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 1 | P a g e 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 2 | P a g e 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. 3 | P a g e 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: 4 | P a g e 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. 5 | P a g e 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 6 | P a g e Orienteering Canada O300 Event Director | 2014 events it is the Event director’s responsibility.