Nillumbik Emus Orienteering Club

What to do on the Day of the Event

Thank you for offering to organise a Street Event - this information page provides some guidelines that might be helpful. It describes the "on-the-day" steps that you should follow on the day of the event. The steps are in time order. . .

About 4:00 pm

You should aim to have the controls out by 6.00 p.m.. Allow 90-100 mins at least to put the controls out; if you can start at 4 o’clock you should be finished comfortably by 6 o’clock. Controls in parks take longer to put out than controls in streets.
All control plates should be on the ground, unless clearly indicated otherwise on the control description sheet.
Not everyone can climb fences - and several teams now bring babies in pushers. It is poor course setting to put a control on one side of a fence that requires climbing - don't do this.
Don’t confuse numbers 6 and 9 when putting out the controls .
Put at least 2 Control Plates at each control site.
When putting out the controls beware of making parallel errors - if someone else is putting out the controls for you, or there are a number of parallel or similar streets, there is a chance that on the day, the control might be put in an identical spot in a parallel street. It has happened.!! To reduce this possibility, using the control checklist at the back of this document is advisable.

About 6:15 pm

By this time you should have set up at the start location with:

	At least 3 card tables
	Table #1 is for control cards entries - put at least 10 working pens on this table.
	Table #2 is for administrative purposes - to collect money and the top tear off slips
	Table #3 is for display of blank maps (maps with the start location shown but without control circles) - so that those who are familiar with the map are not advantaged.. Also you should have a notice indicating the number of controls to be visited by each course, and the approximate course lengths. If your event is a Score Event, show the points for each control and finish times for each course.
	A plastic bucket for car keys
	A plastic bucket for tear off slips
	A large clock prominently displayed for the use of Power Walkers and score events - set the clock by the radio or the Telstra talking clock (Ph 1194). Don't invent your own time!!
	Set up the finish control and provide bunting on either side of it - so that competitors know where to run to on their return and to keep the finish area clear. Note that the finish control is a stand - and should have one punch only. This prevents dead heats.

At 6:50 pm

Look after newcomers

Be alert for first time street ‘O’ participants. Clubs should ensure that newcomers are made welcome and that some follow up takes place after the event. At 6.50 newcomers will be called to the assembly area and have the procedures for the series explained to them. They will be given their maps early and shown a typical control plate, to familiarise them with the procedure.

At 6:56 pm

The Series Co-ordinator will call the participants to come forward, and will make any general announcements relevant to the conduct of the Series. He will then introduce the night's course setter/organiser (you), to give any special reminders about:

Busy roads, and you must warn them to take care crossing all roads.
Creek or rail crossings.
Unforseen changes to the map or a control site.
A reminder not to run across residents’ private gardens or lawns.
Indicate where the Finish is located.
Remind all participants to punch the Finish control in the special box on their card and & remind them that it doesn’t count in the number they have to visit.

At 7:00 pm - Start the Event

To ensure that nothing is overlooked you should follow the procedure listed below.

Call all Course A participants to come forward.
Hand out the maps instructing participants to keep the maps face down.
When you think everyone is ready - ask "Does everyone have a map?"
If necessary ask the participants to look at their maps while you point out any map correction or a very dangerous road/rail crossing.
Announce "You must visit "x" out of 20 controls", OR if your event is a Score Event you should say "You must return by 8:00pm." (for Course A).
Say "GO", loudly enough to ensure that the signal is heard by all competitors.

Then call Course B participants and repeat the procedure.
Follow with Course C, then D & E can usually go off together.
Power Walkers start last and must return by 8:05pm.

After the start

After all competitors have departed and serenity prevails you will need to:

	Count the tear off slips so that you can confirm that all participants have returned.
	Check the bunting corridor from the final control to the admin table to keep finishers in order.
	Have two maps for each division on the display board and ask the first male and female to finish in each division to highlight their route choice. This gives newcomers an opportunity to discuss courses with experienced participants

As Participants Finish

	As participants finish number their control cards in finishing order (starting at 1 and incrementing by 1 for each runner)
	For score and power walker courses - you must be alert to time any Score Courses/Power Walkers who are late returning.-they lose points for a late return. It is very important that you record how late they are, and that they can see the clock to verify their finish time. The best way to do this is to write the time on their card e.g. 8:01:27 If you use time place-cards to record time, be careful not to let them get out of position. If you divide the cards into separate bundles by course you MUST record the penalty on each card as you do so (or the scorer will have no idea what penalty to apply).
	Note - there is no need to record the times if the Power Walkers finish before 8:05 pm

After the Event

When it appears that all participants have returned...

	Confirm that they are all back by comparing the number of slips with the number of control cards.
	Give the control cards to whoever is responsible for scoring that evening (your club street-O rep will have told you this before the event).
	The event takings should be given to the nominated officer of the club organising the event.
	The equipment used should be returned to the club nominee.


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