Organising Events COVID-19 – ALL ORIENTEERING ACTIVITIES AND EVENTS FROM 1 JUNE 2020, UNTIL FURTHER NOTICE, MUST ADHERE TO THE OV RETURN TO SPORT PLAN 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 January 2020. 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 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 The large OV First Aid kit, including the OV defibrillator, is currently maintained by and transported to Victorian bush events (foot only) by Peter Yeates. Peter is NOT a first aider. 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, local club events, MelbushO), if you want the large kit and defib at your event, please make arrangements with Peter to collect, transport and return it. 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: www.parks.vic.gov.au DEWLP state park and forest closures and changes to conditions: https://www2.delwp.vic.gov.au/media-centre/park-and-forest-closures 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) General Information for Organisers (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 Insurance OA Public Liability Insurance Certificate of Currency 2020 (short version) OA Public Liability Insurance Interested Parties 2020 (full version, only provide if landowner requests it) Fees and Levies – guidelines and forms Fees and Levies 2020 Levy Payment Form 2020 (download, complete online and email to OV Treasurer) Event Entry Fee Guidelines 2020 Eventor Payments and Club Returns Other After-event Checklist and Results Naming Standards for Classes and Courses (Vic Bush, MTBO, MelBushO, Sprint Into Spring) 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. 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 V3 – April 2020 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_V4.pdf – Sept 2019 update EndurO guidelines 2019 – July 2019 update 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 Entries and Payments Park Street Financial Procedures 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) 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 Competition Rules 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 planning 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 Bush Events Safety and Risk Management Safety Water Fire Danger Signage – drinking water on courses, fire danger, event signage, emergency contact, incident reporting 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 Course Planning Bush Course Planning and Advising Guidelines updated January 2020 Event Controller Report (download and complete) Competition Rules Vic Autumn Bush Series Overview and Guidelines 2020 including guidelines for courses, and other information related to the series for 2020. Vic Bush Series course table template – download and complete with event-specific details Championship Rules – Long Distance Rules Middle Distance Rules (currently under review) String Course Guidelines Other Resources Sample Information Flyer 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. Organising MelBushO Events Safety – see Safety guidelines and templates under ORGANISING BUSH EVENTS Organisers and Course Planners Guidelines MelBushO Organisers Guidelines Course Planning Guidelines for MelBushO Coaching Tips for MelBushO MelBushO Payment Sheet (template for use at registration) 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 – 2020 update 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 Guidelines Guidelines for Organisers of Victorian MTBO Series Events Guidelines for Organisers of BikeO 75 Series Events (updated for 2020) International Specification for MTB Orienteering Maps IOF Australian Rules and Guidelines for MTBO Orienteering Australia