TOOLKIT for Event Organisers
This page describes the processes to be followed when organising orienteering events. Where appropriate, forms, templates and worked examples that might be helpful are also provided.
Orienteering Victoria Administration Policies and Guidelines can be found on the Policies page.
Organising an Event - START HERE - comprehensive guide to organising State Series or other events that use electronic timing
Naming Standards for Classes and Courses (State Series, MTB State Series, Mel/VicBushO, Sprint Into Spring)
Insurance Certificates for Public Liability - current year (2017) Certificates of Currency:
Short version, suitable in most cases: OA Public Liability Insurance Certificate of Currency 2017
Full version, only required if landowner requests Interested Parties. To add a landowner to the Interested Parties list, contact the Orienteering Australia office: OA Public Liability Insurance Interested Parties 2017
Organising Park and Street events (in the Park and Street Section of this website)
Event Rules and Guidelines
STATE SERIES AND INDIVIDUAL CHAMPIONSHIPS
State Series Course Table (9 courses)
State Series Course Table Proforma for event info sheet (word - event organisers should complete and use in their Event Information sheets)
State Series and Relays event rules
Championship Rules - Long Distance Rules Middle Distance Rules Sprint Distance Rules
String Course Guidelines
These guidelines cover the following: using condes to create course variations; setting up relay entries in Eventor; creating the relay event file in OS2010; team and map numbering; uploading results/Eventor Manager
Software Setup for Club Relays
Software Setup Schools Champs Relays
Software Setup AusChamps Relays
Mel/VicBushO Organisers Guidelines 2017 Revised January 2017
Coursesetting tips for Mel/VicBushO
Coaching tips for Mel/VicBushO
Mel/VicBushO payment form (template for registration)
Mel/VicBushO compass loan form (template for registration)
Urban Sprint Event Safety Plan
Specific Event Safety Plan Template (doc)
Fill in the specific event safety plan. Attach these two documents to permit requests, and have copies at your event.
Sprint Into Spring Fair Play Rules and Scoring
Sprints: Legend of forbidden-to-cross features
Good principles for Sprint Distance orienteering course setting are documented in the following Powerpoint files:
IOF, Good Sprint Courses, David May presentation
Another IOF presentation from 2012 on Sprint orienteering coursesetting
The Orienteering Australia Competition Rules govern foot orienteering events in Australia. The rules of each state body comply with the policy and guidelines established by Orienteering Australia.
For more information refer to the Orienteering Australia website (under Technical)
Health and Safety
Safety Water Fire Danger Signage - drinking water on courses, fire danger, event signage, emergency contact, incident reporting
The Emergency Procedures for Bush Events should
be given to Parks Victoria or other organisations that require a safety
plan. Each event organiser should have a printed copy at their event
The Event Safety Plan form
is a one-page, event-specific form that you can download, fill in
electronically, and send, with the Emergency Procedures attached
Here is a sample form to show you how to fill it in
First Aid - the large OV First Aid kit, including the defibrillator, is currently maintained
by and transported to State Series (foot only) events by Peter Yeates.
Event organisers need to ensure they have a designated First Aider
present, and arrange a parking space close to the Finish for the
For other events (eg MTB, MelbushO), if you want the large kit and defib at your event, please make arrangements with Peter to collect, transport and return it.
Incident Report Form to be completed and forwarded to Orienteering Victoria asap in the event of a safety incident.
Bush events will not be run if there is a total fire ban in the area or a Code Red has been declared.
Check which district the event will be run in, and whether there are fire restrictions - see the CFA website
Download the revised map of TFB districts - pdf 494k
Permits - apply at least 6 weeks prior to the event. Contact Mary Camilleri, Forest Planner, DWELP, tel 5430 4676, to confirm who the correct landholder/s are.
Parks Victoria has a new permit system called Statewide Events. The Bush Committee coordinates permits for events held at Parks Vic venues.
Sample Information Flyer For Eventor, websites, O-News bulletin etc, and on the day.
Guidelines for Entry Fees
Course setting and controlling guidelines
Event controller report (download and complete)
DWELP forest fire management planned burns website interactive map
Electronic Timing Systems
Most non-urban events use some form of electronic timing, typically employing Sportident ("SI") hardware.
Sportident and software
SportIdent Overview page
SI Equipment Bookings page including details of where the OV SI equipment is currently located, and a list of OV SI hire stick numbers.
Before you can use the SI gear on-the-day ensure you:
- charge the battery (overnight)
- check everything you expect is actually in the trailer
- check you have A4 paper for the results printer
- check the results printer has ink in it
- check you have enough paper rolls for the splits printers
- note that the beeping clocks are not kept with the SI gear (contact Ian Dodd to find out how to get one of them)
Link to old SportIdent information [The information on this page is out of date and caution should be exercised when using it]
On The Day - Registration
SIME/simple event (only) basic registration sheet (Excel)
Enter on Day Registration forms For events that use Sportident but not OLynx Touch registration.
Changes forms For events that use Sportident. Use these to record any changes to competitor information, for updating the event file.
Start Ticket Download and customise according to your event start window. Copy and print enough for each starter. No ticket, no start.
Start Times Sign up.xls Download, customise and print, for use as a Registration start times signup sheet, including car rego and phone number, if required.Event organisers should request a copy of the current OV Member list to have at Registration. This can be obtained from the Membership Secretary. Remember that newcomers are charged the discount full-member rate at their first bush event (i.e. they get the full-member discount the first time they compete in a bush event).
Refer to Membership page for more information.
After the Event
After-event checklist and results
Eventor payments and club returns
Fees and levies 2017 (pdf)
Levy Form 2017 (Word - can be downloaded and sent to OV Treasurer)
Mapping and Fixturing
Map Printing Resources Ocad website