ORIENTEERING Major Events Organisation I am going to go through the - - PowerPoint PPT Presentation

ORIENTEERING Major Events Organisation

I am going to go through the

• rganisation of a multi day event

from conception to end highlighting some of the lessons to be learned, some of the tasks that have to be done and the problems that can happen along the way. I will pose some question that need discussion and answers

Event Location - Terrain

• Seek out and identify

terrain

• Walk area and check

for suitability

• Check availability of

base maps i.e. Lidar

• Find out who are the

land owners

Access

• Land owners have to be

approached and access permission has to be got

• If Coillte forest is to be

used a permit has to be got from Coillte and fee paid

• Insurance documents

must be provided to land

• wners

Mappers

• Mappers have to be commissioned in good

time in order to ensure the maps are ready in time for the planners and controllers

• Areas to be surveyed have to be clearly

agreed with mappers and a time frame for completion agreed

• Remuneration has to be sorted also

Co-ordinator ,Organisers ,planners and Controllers

Co-ordinator should if possible have an

• rganiser for each day of a multi day event

There has to be liaison between co-ordinator,

• rganisers and planners in relation to start,

finish and assembly areas

Courses –Course planning

Planners must plan courses that are appropriate for the age category. Junior and Vets courses may be too tough? Do guidelines need to be changed? Obstacles like streams, walls, fences and fallen trees that are no problem for adults may be a serious problem for a child

Stiles & Bridges

• Stiles and bridges may have to be built and can be a

lot of hassle for the organiser.

• Materials have to be purchased and then transported

to the location, which can be over difficult terrain

• This involves more

manpower and time and can stretch an already small team

Event Centre

• An Event Centre should be designated

where participants can meet socially in the evening

• This could be a hotel, restaurant or pub

where meals and drinks can be got

• The event centre should probably be used

for some of the prize giving

Presentation of Prizes

• A local dignitary should be got to present

the prizes. Better chance of local publicity

Assembly Area

• Much thought has

to be given to selection of assembly area so participants will congregate there and not disappear as quickly as possible

Parking

• Great attention has to be given to parking

and if it is feasible near the competition area

• If buses are to be used to ferry competitors

to start other factors have to be considered

• Original car parking area has to be sought
• Size of bus or buses to be used decided
• Cost has to be considered
• Schedule to get persons to start on time has

to be worked out

Starts

• More than one start area

may be needed for one

• r all days of the

competition

• This can add to the work

load (extra signposting) and to the need for additional officials

The Finish

• Having a

spectacular finish location, that allows spectators good incoming views of the participants and space for club tents is a great idea but is not always possible

Officials

• Officials needed for organising, planning,

and controlling

• Officials also needed on the day for :
• Parking
• Starts
• Finish
• Registration/Download/Results

Resources

• Reliable helpers most important
• Small group better than large number of

unreliable persons.

• However, a shortage of planners and

controllers is making it more difficult to continue to stage large events

• WEGO will not be organising Irish 3 Day in

2016 partially due to above factors

Promotion- Advertising Event

Website is essential Mail shots helpful Flyers also needed not only at home events but also abroad Face book, twitter also useful Online entry system necessary Who? Sportident, Fabian 4 or others There is a cost factor to be considered

Equipment List- Needs to be drawn up well in advance

• Maps overprinted on waterproof paper
• Direction signs/warning

signs/start/finish/registry signs

• Entries folder/general folder
• Start lists/starter/courses/classes
• Query forms/pens
• Relay declaration forms
• Control flags
• Start clock/ display clocks x 2, batteries

Equipment Check List Continued

• Canes for start box/tape/string/tape/bibs for

elite competitors/bibs and safety pins for relay

• Cups/water container and water
• Plastic bags for clothes exchange
• Laptop & cables/printer/extension leads/

Paper

• Internet connection/GPS
• Car invertors x 2
• SI units/SI cards/ magnet/ coupling rod

Equipment Check List Continued

Red/white tape Vests & belts for SI units Stakes for SI units/bags for stakes Split time printer/paper/prizes Results boards/results plastic envelopes First aid/elastic bands Tripod stool /torch/food Control descriptions for website Back up computer

SI Equipment

• Consideration must

be given to the amount of SI equipment needed. e.g. 3 sets for 3 day

• So SI equipment must

be booked in advance

• SI equipment must be

checked and time synchronised

Maps

• What Scales to use?
• 1:15,000, 1:10,000

and 1:7,500

• Printing of maps on

waterproof paper has to be sorted Use Print5 or print at home?

Cost of Staging Event

Event Income Expenditure Balance I3D2012 €4,160.52 €3,407.75 €752.77 IOC2013 €7,535.12 €11,547.38 -€4,012.26 I3D2014 €4,051.24 €3,548.27 €502.97

Financial Viability

• f Multi Day Events
• There is a considerable amount of

expenditure as can be seen from previous

• slide. Lidar, mapping costs, trophies, bus

hire, travel, meals and accommodation are by far the greatest items of expenditure but

• ther items of equipment can add up.
• Numbers participating are not great enough
• Sponsorship is impossible to get
• Grants are essential and just about allowed

club to break event over the 3 events

Before Event

• Area embargoed
• Event registered
• Process entries
• Courses planned, print maps,controls out
• Prepare control descriptions
• Final information to be published
• Start lists to be prepared
• Officials & helpers briefed
• Signage has to be erected

Day of the Events

• Officials man starts, finish &

registration

• Competitors bussed to competition

area or cars parked

• Competitors started
• Results displayed & published
• Prizes presented

After Event

• Controls collected
• Bridges & stiles dismantled
• Area cleaned up, tape & signs

collected

• Landowners, Coillte and others

thanked

• Pay any bills outstanding

Safety & the Environment

• Safety must be considered at all times- a

risk assessment is paramount

• Organiser and team have to be aware of

damage to the environment

• Land owners may not take to kindly to

damage been done to field from parking

• Muddied tracks left by orienteer's can cause

concern

• Litter must be collected and taken away

To Summarise

• Great locations and terrain in west for events.
• Great courses can be planned but guidelines

need to be looked at

• Maps scales need discussion
• Scarcity of human resources needs to be

tackled

• Financial viability may be a problem if

number of participants does not increase

• Grants and or sponsorship is necessary

The End