Orienteering Canada O300 Event Director | 2014

ORIENTEERING CANADA OFFICIALS TRAINING PROGRAM

O300 Level Manual Event director module

Orienteering Canada O300 Event Director | 2014

Table of Contents

1.0 Introduction 1.1 O300 Level Requirements 1.2 Characteristics of a Canada Cup Event 1.3 Organization of this manual 2.0 Event Officials 2.1 Event director 2.2 Course Planner 2.3 Controller 3.0 Event Organization 3.1 Type of events 3.2 Course Guidelines 3.3 Electronic Timing 3.4 Event Software 3.5 Permissions 3.6 Embargo 3.7 Event Sanction 3.8 Promotion 3.9 Budget and Finance 3.10 Event Flyer and Website 3.11 Safety rules and Ethics 3.12 Registration 3.13 Start List 3.14 Event Notes 3.15 Assembly of the Registration Package 3.16 Map Printing 4.0 On the Day Procedures 4.1 Registration 4.1.1 Equipment Required 4.1.2 Directions to Assembly Area, Parking and Start 4.2 Start 4.2.1 Start Crew 4.2.2 Equipment 4.2.3 Pre-start 4.2.4 Late Starts 4.3 Finish 4.3.1 Finish Crew 4.3.2 Equipment 4.3.3 Assembly Area Set-up 4.3.4 Complaints and Protests 4.4 Prize Giving 4.5 Volunteer Recognition

5.0 After the Event 6.0 Summary of Event director’s Responsibilities

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Orienteering Canada O300 Event Director | 2014

Appendix 1 Matrix of Officials qualifications Appendix 2 COF Course and Class Guidelines Appendix 3 Sample Charter Appendix 4 Sample Flyer Appendix 5 Sample Budget Appendix 6 Sample Complaint/Protest form Appendix 7 Safety, Rules and Ethics

List of Abbreviations

P/TOA Provincial and Territorial Orienteering Associations COC Canadian Orienteering Championships ECOC Eastern Canadian Orienteering Championships WCOC Western Canadian Orienteering Championships NAOC North American Orienteering Championships WOC World Orienteering Championships JWOC Junior World Orienteering Championships WMOC World Masters Orienteering Championships WRE World Ranking Event HPP High Performance Program HPC High Performance Committee LTAD Long Term Athlete Development ISOM International Specifications for Orienteering Maps ISSOM International Specification for Sprint Orienteering Map

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Orienteering Canada O300 Event Director | 2014

1.0 Introduction Canadian orienteering events are designated as Canada Cup, B or C, where Canada Cup events are the most complex and C the least for both participants and organizers. The Orienteering Canada Officials’ Program provides standardized training for COF event officials so they may conduct technically sound, fair and safe events. It educates officials about the principles and practices of planning, organizing, and conducting events according to the Orienteering Canada standards established for Canada Cup, B, or C events. Officials become certified through a laddered credential structure which progressively builds skill, knowledge and experience. Table 1 lists qualifications of certified officials and the chart in Appendix 1 lays out the prerequisites of the program. Table 1. COF Credential Framework Certification Qualification 100 Level Official Organize and plan C events. 200 Level Official Organize and plan B events. Control B and C events 300 Level Official Organize and plan and control Canada Cup events to COC and NAOC levels. 400 Level Official Act as a World Ranking Event Advisor

1.1 LEVEL O300

At the O300 level, officials may begin to specialize into one of three streams – Event director, Course Planner or Controller.

On completion of O300 an official can act as a Course Planner or Event director for all Canada Cup events including the Canadian and North American Orienteering Championships. An official who qualifies in all three modules, Course Planning, Event Directing and Controlling, will be able to act as a Controller at Canada Cup events, COCs and NAOCs.

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Orienteering Canada O300 Event Director | 2014

Pre-requisites: o Acted as an Event director or Course Planner for a B event. o Participated in two Canada Cup events. o Served as a volunteer at two Canada Cup events in any capacity o Be qualified as an O200 official

To become a certified O300 Level Event director or Course Planner, the candidate must complete the following requirements. o Attend all sessions of the appropriate O300 Level course o Pass the O300 Level exam – 80% or better o For Course Planner, plan six courses -- two sprint, two middle and two long -- to Canada Cup event standards. In middle and long, one course should be from Courses 1-3, and one from Courses 4-10. In sprint, one course should be from Courses 1-2 and one from Courses 3-5

Date ______Course Instructor ______

 □ For the Event director Stream, act as an Event director at a Canada Cup event up to a regional championship, under guidance of an experienced official qualified at O300 or above. Date ______Event ______

 □ For Course Planner stream, act as a Course Planner at a Canada Cup event up to a regional championship, under guidance of an experienced official qualified at O300 or above. Date ______Event ______ □ For the Controller stream, be qualified as an Event director and Course Planner at the O300 level. Act as Controller at a Canada Cup event up to regional championships, under guidance of an experienced controller qualified at O300 or above. Date ______Event ______

Please note that you will not be confirmed as an O300 official until the completed form has been forwarded to Orienteering Canada.

1.2 Characteristics of a Canada Cup event Canada Cup events can be held over a period of several days consisting of multiple races including all three formats (sprint, middle and long) and involve participants from outside the local club. They generally include a banquet, accommodation for out-of-town orienteers, assigned start times, advance registration, promotional activities beyond that provided by the local club and may include fund-raising. Age classes and course recommended winning times are as specified by the Orienteering Canada Course and category guidelines, which are available on the Orienteering Canada website.

Goals of these events can include:

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Orienteering Canada O300 Event Director | 2014

 Fulfill a club’s obligation to host a championship event within an established rotation; e.g., provincial championships, regional championships  Provide a championship event within a larger orienteering festival  Achieve specific goals of an orienteering club, association or Orienteering Canada; e.g., provide revenue, provide training opportunities for new officials, host world ranking event, etc.

The 300 Level Officials’ course will teach you:

1. Roles and responsibilities of the various three major officials – Event director, Course Planner and Controller 2. Advanced procedures for organizing an Canada Cup event as established by Orienteering Canada 3. Considerations when planning multiple events and courses on the same map

Practical elements will emphasize event management for the Event director and advanced technical aspects of Course Planner and Controller planning to achieve recommended winning times.

To assist event directors, course planners and controllers, who have volunteered to act as officials for the COC or NAOC, Orienteering Canada will provide a guidelines document, which will provide details of what is required to organize such events. 1.3 Organization of this manual This manual is organized into three modules 4. Responsibilities of the Event director 5. Responsibilities of the Course Planner 6. Responsibilities of the Controller Each module contains sub-sections of elements that must be considered. Theory and general principles are explained for each element to provide an understanding of the rationale for the recommended procedures. Much of this information has been covered in the O100 and O200 Level courses and will not be repeated here. Only principles related to the additional complexity of a hosting a Canada Cup event will be covered. A list of procedures is presented for each of the elements along with a checklist.

2.0 Event Officials Due to the complexity of hosting a Canada Cup event there are three principal officials, the Event director, the Course Planner and the Controller. Each has responsibilities that must be clearly established before any work on the event preparation commences.

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Orienteering Canada O300 Event Director | 2014

2.1 Event director. The Event director is responsible for the successful outcome of the event, and responsible for competitors from the time they decide to attend the event until they leave except for the time between leaving the start and running down the finish chute. The duties include the following:

2.1a. Getting permission from the landowner. Usually there is someone in the club or provincial association, who is assigned to look after landowners, and would actually get permission. 2.1b. Appointing a Course Planner and a Controller for the event, the latter preferably from another club. 2.1c. Obtain sanctioning from Orienteering Canada 2.1d. Prepare an Event Budget 2.1e. Promotion of the Event, which would include preparation of an event flyer, establishment of a Web Page and Advertising. 2.1f. Registration of Competitors 2.1g. Start and Finish 2.1h. Results and Awards 2.1i. Support facilities in the Assembly Area, such as First Aid, Toilets, Water etc I2.1j. Social Functions such as a Banquet 2.1k. Entering the registration information into the Event computer(s) 2.1l. Results and reports to the website, Route Gadget, Winsplits, Provincial Association and Orienteering Canada 2.1m. Appoint an Event Committee to handle complaints, which must include the Meet Director and at least one other official, and appoint a Jury to deal with any protests. At the Canadian and North American Championships the Jury is selected by Orienteering Canada, and at other lesser Championships and Canada Cup

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Orienteering Canada O300 Event Director | 2014 events it is the Event director’s responsibility. Jury members (3) should be O300 officials or above, and cannot be event officials. 2.1n. If required, arrange for equipment that needs to be borrowed from other clubs. While the Meet Director is responsible for items c) to m), he/she would appoint one or more persons to carry out each of the tasks. 2.1o. If for a Regional or Provincial/Territorial Championship, book a Competition Centre to provide indoor work space, and a pick up point for registration packages before the actual event. 2.1p. For Canada Cups, a model event is a good addition, but is not required.

2.2 Course Planner The Course Planner designs the courses and is responsible for preparing the control markers, control units, punches, competition maps, control descriptions lists and for the correct placement of the control markers, control units and punches prior to the event. S/he is responsible for competitors from the moment that they leave the start until they enter the finish chute, together with other duties relating to the planning as described below. These duties include the following: 2.2a. After permission has been gained, meeting with the landowners.

2.2b. Responsible for competitors from the moment that they leave the Start until they enter the Finish chute. This includes:

2.2c.Planning the Race Courses and, if to be provided, Model Event Courses, and ensuring that each course is set according to Orienteering Canada difficulty, length and expected winning time standards. If SPORTIdent is to be used, programming the SI units. The start, finish, clear and check units should be programmed by the Finish crew on the day of the meet, before the first early runners start.

2.2d. Setting out and checking controls, and ensuring that all controls have a pin punch to be used if a control unit malfunctions

2.2e. Preparing and printing control descriptions

2.2f. Printing the maps, and assuring an ample supply for all courses and delivering maps in boxes to the Start having checked that the correct courses are in the correct boxes.

2.2g. Identifying the location of the Start and Finish to the Event director

2.2h. Water in the forest

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2.2j. Entering the course information into the Event computer(s)

2.3 Controller The Controller’s primary task is to ensure that the event is fair and safe for competitors. This includes: 2.3a. Checking the quality of the map 2.3b. Checking that the courses designed by the Planner are suitable for the various age and skill levels 2.3c. Checking that all control sites are fair 2.3d. Ensuring all controls are sited correctly with numbers corresponding to the control descriptions. 2.3e. Checking that the Start and Finish are at the location corresponding to that on the map, including the Pre- start if the start triangle is remote. 2.3f. Double checking that the correct course map and numbers are in each Start Box 2.3g. Checking that the terrain and courses are safe for participants with respect to hazards and dangerous locations.

It cannot be stressed enough that all three principal officials should agree to the split in responsibilities and the overall concept for the event. If the Canada Cup event is a Regional Championship, the Event director should consider preparing to document this agreement in the form of a charter, which would include the following: 7. Vision 8. Objectives 9. Why the event is being held 10. Definition of the event 11. Committee Structure – including roles and responsibilities of major officials 12. Technical Scope 13. Non-technical Scope 14. Timelines

Appendix 3 contains a sample charter.

3.0 Event Organization 3.1 Type of Events There are four principal events, Sprint, Middle, Long and Relay, although in Canada with our smaller numbers, major championships are usually limited to the first three. In addition there are training, C, B and Canada Cup events, score events, Thomas events and urban races. These are described as Foot Orienteering events, but

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Orienteering Canada O300 Event Director | 2014 there is also Trail O, Ski O and Mountain Bike O. Orienteering clubs also put on ROGAINES and Adventure Races, but these are not covered by COF Rules.

3.2 Course Guidelines

The Course and Category Guidelines for Long and Middle with a 10 course format, and a 5 course format for Sprint are available on the Orienteering Canada website (www.orienteering.ca/resources/officials/), and are required for Canadian, North American, Western and Eastern Canadian Championship events, and can also be used for Canada Cup events. The object of the Breakdown is to group competitors roughly by running speed. Courses 1 to 3 also show a rising level of technical difficulty, (TD 1, 2 and 3), and in Courses 4 to 8 the technical difficulty is the same (TD4). There is also a TD5, which is used when courses 9 and 10 are designed to reach Canadian or World Championship standards. The Open courses can be used by those competitors who do not wish to run in their age categories for reasons such as lack of experience or stamina. The number of open courses offered is at the option of the organizers. The 5-course structure for the Sprint increases the number of classes on each course, as the difference in length is not as important due to its short nature. For Canada Cup events with smaller numbers, there is also a 7 course compressed version for the Long and Middle races. This is also on the Orienteering Canada Website.

Sprint While the planning is described in detail in the Course Planning module, the overall characteristics for the Sprint are as follows: Can take place in an urban or park setting or a mixture of all three. Forest can be used but is discouraged as variability of vegetation can result in an unfair course. Short courses with a winning time of around 12-15 minutes Compressed start intervals, usually 1 minute Planning includes route choice, and features quick and frequent changes of direction. Map scale 1:4000 or 1:5000

Middle Forest setting Course with winning time in the 30-35 minutes range 2 minute start intervals Planning emphasizes many short technical legs with limited route choice Map scale 1:10,000

Long Forest setting Course winning times vary in length with class with the W21E at 70 minutes and the M21E at 90 minutes. Start at 2-3 minute intervals Planning emphasizes endurance and route choice Map scale 1:15,000 for the elite courses, 1:10,000 for everyone else

Relay At the World Championships there are 3 person teams, Men and Women. Winning times for both classes should be 90-105 minutes with no legs longer than 40 minutes, and none under 30 minutes. There is a massed start

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Orienteering Canada O300 Event Director | 2014 and forking. In 2014 the IOF introduced a new event for WOC, the Sprint Relay, which comprises mixed teams of 2 men and 2 women.

Urban This type of race is gaining in popularity and its main feature is a long distance race on a map drawn to ISSOM specification

Score O At this type of event, a number of controls are placed in the forest and assigned a point value (further away for the Start/Finish the higher the value). Competitors are given a fixed time period in which they try and locate as many controls as possible. Point penalties are imposed if competitors are out beyond the time limit. Highest number of points wins.

ROGAINE This could be described as a long distance score event with times of 6, 12 and 24 hours. The GA in ROGAINE stands for group activity, so a minimum of two competitors running together is a requirement.

3.3 Electronic Timing This update of the O300 manual assumes that SPORTident hardware and Sports Software will be used in the organization of the meet. SPORTident is the company that supplies the control units, SPORTident cards, specialty printers and software, SI Config and SI Manager, which are used to program the units. The control units are basically clocks and the SI Cards data storage units. In an event the competitor, by inserting the Card into a hole in the control unit, uploads the time that he/she visits the control. The Card is then downloaded at the Finish, and the competitor supplied with a printout showing the total elapsed time and the times for each individual leg. Sports Software, which is a separate company, has supplied the event software; OE 2003 is a one-day event package, and MT 2003 is used for a multi-day event (see 3.4 below). If you plan to use the older pin punching system, and manual timing, we would refer you to the old edition of the A meet manual, which is available on line at the C Orienteering Canada website. The section on SPORTident in this module refers to that which the Event director is required to be familiar with. There is also a detailed Electronic Timing Module, which covers all aspects of both hardware and software. It is important to note that when using electronic punching, the competitor is responsible for punching properly by inserting the Card into the control unit until it registers a light or sound. In the event of a unit failure, competitors are required to punch one of the reserve boxes on their map with the attached pin punch. If there are no reserve boxes, then on the map itself.

3.4 Event Software

It should be noted that there are other event software packages on the market besides that supplied by Sport Software, some of which are being used in Canada. However the principles remain in that the event director is responsible for transferring the data from the registration file to the event software, and the course planner is responsible for ensuring that the course and class data is accurately entered into the event software.

3.5 Permissions Access

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Orienteering Canada O300 Event Director | 2014

As with B and C events, permission must be obtained from landowners for access. In Canada Cup events, a good relationship with the landowner is critical as the event team will spend a lot of time on site and the event will in all likelihood disrupt normal activities for the landowner. A landowner may be willing to provide support for the event; e.g., using a quad to put out course water. The landowner may request a certificate of liability insurance. This can be arranged from All Sport Insurance at 604.737.3018. When this happens mapping can commence under the direction of the Mapping Director or Mapping Committee at the club.

The Event director’s only role in the process is to introduce himself/herself to the Land Owner and determine if there are any restricted areas on the map, and whether the Parking and Assembly Area are agreeable to the Land Owner.

The Event director should also ensure that the Land Owner’s personnel, such as security, are made aware of the event.

3.6 Embargo The purpose of embargoing a competition area is to limit the advantage of any competitor to gain on-site knowledge of the terrain and the map. Below are guidelines to aid decisions in setting embargos. 1. If a previous orienteering map of the competition area exists, color copies of the most recent edition must be displayed for all competitors prior to the competition. 2. The venue for an orienteering event shall be closed to orienteering activities as soon as the event has been publicly announced. The details of the embargo should be included in the announcement. 3. Event organizers shall assume responsibility for defining the area to be embargoed. 4. Event notices must specify the embargo period and the boundaries of the embargoed area. In addition, a map showing the embargoed area should be posted on the Internet. 5. Entrants may declare themselves ‘non-competitive’ if they perceive they have intimate knowledge of the competition terrain that would give a substantial advantage. 6. In the absence of a self-declaration of ‘non-competitive’, Orienteering Canada Rules provide that “The “organizers of an event shall declare ‘non-competitive’ an entrant whose intimate knowledge of the terrain would give an unfair advantage. Such a declaration may be appealed to the sanctioning body.” 7. Non-competitive’ entrants may participate in the competition and their times shall be included at the bottom of the results list for the course or class (if the entrants choose to have their results published). ‘Non- competitive’ entrants shall not be eligible for awards or rankings.

3.7 Event Sanction Canada Cup events must be sanctioned by the Orienteering Canada. This measure ensures that the local club has sufficient resources and ability to host a successful event and avoids scheduling conflicts. Procedure 8. Six months (at least) before the event submit a request to sanction the event to Orienteering Canada. The form is available at: http://www.orienteering.ca/resources/officials/.

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3.8 Promotion Besides including the event details in the club, PTOA and Orienteering Canada websites, consideration should be given to posting advertisements in magazines such as the North American Orienteer, or, if you are interested in attracting foreign competitors, CompassSport. There is also an International Orienteering Event Calendar where the event can be listed (http://cal.worldofo.com/). “What’s On” features in local newspapers are also a good source of publicity, especially if the event is trying to attract newcomers.

3.9 Budget and Finance In addition to the principles of fiscal responsibility to members outlined for C and B events, Canada Cup events carry additional responsibilities for reporting and depend upon effective budgeting.

Budget is a planning and reporting tool and must support proposals requesting funding. In terms of a planning tool, it assures the host organization that financial goals for the event will be met. This is important, as some Clubs hold major events as a mechanism to raise funds and replenish coffers. A budget must accompany any requests for financial support whether the support is being sought from a granting agency or as seed money from the host organization. As a reporting tool it provides accountability. Granting agencies will almost certainly require a report of the financial disposition of the event illustrating how the funds they provided were used. It should be developed before the event to show budgeted revenue and expenses. After the event, actual revenues and expenses should be reported.

The following was written for events up to major championships as it includes costs and revenues that may not apply to Canada Cups below the COC or NAOC levels, as, for example, using an arena may not be part of your plans, but a lot of the details will help you prepare a budget for your event.

Goals: before preparing the budget the club or PTOA must decide on the goals for the event. Do you want to make a profit, or would you be happy with just covering the cost of the maps. Perhaps the club has substantial funds, and that you want to keep the event fees down so you would be okay reaching a breakeven point. Do you want the event fees to be in line with other recent, major events? Are you going to totally write off the cost of the maps at this event, or leave some amount to be recovered at subsequent events? Grants from government can often defray the cost of producing the maps, and these should be identified as revenue.

Entry fees: Keeping in mind the goals, the budget must be prepared before you set the event fees – very important! It is best to start with a list of all the expenses on a spread sheet, before you look at revenues, as the cost/competitor will give you a idea of what revenues must be generated to meet an expected level of entry fees. These would include the following A) Map costs, including the cost of flying photos, base map preparation, survey work, and map drawing. For a major event you would probably hire a professional mapper, so you would have to include, in addition to the survey and cartography costs, his or her travel, food and accommodation expenses. Bringing in someone from Europe might result in additional expenses for visas etc. B) Expenses for officials, particularly for the Controller and the World Ranking Event Advisor if such an official is required. The controller would normally make 3 visits, the first to check out the suitability of the terrain and the accuracy of the map. The second visit would be to check in the field the suitability of the courses and control 12 | P a g e

Orienteering Canada O300 Event Director | 2014 sites. The 3rd visit would be at the event itself. You need to reach an agreement with the Controller over his or her expenses, before you can start putting the Budget together. The travel expenses of the WRE Advisor are also paid by the local organizers and normally includes 2 visits. Other officials such as the Event director and Course Planner might be given travel expenses, so an agreeable rate must be established. At present this seems to range between 0.25 and 0.50/km. b) Printing. Map printing for lesser events is usually carried out by club inkjet printers. If you go to an outside printer, you need to obtain prices for the actual printing, and also the cost of suitable paper and plastic bags. There will also be the event flyer and the event information brochure, control descriptions and bibs to be printed. c) Control units and stands. If it is a multiday event, clubs may be required to borrow, rent or buy additional control units, SI cards, flags and stands. The planners can probably give an estimate of the number of control units that are likely to be used. SI cards are a different matter. Not all competitors will own their own cards, so an estimate has to be made using past experience as to how many cards may be required. This number could be inflated if entries on the day for newcomers is planned or if groups are coming, such as cadets, who are unlikely to own cards. d) Land Permission: The landowner may charge a fee for using the area, and if government is involved a permit may be required. e) Event Centre: If you plan to have an Event Center where Registration Packages can be distributed, results posted etc, there may be a rental fee. f) Parking: Sometimes the landowner may ask for a parking fee for the area to be used. This can be included in the budget or paid by the competitor on arrival at the event. g) Online Registration: If you plan to use a company specializing in online entries, such as Zone 4, there will be a fee involved, currently about 3% of revenues. h) Advertising: If you wish to advertise in orienteering magazines like North American Orienteer or CompassSport, or in local publications then those costs should be budgeted as should the cost of any fliers or posters i) Meet Flyer and Web Page. A preliminary flyer, comprising general details of the event, should posted on the club’s and PTOA’s websites at least 6 months before the event. A paper flyer can also be prepared for distribution at other events. A more detailed flyer should be prepared with the entry details and posted on the website j) The Assembly Area would require the following kit. The list also includes the equipment required of the organizers decide to have an Arena.

Tents for Registration, the Start, Finish, food, and if the weather is likely to be inclement, a tent for changing. In a championship another tent may be required for the Announcer

Computers and their attendant gear such as cables, power sources, loud speakers, microphone, tables and chairs. There also could be the cost of radios, and equipment for radio controls

Clocks for Registration, Start (2) and Finish

Registration: table and chairs, lockable box for money, and a float

Start: tables, chairs, rolls of tape, stakes to carry the taped routes etc, boxes for the maps and some device to distribute the control descriptions.

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Finish: tables, chairs, printers with additional ink cartridges, and ample amounts of paper. A binder to record any problems or additional entries from Registration. Often the organizing club will have a lot of this equipment, but if any has to be rented or bought, it should be included in the budget.

Food: Refreshments can be provided, and should be budgeted. A figure such as $2/competitors/day, can be used but the volunteer who is looking after this item should be aware of that amount. Keep in mind that the local supermarket will often donate additional produce if asked to support the event. It helps to offer to have their logo printed on the maps

Water: Required for both the arena and in the forest. The amount depends very much on the number of competitors and the expected weather. Like food, local suppliers of water will provide some free to help support the event. Don’t forget that in addition to the purchase of water, there must be sufficient containers to dispense it and lots of cups.

First Aid: If you plan to have the local branch of the St. John’s Ambulance in attendance or similar organization, you will have to budget a gratuity for them and perhaps also accommodation. An amount of $500 to $1000 would be appropriate, depending on the size of the event.

Toilets: This can be a significant budget item, especially if they have to be shipped any distance. One toilet/ 50 competitors is a rough guide. Toilet paper, hand-washing dispensers if not provide in the toilets.

Signs: Signs are required from the nearest major intersection, and at appropriate intervals to the Arena. Other signs are required for directing the competitors to Registration, the Start, from the Finish to the download station, and to the toilets. Banners are also required for the Start and Finish. Include the cost of any of these items that need to be rented or purchased.

Results boards

Waste receptacles and large plastic bags

Consumables: pens, pencils, sticky tape, duct tape, scissors, string etc

Vehicles to cart around the gear

Busses: The Course Planner may require a remote start, and if it is at a significant distance to the Start, a shuttle bus might be required.

T Shirts: the synthetic running shirts are a popular item at major events. The cost of the t-shirts and the design must be estimated. It is a good idea that a modest profit be included. Rather than taking a stab at the number of shirts that might be purchased, it is better include the purchase of shirts on the entry form. Some additional ones can be bought, but the main thing is not to get stuck with very many shirts after the event.

Volunteer Recognition: Providing volunteers with articles of clothing like special colored t-shirts or caps are appreciated, but only if the budget has the funds.

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Banquet and other social events: If there is to be one, then the cost of the location and menu has to be settled. Usually the caterer will not require the final numbers until close to the date, but cost/competitor should be in the budget. Juniors usual pay less than seniors, which should be taken into account. When getting the caterer to set a price per person, make sure that they realize that orienteers get very hungry, and can put away a surprisingly large amount of food, and that should be reflected in the price. The addition of a modest profit should also be added to the costs. At the banquet itself, before the food is served, it is a good idea to ask that orienteers take it easy the first time around to ensure that everyone gets a fair share of the food.

Levies: Only the Canadian and North American Championships and any events the week before and the week after are required to pay a levy of 25% of revenues to Orienteering Canada. There also might be Provincial or Territorial levies. This is a big cost and must not be left out of the Budget.

Awards: For the Canadian Championship, Orienteering Canada supply the medals. Organizers have the responsibility for providing ribbons designed to their specification with the cost being paid by Orienteering Canada. For other championships, the organizers will have to factor in the cost of awards. Separate awards for competitors from outside Canada are also appropriate. If there are sufficient funds, presenting all competitors with a souvenir of the event is also a nice touch.

Contingency: Invariably, items are forgotten to be included, and other cost more than expected, so contingency of 20-30% is a good idea.

Revenues: The most important item is, of course, entry fees, which requires an estimate of the number of competitors. There are many variables, time of year, attractiveness of the terrain, quality and availability of campsites, motels and hotels opportunities for tourism etc., so a best guess is required for the budget. It is best to have another two estimates of 50 more or less than the best guess. Sources of Revenue: a) Entry Fees. Early reduced payments and the lower fees for juniors should be taken into consideration. b) Government Grants, both provincial/ territorial and municipal. P/T sport organizations and gaming bodies can be good sources for Mapping and Hosting grants, and Municipalities often have funds available for Hosting Grants, and also money in kind, such as tables, chairs, sound systems, toilets etc. c) Sponsorship: Local companies are a good source of funds and also items that can be used for prizes. d) T shirt sales e) Banquet f) Parking Fees. If the landowner requires a fee to park, then the organizers should charge competitors on entry to defray this cost. g) SI Card and compass rental

Event Fees: Once the above is completed, and after excluding the revenues and costs from the free-standing items such as the Banquet and T-shirts, you will be able to calculate the cost/competitor for the 3 entry levels, and dividing this into revenues will give you the breakeven events fees. At this point it is a good idea to look at the entry fees charged at recent Canada Cups and championships. At the time of writing fees of $25-30/day are the norm. Therefore if your breakeven point for the best guess came out at $45, for example, then you have some work to do on both sides of the income statement, chasing more revenue from sponsors, setting a higher profit margin on the Banquet and T-shirts, and cutting costs such as writing off less of the mapping costs. If the

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Orienteering Canada O300 Event Director | 2014 costs come in at $20, then if your best guess is close, you will be looking at a reasonable profit, and pats on the back all round!

3.10 Event Flyer and Web Site Note that the information underlined is provided by the competitor and is not in the flyer. Stuff to go on the flier/web page:  Name of event  Date  Location of Competition Centre and Assembly Area  Directions  Time of first start, distance to start from the Assembly Area, and time to get there, including climb if significant. This information may not all be available at the time the flyer is being completed. But these details must be included in the Event Notes.  Course lengths  Class, course and SI card (own or rent)  Costs of each race, junior and senior  Name, address, phone number, e-mail address, club and class of competitors  Banquet, number of adults, children, cost, directions, time  T Shirt or Race shirt sales, cost, design details  Waiver. It is very important for insurance coverage that all competitors sign a waiver. Competitors should be able to download a copy of the waiver from the website or from the on-line registration, sign it and mail it to the Registrar. Alternatively, they can sign the waiver when they pick up their registration package.  Payment on line or by snail mail, if latter, payment made out to whom and to what address it should be sent.  Protest rules  Rules for eligibility for championship awards  Online Registration. Zone 4 is an inexpensive system that could be used (www.zone4.ca)  Snap shots of terrain or map (optional)  Brief description of the terrain  Accommodation info  Links to tourist stuff

3.11 Safety, Rules and Ethics Be familiar with Appendix 7 on this subject. There are often overdue orienteers, and the names can usually be established from the event software. Sometimes the competitor is not overdue, but has not reported to the finish. Make it very clear in the event information that every competitor must report to the Finish whether they have completed the course or not. Recording car license plate numbers at event check-in can be useful if someone leaves without reporting to the Finish. It is also essential that a safety bearing be included in the event

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Orienteering Canada O300 Event Director | 2014 information. In case a search is required, a team should be designated before the event, and, in addition, you should also have telephone numbers for the Police, local Search and Rescue, and park authorities.

Road Crossings: If courses cross a road on which traffic is expected, “Runners Crossing” signs should be placed 100 meters on either side of the crossing. If there is little traffic expected, the competitors can be left to make their own way across. However, it should be noted in the event notes that there is a crossing and that they have to take care. If traffic is likely to be heavy and if juniors are making the crossing then there should be a manned crossing. Some jurisdictions require licensed traffic controllers. A control should be sited on one side of the road, and one on the other. The Sport Software can be tweaked to allow for this by deducting the time caused by delays crossing the road.

3.12 Registration The Event director has to appoint a Registrar to handle the processing of entries, and set up the online registration if that is to be used. The Website should provide his/her name, address, phone number and email address.

On line Registration is becoming the norm, and while there are several companies offering this service, Zone 4 from Canmore (www.zone4.ca) is becoming very popular. Zone 4 also offers credit card payment. If a competitor wishes to pay by cheque, there should be a downloadable entry form and waiver that he/she can mail in with payment. When Registration closes, the database must be transferred to the event software. As several event software packages are now being used in Canada, it is up to the experts in the clubs or P/TOA to assist the event director in taking this step.

Waiver is a very important part of the entry and must be signed by all competitors before they compete. It can be signed and sent in to the Registrar, or signed when the competitor picks up the Registration packet at the event. A copy of a typical Waiver is shown in Appendix 8.

3.13 Start List Start Intervals for each course: Sprint – 1 minutes, Middle – 2 minutes, Long – 2-3 minutes.

A week before the event and after Registration closes, assign Start Times and rental SI Stick numbers. Avoid assigning a start time less than three minutes after the official start. This avoids complications if there are problems getting the first starter underway. Sport Software has a complicated class set up for the Start list, but with the kind of numbers we get at our Canada Cup events, entering start time manually is probably the best

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Orienteering Canada O300 Event Director | 2014 way. Nowadays, there is usually a Middle Distance one day, and a Long distance race the next. In this case, competitors should be divided into 4 start blocks as follows:

Day 1 1st Quarter = Day 2 – 3rd quarter Day 1 2nd Quarter = Day 2 – 4th Quarter Day 1 3rd Quarter = Day 2 - 1st Quarter Day 1 4th Quarter = Day 2 - 2nd Quarter

Note that competitors from the same club and class should not have adjoining start times unless they are separated by two start intervals.

It is a good idea to include several vacant start times in each course to allow for changes and entries on the day.

Elite Athletes Starts At Championships, it is recommended that the elite runners in M21E and W21E start near the end of the Start Window. This will mean that most competitors will have finished before the Elites, and will be able to cheer on their favorites as they finish. The two categories of M21E and W21E are referred to as the Red Group, and at a Championship, the Event director should get the list of athletes in the two Red Groups from the High Performance Committee. Start times from those lists should then be created randomly. For a WRE the first day

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Orienteering Canada O300 Event Director | 2014 starts are by ranking with the highest point athlete starting last. For subsequent days, the start list will be created randomly.

3.14 Event Notes. These provide expanded information from the event flyer. It is customary to provide a printed copy of the event information from the web site in the registration package, The following, in no particular order, should be included:

A. Comments from the Course Planner and Controller. B. The names of the Jury Pool and the Meet Committee C. Instructions to competitors in the event of a control failure. D. Map Scale and Contour Interval, and whether the map is drawn to ISOM (IOF International Specification for Orienteering Maps) or ISSOM (IOF International Specification for Sprint Orienteering Maps). E. Distance, number of controls and climb for all courses’ F. Detailed directions to the Event Centre and Assembly Area, and if any, the Banquet. G. Details of the Start procedures, including distance and walking time, route and color of streamers H. Where spare control descriptions will be handed out. I. Presence of any undesirable plant life (e.g. poison ivy, multiflora rose) J. The use of any non IOF symbols K. A site map showing Registration, Start, Finish, Toilets, First Aid, changing and showers if available L. A note about the importance of CLEAR and CHECK M. Directions from the Finish to the Download Station N. Time limits for the courses, and time of course closure. O. Safety Bearings P. Time of Awards Q. Acknowledgement of sponsors. R. Policy on late entries S. Description of control units and numbering

3.15 Assembly of the Registration package, which should include the Event Notes, start times for each competitor, rental SI Cards if appropriate, banquet tickets, T or Race shirts, local tourist information etc. If bibs are used, it is useful to attach a weatherproof label (upside down) showing, in waterproof ink, the competitor’s name, SI# and, for each day, course and start time. A similar label should also be added to the envelope containing the competitor’s registration information.

Day before the event, print Start Lists for Start team (3), Finish, Event director, Display and Registration.

3.16 Map Printing. It is very important to ensure that there are enough maps in each start box. At a Canada Cup or championship event there is nothing more embarrassing than to run out of maps, and have to ask competitors to have their maps recycled to later competitors. If it happens at a Championship or World Ranking event, it is a disaster. To prevent this, the Course Planner should meet with the Event director when entries have closed, and when the map files have been approved by the Controller. The number of entries in each course should be calculated and double-checked. If the Event director is prepared to allow additional late entries to be processed, although this is not to be recommended, then an allowance for those must be added. If there are entries on the day, a best guess must be made for those. It is also a good idea to add 10-15% to the number of maps required for each course. Then sets of the maps should be available for the Event director, the Course Planner and two sets for the Controller, one personal and one to send to the Federation or Association. 19 | P a g e

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When the maps are printed the Course Planner MUST check the numbers again. Once the maps are in the start boxes before going to the start, the Controller should also check the numbers and that the maps are in the correct boxes.

4.0 On the Day Procedures

4.1 Registration A pick up point for registration packages containing the bib (if used), start times, event brochure, local promotional material etc is usually arranged for the day before the event. The Registration packages should then be taken to the assembly area two hours before the first start for distribution, as competitors arrive. It always seems to be inevitable that a few competitors will request changes to their start times or courses. These changes are at the discretion of the event director. At championships events such changes are usually not allowed without very good reason, but Canada Cup events can be more flexible, so there should be a process established at registration to make the changes. The change should be noted in a binder with the competitor’s

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Orienteering Canada O300 Event Director | 2014 name, SI stick number, old start time or course and new start time or course. This information has then to be passed on to the Finish to be entered into the event computer, and to the Start to be added to the start List. Officials staffing registration should be given information by the Meet Director to answer the usual questions from competitors, such as:

4.1.1 Equipment required: o Tent, table chairs, paper, pens, and Registration sign o Registration packages o Start list showing vacant positions in which to slot entries on the day or changes in time or course. o Entry form and waiver for entries on the day o A list of competitors who have preregistered but haven’t signed a waiver. It is also a good idea to mark the envelopes showing that a signature is required. o Binder to keep note of changes, which have to be passed on to the Finish periodically to be entered into the database. o Compasses for rent o SI Cards for rent o Whistles for rent or purchase o Cash box and change o Clipboards, pens, scissors, tape, stapler o Future event information o Membership forms, and list of current members o Information sheets. o First Aid

4.1.2 Directions to the Assembly area, Parking and Start Make sure that you have sufficient signage to direct everyone to the event from a prominent location (Freeway exit, for example) Parking signs, and, if necessary, parking stewards to direct traffic. The event notes and the signage to the start should include the distance and the time that a mother and small child would take to walk to the start.

4.2 Start

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4.2.1 Start Crew The most important step is to pick an experienced start chief, and give him/her the responsibility to run the start, including picking his/her team, assembling all the necessary equipment, and running the start on the day.

A few weeks before the event ensure that the planner provides the start chief and the event director with a blank copy of the map showing the Start or Starts, which should show the Start Triangle and the location and direction of the Pre-start. If the Start line and the Start Triangle are at different locations, then the Planner should also indicate whether that distance should be taped or not.

If there are sufficient club members available to help split your Start Team into early and late shifts. This will enable all the team to get a run. Start the late shift an hour before the first official start, to give them time to finish, and change so that they can replace the early shift team, who could then go and run. Decide whether or not to use a punching start where the competitor punches a Start control unit on the Start line, and his/her time commences with the punch. When there is no start punch, and the competitor is timed from his/her assigned start time.

4.2.2 Equipment: . Map showing the location on the Start (from the Planner) . Stakes and tape or bunting to outline the Pre-start and the route to the Start Triangle. Direction signs, showing distance and, if necessary, climb. Enough tape is also required to mark the route from the Assembly Area to the Start. . Tent or shelter . Start Banner

. Flag with stand for the start triangle (no control unit) . Control Descriptions (supplied by the Planner), with a table, tape, safety pins. It should be noted that Orienteering Canada Rules now specify that loose control descriptions must be supplied and distributed at the pre-start or in the start lanes, and not before. . Map Boxes and Maps (supplied by the Planner) . Start Lists for Call-up, for the Start Chief and for display for competitors (provided by the Event director) . Clipboards and pens, highlighters, staplers, scissors and masking tape . Water, cups, garbage bags and supports . Signs . Start Clock with beeper, and Call up line clock . Spare whistles . Plastic bags for clothing transfer back to the Assembly Area – a service usually provided during nasty weather. . Heavy hammer, nails, string, knife . Toilets (usually supplied by a local company, who must be given detailed instructions where to deliver and locate the units) and spare toilet paper. These are normally located at the assembly area rather than the

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Orienteering Canada O300 Event Director | 2014 start. However, if the start is remote, and there is easy access by truck, competitors will be very pleased to see an additional toilet there.

4.2.3 Pre-Start Decide on how many stages there should be. A 3 Station Start Grid is the norm; -4 MINUTES Call up 1st starters, check names and SI Card numbers (very important) on Start List, ensure competitor has Cleared and Checked, and has a whistle

-3 MINUTES Call up 2nd starters, 1st starters move up one station, and pick up control descriptions

-2 MINUTEs Call up 3rd starters, 2nd starters move up one station to control descriptions, 1st starters move up one station to view blank maps, if appropriate. This is usual when the map has been run on before.

-1 MINUTE Call up 4th starters, 3rd starters to controls descriptions, 2nd starters to blank maps, 1st starters to START LINE, write their name or bib number on the back of their map. They can then pick up their maps without looking at them to allow an official on the line to check to ensure their map is the correct course. Note: It is still the competitor’s responsibility to pick up the correct map.

0 MINUTES Call up 5th starters, 4th starters to control descriptions, 3rd starters to blank maps, 2nd starters to

START Line, 1st starters “START”.

For Championships it is preferable that control descriptions be issued at one of the Start lines. At a Canada Cup event, the control descriptions may also issued with the event registration package or at the Start before entering the Pre-start.

There should also be a Late Start lane.

CLEAR is a specially designated control unit used by competitors to delete the data from previous events on their SI Cards. The CHECK is to confirm that the Card has indeed been cleared. A further CHECK unit should be used by one of the Start team at one of the Start lines to register the sticks of all competitors before the start, which will provide a complete list of starters for use by the Finish team if required.

A Start Flag should be placed (without a SPORTident unit) in the middle of the Start Triangle. SI Card check. This is important, as we often see families with several SI Cards attending meets, and at times they can pick up the wrong card, and, if allowed to start, can cause the meet software to give an incorrect result. While it is the Planner and Controller’s responsibility to have the required number of maps in the various start boxes, both Registration and Start should know how many spares are in each box. Maps can run out because some competitors decide to change courses when there are not enough spares. At Canada Cup events, the

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Event director may allow entries on the Open courses, another reason that Registration should know how many extra maps are available. In 2014 a new rule was added to the Orienteering Canada Rules stating that if there is a clock at the Pre-Start it must show Call-up time.

4.2.4 Late Starts. At Championship events, when a competitor arrives late at the start, he or she should enter the late start lane, have their SI card checked, and be directed to the correct map box, at which point he/she can start, taking the time penalty for being late. If a Start unit is being used, the difference between the assigned start time and the actual start time will be added to the competitor’s Finish time. In a Canada Cup event, the Event director has the option to allow the competitor to be fitted into the start when there is space in the Start List, or returning after the last starter in his/her course to start then. No time penalty would be taken. When the last starter has left, the Start List and Check unit should be handed over to the Finish Chief.

4.3 Finish

4.3.1 Finish Crew As in the case of the Start, an experienced Finish Chief is essential. Give him/her responsibility to put together the team, the Finish equipment, transfer it to the event, and assemble. Make sure that the Planner provides a map of the Finish location. If sufficient members are available, it is a good idea to split the Finish team into two, early and late. This will enable all members to run in the event. Usually the late team starts their run an hour before the main start, 9:00am as opposed to 10:00am, for example. This should give them time to get back to the Finish, change and replace the early team members, who then can go out and run.

4.3.2 Equipment: . 2 flags, stands and SPORTident Finish control units . Tent(s), tables (one for timing equipment, one for water and snacks), tape or bunting and stakes for the Finish chute, chairs. If the Finish is remote from the Download area, direction signs are required. . Finish Banner . Water, cups, snacks, garbage bags . Empty map boxes, one for each course for holding competitors’ maps until after the last start. . First aid kit . Protest forms . SPORTident timing equipment, which can include a battery or generator, inverter, laptop(s), Master Station, Download Station, printer(s) including paper and spare ink cartridges. The number of laptops to be used should also be decided well before the event. For a Canada Cup event with, say, 100 competitors, one laptop will do the job. With larger numbers a second laptop is useful, one for the download of competitors’ times and printing of splits, and a second laptop (networked to the first) to print results during the event, and to make changes to the database. A runner, who has pre-registered may have forgotten his SI card, and have to

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Orienteering Canada O300 Event Director | 2014 rent one, so that number has to be changed. If there was only one laptop, downloads would have to be stopped temporarily to make the change.

For larger events a loudspeaker is an appreciated feature. This can be rented, but often the municipality, in which the event is being run, can often provide such equipment

Results Display

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4.3.3 Assembly Area Setup Erect tent, set up SI system, program the admin control units such as Clear, Check, Start and Finish. For Version 7/8 units, open SI Config and attach the Master Station (USB or Serial). Select the Com Port button to make sure that the program is using the Com Port that the Master Station is plugged into. This can be checked by reading the Master Station. In SI Config main panel, click on Direct (as opposed to Remote, which is use to program the other units) then Read. Next step it to place one of the units on top of the Master Station, lining up the holes, and if you have one, place a coupling rod between them. Click Remote on the SI Config panel. The admin units, Start, Finish, Clear and check have numbers from 1 to 30. Set the working time, say 4 hours, and then press the Write button, which will clear the memory and set the PC time. Do the rest of the units at the same time. For the older V6 units, you have to use SI Manager to program. Please refer to the Electronic Timing Module for instructions. The Start, Clear and Check units are passed on to the Start Chief before the early starters are due to leave. Set up the Finish chute, erect the banner, and place the finish control units and stands. If necessary, flag the route to the Download Station. Enter on the day entrants and any changes into the laptop. This information will come from Registration. The Finish should be erected and operational by the time of the first start. Keep in mind that juniors on course 1 and 2 can often complete their courses in under 20 minutes. Do not make the chute from the Finish controls to the Download Station too short. Competitors often arrive in clumps, so there should be enough length for a queue to form. In the event of the Finish being remote from the Download, make sure there are direction signs. Map collection boxes remain at the Finish. Finishing competitors enter the Finish chute and record their times by inserting their SI sticks in one of the two Finish control units, and then proceed to the Download Station. The competitor’s time will then show up on the results screen and his/her individual splits will be printed out. Assign a team member with a notebook and pen to record complaints and comments by competitors. Move them away from the Download Station when they are explaining their problem. Inevitably there will be complaints after competitors have mis-punched. Usually after being told of the punch that was missing and checking their maps, they will realize their mistake, and forlornly move on. However, in the case where a competitor is adamant about checking into the control, he/she should be directed to the Meet Director to sort it out. Collection of rental SI sticks and rented compasses at the end of the race or events. Posting Interim Results: Click Competition Day, Results, SPORTident, OK, Print. If possible interim results should be posted every 30 minutes during the event. Towards the end of the event, keep the Meet Director appraised of the number of competitors still out. Final Results: These will be used by the Meet Director to announce results for the prize giving. Click Competition Day, Results, Official, Print

4.3.4 Complaints and Protests Any competitor wishing to register a complaint, should be given a complaint form, which he/she must complete and submit to the Event director within a time specified by the organizers, usually no longer than 30 minutes after his/her finish. The Event director then takes the complaint to the Event Committee, which usually consists of the Event director, the Course Planner and the Controller, but any experienced orienteer can be included, to reach a decision, which is given to the complainant. If he/she disagrees with the decision, then he/she must complete a protest form to be given to the Controller, who then takes it to the Jury for resolution. If the complainant wished to proceed with a protest he/she has 15 minutes in which to decide to proceed. The

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Controller will chair the Jury, but may not vote. The Event director can attend the Jury’s deliberations, but may not vote. The Jury’s decision is final.

4.4 Prize Giving Before the prize giving assign a club member to organize the awards and/or prizes. You will also need a table for them, the final results List and a loudspeaker. Competitors should be advised that these are Final Results but not Official Results, which would be those posted after the event to the Web Page At Canada Cups, awards and prizes are the responsibility of the organizing club or Provincial Association. With Provincial, Territorial and Regional Championships, make sure that you are aware of the eligibility rules.

After the start, finish and the rest of the assembly area has been dismantled, there should be a walk through to pick up any garbage. We should always strive to leave the site cleaner than when we arrived.

4.5 Volunteer Recognition One of the goals in Orienteering Canada’s Strategic Plan is to increase the number of volunteers helping to put on events. It is therefore very important that the volunteers feel appreciated, and that the Event director recognizes all the volunteers, not just the principal ones, at some point during the event. If it is a B event, this can be done at the prize-giving and then followed up with an email thanking them for their help. At a Canada Cup event or Championship, if the budget allows it, a distinctly colored article of clothing, such as a cap or T- shirt, will reinforce the feeling that the wearer is part of the organizing team, as well as identifying them as

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Orienteering Canada O300 Event Director | 2014 event volunteers. If the event has a banquet, this is another opportunity to ask the volunteers to stand and take a bow.

5.0 Results Post the results on the web page, and download the results to Route Gadget (rg.orienteering.ca). Comprehensive instructions are available from the Orienteering Canada website. As the information is very topical, this should be done as soon as possible, preferably the evening of the event. Forward a report to Orienteering Canada and your Provincial Association including the final accounts and results, accompanied by a cheque for the Orienteering Canada and Provincial levies if appropriate. Heave a great sigh of relief! Please note that it is no longer allowed at Championships to remove legs from the results where there has been a failure or loss of a control. However it is allowed to remove a leg for a road crossing, provided this is posted in the event notes.

6.0 SUMMARY OF EVENT DIRECTOR’S RESPONSIBILITIES

These time lines are for a typical Canada Cup event, and assume that the map has been completed, if new or revised. For major championships the time lines for many items would be considerably extended. Items 1 to 5 will have to be completed at least a year before the event, and often longer.

Steps 1 – 3 taken by organizing club prior to Event director’s appointment

1. 6-12 months. Provincial Association sanction received.

2. 6-12 months. Landowner permission requested and received.

3. 6-12 months. Major Officials appointed – Event director, Course Planner, Controller. Confirm Orienteering Canada Certification level.

4. 6-12 months. Finalize event date, assembly area, mapping plans with club, association and landowner.

5. 6-12 months. Submit “Request for Sanction” to Orienteering Canada.

6. 3-6 months. Liability Insurance. If requested proved a Certificate of Insurance to landowner.

7. 6-9 months. Post meet dates on Orienteering Canada, P/TOA, and club web sites.

8. 3-6 months. Prepare Meet Flyer and post on meet web site.

9. 3-6 months. Publicity and Promotion.

10. 3-6 months. Print meet flyer for distribution at other meets.

11. 3-6 months. Progress report on map and planning – on schedule –problems?

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12. 3 months. Assembly Area, confirm reservation if required.

13. 2 months. Confirm equipment is available, purchased, ordered.

14. 2 months. If required, order awards.

15. 2-4 weeks. Media promotion, TV, radio, newspapers.

16. 1 month. Progress report from Controller-problems-remedial actions.

17. 1 week. Registration packages assembled, Start lists prepared and printed.

18. Check with Controller, Planner, Registration Chief, Start Chief, Finish Chief – any problems - equipment okay.

19. On the Day. Final checks – all areas of organization

20. On the Day. Results confirmed and posted

21. Evening of event or 1 day after. Official results and splits posted to the event website and Route Gadget.

22. 1 week after. Event report to Orienteering Canada and Provincial Association with levy payments.

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APPENDIX 1

Orienteering Canada Officials Certification Program Certification requirements form (Revised April 2014)

OFFICIAL’S CONTACT INFO

Name ______

Address ______

City/province/postal code ______

Phone ______

Email ______

Club ______

Submit this form to: Orienteering Canada 1239 Colgrove Avenue NE Calgary, AB T2E 5C3 Tel 403-283-0807 Fax 403-451-1681 [email protected]

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LEVEL O100 Completion of O100 allows an official to act as a Course Planner and Event director at a C event.

Pre-requisites:  □ Participated in at least five C events  □ Participated in at least two Canada Cup or B events  □ Served as a volunteer at two events, Canada Cup, B or C

Theory and technical component: □ Attend all sessions of the O100 Course □ Complete the level 1 exam with 80% or higher.

Date ______Course Instructor ______

• □ Plan a beginner course and an intermediate course to C event standards • □ Act as an event director and course planner for a C event, under guidance of an experienced official qualified at O200 or above.

Date ______Event ______

Please note that you will not be confirmed as an O100 official until the completed form has been forwarded to Orienteering Canada.

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LEVEL O200 Completion of O200 will allow an official to act as a Course Planner, Event director and Controller at a B event.

Pre-requisites: • □ Acted as an official in at least one C event • □ Participated in a B event and a Canada Cup in his/her age class • □ Served as a volunteer at two Canada Cup or B events in any capacity • □ Be qualified as an O100 official

Theory and technical components: • □ Attend all sessions of the O200 course • □ Pass the O200 exam – 80% or better • □ Plan five courses – beginner, easy intermediate, intermediate, short advanced, and long advanced– which comply to B event standards

Date ______Course Instructor ______

• □ Program SI units and serve as timer at a B event

Date ______Event ______

Event director and Course Planner

• □ Act as an event director or course planner for a B event under guidance of an experienced official qualified at O300 or above.

Date ______Event ______

Controller ______

• □ Act as an Event director and a Course Planner at a B event. Act as a controller for a B event under guidance of an experienced official qualified at O300 or above.

Date ______Event ______

Supervising Official ______

Please note that you will not be confirmed as an O200 official until the completed form has been forwarded to Orienteering Canada.

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LEVEL O300

At the O300 level, officials may begin to specialize into one of three streams – Event director, Course Planner or Controller.

On completion of O300 an official can act as a Course Planner or Event director for all Canada Cup events including the Canadian and North American Orienteering Championships. An official who qualifies in all three modules, Course Planning, Event Directing and Controlling, will be able to act as a Controller at Canada Cup events, COCs and NAOCs...

Pre-requisites: □ Acted as an Event director or Course Planner for a B event. □ Participated in two Canada Cup events. □ Served as a volunteer at two Canada Cup events in any capacity □Be qualified as an O200 official

To become a certified O300 Level Event director or Course Planner, the candidate must complete the following requirements. □ Attend all sessions of the appropriate O300 Level course □ Pass the O300 Level exam – 80% or better □ For Course Planner, plan six courses -- two sprint, two middle and two long -- to Canada Cup event standards. In middle and long, one course should be from Courses 1-3, and one from Courses 4-10. In sprint, one course should be from Courses 1-2 and one from Courses 3-5

Date ______Course Instructor ______

□ For the Event director Stream, act as an Event director at a Canada Cup event up to a regional championship, under guidance of an experienced official qualified at O300 or above. Date ______Event ______

□ For Course Planner stream, act as a Course Planner at a Canada Cup event up to a regional championship, under guidance of an experienced official qualified at O300 or above. Date ______Event ______□ For the Controller stream, be qualified as an Event director and Course Planner at the O300 level. Act as Controller at a Canada Cup event up to regional championships, under guidance of an experienced controller qualified at O300 or above.

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Date ______Event ______

Please note that you will not be confirmed as an O300 official until the completed form has been forwarded to Orienteering Canada.

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LEVEL O400

At the O400 level, officials will be able to act as a World Ranking Event Advisor.

To be considered as a candidate for the O400 Officials’ course, the candidate must meet the following pre-requisites:  □ Certified at level O300  □ Member of Orienteering Canada

To become a certified O400 Official, the candidate must complete the following requirements:  Meet IOF Requirements for Foot Orienteering Event Advisors (see Accreditation Form on the IOF Foot –O website.)  Receive endorsement from Orienteering Canada

Date ______Course Instructor ______

Please note that you will not be confirmed as an O400 official until the completed form has been forwarded to Orienteering Canada.

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Officials Log

Date Function Event

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APPENDIX 2 We need to transfer the latest Course Category Guidelines here.

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APPENDIX 3 Sample Charter

The following is an example of a charter prepared by the Edmonton Orienteering Club for the 2004 Western Canadian Championships

Western Canadian Orienteering Championships DRAFT Charter Vision The organizing team will host a technically sound event that will be well-received by competitors and will treat each other with respect and still be great friends when it is all over. Objectives o The event will satisfy A meet standards and adhere to guidelines established for Western Canadian Orienteering Championships (WCOC). o The competitor services aspects of the event will enable competitors to focus on the competition but not overburden organizers; i.e., it will meet competitor needs but organizers will not be too concerned with providing extraneous “frills”.

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o The event will be volunteer-friendly; i.e., volunteer effort and energy will be directed at delivering a successful event, volunteers will feel appreciated for their efforts and proud of their accomplishments. Officials and major organizers are volunteers too! o The event will serve as a training ground for WMOC volunteers where possible and desired. o EOOC will not lose money on the event. Why the EOOC is hosting this event? The Western Canadian Orienteering Championships (WCOC) are hosted every year by a club in one of the four western orienteering associations in this order – Manitoba, Yukon, British Columbia, and Alberta. This means that every four years, one of the clubs in Alberta hosts the event. Since the FWOC hosted the WCOC in 2000, it is EOOC’s turn in 2004. EOOC last hosted the WCOC in 1998 at Smoky Lake. Event Dates The WCOC’s will be held on Saturday October 9 and Sunday October 10, 2004. This coincides with the Canadian Thanksgiving weekend. The WCOC’s are typically held on Thanksgiving. Including 2004, they will have been held on the Thanksgiving weekend 13 times, the Labour Day weekend 5 times and some time earlier, 8 times. Location On the western edge of Elk Island National Park, north of the Yellowhead Highway (Hwy 16). Refer to the pink outline on accompanying PowerPoint. Format The WCOC will be a two-day total time in a classic distance event (both days). It has been suggested that there should be a relay on the Monday. The WCOC organizers decided not to hold a relay; however, if WMOC organizers wish to host a trial relay event on the Monday, they may do so. Officials Event director: Laura Querengesser EOOC COF Level 2 Course Planner: Robert Gilchrist EOOC COF Level 2 Controller: Marion Owen FWOC COF Level 3 Decision-making Framework – Committees and their Roles and Responsibilities EOOC Board o EOOC will be liable for any financial loses and will be the recipient of any profits from staging the WCOC. o EOOC will provide all equipment required for hosting the WCOC. (The cost of supplies will be borne by the event.) o The EOOC Board will not have ongoing involvement in the staging or executing the WCOC, and delegates this authority to the WCOC Organizing Committee (see below). o The EOOC Board regularly reviews WCOC progress. Should they feel that poor decisions are being made, the EOOC can replace the WCOC Event director. o The EOOC Board will approve the preliminary budget of the WCOC and provide seed money following approval of this budget. o EOOC Board will make decisions according to EOOC Bylaws and established standard operating procedures. WCOC Organizing Committee o The WCOC Organizing Committee makes all decisions regarding the outcome of the event. o The WCOC Organizing Committee determines a course of action through consensus-based discussion. They will seek advice from the appropriate WCOC organizer (see WCOC Organizers), EOOC Board member, AOA board member, etc. as required.

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o The WCOC Organizing Committee consists of the three major officials – event director, course planner and controller. Event director (ED) o The ED is ultimately responsible for the successful staging of the WCOC and as such it is her responsibility to create and lead the organization that will ultimately execute the event while meeting the event’s goals as set out in this document. o The ED will provide the EOOC board with monthly status reports. o In consultation with the WCOC Organizing Committee, the ED develops budgets and work plans, recruits volunteers, monitors progress and reports to the EOOC Board. The ED will undertake specific tasks as required. o The ED (WCOC) will consult with the ED (WMOC) to determine which WMOC officials would like to develop experience through participation in WCOC. Course Planner (CP) and Controller (C) o The CP and C are jointly responsible for ensuring a fair, challenging and safe competition in accordance with COF rules and standards for course planning. o In addition to other duties outlined in the Level 2 Manual, the CP designs the courses and control descriptions and ensures placement of the control flags, water and SI units on the courses prior to the event and arranges for their removal after the event. The CP oversees the preparation of the SI units and competition maps. o The C checks the quality of the map; the start and finish areas; the courses; control locations; safety of courses and terrain; and, makes recommendations for necessary revisions. o The C and CP will establish a mutually acceptable communication channel and timetable.

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APPENDIX 4 Sample Flyer

REGISTRATION

Pre-registration is required for WCOC competitive courses (championship and open classes). No pre- registration for recreational courses. Registration forms available on the WCOC2004 website – accessible through the EOOC website at www.orienteer.ab.ca (or directly at http://members.shaw.ca/wcoc2004)

Mail registration forms and cheques to: Registrar 15008 22 Street Edmonton, AB T5Y 2A1 If we decide to use on-line registration, it will be available by the end of June.

Late fees will be charged for registrations received after August 31, 2004. Each change request received after September 18 will be assessed a $10 processing fee. In the event of cancellation, the organizers reserve the right to retain all or part of the fees to cover expenses. Normally 80% of all money paid will be refunded if notice is received on or before September 18, 2004. No refunds after that date.

Information package pickup will be at the event centre on October 8 and at the event site thereafter.

WCOC ELIGIBILITY

To be eligible for WCOC you”must be a Canadian citizen (or landed immigrant), a member of one of the western associations and have resided in one of the western provinces/territories since September 1 of 2003.

“Participants who normally live in the West but are attending school or working elsewhere are eligible; however, non-Canadians who are traveling, studying or working in the West are not eligible. Orienteers from the east who are attending school or working in the west are eligible if they resided in the West as of Sept 01, 2003.”* *Excerpt from WCOC Statement of Policies and Hosting Guidelines

MORE INFORMATION

E-mail: [email protected] Website www.orienteer.ab.ca OR http://members.shaw.ca/wcoc2004 Phone: (780) 436-7447 OR (780) 455-1916

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EDMONTON OVERLANDERS ORIENTEERING CLUB

Buffalo Chip Champs

Western Canadian Orienteering Championships And Recreational Courses

Thanksgiving Weekend October 9 & 10, 2004

LOCATION

Elk Island National Park (EINP) (40 minutes east of Edmonton on Hwy 16) is the site of the WCOC*. EINP offers wonderful opportunities to observe wild animals including the plains and wood bison along with elk, moose, deer, and beavers in their natural surroundings. The Strathcona Wilderness Centre, a modern, well-appointed lodge just minutes from EINP, serves as the centre for sleeping, eating and social activities.

SCHEDULE

FRIDAY – Strathcona Wilderness Centre SUNDAY – Elk Island National Park 1900-2100: Package pickup & late registration for 1000-1100: On-site package pick up ** competitive classes 1030-1400: Child minding and string course open

1100: First start, competitive courses SATURDAY – Elk Island National Park 1130-1300: Registration, beginners clinics & 1030-1200: On-site package pick up ** starts for recreational courses 1130-1500: Child minding and stringcourse open 1500: All courses close 1200: First start, competitive courses 1500: Awards (approx time) 1230-1330: Registration, beginners’ clinics & starts for recreational courses

1600: All courses close 1830: Buffalo Feast at the Event Centre

*You CANNOT get to this event through the usual park entry gates **Beginners clinics available by request during these times

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EVENT CENTRE, FEAST and ACCOMMODATION

STRATHCONA WILDERNESS CENTRE  Modern pine lodge with a lake view and stone fire place  12 km of walking trails on the property  40 minutes east of Edmonton and 10 minutes south of the event site. On Baseline Road.

BUFFALO FEAST  Saturday October 9 at 6:30pm at the Strathcona Wilderness Centre  Full course meal featuring roast hip of bison $21/person; $10/child under 12 years

ACCOMMODATION  Dormitory in the lodge -- bring a sleeping bag $20/adult/night; $15/child under 12/night  Bunk house unheated cabin -- bring a sleeping bag and sleeping pad $10/person/night  Those staying in the dormitory and bunkhouse will have access to lodge facilities -- dining room, fully equipped kitchen, washrooms, hot showers, and lounge.  Meals (except for feast) are not provided. The lodge has a modern kitchen, which you may use for cooking and storing food -- except Saturday night due to the feast. Your registration for the feast and accommodation must be received on or before September 18, 2004

ORIENTEERING EVENTS

WESTERN CANADIAN ORIENTEERING CHAMPIONSHIPS The WCOC 2004 will be held on the west side of EINP. The terrain is very detailed with many small hills, depressions and marshes and a few small lakes. Vegetation is variable ranging from areas of thick undergrowth to runnable forest and open dry marshes. The WCOC will be excellent training for the WMOC!! In October, the leaves will be off the trees so visibility will be excellent.

Appropriate courses will be offered for the following championship classes: F12 F13/14 F15/16 F17-19 F20+ F35+ F45+ F55+ F65+ M12 M13/14 M15/16 M17-19 M20+ M35+ M45+ M55+ M65+ F=female M=male

Age is determined by the age you reach during the year 2004. Juniors (under 20) must be no older than and, adults must be at least the stated age. Individual entries only; groups may participate on recreational courses.

Open classes will be offered on all courses. If you wish to compete on an advanced course in an open category, please state preferred length or which class (or person!) you wish to run against on your registration form.

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APPENDIX 5 Sample Budget

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The only comment to make is that there is no cost item for the map itself. Perhaps they were using a map that had already been paid for. However, this item should always be included if the event is expected to cover some or all of its costs. It is interesting to note that the event made a profit because of the higher attendance, and also because of a profit on the accommodation. An amount for this last item was not was not included in the budget.

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APPENDIX 6 Complaint / Protest Form

Name of Event: Venue: Date: 1. Details of the Complaint

Submitted by: Name (printed): Signature: Time: Date: Position: Federation:

2. Organizer’s Decision on the Complaint (with reasons)

Submitted by: Name (printed): Signature: Time: Date: Position: Federation:

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Complaint/Protest form continued

3. Details of the Protest against the Organizer’s Decision

Submitted by: Name (printed): Signature: Time: Date: Position: Federation:

4. Jury’s Decision on the Protest (with reasons)

Submitted by: Name (printed): Signature: Time: Date: Position: Federation:

APPENDIX 7 Safety, Rules and Ethics

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Safety: 1. Participants should wear full body clothing 2. Participants must carry a whistle during an event 3. Participants should be familiar with the International Distress signal (3 blasts on a whistle). False alarms are a serious offence. 4. Participants must report to the Finish whether or not they complete the course 5. Participants must aid injured persons they encounter during the event 6. Participants must observe traffic rules when crossing roads or railway lines 7. Organizers shall provide safety bearing information

Rules: 1. Participants shall not damage, remove or hide any controls during an event 2. Participants shall only use the map provided by the organizers plus a compass and SI Card during an event 3. Participants shall visit the controls in the specified order in a point to point cross country orienteering event. This rule does not apply to Score and Rogaine events, in which controls can be taken in any order. 4. Participants must not enter/cross areas marked on the map as uncrossable or out of bounds. 5. Participants shall not damage property such as fences or equipment 6. Participants shall not enter/cross gardens, newly planted fields or those with growing crops.

Ethics: 1. Participants should not follow other participants 2. Participants should not discuss the course with other participants while on the course 3. Participants who have finished should not divulge information about the course, map, or terrain to other participants who have not started 4. Participants shall respect the land and the environment

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