ORIENTEERING Major Events Organisation I am going to go through the organisation 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 owners
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 organiser for each day of a multi day event There has to be liaison between co-ordinator, organisers 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 or 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 of 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 other 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
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