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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.

Public Liability Insurance – under this section are the links to Orienteering Australia’s Certificates of Currency for the current year

General Information – check this section for documents that apply to all events, eg advertising, permits, fees and levies, results 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.

Something missing? Contact: Debbie.DoddATdrocorienteering.com.au

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

Safeguarding Personal Information of Junior Participants at Events

Guidelines for minimising the risk of mishandling personal information of juniors who have entered an event

Event Cancellation (Weather Related)

Any Orienteering Victoria event is automatically cancelled if the fire danger rating for the region the event is in, is Catastrophic or Code Red. This includes events in urban areas, eg Park Street or Sprint events.

If a Total Fire Ban has been declared for the region the event is in, cancellation is not automatic.  The event organiser, in consultation with the OV Board, landholders/permit issuers and other relevant parties, is authorised to assess the specific fire risk for the location of the event.  They can make variations to the event, eg altering start times or courses.

In the event of any health and safety risk – eg fire, flooding, extreme weather, air quality etc – organisers of any type of event are authorised to assess the specific risk, and alter courses to remove or significantly reduce the risk; or cancel the event.

Notification of event cancellation or altered conditions will be via the Orienteering Victoria website. For pre-entry events, competitors will also be notified by email.

Guidelines and Templates

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

See also specific safety and emergency response plans under each Event Type heading – Park Street, Sprint, Bush (including Vic Bush, MelbushO, and MTBO)

Public Liability Insurance

Public Liability Insurance – expires 31 January 2027

The Orienteering Australia website has the latest Public Liability Insurance Certificate of Currency.

Please click here to access the documents from OA’s website:

https://orienteering.asn.au/insurance/

If a landowner or land manager wishes to be added to the counterparties list, this can only be arranged by contacting the OA General Manager.

Please do not contact the insurer or the broker directly.

Event Information and Promotion; Permits; Fees, Levies, Refunds; 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 Sunday 6pm  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 Debbie.DoddATdrocorienteering.com.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.  Your club will be contacted for required information, and an application lodged on your behalf.

DEECA (formerly DEWLP) – find out which regional office covers the event; contact them to obtain a permit application/requirements (they vary by region).

https://www.deeca.vic.gov.au/communities-and-regions/regions-and-locations

DEECA event permits web page (does not have application forms, but explains when a permit is required): https://www.forestsandreserves.vic.gov.au/land-management/managing-crown-land/crown-land-leases-licences-and-permits/events-on-public-land

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.

Fees and Levies – guidelines and forms

Other

Course Planning

COURSE PLANNING (excludes Park Street)

Course planning requirements and tips

Planning Long Courses

Planning Sprint Courses

See ‘Organising Events‘ sections for detailed course planning information for each type of event, including Vic Championship rules.

 

 

 

Organising Park Street Events

Safety and Risk Management

Event 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 and communicated by other channels as practicable.

Park Street Event Organising Guides

Summer Series

Winter Series

Course Planning Park Street Events

Summer Series

Winter Series

Park Street Competition Rules

Out of Bounds

Park and Street Orienteering Etiquette

Power Walking Technique Notice and Report Form

Entries and Payments

Park Street Financial Procedures (updated December 2023)

Group entries and payments are per entry record e.g.

  • Carer with disabled person(s) = 1 entry fee, 1 result
  • Family (parent(s) and children) compete together = 1 entry fee (adult), 1 result per family
  • Scout patrol competes together = 1 entry fee (adult) 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.

Planning and Competition Rules

Organising Bush Events

Safety and Risk Management

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 

Other Resources

 

Organising MelBushO Events

Safety – see Safety guidelines and templates under ORGANISING BUSH EVENTS

Organisers and Planners Guidelines

Organising Relays

Safety – see Safety guidelines and templates under ORGANISING BUSH EVENTS

Competition Guidelines

Organising a Relay

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 Sample for MTBO events (2024 version)

Risk Assessment and Management Template for MTBO events (2024 version)

Editable document.  Add details where indicated by (xxxxx), and provide copy to landowner if required (eg DEECA).

SAMPLE traffic management plan for DEECA permit

Can be used if a permit issuer requests a traffic management plan for a MTBO event.

Guidelines

Events on Dja Dja Wurrung Country

Many of our maps are on the Country of the Dja Dja Wurrung Peoples (now also known collectively as the Djaara). The information below was updated in March 2026.

Check this map to see if your event is inside the boundaries of Djaara Country:
Dja Dja Wurrung Map of Agreement

If your event is on their Country, please take the following steps:

1. Send this pdf with non-Parks Vic permit applications: OV and the Dja Dja Wurrung

2. Add this Fact Sheet to Eventor information for your event: DDWCAC Fact Sheet

3. Add an Acknowledgement of Country to participants’ maps (see examples below).

4. Include an Acknowledgement of Country in your Information Flyer (examples below).

5. 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.
There are some examples here: DJAARA-Acknowledgement-of-Country-2021.pdf

6. A Parks Vic permit is likely to include additional obligations, eg to have posters or printed information on hand at the event. Up to date “mini-posters” are currently not available, but you could print and display:
– the aboriginal quarries fact sheet
– and/or extracts pasted from this document on the Parks Vic website:
aboriginal-heritage-identification-guide.pdf

Acknowledgement of Country on participants’ maps: examples:
Small graphic – click to open

Short text alternative:
This map is on Dja Dja Wurrung Country. We acknowledge and extend appreciation for the Dja Dja Wurrung Peoples, the Traditional Owners of the land.

Longer text alternative:
Orienteering Victoria acknowledges the Dja Dja Wurrung as the traditional owners of the land upon which this event is held. We recognise their continuing connection to lands, waters and communities. We pay our respect to Aboriginal and Torres Strait Islander cultures, and to Elders past, present and future.

Acknowledgement of Country for Information Flyer – examples:
– [Glenlyon Forest] is on the Country of the Dja Dja Wurrung Peoples. 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 Djaara 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.

– Orienteering Victoria acknowledges that this area is on Dja Dja Wurrung Country. We acknowledge and extend our appreciation for the Djaara People, the Traditional Owners of the land, and pay our respects to leaders and Elders past, present and future for they hold the memories, the traditions, the culture and the hopes of all Dja Dja Wurrung Peoples. We express our gratitude in the sharing of this land, our sorrow for the personal, spiritual and cultural costs of that sharing and our hope that we may walk forward together in harmony and in the spirit of healing.

A final note:
This protocols guide on the City of Greater Bendigo website could well serve as ours:
Aboriginal and Torres Strait Islander Protocols Guide

It also includes interesting information in its preamble, such as
– “Dja Dja Wurrung” translated means “Yes Yes tongue/speak”, which relates to the collective language group. Djaara People speak the Dja Dja Wurrung language.

– The Dja Dja Wurrung have a special relationship with and connection to the land. For example, Dja Dja Wurrung People experience a close cultural, spiritual, physical, social, historical and economic relationship with the land and waters that make up their country. They see all the land and its creatures in a holistic way that is interconnected with each other and with the people.

– Following the arrival of Europeans in Victoria in the early 1800s, the Dja Dja Wurrung People experienced significant disruption to their traditional cultures, identity, economic order and wellbeing. Many were forced from their traditional lands, whilst important cultural sites, waterways and food sources were destroyed by early settlers and their unsustainable use of the natural environment.

– Successive government policies and practices also made it difficult for Dja Dja Wurrung ancestors to practice their traditional lore and customs, and extinguished their right to stay on their Country to access its resources, but they continue to practice their cultural traditions, celebrate their community, and work to achieve their aspirations for Dja Dja Wurrung Country and people.

Event Organiser Workshops, August 2023

Summary notes and video recordings of two Event Organiser Workshops held on August 17 and 24, 2023

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