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CLARO NOTES FOR ORGANISERS (additions and changes in red)The Organiser is one of three main officials appointed by the Club or Region to stage an event. The other two are the Planner and Controller. British Orienteering Rule 4 (2003) lays down the duties of these three main officials. It is usual for them to be appointed at the same time, normally several months before the event. They must be members of British Orienteering .These notes are intended to describe the various aspects of Organising an Orienteering event where electronic punching is used. Anyone involved in running an Orienteering event is recommended to read the British Orienteering Rules & Guidelines. These are available on the BOF website ( http://www.britishorienteering.org.uk ) or may be purchased from the British Orienteering office. Whilst these concern primarily the Planner and Controller, the Organiser should read the following as background:Rule 1 - General Rule 1.6 / Appendix F - Environmental Good Practice Rule 1.7 / Appendix E – Safety
These notes include guidance on Land Permissions Other Officials and Helpers Organising Timetable Publicity Maps Site Services – Car Parking Road Signs Registration and Data Entry Start Finish Download String Course Results Safety and Risk Assessment Links with the Planner
LAND PERMISSIONS Historically in Claro the Fixtures Secretary handled permissions for all events. Since 2004 it has become the policy to devolve responsibility to volunteers within the Club to ease the burden of work. Several of Claro’s major landowners are now in the charge of Area Permissions Officers (APO)– Mike Calvert NT Trust and other Brimham landowners David Day Harrogate Borough Council Land (Conyngham Hall, Harlow Hill, Hell Wath), Chris Dicken Forest Enterprises (Lindley Moor) Harry Dowdell Guisecliffe, High Moor Dave Harbour Miscellaneous small areas (Plumpton Rocks, Scot Gate Quarries, Ripley Castle) Geoff Hensman Dob Park Maria McKenzie Army Land (Hollins Head, Laver Banks) Tim Moon Yorkshire Water (Angram, Beecroft, Hanging Moor, Swinsty, Timble) Sue Birtwistle Swinton EstatesOTHER OFFICIALS AND HELPERS From the outset the Organiser of the event will have to liaise with the Planner and the Controller, but the Controller will spend more time overseeing the efforts of the Planner than the Organiser. The Controller is responsible for confirming that the event is organised fairly and in accordance with British Orienteering rules. However, on the day of the competition the Organiser must be prepared to take responsibility for safety issues since the Controller may be unavailable. The Organiser, with the Controller, should try to ensure that the demarcation of duties between the three officials is clear. The Club Fixtures Secretary Sue Birtwistle (birtwistle490@btinternet.com) will supply the names and phone details etc of the Officials to each other.Most of the Organiser's work is done before or after the event. On the day, it is the Helpers Teams that do most of the work. The Organiser must prompt the Team Leaders into action a few weeks before the event and ensure that each team is adequately manned. The Organiser is there to coordinate and ensure everything is going smoothly and should not be an active member of a team on the day.All club members are allocated to one of the following Helper Teams - SITE SERVICES T/L: currently vacant – Organiser is therefore Team Leader (see later notes) REGISTRATION T/L: Jackie Barnes 01765 605390 START T/L: Allen Bannister 01423 863634 FINISH T/L: Geoff Hensman 01423 503817 SI TEAM T/L: Tim Moon 01943 602429 STRING COURSE Currently on a Rota basis Ramsdens 01423 870767 Mackenzies 01388 768223 Bowes 01423 340492 Each Team Leader is responsible for providing all necessary equipment for their team and for recruiting helpers from their squad for each event. The Equipment Officer is Sue Birtwistle, 01765 677099 Should one of the Team Leaders be Organising, Planning or Controlling the event, it is the Organiser’s job to ensure that Team is strengthened.
ORGANISING TIMETABLE
The following table gives some idea of the time-scale of organising a colour-coded event, and when certain jobs should be done by the Organiser. Note that for bigger events such as Regional/Badge and National events many of these tasks should be done earlier. Three months in advance Liaise with Area Permissions Officer to confirm permission to use land. You may also have to contact the landowner. Be aware of any conditions attached to this permission. Check that the Fixtures Secretary has registered the event with British Orienteering – this provides event insurance. British Orienteering will send you various forms including the Event Levy form which is filled in after the event by the Treasurer, and the Risk Assessment form, to be filled in by the Organiser in consultation with the Planner and the APO. Liaise with Planner over car park, Registration, Start and Finish locations and suitable area for the string course. Decide with the Planner the event start time (usually 10.30am) and course closure time (usually 2.30pm, earlier in the winter). Agree registration times (usually 10.00 – 12.00) with Registration TL. Prepare flyer and any other publicity material and consider its distribution (see Publicity) Check with Fixtures Sec and Mapping Officer (Geoffrey Hensman) how maps are being produced and brought to the event (see Maps) Ensure First Aid arrangements are in place (see Safety) Inform local police by letter (see example in file) Confirm with Planner that he will provide overprinted and spare blank maps Determine whether the Big Red Tent will need to be used for Registration/Data Entry/Download, and with the Planner and SITL find a suitable location. Also for toilets, and on the day traders, etc.. Order toilets. British Orienteering guidelines suggest for up to 150 competitors there should be 2 loos, up to 250 – 3, and up to 500 - 5 We deal with loos 2 ewe, 01723 582346. They seems to be very efficient but laid back. Ring them and book loos a few weeks before the event. They will send you a form to fill in. Send that back with directions and a map and required delivery times. They will deliver during the weekend possibly first thing sunday morning. No need for the organiser to be there - put a sign out saying "put loos here". The Organiser or the Treasurer will get an invoice a few days after the event.One month in advance Discuss event with Team Leaders, circulating the event layout (Big Red Tent, start, finish, loos, etc) and agree time of arrival of helpers Agree with Controller on method of checking for "missing competitors" Agree with Planner who it is who will tape off any dangerous features in the competition area Prepare map identifying position of any road signs for Site Services team Make arrangements for producing final results Ensure Entry Form for competitors is being prepared by SITL (see example in file) Ensure Risk Assessment form is completed Liaise with Planner to consider whether an On the Day Information Sheet for competitors will be necessary, (see example in file) Inform any local residents who may be affected Determine if any car parking site-work needs to be done and if so, organise manpower (see Site Services - Car Parking) 1 week before Check with other officials that everything is ready Check location of nearest telephone, or have a mobile available – check coverage Determine whether other officials will have mobile phones available and make list of numbers Know location of nearest hospital and police telephone numbers Confirm that Registration Team has details from the Planner for the Course Information Board. Arrange collection of Big Red Tent, road signs and any other equipment required from Equipment Officer (Birtwistles – 01765 677099) and volunteers to erect tent either Saturday afternoon or early Sunday Morning Day of event Put up direction signs to the event (see Road Signs) Ensure Entry Forms prepared by SITL and any On the Day Information Sheets are given to Car Parking Team for distribution to cars on arrival Distribute radios to Planner, Controller and Team Leaders
Ensure that Registration
are recording the names of EVERYONE who is going out on the course. It is no
longer sufficient to just record people as ‘Sam + 1’. For the insurance we need
to know Sam’s other name and who the 1 is. Co-ordinate activities of helper teams Check all areas for which you are responsible Have copies of all course maps available for use in emergency e.g. search Liaise with the APO about arrangements in place for the paying-over of the Car Parking fees Complete British Orienteering incident report form(s) if appropriate Towards the end of the event Check with Finish/SI team that all competitors are accounted for, in co-ordination with Planner/Controller Ensure String Course results go to SITL. Check controls have been collected (Planner should arrange this) and that Planner and control collectors have all safely returned Organise taking down the Big Red Tent and its return to the Equipment Officer. Clear site, remove litter After the event: Ensure loos are collected Any bills for loos/St John’s Ambulance/etc and the British Orienteering levy are paid directly by the Treasurer. Any Organising expenses such as printing of event publicity, travelling, etc will be re-imbursed. Send letters of thanks if not being done by APO, with bottle of whisky or similar to landowners. Send letter of thanks to Controller, and if from another Club, offer him/her free entry to a future Claro event . See template at end of these Notes.Thank Team Leaders, who should in turn thank their helpers .Write Organiser’s report for Results and e-mail/send to SITL or Webmaster, preferably on the evening of the event Ensure Planner and Controller have written their comments Update the Organiser’s File with the details of the event and any new information and return to the Club Fixtures Secretary, Sue Birtwistle.PUBLICITY The Club Fixtures Secretary registers the Event with British Orienteering through the YHOA Fixtures Secretary. This ensures that the event is insured and will be publicised by appearing in the British Orienteering National Fixtures List, in Compass Sport magazine and in the Fixtures List on the YHOA website. In addition flyers should be produced for distribution at other events during the run-up to the Event. There is an electronic Template which you should use. It is an interactive Word document with notes on filling it in and can be accessed via the link on the Claro Website. Before the flyer is published, it should be approved by the Planner and Controller. Keen club members can be called on to distribute at events which the Organiser may not be able to attend. This flyer should also be posted on the club web site (send to Tim Moon). The web site should also be used for any late breaking newsThe list of people that the flyer should be sent to, will vary over time but should include Clarion editor Claro web master (Tim Moon tim.moon@btinternet.com )YHOA web sites – get email addresses from sites Claro members who go to many local events (Allen & Jackie Barnes, …) Schools. If we have any we are currently trying to encourage Potential new members (if any) It is a good idea to write an article about the event for the Clarion.
SAFETY AND RISK ASSESSMENT – BEFORE THE EVENT A British Orienteering Risk Assessment form must be to be filled in by the Organiser in consultation with the Planner and the APO. Some landowners may require a copy to be provided to them as a condition of access. The Organiser should keep a copy.The Organiser should know the following • nearest available casualty hospital• nearest working telephone if mobile reception inadequate• how to gain vehicular access to remote parts of the land, with a key to open any locked gatesThe following Club members are qualified First Aiders – Elaine and David Day, Sheila Smith and Sandra AppletonA comprehensive First Aid kit is held with the Finish equipment and will be located at Download. Open channel radios are borrowed from Mike Higlett (01423 561069), courtesy of Raynet. The Organiser, Planner and Controller should each have one, as well as Start, Finish and Registration/SI Team.
MAPS The Planner and the Club Mapping Officer will produce the maps over-printed with the courses. There have been problems with the pre-printed maps running out towards the end of the event, and the Organiser should confirm that the Planner has arranged for some blank maps to be available to the Start Team.
SITE SERVICES - CAR PARKINGThere is no Site Services Team Leader at present, the Organiser will need to contact those on the Site Services Team and get 4 or 5 helpers. It is best if one of these is Team Leader on the day. The car park must be assessed to see: - If it is big enough for the expected entry Whether there is an overflow area for use if more cars than expected turn up What will the car park be like in wet weather? Is there an alternative to fall back on if the original is unusable? Materials should be on hand to deal with mud at the exit. Will it be better to separate cars from mini-buses? Is there a need for special arrangements for coaches? If it can be approached safely from only one direction. Travel directions and sign posting will have to be arranged to ensure correct arrival and departure. If there is only one entrance and exit, which will need to be controlled by a marshal. Is police help needed if this entrance is from a main road? Whether competitors will have to use the same gates as the cars: Try not to mix people and cars What services will be sited in the car park. Decide where Big Red Tent, first aid, traders will be located. The Team Leader should know the name of the landowner(s) and of any conditions imposed by them, or the police, on the use of the area for parking. The Team Leader and helpers should know where the Toilets, Start and Finish etc. are located. They should be prepared for very early arrivals and "nose-to-tail" situations.Planning how best to park the cars before the rush is essential !The Car Parking team needs to hand out the Entry Forms provided by the SI Team and any On the Day information sheets produced by the Organiser. If there are any one-off requirements such as enlarging gateways, re-building walls or improving muddy ground, volunteers should first be sought from the Site Services Team
ROAD SIGNS This is the Organiser’s job. On the day, people start arriving surprisingly early. Have the directions and other signage out in good time. The O signs should start from the place it says on the flyer, or before if there could be confusion. It is best to sign from a major road if possible and at all turnings from there to the car park. Confirmatory signs can be used if there are long periods between turns. Whilst good directions are un-noticed by competitors, poor directions can generate considerable complaint. Make it clear from all possible approaches.Tie signs, never nail them. If the event is on National Trust land do not tie to NT signs. Equipment: Signs, string and scissors are available from the Equipment Officer
OTHER SIGNAGE The Organiser should ensure that the route to the Start and the route from the Finish control back to Download/Car Park are taped. These are tasks for the Start and Finish Team respectively. There will also be the need to have signs to the loos/String Course/etc, and preferably a large map on a piece of board showing the location of all the facilities. For some reason there is always a shortage of the right notices! White board is kept by the Hensmans, 01423 503817.
REGISTRATION AND DATA ENTRY This happens at one end of the Big Red Tent. There are two queues to pay – one for those with their own dibber who can upload their details, and one for those who are hiring dibbers. The Team Leader for Registration is Jackie Barnes, and that for SI Data Entry is Tim Moon. White and possibly Yellow course maps may be handed out at Registration. The Team Leaders and helpers should be told where the Toilets, Start and Finish etc. are located. The Organiser has no need to be involved unless there are problems.START The route to the Start should be marked by either streamers or signs. The Planner will position the Start Kite, provide the Start Team with the pre-marked maps and advise on the layout. The Start should be kept simple with two start boxes. A map layout should be available on the start line. The SI Team will provide the Start Team with Clear, Check and Start SI boxes (2 of each). The Start Team Leader is Alan Bannister. The Team Leader and helpers should be told where the Toilets and Finish are. The Organiser has no need to be involved unless there are problems.
FINISH The Planner puts out the Finish kites and SI boxes. The Finish Team is responsible for putting up the Finish banner, taping the route from the last control to the Finish (if required), and the route from the Finish back to the car park, manning the Finish until courses close, organising the drinks, posting up the on the day Results and making the First Aid kit available. The Finish Team Leader is Geoff Hensman. The Team Leader and helpers should be told where the Toilets and Start are. The Organiser has no need to be involved unless there are problems.
DOWNLOAD This happens at the other end of the Big Red Tent. All competitors download their times and are handed their splits. On the Day Results are produced and displayed. The team Leader is Tim Moon. The Organiser has no need to be involved unless there are problems.
STRING COURSE A string course should be provided at every event if at all possible. Ideally it should be close to the Car Park, and in easily walkable terrain. The area should be chosen in consultation with the Planner. No charge is made and second runs are encouraged. Three people plan the String Course on a rota basis – Maria McKenzie, Graham Ramsden and Sharon Bowes.
RESULTS These are produced by the SI team Leader. Preliminary Results should be on the Claro website as soon as the queries have been resolved on the evening of the event, with the Final Results, including Officials comments etc within a day or two.
SAFETY AND RISK ASSESSMENT – AT THE EVENT The Organiser should have a copy of the British Orienteering Risk Assessment form. The Organiser should know the following • nearest available casualty hospital• nearest working telephone if mobile reception inadequate• how to gain vehicular access to remote parts of the land, with a key to open any locked gatesThe following Club members are qualified First Aiders – Elaine and David Day, Sheila Smith and Sandra Appleton.A comprehensive First Aid kit is held with the Finish equipment and will be located at Download. Dangerous features should be taped off with yellow and black tape. This is the responsibility of the Planner in the competition area and the Organiser elsewhere. Where roads are crossed the Organiser, informed by the Planner, should put out warning signs for motorists and if required provide marshals to advise the competitors who are crossing. The British Orienteering Rules require full body cover, but exceptions can be made. If shorts are to be allowed a notice should be put up. On the other hand, extreme weather conditions and/or exposed terrain may require cagoules to be worn or carried, and advance notice of this possibility should be given. The Club operates a policy of "No whistle, no go”. In any case checks for correct clothing and whistles should be made before the start. If the start is some distance away a clothing dump should be considered. Missing Competitors - Although people take part at their own risk, efforts must be made to ensure no one is left in the forest. At events using electronic punching, the SI team can produce a list of competitors who have not reported to the finish. This is not foolproof - it depends on everyone who starts being entered at Registration (a particular problem with Claro helpers) and reporting to the Finish/Download. The main safety check is to use the "buddy system", with people being reported missing by their travelling companions and people on their own invited to leave car keys etc., clearly labelled, at Registration to ensure they report back. If it seems likely that someone is left in the forest, enquiries must be made to get as much information about the person as possible with a view to mounting a search. Be prepared for this (with adequate warm and waterproof clothing, torches and food especially in winter) and ensure sufficient help is available.
LINKS WITH THE PLANNER The Area Permissions Officer, the Planner and the Organiser all need to keep in touch with each other and with the Landowner(s) to check on changes which might affect the event, e.g. felling, new tracks, new planting, clash with other activities or other restrictions on use of (parts of) the area. If the event is on privately owned land the APO/Planner/Organiser should liaise and discuss pre-event access with the Land owner and pass the information as appropriate to Team Leaders. It is the responsibility of the Organiser to liaise with the Planner regarding access to the land for ambulances e.g. provision of keys for gates, suitable roads for vehicles to use. The Planner provides details of the courses and terrain for the advance publicity, and the master maps and map corrections or pre-printed maps, plus control description sheets on the day of the event. The Planner is responsible for the collection and return of the Planner’s equipment to the Equipment Officer. If the courses cross roads the Planner or Controller may ask for road-crossing marshals. Helpers may also have to be recruited for manned controls, or drinks points on long courses in hot weather. The Organiser should check with Team Leaders for extra volunteers for these duties. The Planner should also advise on a suitable area for the String Course, and inform the String Course Team Leader.
This voucher entitles…… Controller’s nameto free entry at a future Claro event in appreciation of the work done in Controlling at…… previous eventon…… date of previous event
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