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 2018 (short version)

OA Public Liability Insurance Interested Parties 2018 (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

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

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_V2_170607.pdf

EndurO guidelines

Section 2 – All Events – use all three guides

Preparing the Event Map_V2.01.pdf

Event Day Guidelines_V1.01

Course Setting Checklist_V1.01

Park Street Competition Rules

Park and Street Orienteering Etiquette

Power Walking Technique Notice and Report Form

Entries are, in effect,  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


  • 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

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 Victorian Bush and Championship Events

Organising an Event – START HERE – comprehensive guide to organising Victorian bush or other events that use electronic timing


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.

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