This document is designed to
aid the USOF Class “A” Meet Director. Actual
requirements and standards are found in the USOF Rules, USOF Sanctioning
Package and other official documents.
1.
Who have the
essential meet jobs? -- get name, address, phone, email
Meet Director
Mapper
Course Designer
Course Setter(s)
Vetter(s)
Field Supervisor
Registrar
Meet Accountant
Participant Services
Crew Chiefs for Start, Finish and Results
2.
Meet Director,
course setter, mapper and vetters have online links to USOF Rules, Sanctioning
Package, and other USOF competition documents.
3.
MD discusses
duties of all essential meet personnel (#1 above) and follows up with written
list of details of duties via email to avoid gaps and misunderstandings.
4.
MD has and uses a
plan for following up with essential meet personnel to insure they satisfy
timeliness requirements and makes sure ensuing problem are handled.
5.
MD anticipates
any difficulties staffing meet jobs, makes lists of jobs to be staffed and
defines a volunteer recruiting procedure.
6.
MD has written
permission from landowners and/or land managers and sends a copy to Sanctioning
Committee chairman.
7.
MD and course
planner has spoken with the land manager concerning courses and facility arrangements.
8.
Prepare a meet
budget, include plan for paying USOF fees and repaying any Map Fund loans. Be conservative in estimating attendance for
calculation purposes.
9.
Is your map
finished? If no, when will it be? Do you anticipate any problem with preparing
the courses due to lateness of the map?
10.
Are you using
non-standard scale, contour interval or map symbols? If so, meet invitation must describe what’s
being used and Sanctioning chairman must be notified.
11.
Is your Course
Planner in communication with a Course Consultant? Is the course planning on schedule? Do you anticipation any problems getting the
courses done in plenty of time for checking and revisions?
12.
What are your
arrangements for printing the courses on the map? How will these be checked for accuracy? Does
the map contain any out-of-bounds areas?
Are they marked on the map or will they be overprinted?
13.
Have you acquired
map bags?
14.
Will control
descriptions or anything else be overprinted on the map?
15.
Will the map legend
appear on all maps? If not, how is
legend being given to competitors?
16.
Are you planning
separate Map Hike course or will Map Hikers be on regular courses? If on regular courses, do you have procedure
for handling strung-out Map Hike groups coming thru Finish line?
17.
Are you providing
training areas? When are they open? Are training maps for sale thru registration
process? Is this announced in entry
form? Are training areas representative
of map/terrain for the meet?
18.
Does the club own
sufficient equipment for meet needs?
Will you be borrowing any equipment?
If borrowing, coordinate a procedure for identifying and returning
borrowed equipment promptly and replacing lost/damaged items. Inform equipment owners of your plans for
retuning their equipment.
19.
Are all controls
in good condition regarding color brightness and physical integrity? Are punches in good condition? Do the code cards meet USOF standards?
20.
Are you planning
to move any controls between Day 1 and Day 2?
If so, what arrangements are you planning to insure this is done
accurately? What are your control
pick-up arrangements?
21.
How will you
insure the competition center and other areas have been cleaned up?
22.
How and when is
Start list being prepared? What are your
Start intervals? Can you handle
pre-entry requests for early/late Starts?
Do you have procedure for last minute additions and changes? When/where will Start lists be posted at the
meet?
23.
What type of
timing devices will be used? How will
these be checked for precision and be synchronized? Do you have backups and batteries for timing
devices?
24.
Will competitors
be given control descriptions ahead of time?
When? Will they also be attached
to or printed on the map?
25.
Will electronic
punching be used? If so, are rental
Ecards available? How will they be
distributed? Will extras for lost and
malfunctioning Ecards be available at the Start line?
26.
Have you made
rainy-day shelter arrangements for Start and Finish crews?
27.
What are your
arrangements for bringing competitor belongings from Start to Finish areas?
28.
Will Start have
warm-up area nearby and well defined?
How will competitors be notified?
29.
Have you planned
water and cups for Start and Finish areas?
30.
Will competitor
bibs or other materials contain advertising?
If so, check with USOF VP of Marketing for compliance with USOF
sponsorship policies and other sponsorship agreements.
31.
Has the planning
and equipment for Epunch Download and/or other Results computer operation been
finalized and tested? Do you have a
reliable power source and/or backup generator and surge protection? Do you have weather protection for the
computers and other electronics?
32.
Where and how will
Results be posted? Have you made
arrangements for Day 1 Results to be posted Day 2 morning?
33.
Has the procedure
for and timing of posting online Results been worked out? Are
you in touch with ONA publisher and USOF Ranking Committee regarding providing
them with Results file?
34.
Have you planned press
releases to announce elite and team winners?
What other post-meet announcements and press releases are you planning?
35.
Have you picked 3
persons for the Jury? Will
the USOF Rules be available
during the meet for their reference?
36.
What are you
Search and Rescue plans? Who will be in
charge?
37.
Where is your meet
HQ each day? Is their shelter from rain
and/or extreme temperatures? How far is
HQ, parking, Start and Finish from each other each day?
38.
Has your entry information
been prepared? How is it being
distributed nationally and to club members?
Are you using online registration and/or the USOF standard entry
form? Will they be ready and available
as soon as registration is open? Does
online entry protect competitor’s personal information?
39.
What are your
entry deadlines? What problems must you
overcome to handle late entries? Are you
prepared for last minute changes at check-in?
If not, have the competitors been informed?
40.
Are you producing
t-shirts? Will the t-shirt have
advertising? If so, submit rough sketch
of design and advertising to USOF VP of Marketing before ordering for
sponsorship compliance check.
41.
What arrangements
are you planning for Finish line spectators?
42.
Do you have a
designated club representative to handle on-site media relations? Will photographers be allowed in competition
area of forest? What other media
services will you provide?
43.
What are your
pre-meet publicity arrangements? Can
you handle beginner instruction for a crowd of walk-up Map Hikers?
44.
What arrangements
have you made for Finish area First Aid?
Do you have a procedure for summoning professional medical help quickly? Have you written directions to local hospital
for distribution if needed?
45.
What arrangements
are you planning for food? Are you
providing accommodations information?
46.
Will there be
evening gathering/entertainment? Have
arrangements and reservations been made?
47.
What are your
arrangements for babysitting? Do you
have weatherproof facilities? Are you
prepared with toys, snacks and supplies for the children? Have you set an hourly rate?
48.
Describe parking
facilities. Check with park personnel
for regulations. If parking fee is
charged, amounts have been agreed upon and arrangements have been made for
collection.
49.
Check with
landowner or park supervisor for permission for orienteering vendors and other
sales.
50.
Describe toilet
facilities. Are they sufficient for the
expected crowd? If not, make porta-potty
arrangements.
51.
What extra info
will be in your competitor packets? Explain
any non-standard map scales, info regarding out-of-bounds areas, required
routes, protest procedures, and non-standard map or control description
symbols. Consider course setter and
mapper notes for competitors.
52.
What are your
awards? How are they being acquired?
53.
What are your
award ceremony arrangements?
54.
What are your
arrangements for post-meet analysis of problems to be solved before your next
major event?
55.
How do you plan
to acknowledge assistance of workers, sponsors, landowners and park officials?
12/24/2008