Organising Events The Event Organisers’ Toolkit contains everything you need to run an event, from park and street events, to local club events, to championships. Go to Brush up on Sportident to find out how to book SI equipment, set it up and use it at your event. Sportident is used at most Victorian events other than Park and Street events. General Information for Organisers OA Public Liability Insurance Certificate of Currency 2019 (short version) OA Public Liability Insurance Interested Parties 2019 (full version, only provide if landowner requests it) Eventor Payments and Club Returns Fees and Levies 2018 (pdf) Levy Form 2018 (Word – can be downloaded and sent to OV Treasurer) After-event Checklist and Results Naming Standards for Classes and Courses (State Series, MTB State Series, Mel/VicBushO, Sprint Into Spring) Emergency Information Resources Parks Victoria park closures and changes to conditions: www.parks.vic.gov.au VicEmergency website for real-time updates on emergency incidents: www.emergency.vic.gov.au The VicEmergency smartphone app The VicEmergency hotline 1800 226 226 VicEmergency Facebook and Twitter: @vicemergency Emergency broadcasters including ABC local radio, commercial and designated community radio stations and Sky news Bureau of Meteorology weather forecasts: www.bom.gov.au/vic/ Road closures: check VicRoads website at www.vicroads.vic.gov.au Campfire safety information: www.ffm.vic.gov.au/permits-and-regulations/fire-restrictions-and-regulations Incident Report Form to be completed and forwarded to Orienteering Victoria asap in the event of a safety incident. First Aid – the large OV First Aid kit, including the defibrillator, is currently maintained by and transported to Victorian bush events (foot only) 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 First Aid tent to be set up. For other events (eg MTBO, MelbushO), if you want the large kit and defib at your event, please make arrangements with Peter to collect, transport and return it. Organising Park Street Events Competitor Safety Rules Safety Plan and Emergency Procedures for Park Street Events Park Street events will be cancelled automatically on Code Red days, and may be cancelled by the Series Coordinator in extreme weather conditions. Course Planning Guides Choose the correct series-specific guide for your event from section 1; then use EACH of the three guides in section 2, which apply to all events. Section 1 – Series Specific Guides – choose the one for your event Course Planning Guidelines Tuesday Autumn Series_V2.01.pdf – March 2017 update Course Planning Guidelines Monday Winter Series_V1_02 – April 2016 update Course Planning Guidelines Winter Series Wednesday and Saturday_V1.07 Course Planning Guidelines Summer Series Monday Wednesday Thursday_V1.07 Course Planning Guidelines for Summer Series Tues_V3.pdf EndurO guidelines Section 2 – All Events – use all three guides Preparing the Event Map_V2.01.pdf Event Day Guidelines_V1.01 Course Planning Checklist_V2.03 Park Street Competition Rules Park and Street Orienteering Etiquette Power Walking Technique Notice and Report Form Group entries and payments are per control card e.g. Carer with disabled person(s) = 1 control card = 1 fee Family (parent(s) and children) compete together handing in one “Group” control card = 1 (adult) fee Scout patrol competes together handing in one “Group” control card = 1 (junior) fee whereas two competitors run with each other but each has their own control card = 2 fees Father walks with son and each have their own control card = 2 fees (one adult; one junior) Park Street Financial Procedures Organising Sprint Events 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 Sprint Championship Rules 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 Course Planning Organising MelBushO Events MelBushO Organisers Guidelines 2019 Course Planning Tips for MelBushO 2019 Coaching Tips for MelBushO MelBushO Payment Form 2019 (template for registration) MelBushO Compass Loan Form (template for registration) Organising Victorian Bush and Championship Events Organising an Event – START HERE – comprehensive guide to organising Victorian bush or other events that use electronic timing 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 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 DWELP forest fire management planned burns website interactive map Competition Rules Course Table Proforma for Victorian Autumn and Spring Bush Events (9 courses) (word – event organisers should complete and use in their Event Information sheets) Autumn and Spring Bush Event Rules Championship Rules – Long Distance Rules Middle Distance Rules String Course Guidelines Other Resources 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. 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. 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. Guidelines for Entry Fees Course Planning and Controlling Guidelines Event Controller Report (download and complete) Organising Relays Victorian Club Relays Competition Rules The guidelines below 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 for Schools Champs Relays Software Setup for AusChamps Relays For expert advice on organising Relays, contact Debbie Dodd or Jim Russell. Organising Mountain Bike Events Guidelines for Organisers of Victorian MTBO Series Events Guidelines for Organisers of Summer 75 Series Events International Specification for MTB Orienteering Maps IOF Australian Rules and Guidelines for MTBO Orienteering Australia