Organising Events ORGANISERS TOOLKIT The information, documents, templates and links on this page make up the Event Organisers’ Toolkit. It contains all the information you need to run your event, from park and street events, to local club events, to championships. Remember that your best resource is your club; every club has members who are experienced in event organisation. All organisers should download the Emergency+ app. It uses GPS functionality built into smart phones to help a Triple Zero (000) caller provide critical location details required to mobilise emergency services, including ambulance/fire/police. You can also call SES and police non emergency assistance. KEY TO SECTIONS Start Here – this section has a checklist of items that you’ll need to cover, and a link to a more comprehensive document for organising events that use Sportident. Staying Safe at all Events – under this section you’ll find information on health, safety and emergency response, as well as links to a number of external resources, which apply to all event types. You’ll find event-specific safety and emergency response plans and templates under each Event type. General Information – check this section for documents that apply to all events, eg insurance, fees and levies, naming standards etc. Specific Event Types – find your event type; this is where you’ll find additional documents and links, including course planning guidelines and competition rules, along with handy forms and templates. Go to Get Your Sportident Sorted 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. Something missing? Contact voaATiinet.net.au with any queries. Start Here Organising an Event – comprehensive guide to organising Victorian events that use electronic timing – updated July 2023. Read in conjunction with specific event type information. Quick Checklist Note: some of these may have already been covered by a Series Coordinator; if your event is part of a series, check with them first. You’ll need to consider: Venue and permit Map and date/fixture Course planner Equipment Event information and advertising (O News, Eventor, website) Entries and payments (Eventor or EOD) Volunteers (start, finish, parking etc) Results Post event (cleanup, check gear, pay levies etc) Staying Safe at All Events Covid Safe Measures On October 12 2022, the Victorian government removed Pandemic Orders. Orienteering Victoria events continue to operate under recommended measures to help reduce the spread of covid-19 and other infectious diseases. OV covid safe measures Guidelines and Templates Air Quality Guidelines for Holding OV Events Incident Report Form to be completed and forwarded to Orienteering Victoria in the event of a safety incident. First Aid If your club does not have its own First Aid kit, you can borrow OV’s comprehensive kit, including a defibrillator. Event organisers need to ensure they have a designated First Aider present, and arrange a space close to the Finish for the First Aid tent and kit to be set up. If you want the kit and defib at your event, please make arrangements to collect it from the previous event organiser, and to hand it over to the next event organiser. When the kit is not in use, it is stored at the ORC office at Westerfolds Park. Emergency Information Resources Download the Emergency+ app The app uses GPS functionality built into smart phones to help a Triple Zero (000) caller provide critical location details required to mobilise emergency services Parks Victoria park closures and changes to conditions (search under the specific park): www.parks.vic.gov.au DEECA (formerly DEWLP) state park and forest closures and changes to conditions: https://www.ffm.vic.gov.au/permits-and-regulations/closures-of-parks-and-forests 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 EPA AirWatch: https://www.epa.vic.gov.au/EPAAirWatch Campfire safety information: www.ffm.vic.gov.au/permits-and-regulations/fire-restrictions-and-regulations See also specific safety and emergency response plans under each Event Type heading – Park Street, Sprint, Bush (including Vic Bush, MelbushO, and MTBO) Event Information and Promotion/Permits/Fees, levies, refunds/Insurance/Results (all event types) Advertising your event Event organisers are responsible for providing information for competitors, and for advertising their events via: O News – weekly email bulletin with wide reach. Email your content to editorATvicorienteering.asn.au, 2-3 weeks before the event, before the Monday 9pm cutoff for Tuesday am distribution Website – the web managers will take your content from O News and post it as a web news item on your behalf. For feature events, carnivals or series, we can create a dedicated page and keep that up to date for you. Contact voaATiinet.net.au Eventor – you will need to create, or add to, your event information. You can include Information Flyers, Bulletins, Programs etc, and links to external pages Permits Know who the landholder is – MapShare Victorian land ownership map Parks Victoria permits are organised centrally. DEECA (formerly DEWLP) – find out which regional office covers the event; contact them to obtain permit application/requirements (they vary by region) https://www.deeca.vic.gov.au/communities-and-regions/regions-and-locations Councils – check their website for event permit information, and apply using their process. They will put your event into their Events Calendar to help promote it locally Schools, private landowners, other – contact them directly and apply using their process Insurance OA Public Liability Insurance Certificate of Currency 2023 (short version) OA Public Liability Insurance Interested Parties 2023 (full version, only provide if landowner requests it) Fees and Levies – guidelines and forms Fees Levies Refunds 2023 Refund Policy for Participants – share with your participants by attaching this document to your event information in Eventor Levy Payment Form 2023 – download, complete online and email to OV Accounts Event Entry Fee Guidelines Other After-event Checklist and Results – updated May 2023 with instructions for using Live Results with OE Naming Standards for Classes and Courses (Vic Bush, MTBO, MelBushO) Course Planning COURSE PLANNING (excludes Park Street) Course planning requirements and tips Planning Long Courses Planning Sprint Courses View each “organising events section” in the Organisers Toolkit for detailed information on planning each type of orienteering event. Organising Park Street Events Safety and Risk Management Safety Plan and Emergency Procedures for Park Street Events Competitor Safety Rules Code Red/Catastrophic Fire Rating – event automatically cancelled Extreme Fire Rating/Total Fire Ban – organisers will closely monitor conditions, and cancel the event if there is a fire risk, or on advice of landowners or emergency authorities Visit the CFA website for current fire ratings (look for Central District): https://www.cfa.vic.gov.au/warnings-restrictions/total-fire-bans-and-ratings Other extreme conditions include very high temperatures, strong winds, poor quality air due to smoke, and flooding. Organisers will closely monitor conditions, and may cancel or otherwise alter any events subject to extreme conditions. Event cancellations will be posted on this website when practical. Park Street Event Organising Guides Summer Series Winter Series Course Planning Park Street Events Summer Series Winter Series Park Street Competition Rules Park and Street Orienteering Etiquette Power Walking Technique Notice and Report Form Entries and Payments Park Street Financial Procedures Group entries and payments are per control card e.g. Carer with disabled person(s) = 1 entry fee, 1 result Family (parent(s) and children) compete together = 1 entry fee, 1 result per family Scout patrol competes together = 1 entry fee per group, 1 result per group whereas two competitors run with each other but each receives a result = 2 fees Father walks with son but each receives a result = 2 fees (one adult; one junior) Organising Sprint Events Safety and Risk Management Fill in the specific event safety plan. Attach these documents to permit requests, and have copies at your event. Safety and Emergency Response Plan for Sprint Events Specific Event Safety Plan Template (doc) Sample Risk Management Matrix for Urban Events – template used for risk identification and management, when applying for permits from landowners eg councils, universities Planning and Competition Rules Sprints: Legend of Forbidden-to-Cross Features Sprint Championship Rules IOF Presentations IOF, Good Sprint Courses, David May presentation IOF Presentation on Sprint Orienteering Course Planning Organising Bush Events Safety and Risk Management Safety Water Fire Danger Signage – drinking water on courses, fire danger, event signage, emergency contact, incident reporting Risk Assessment and Management Template for bush events on foot – editable document. Add details where indicated by (xxxxx), and provide copy to landowner if required (eg DEECA). Emergency Procedures for Bush Events – provide to Parks Victoria or other organisations that require a safety plan. Each event organiser should have a printed copy at their event. Event Safety Plan form – 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, or if landowner permit conditions do not allow the event to go ahead. Check which district the event will be run in, and whether there are fire restrictions – see the CFA website DEWLP forest fire management planned burns website interactive map Planning and Competition Rules OV Bush Course Planning and Advising Guidelines Vic Bush Series Overview and Guidelines 2023 including guidelines for courses, and other information related to the series. OV Event Controller Report (download and complete) Vic Bush Series course table template – download and complete with event-specific details Championship Rules – Long Distance Rules Middle Distance Rules String Course Guidelines Other Resources Sample Information Flyer – pdf Sample Information Flyer – editable For Eventor, websites, O-News bulletin etc, and on the day Changes Forms For pre-entry events that use Sportident. Use these to record any changes to competitor information, for updating the event file. Vic Bush Series EOD forms Use to manually record details of on-the-day entries at Victorian bush events Organising MelBushO Events Safety – see Safety guidelines and templates under ORGANISING BUSH EVENTS Organisers and Planners Guidelines MelBushO Organisers Guidelines Course Planning Guidelines for MelBushO Coaching Tips for MelBushO MelbushO sample information flyer – pdf MelbushO sample information flyer – editable MelBushO EOD Registration Form – print and use for data entry when you don’t have a second laptop available at Registration Eventor Quick Guide – print and give to anyone who enters on the day, so that they can pre-enter next time MelBushO Compass Loan Sheet (template for use at registration) Organising Relays Safety – see Safety guidelines and templates under ORGANISING BUSH EVENTS Competition Guidelines Victorian Club Relays Competition Rules Organising a Relay Software Setup for Relays The guidelines above were updated in 2020, and 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 with Eventor Manager. They apply for all Relays staged in Victoria including Club Relays and Australian Relays/Australian Schools Relays. For expert advice on organising Relays, contact Debbie Dodd or Jim Russell. Organising Mountain Bike Events Safety – see Safety guidelines and templates under ORGANISING BUSH EVENTS, but use the Risk Assessment and Management template below Risk Assessment and Management Template for MTBO events (bush). Editable document. Add details where indicated by (xxxxx), and provide copy to landowner if required (eg DEECA). Guidelines Guidelines for Organisers of Victorian MTBO Series Events Guidelines for Organisers of BikeO 75 Series Events International Specification for MTB Orienteering Maps IOF Australian Rules and Guidelines for MTBO Orienteering Australia Events on Dja Dja Wurrung Country If your event is on the Country of the Dja Dja Wurrung People, please take the following steps. Refer to the map below, and page 5 of the DDWCAC Fact Sheet, to see whether this includes your event. Your Parks Victoria permit will include extra conditions explaining any additional obligations. Dja Dja Wurrung Map of Agreement OV and the Dja Dja Wurrung – send this pdf with non-Parks Vic permit applications Areas covered: Greater Bendigo NP Hepburn RP (Daylesford) Kooyoora SP Wehla NCR (SW of Kooyoora) Paddy’s Ranges SP (Maryborough) Kara Kara NP (S of St Arnaud) DDWCAC Fact Sheet Information and fact sheets about Aboriginal cultural heritage Index of mini posters Add the Fact Sheet to Eventor information for your event Include the Acknowledgement of Country wording (Insert name of map) into your Information Flyer Add a shorter acknowledgement to printed maps If you are having presentations or any other activity where a large group of people are gathered at once, include a spoken Acknowledgement of Country at the start. Example: Acknowledgement of Country – for Information Flyer Glenlyon Forest is on the Country of the Dja Dja Wurrung People. We acknowledge that their forebears are the Traditional Owners of the land we are meeting on and have been for many thousands of years. The Dja Dja Wurrung People have performed age old ceremonies of celebration, initiation and renewal. We acknowledge their living culture and their unique role in the life of this region. Example: Acknowledgement to print on maps Bangek Knoorarook Bunjil Dja Dja Wurrung” (Ban-Jek, K-noor-r-ook, Boon-jil, Dja Dja Were-rung) “Willam talle tallingingorak wirrmbool bunjil” (Will-am, tell-e, telling-gor-ak, wirr-m-bool boon-jil) I honour the wisdom of the Dja Dja Wurrung We will speak words of truth and listen to your wisdom Example: Acknowledgement of Country (spoken) “To start the official proceedings I would like to acknowledge that we are meeting on Dja Dja Wurrung Country. Elders of the Dja Dja Wurrung Community and their forebears are the traditional owners of this land and have been custodians for many centuries and have performed age old ceremonies of celebration, initiation and renewal. This country where we hold our event is where the Dja Dja Wurrung have conducted their family, spiritual, economic, cultural, social, sporting and musical activities. We acknowledge their living culture and their unique role in the life of this region.” Event Organiser Workshops, August 2023 Summary notes and video recordings of two Event Organiser Workshops held on August 17 and 24, 2023