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Airienteers
Orienteering in
Airedale and Wharfedale

Local Event Organisation

Last edited: Tue 13 Nov 2018

Purpose: To give members of Airienteers and other local people regular opportunities to enjoy ‘O’ locally and cheaply, to develop skills and fitness, to share information and ideas.

Purpose

To give members of Airienteers and other local people regular opportunities to enjoy ‘O’ locally and cheaply, to develop skills and fitness, to share information and ideas.

Organisation

Keep things as simple as possible to fit the purpose; possible for one, easier with two. You will find it easier to manage if registration, start, finish and timings are all in the same place. If registration is distant from the start/finish make sure that everyone signs out with a start time at the start and signs back in with a finish time when they finish.

Registration

You must keep a record of all entrants for insurance, safety and results purposes. Results must be published on the website – again for levy and insurance purposes. Email them to Chris Burden.

Controller

For insurance purposes we have to have a controller, or series co-ordinator. Yours will be listed on the Future Events List. The minimum requirement is that they have sight of your risk assessment document (on the list of useful docs) and, particularly if you are an inexperienced planner, a sight of your planned courses. Whether or not they need to do more is a matter for them to decide, in conjunction with you.

Location

Make sure the grid ref for the car park on the club website, BOF website and Aire website is correct – email Chris Burden if not.

Time

Saturday Local Events: Registration from 12:30pm, start times 1:00 – 2:00.

Sprint Events: Registration from 6.15 pm. Starts 6.30 to 7.30 pm. Courses close 8.30 pm. Be careful of beginners starting late or you might be collecting-in in the dark!

Night Score Events: Registration from 6.30 pm. Mass start at 7.00pm. Mass finish by 7.45 pm.

Cost

£3.50 adults, £1.50 juniors. These prices are per map; so two or more people who go round together with one map only pay once. Cash container, small float. Keep a tally of the fees paid on Registartion Form Night Score Registration Form (i.e. how many people paid £3.50 and how many paid £1.50) as the treasurer needs these figures to pay the BOF levy. Also keep a record of the number of seniors and juniors who accompany runners with the map. Use the Treasurer’s return sheet to record the figures. Registration form

Courses

Always visit the area and all your control sites before the event. The most recent survey may have been some time ago and the map not accurate in places, unless the mapper can alter it in the time available. Some potential control sites may be unusable due to seasonal vegetation.

Saturday Local Events

Green: 3.5-4.5k depending on terrain. As hard you can get it. (For sprint events this course will be replaced by the Sprint course.)
Orange: 2.0-2.8k suitable for adult beginners
Yellow: 1.5-1.8k suitable for junior beginners.
White: 1.0-1.5k suitable for accompanied or shadowed younger children and total junior beginners.

Sprint Events

Sprint course as per planning guidelines in the separate planning document. Orange and Yellow Courses as above.

Night Score League

Street Events This year (2017/18), we are looking to mix things up from the usual lampposts and postboxes format.

Having attended several of the excellent MDOC night races, I am recommending that we adopt their control locations and question and answer format this year. I’ve attached a copy of an example answer sheet, and crib sheet explaining the codes. Note this allows use of bespoke items, e.g. dates on benches, phone numbers on signs etc. The use of dashes and partial answers to indicate the number of digits to be filled in is useful as it gives some indication of if you are in the right place, e.g. if you arrive at a lamppost marked ‘2’ but the answer box indicates a two digit answer is required, then you aren’t in the right place. I would also hope this would make marking the answers easier – I know this hasn’t been done strictly in the past, but it adds to the event if proper answers and results are required. Clearly this requires accuracy in the marking of control locations, but using the different street furniture and giving partial answers on the answer sheet should remove ambiguity and mean if the answer given is wrong the person went to the wrong place!

Map Files Should be available from Chris Burden (Ocad maps) and Tony Thornley (Illustrator maps) if not an open street map (see below) Open Street Map.

I would hope this is straightforward and almost self explanatory to use http://oomap.co.uk/ A4 at 1:15000 should usually give sufficient area to cope with a 1 hour event It is worth experimenting with where the map is centred as this can make a big difference.

Controlling and Risk Assessments Before the maps are printed, there is a generic risk assessment form must be checked, and it is often worth considering the notes at https://www.aire.org.uk/info/e... Chris Burden or Leon Foster can supply a draft Risk Assessment which you can tweak for your event.

Please send maps and risk assessment to Chris Burden for Ocad map and Open orienteering maps, and to Tony Thornley for Illustrator maps at least 2 weeks before the event. Chris or Tony will send the maps off for printing and they will be left with the informal kit ahead of the event.

Formats and Scoring The ideal, as last year, is to run a shorter and a longer event. 45 and 60 minutes. Multiple maps particularly for the off-road events will probably be needed, and there are different ways of doing this, such as Rob’s piecemeal effort at Esholt Woods, or the compulsory controls at Roundhay. Feel free to be inventive. It is best to get the details on the website in advance , if possible.

One important aspect to planning with different durations is having a fairly even spread of controls. It is good, and indeed beneficial to have a cluster near the start for those who won’t cover as much distance, but the key is probably to avoid significant outliers which those doing the longer format are obliged to go for, meaning the shorter runners end up with more points per minute.

Standard scoring is usually 10 points per control with 5 point penalty per half minute late. You may note from the MDOC examples, they use a vast scoring system, from 10s to 60s (I’ve done events with 10-90s!). For this first expanded year, I feel this might be a complexity too far, unless the event is based on one map alone, in which case that could add a bit of spice.

For the results, please use the multiplier as per last year to give a ‘points per hour’ result, and as mentioned, I am keen that we mark the results properly.

Equipment I am hoping to streamline the equipment down to one box of kit, two chairs, a table and a set of flags and poles. So if anyone requires a tent, flag or other equipment this will need to be sourced separately, and returned accordingly. Hopefully I am going to stick some spare hi-viz kit in as well.

Venues I have listed a base, in terms of food and drink afterwards, and a meeting point, sometimes the same in order to keep things simple. If anyone has any desire to change these to fit their event, then this needs to be done ASAP so the flyer/website can be kept up to date.

Post Event Results need to be emailed to Chris Burden or David Murgatroyd to be put on the website, and the treasurer needs to be sent the money, preferably electronically (details on the form) and the return form treasurer@aire.org.uk

Feedback As the first year of an expanded winter league, all feedback is good to try and improve next year. Ideas for venues welcome too. I am going to endeavour to get the word out there to encourage regular runners and running clubs to attend, any similar efforts would be appreciated!

Leon Foster 22/08/17

Parking

Usually obvious from the Grid Reference on the Aire website, the Series flyer, and on BOF Fixtures and in Aire Affairs.

Maps

Ideally use Ocad or Purple Pen (free to downlaod) to plan (see planners guidelines) and email to Chris Burden to print pre-marked maps. If using an Illustrator map contact Tony Thornley and use the clubs copy of Condes for planning.
10 maps for the White course, 15 for Yellow and Orange, 30 for Green should be adequate, unless you know your area is likely to attract more than this number. Ideally obtain map file and use OCAD to plan and print pre-marked maps. .

Equipment

Please use normal kites (when required). These are numbered 31-71. We tend to lose the lwoer niumbers most frequently, so try and use the numbers at the higher end of the range. These are available from the store or previous Local event organiser
Remember to collect controls and leave the area as found.

Timing

Provide clock / watch, paper and pen for signing in and out – for safety as much as timing. For sprint events contact Dave Murgatroyd for support with SI timing. It is best to have the start and finish both at registration. If using pin punching provide control cards. For sprint events we have used 3 random controls with SI punches - preferably at sites least susceptible to vandalism. The remaining controls just require competitor to touch the kite.

Planning

Think about safety, time, range of ability and the orienteering challenge. For sprint courses try to plan courses with fast runnable legs but challenging in terms of change of direction and control precision. Aim for a winning time (top M21E) of 15-18 minutes or less.

Maps

It is usually preferable to print a generous number of maps. If you expect a group, be ready with extras – especially for beginners. Tony Thornley or Chris Burden will arrange printing.

Control descriptions

Have the CD on the map. Pictorial descriptions are best, but get someone to be with you to help explain them to anyone who is unfamiliar with them. It is also possible to put textual descriptions alongside the pictorial symbols to help competitors learn what the symbols mean.

Training exercises

If a coach is able to attend the event give them copies of the shorter courses which they can plan exercises around.

After the Event

Collect controls.

  1. Pass on the equipment to the next organizer.
  2. Transfer the income less your expenses to the Airienteers bank account, together with a completed return form - available in Useful docs. The Treasurer will provide you with instructions if you have difficulty.
  3. Return any spare maps.

Thank you for providing the opportunity for others to orienteer.

Other Events Resources pages