TOOLKIT for Event Organisers
This page describes the processes to be followed when organising orienteering events. Where appropriate, forms, templates and worked examples that might be helpful are also provided.
Orienteering Victoria Administration Policies and Guidelines can be found on the Policies page.
Information is available for the following types of events:
Bush events (on this page)
MelBushO Organisers guidelines are here
Park and Street events (in the Park and Street Section of this website)
Event Rules and Guidelines
Course-Class Tables 2013 (pdf)
Course Class Tables 2013 (word)
Note: NEW FOR 2013 - addition of extra Hard course (Course 7) and new age group W80A, and some other changes
Event_rules <updated Jan 2013> - State Series; Orienteer of the Year; Victorian Relays; Dexter-Palmer Trophy (Vic vs SA)
Championship Rules - Long Distance; Middle Distance; Sprint Distance
String course guidelines
The Orienteering Australia Competition Rules govern foot orienteering events in Australia. The rules of each state body comply with the policy and guidelines established by Orienteering Australia.
For more information refer to the Orienteering Australia website (under Technical)
Event Preparation
Certificate of Currency - Orienteering Australia 2013 Public Liability Insurance Certificate
Guidelines for entry fees <new>
Controller allocation
Organisers and Controllers_checklist
Course setting and controlling_guidelines
Event Controllers form (download and complete)
Well before fixturing your event, check the following website. It gives current DSE plans for next season.
http://www.dse.vic.gov.au/fire-and-other-emergencies/planned-burning-an-introduction/fire-operations-plans-approved
Health and Safety
The Emergency Procedures for Bush and MTB Events should be given to Parks Victoria or other organisations that require a safety plan. Each event organiser should have a printed copy at their event
The Event Safety Plan form is a one-page, event-specific form that you can download, fill in electronically, and send, with the Emergency Procedures attached
Here is a sample form to show you how to fill it in
Water health and safety - fire danger, event signage, drinking water on courses, emergency contacts
First Aid - the OV First Aid kit is currently maintained by and transported to State Series events by Peter and Ilze Yeates. Event organisers need to ensure they have a designated First Aider present, and arrange a parking space close to the Finish for the Yeates's van.
Incident report form (Word) to be completed and forwarded to Orienteering Victoria asap in the event of a safety incident
Bush events will not be run if there is a total fire ban in the area or a Code Red has been declared.
Check which district the event will be run in, and whether there are fire restrictions - see the CFA website
Download the revised map of TFB districts - pdf 494k
Electronic Timing Systems
All State Series and higher level events use SportIdent ("SI") and SportsSoftware electronic timing.
Sportident <updated July 2012>
SportIdent Overview page
SI Equipment Bookings page including details of where the OV SI equipment is currently located, and a list of OV SI hire stick numbers.
Before you can use the SI gear on-the-day ensure you:
- charge the battery (overnight)
- check everything you expect is actually in the trailer
- check you have A4 paper for the results printer
- check the results printer has ink in it
- check you have enough paper rolls for the splits printers
- note that the beeping clocks are not kept with the SI gear (contact Ian Dodd to find out how to get one of them)
Link to old SportIdent information [The information on this page is out of date and caution should be exercised when using it]
On The Day - Registration
SIME/simple event (only) basic registration sheet (Excel)
SI Registration Forms (3 per page) version 9 (Word)
OV Casual Membership Information
OV Casual Member Registration Form
Make sure you have plenty of these at your Registration tent/table. All participants who are not full financial OV members are required to register as Casual Members at their first event each year.
Event organisers should also request a copy of the current OV Member list to have at Registration. This can be obtained from the Membership Secretary. Remember that newcomers are charged the discount full-member rate at their first bush event (i.e. they get the full-member discount the first time they compete in a bush event).
Refer to Membership page for more information.
After the Event
After_event_checklist_and results <updated Jan 2012>
Fees and levies_2013 (pdf)
Levy forms 2013 (Word - can be downloaded and sent to OV Treasurer)
OA badge scheme
Mapping and Fixturing
Embargoes
Mapping
Map Printing Resources - MapSport
Map ratings for bush events (currently under review)
Master maps at events
Fixtures
Major events allocation