SROC Event Handbook – Reference Section

This section of the handbook has been compiled to provide a reference for the Organiser or Planner of an event to browse. It is not intended to be read cover-to-cover but to help expand on areas mentioned on the event checklist. If after reading the relevant section this still provides insufficient information, then a contact list at the back of this section provides the names and numbers of members who may be able to help.

Any shortcomings or errors should be reported back to the Volunteer Manager.

Event Officials

The Organiser and Planner are asked to help the club put an enjoyable, safe and successful event which encourages those taking part to go orienteering again, and ensures the same area can be used for further events.

There are three roles to event organising, they each can be done as an individual or shared. It helps if each knows what is expected of the other and typically this is achieved by good communication between all three.

The Organiser

The Organiser role covers getting competitors to come to the event, managing them up to the moment they start competing, checking that they return, and then managing them from the time they finish until leaving the car park. While the Organiser oversees all this, he/she is not expected to achieve this alone but is expected to co-ordinate activities and delegate. Many club members are willing to help on the day and before, they just need to be asked nicely.

The Planner

The Planner is responsible for the competitor from the start line to the finish line. The courses he/she plans should be to the necessary technical standards such that the competitor feels either mentally or physically challenged and preferably both. These courses need to be planned to minimise any unacceptable risks.

The Controller

The Controller’s involvement is one of competitor assurance in as much as the competitors’ safety is considered, the competition fair, and the BOF rules followed. A Controller is usually only assigned to events of District level or above and above District level this will be an orienteer outside the club.

Controllers operate in many different ways but whether you are the Planner or Organiser it is best to keep the Controller informed as the event evolves and respond to any questions/advice offered.