Meet Director’s Guide for Local Club Events

These procedures outline the basic steps to insure a good local club event and should be used as a guide, with modifications to suit circumstances.

What Makes a Good Local Orienteering Event?

1. The event is planned and organized to run smoothly.

2. The courses are fair and set to the correct difficulty level.

3. The park/landowner welcomes the club to return.

4. The event staff has fun and is not hurried or hassled.

5. The participants are impressed with the event and glad they came.

Meet Director Procedure

1. Obtain assignment from club president. The meet director will usually either volunteer or be asked to direct a club event. Once the scheduling is complete, the meet director will be notified by the club president of the exact date and location of his event and any special circumstances. It is very important that the club president makes sure the meet director understands the scope of his duties and what exactly is expected of him. It’s best to put everything in writing or email to avoid misunderstandings.

2. Set your Timetable for the event. It’s best to begin planning your event about 2 months prior to the event date. Leave plenty of time for things to go wrong and for you to double check yourself and follow up with your event staff.

3. Contact the park ranger or landowner. Before you begin to make decisions, you need to know any park restrictions or concerns and you must abide by them if your club will be welcome to hold future events. Ask the ranger or landowner for areas to avoid, known safety hazards, what other groups may be in the park that day, arrangements for parking, what paperwork and fees will be required, and any other considerations you or he can anticipate. A good park-club relationship is built on communication, so talk early and often.

4. Arrange with the club Secretary and/or Treasurer for whatever permits, insurance certificates and porta-potty and shelter reservations will be needed.

5. Get Help. You should either have a co-director or an assistant meet director. The phrase “two heads are better than one” applies when organizing a meet. In addition, normal club growth requires the constant training of new meet directors, so if you can get an assistant who is not already a trained meet director, but has the time and desire to learn, you are benefiting your club. Plan together who will do what, when it will be done, and how many other people you will need to help.

6. Arrange for Maps. Contact the Map manager for planning maps, the process of getting any map corrections onto the final map, and when final maps will be in your hands. Always plan for plenty of extra maps, you do not want to run out of maps on the day of the event. This is NOT the place to try to save money. Extra maps for your event can be used for planning maps next time.

7. Staff your event. Normally, you will need to staff the following positions for the average local club event:

a. Course setters. Usually you and your assistant MD will also function as course setter and vetter. If not, recruit at least 2 people for these jobs.

b. Meet Staff. Always finish recruiting your meet staff at least a week before your event. Recruit both early and late staffers for each meet job so that all can run courses. The meet director should remain available to handle problems and to fill in if a staff member needs a short break. The assistant meet director should rotate thru all jobs, making sure things are going well and learning every task.

· Beginner briefing instructors. You should have at least 2, holding staggered sessions.

· Registrar. It’s best to have 2 during peak times.

· Starters. Unless it’s a very small event (under 50 people), you will need at least 2 people working Start, one doing the White and Yellow starts, the other doing the starts for Orange and above or otherwise divide starts evenly.

· Finisher. Have at least one person who does nothing but write down finish times.

· Results workers separate from Finishers.

· Designate one or two meet workers as First Aiders. Assign a SAR coordinator.

· Control Pickup crew. The more you got, the faster you get done.

8. Arrange for Equipment and Supplies. Contact your club’s Equipment manager and make arrangements for picking up what you need. Be sure to agree on who will check the equipment and replenish any consumable items or acquire replacements for lost or damaged items. Once you have the equipment, check to be sure everything is there and make sure all equipment and supplies are clean, dry and ready to use. An Equipment Checklist is later in this package.

9. Meet Director’s Site Visit.

a. Pick a general area of the map to use for the courses and inform CS team.

b. Pick a meet HQ near parking and preferably with rain shelter and comfort facilities.

c. Make lists of what you’ll need in the way of tarps, porta-potties, water and cups, extra equipment and helpers.

d. Check in with park ranger for special access needs, what time the park opens and closes, other arrangements.

e. Collect emergency phone numbers of park manager/landowner, nearest EMT unit, directions to nearest hospital, discuss safety issues with park manager or landowner.

10. Inform club president and persons in charge of obtaining permits and insurance certificates of the location of event HQ and parking. Make sure the driving directions and your contact info is correct on the club’s website.

11. Coordinate Course Setting. Course Setters, vetters and field helpers comprise the course setting team. This should be at least 2 people, but can be more. Offer to allow those interested in learning course setting to “get their feet wet” by tagging along with an experienced course setter or vetter. Designate a Head Course Setter who will coordinate. Meet Director should be sure:

a. Team members are active Orienteers and familiar with Course Setting Guidelines.

b. Each knows what they will handle, by when, and has plenty of time to do it.

c. Each team member is given training or has the experience they need.

d. Each knows the out-of-bounds areas and other park considerations.

e. Head CS has planning maps, clue sheet program or manual clue sheet instructions.

f. Head CS has necessary equipment, including control flags, control codes, punches, surveyor’s tape, map bags, control tote bags, water and cups for water stops, master map boards.

g. A deadline has been set by which the head course setter will give the meet director master maps, clue sheets, and course lengths.

h. Check on the progress of the CS team to be sure everything will be in place and ready to go on the morning of the event.

i. Head CS plans control pickup routes and prepares maps for post-event pickup.

j. Water stops are set up. If there is a water freeze likely, arrange to put out the water on event morning or protect water against cold.

12. The Night Before the Event:

a. Meet Director phones event staff and confirms time and location for their duties.

b. MD checks email and phone messages for event questions and responds.

Meet Director’s Responsibilities during the Event

1. Morning of the Event Early:

a. Make sure to have onsite before the event begins all permits, insurance certificates, master maps, control description copies, clean maps, extra water and cups for the Start and Finish areas, emergency contacts.

b. Make sure course setting team is onsite and hanging last of the controls and putting out remaining water stops.

c. Put direction signs along approach roads.

d. Put out any needed signs for Parking instructions and walking to meet HQ.

2. Setting up:

a. Unload the meet Equipment from your car and sort according to use – Registration, Start, Finish, Results.

b. Brief event staff as necessary, assist staff with setting up their areas, do not allow early arrivals to bother them until they are ready to begin.

c. Load starter cash, provided by club Treasurer, into Cash box.

d. If using master maps, make sure master maps are ready to go, both those in the master map area and those that can be copied before Start.

e. If the Start is ready to go early, make sure Starters can handle changing Start times and make announcement to participants.

f. Keep participants away from Finish area once they have finished.

g. Make sure there is a first aider and first aid kit handy to the Finish Line and the Finishers know the first aider.

h. Make sure Results has laptop with Results program set up and working or alternative method of computing results is ready.

3. During the Event:

a. Check periodically with Results workers for participants out over 3 hours. Initiate SAR procedures as appropriate.

b. At the pre-arranged time, have 2^nd shift event workers ready to take over and make sure the transition is smooth without upsetting meet procedure.

c. At the announced close of Registration, instruct Registrars to close Registration, and begin money computations. When they are done, take money, checks, calculation form, and membership forms in map case and return Cash box to meet equipment. Make sure Start sign-up sheets go to the Results for SAR purposes.

d. At the announced close of Starts, instruct Starters to disassemble the Start area, and take Start Time sheets to the Results.

e. Shortly prior to the close of Finish, have Results give you a list of those still out on courses and organize checking for their friends, cars in parking areas, and unprocessed punch cards to determine if they are truly out or simply missed checking in.

f. At course closing time, notify the control pick up crew to begin.

g. Once all participants are finished, organize clean up of the HQ area and the repacking of equipment and supplies.

h. Arrange with webmaster for prompt posting of Results.

Meet Director’s Responsibilities after the Event

1. Check with Results person to be sure all participants have returned. Make sure any injured competitors were sufficiently helped.

2. Assist designated SAR person in arranging searches for any lost participants.

3. Assist course setter in determining if any special post-event handling of control is needed (wet, muddy). Identify with CS any controls that need to be brought to the attention of the Equipment manager for repair or replacement.

4. Make sure the event area is clean and all meet workers have repacked and put event equipment back in your car.

5. Make sure there are no cars left that belong to participants or event staff. If there are, identify the missing persons and notify and assist SAR person with finding them.

6. Verify with course setter that all controls, water stops and vetting tape are out of the woods and that the entire control pickup team has returned safely.

7. Once everyone is back safely and all equipment is packed and in the car, thank event staff and dismiss. The CS or asst. MD should leave at the same time you do, last.

8. Return all Equipment to the Equipment manager’s house.

9. Confirm that Results have been sent to club webmaster and posted on club net.

10. Make sure all expenses of the meet have been paid/reimbursed. Prepare receipts and either send to Treasurer or take out of event cash and note on reconciliation form.

11. Verify calculations on money reconciliation form prepared by Registrar. Count cash and substitute a personal check. Send checks & reconciliation to club Treasurer.

12. Send sign-up/waiver forms and membership applications to club Secretary.

13. Return unused clean maps to the Maps manager.

14. Be sure to call or email your event volunteers to thank them and make sure they get the club’s volunteer recognitions.

15. Be sure to send a Thank You to the park manager or landowner for their cooperation.

16. Congratulate yourself on a job well done!

Registration Procedure

1. Early shift Registrars obtain their equipment and supplies from the meet director and set up registration:

a. Registration banner

b. Table & chairs

c. Tarps set up if needed

d. Sign-up/waiver forms with punch cards, nearby pens in cups

e. Maps & map cases

f. Control descriptions

g. Cash box with starter cash

h. Membership list and membership forms

i. Start time assignment grid

j. Announcements posted

k. Loaner/rental compasses

l. For sale items (t-shirts)

m. Masking tape, scissors, stapler & staples, calculator, trash bags

2. Registrar hands out sign-in forms and pens, indicates where to go to fill them out.

3. Registrar received completed form, check for completeness.

a. Name, address, phone, email

b. Check membership status and determine fees

c. Correct fees indicated on the form

d. Car information filled in

e. Course indicated, individual or group

f. Waiver is signed

4. Registrar takes money, hands participant map, map case, control descriptions, punch card, start time assignment off grid. Participant may be allowed to chose his/her own start time from grid.

5. Determine if the participant needs

a. Beginner instruction. Direct them to instructor or briefing area.

b. Loan/rental compass. Use collateral system (keys preferred). Instruct participants on the procedure for returning compasses.

c. Membership form (new or needs to renew).

6. Indicate master maps for those copying before they Start.

7. Indicate Start area and direct participants to show up 5 minutes prior to their Start time.

8. Shift change occurs smoothly supervised by meet director.

9. After Registration closes, late shift Registrars will close registration.

a. Pack up equipment and supplies, make a list of consumables that are low and give list to the meet director.

b. Return unused clean maps to the meet director.

c. Count money & checks in box, total fees from sign-up sheets and membership forms, sale/rental of other items. Fill in Money Reconciliation form. Place money, checks, reconciliation form, and membership forms in map case and give to the meet director.

d. Take sign-up sheets to the Results for SAR purposes.

e. Pick up trash, fold tables, chairs, tarps, return all equipment to meet director’s car.

Beginner Instruction Procedure

1. Early shift Instructors obtain a copy of a clean map and consult meet director for location of Beginner instruction area.

2. Consult with course setter and master maps for any specific instruction needed for today’s courses.

3. Consult with meet director for any deviations from usual meet procedures so you can instruct accordingly.

4. Make sure Registrar knows you, the location of the instruction area and directions Registrar should give participants needing beginner instruction.

5. Coordinate the start of Beginner instruction sessions with the meet director.

6. Welcome newcomers and introduce yourself. Explain there are different levels of course difficulty and the level they will be doing today. Explain any special park rules or other considerations they need to be aware of.

7. While giving beginner instruction, pay attention to the reactions you are getting, you don’t want to bore anyone, but you really don’t want to lose them by either going to fast or going into too great detail. You don’t have to teach them everything about Orienteering, only enough to get them started. Be flexible and adapt your instruction to the group you have.

8. Explain the Orienteering Map:

a. Reading an Orienteering map involves map to terrain identification, using the natural aspects of the land as well as the man-made objects they will see on their course.

b. Point out that the Legend is the explanation of the symbols used on the map.

c. Point out the Scale and shows the proportion of the map and how to use the map scale for measuring distances.

d. Point out the Contours. Explain they are lines of elevation and several lines viewed together form hills, valleys, and re-entrants.

e. Point out the Contour Interval. Explain it is the difference in elevation between any two contour lines and how they can use to determine climb and steepness.

9. Have the students look at the map and identify and practice Map to Terrain Identification by looking at their surroundings and finding them on the maps.

a. Explain basic navigational route choice, taking trails instead of going straight line.

b. Explain Attack points and Catching features.

c. Explain holding and folding the map, keeping a thumb on present location.

d. Explain Relocating for when they lose track of their location on the map.

10. Explain the 3 Parts of the Compass and what they do:

a. Magnetic needle -- the red side always points North.

b. 360 degrees dial with North arrow -- the dial turns to line up North on the compass with the magnetic declination lines on the map.

c. Base plate with direction of travel arrow -- lines up the compass with the desired route on the map.

11. Explain How and when to use a Compass.

a. Using the Compass for Map Orientation.

b. Using the Compass for taking Headings.

1. Lay the compass on the map with the long side edge of the base plate along the intended route on the map with the direction of travel arrow pointing toward the destination.

2. Holding the base plate still, turn the dial until the North arrow on the dial is parallel to the magnetic North lines on the map.

3. Your compass is now set. Pick it up and hold it with the direction of travel arrow pointing in front of you.

4. Turn your body around until the red end of the magnetic needle is over the North arrow inside the dial on the compass; keeping the needle over the arrow, follow the direction of travel arrow to your next position.

c. Explain when to use the Compass for Map Orientation and when to use it for taking Headings.

12. Pacing. Explain Pacing and when to use it. Explain how to determine your pace:

a. Mark off a distance of 100 meters.

b. Count your strides for this distance, first walking, then running.

c. Using the ruler on your compass base plate and the bar scale on the map, you can convert this pace to any distance on the map.

13. Explain basic procedure.

a. Copy accurately onto your map the locations of the control point markers using numbered circles. The triangle is the Start!

b. For safety, always go thru the Start line and turn in their punch card stub.

c. If you go out in a group, stay with the group, do not split up.

d. Navigate to each circle on the course in numerical order, find within the circled area the control marker, check the code on the marker for identification, punch the card with the coded punch, then navigate to the next control point, etc. until you reach the Finish Line.

e. Check in at the Finish Line by the 3 hour time limit (or course close time if sooner) even if you have not found all the control point markers.

f. Have fun!

14. Locate course setter so that you can point him out to beginners with specific course questions. Try to answer general questions yourself.

15. Once you have done your first session, wish your students well, locate next group waiting and begin another session.

Search Party Planning Procedures

The first rule of being a rescuer is to be sure you do not need to be rescued. Make sure all plans you make are doubly safe for the searchers and there is a high level and frequency of communication between every searcher and the search director.

Preventing the Need for a Search Party

1. Advise all participants of the 3-hour time limit and the close closing time. The course closing time should be at least 3 hours before dusk.

2. Orienteers should only be permitted to try more difficult courses after success on lower courses. Stress before the competition starts that, if lost, a person should stay on any trail that they come across and attempt to relocate themselves.

Organizing and Conducting a Search

1. Search procedures must be organized and prepared for quick implementation prior to the meet. A search party equipment kit should be assembled and placed at the disposal of the Meet Director at the Finish area before the start of the competition. This kit should contain at least the following:

a. Emergency First Aid equipment

b. Flashlights with spare batteries for each searcher

c. Map showing local roads

d. Walkie-talkies or other communication

2. Initial suggestions to determine if a search is necessary:

a. Check control card stubs or Start list to see who has not checked in at the Finish.

b. Check with club members and friends to see if the person has completed the course, dropped out of the event.

c. Check vehicle information to see if the person has gone home.

3. The Meet Director should specifically designate an SAR person in charge who will be responsible for the conduct of a search. If an Orienteer is missing:

a. Check with the competitors on the same course to see if, when, and where the person was last seen in order to reduce the size of the area to be searched.

b. Only good orienteers shall be assigned as searchers.

c. The SAR in charge issues firm, positive orders, e.g. assigning search teams to search well-defined areas. Maps of surrounding areas should be available.

d. Establish searcher time limits for control and accountability of all search personnel.

e. Make a name list of all searchers dispatched.

Note: Experienced orienteers who become disoriented or injured can be expected to make rational decisions, e.g. rough compass to road and follow road in direction of Finish; or, if injured, remain at a control marker. Inexperienced orienteers are more likely to keep wandering if lost and then pay little attention to the map.

4. If someone has failed to check in because he is lost or has had an accident:

a. Check all roads and trails the person is likely to cross or follow on that particular course.

b. Two good orienteers follow the course upon which the missing person started. One person follow numerical order of points, the other go in reverse order. They should agree where to meet.

c. Check the areas where it is possible that the person could have strayed from the course.

d. Check all control locations on other courses, especially near the person's assumed route.

e. Several searchers executed a planned sweep procedure of the area mapped.

Night Search. If a night search is required, the park authorities or landowners should be notified prior to nightfall. Follow their guidelines and provide any needed maps to any searches the park authorities bring in.

REGISTRATION

************

table & chairs

shelter for rain protection

sign-in forms

extra punch cards

loaner compasses

money calculator

maps

money box

starter cash (from Treasurer)

membership list (from Secretary)

start time assignment grid

2 dozen waterproof blue or black pens

cups for pens

masking tape

stapler, staples

trash bags

map cases

registration banner, club banner

club membership applications

USOF membership applications

Club schedules

Announcement boards

control descriptions

items for sale

money calculation forms

COURSE SETTER

*************

vetting tape

planning maps

control codes

control descriptions sheets

or Clue program

control markers with

punches & codes

control tote bags

water jugs

paper cups and trash bag

START LINE

************

table & chairs

rain protection

masking tape

scissors

start time sheets

clipboard

black or blue pens for timer

master maps on boards

2 dozen waterproof red pens

start banner

digital start timer

FINISH LINE

***********

table & chairs

rain protection

digital finish timer

finish time sheets

clipboard

black or blue pens

master punch codes

finish banner

water, paper cups

trash bags

first aid kit

RESULTS

***********

table & chairs

rain protection

manual time calculator

or laptop with results program

strings for posting results

5/20/2008

Meet Director’s Guide for Local Club Events

What Makes a Good Local Orienteering Event?

Meet Director Procedure

Meet Director’s Responsibilities during the Event

Meet Director’s Responsibilities after the Event

Registration Procedure

Start Line Procedure

Finish Line Procedure

Results Procedure

Course Setter Responsibilities during the Event

Search Party Planning Procedures