White and yellow map boxes should be situated before the START unit box to enable competitors to look at their course before they start.

The officials at the Start should

ask competitors whether they have CHECKED their e-card    

allow competitors to start in a timely manner

give any assistance required to novices

Safety

The Controller will not allow the Finish to be closed down until all competitors have been seen to have returned safely. If any competitor is unaccounted for it is the Organiser’s responsibility to mount a search. With this in mind do not allow all your helpers to go until the final competitors have returned. You will need help to run a search. (See 6.4)

String course

It is the Organiser’s decision whether to run a string course at an event if the terrain is suitable. Saxons members with young families (see membership list) are likely volunteers to run a string course. Ensure that any volunteer for the job has a supply of suitable prizes for the competitors.

Results

Results should be produced at Download by the SI system; there may be the opportunity for interim results to be printed out and displayed during the event. The person in charge of the results section of the Saxons web page (currently Jerry Purkis) should be given the provisional results after the event – he can then arrange to have them on the web site(sometimes on the same day).

Event accounts

The treasurer will send you an event accounts form to complete.  This can be returned to the treasurer by email together with copies of the receipts or other evidence (eg e-mails) of the expenses you have paid.

Pay all the expenses including those of the Planner, Controller and yourself before paying the surplus into any branch of Lloyds TSB Bank (or pay the cash into your own account and send the balance electronically to the club's account).

Please do not send the gross takings to the Treasurer and expect him/her to pay all the bills. (The only exception to this would be if there will be a long delay in getting in the last bill or there is some other problem with a particular bill).

Account details:

Contact the treasurer for bank account details

If possible use the name of the event as reference on a paying in slip.

Revised April 2017

APPENDIX 1: EQUIPMENT REQUIRED FOR LEVEL C EVENTS

Signs

Direction (various) and especially the large ‘BO’ signs

‘Runners Crossing’

Tape for streamers

Download

Have you downloaded?

Car Park

High visibility jackets

Bucket/box to collect  parking fee if applicable

 

Registration                

Registration forms

Course detail sheets                                  

Cash floats in containers

Control description sheets (from Planner)

Spare map legends

 

In registration area      

Saxons banner

Box for car keys

Saxons information board (which can also be used to display results)

 

Start                           

Saxons Start flag

CLEAR, CHECK and START e-kit units (provided by the Planner)

Control kite marking the Start location (provided by the Planner)

Plastic crates/boxes for maps

 

Finish                          

Saxons Finish flag

FINISH e-kit unit (provided by the Planner)

 

Download                 

(Arranged by the e-kit person)

Event shelter

e-kit: computers, printer, readers etc

See other entries Categorised under: Resources