Most are functions that are needed for any orienteering event – start, finish, results etc but due to the size and scale of the JK they become quite complicated and are significant tasks. This section outlines some of the best practices from previous events.
 

 

Scroll through the page or use the links below to jump to a section
1. Entries, Start Times & Results Service	2. Race Bibs	3. Equipment
4. Start Procedure & Layout	5. Arena Layout & Facilities	6. Registration, Enquiries & Entry on the Day
7. Traders	8. The Finish Layout	9. Download
10. Prize-Giving	11. Photography
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Entries, Start Times & Results Service

British Orienteering has tendered for and entered into a 3-year contract (2020- 2022) with Sportident UK to provide Entries, start time allocation and a results service. It is anticipated that in late 2021, there will be a subsequent tender process for this service for the next 3 years.
 

Full details of the services to be supplied under this contract are available from the link below.

Entry statistics – are useful to look at the timing of entry closing dates and the volume of entries made at each stage. These have been compiled by the JK2020 Coordinator and will be updated as necessary.
 

Entries timeline – It is essential to plan out all tasks and functions well in advance. To liaise with all suppliers to agree to these deadlines. Allow some slippage time due to unforeseen issues. Agree on a policy on the following: late entry, start time changes, fees for changes.

 

Entries, Start Times & Results Service Specification JK2020-2022

JK2019 Late Entry Process

JK2019 Timing & Entry Specification

Major Events Cancellation Policy

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Race Bibs

British Orienteering has a preferred supplier for these. They have provided an excellent race bib printing service for many years, with a good understanding of the complexity of data that needs to be printed on each race bib – this includes different colour bibs for M/W18 & 20 Elite as well as M/W21 Elite.

Race Bibs Template

 

Equipment

It is anticipated that each JK will need a mix of equipment:

Hired in from external suppliers, borrowed/hired from Clubs, purchased for the event and obtained from the British Orienteering National Office.

 

Toilets

1 per 100 is a general guide to the required numbers of units. The use of urinals means that less may be needed. NB the short start time window for relays will increase the demand, do not under order units. Trail O will require at least one wheelchair-accessible cubicle. There may be a need for more units at a remote start or a remote car park.

Ensure that the units are insured against fire and theft for their full replacement value. This may only require ‘top up’ insurance to an existing club policy.

Some companies will do same-day delivery and collection and this may reduce the need for extra insurance.

Arrange to secure the units as much as possible if they are delivered before the event and collected afterwards. (NB this will not stop fire melting them completely away).

Try to site in a flat piece of land reasonably close the main assembly of people but consider the prevailing wind & the temperature and try to site away from catering units if possible.

Order sufficient toilet rolls and have a personal duty to replace and supervise the toilets.

A helpers priority toilet may be required.

British Orienteering Equipment List

JK2019 Day 3 Start Equipment Request

Toilet quote request

Marquee quote request

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Start Procedure & Layout

The start (s) need to be clearly signed from the Arena and distance & height climb & track surface noted in the programme.

• Use colours or names for the starts that confuse the least (numbers and letters are not ideal)
• Have a large clear sign at the commencement of each start route that lists the courses & classes at each start.
• Have a reminder about clothing, whistle and E cards. (JK 2011 had one standard board for each day and ticked or crossed as appropriate).
• Distance markers may be needed if the routes to the start (s) are long.
• Toilets at or on the way to the starts if the distance is quite a distance from the main toilets.
• The designated warm-up area clearly marked to avoid trespass into the competition area.
• Call up clock hung high as possible to allow it to be seen by small juniors at the back of a crowd.
• Roped off area to separate off the waiting area from the main start area.
• Clear boxes if required to be in the waiting area.
• Call up by name & check off, a checkbox may also be used here (spare clear needed)
• Clothing and whistle check (if compulsory) should be carried out and clothing check may be needed
• The number of minutes call up to be appropriate for the terrain and start layout (Maybe -5mins to allow 2 mins for getting competitors out of sight of those waiting).
• Minimum call up -3 mins control description issue, -2 mins sample map, -1 identify map box & final instructions. A final E Card check may be carried out.
• Separate lane for each course and a late start lane. There may also be Elite start lanes kept more separate as well as a helper/parent split start punching lane and a colour-coded punching start lane.
• Map boxes must be clearly labelled with the course number, and able to be clearly identified by the competitor before they set off. Suggest that maps are printed with the course number in one corner and maps are in boxes on tables, under shelters. Map boxes are covered by a sheet of rigid material with a cut-out corner to display the course number.
• Late starters should be started according to the rules. See the late starter process.

Care should be taken to avoid starting competitors at the same time when colour coded punching start courses use the same maps/courses at the age class competitors

A count - down clock with beeps is best at the start time – NB this must have been synched with the electronic timing system.

Late Starter Process

Map Box Set-Up

Start Set Up Specification

Start Set Up Diagram

Major Events Conference Start Layout Presentation

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Arena Layout & Facilities

Points to consider when designing an arena layout.

• Is there a start in the arena?
• Avoid pedestrian flows crossing traffic flows
• Clear access for routes to start(s) & they are well signed.
• Access for toilet delivery, trader vehicle access (before & after the event to avoid being ‘blocked in’)
• Access for emergency vehicles – may be needed to the arena & to leave during an event.
• Location of key facilities – First Aid, Finish/download, Enquiries, Results, Prize-giving.
• Plenty of clear signs to indicate the location of facilities.

Some arenas have an area to use that is far too large for the facilities and participant numbers and care need to be taken not to spread out the facilities to use the space available. This can make an event lose any atmosphere it might have had with people scattered in the far corners of the arena.

Arena Layout Guidance

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Registration, Enquiries & Entry on the Day

There are a number of functions that will fall under these general headings. What they are called, where they are located and how the tasks are divided up may vary

• Lost & found
• General enquiries
• Pre-entry enquiries
• Race bib collection
• GPS Tracker allocation
• Car key deposit
• Clothing deposit
• Trophy collection
• Trophy return
• Prize collection
• Entry on the day
• Refunds & underpayments
• Map reclaim subsequent days
• Leaflets & flyers
• E card hire
• E card collection
• Jury meeting point
• Communications hub
• Event Officials clothing/voucher/High vis issue & return
• Information centre for all enquiries both from helpers and competitors

These functions need allocating sufficient space to allow queues to be kept to a minimum. Event Officials to stay dry and warm and not be cramped. Equipment & property & trophy stores to be out of the main walkways and so may require several tents to house all these functions adequately.

It needs to be staffed by someone who can make executive decisions to solve situations without making things worse so they need to have a good knowledge of the whole event.

Information to be readily available at Enquiries
Some of these will need to be in printed form with multiple copies others can be electronically held.

• Accident/incident forms
• Complaint forms
• All controls maps
• Event Programme for reference
• Competition & British Orienteering rules
• Start lists by time & name
• Maps for nearest A & E and other hospitals

Accident Report Form

Complaints Protest Form

NB Click on the links above and download to edit

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Traders

• What traders are being invited?
• Consider local commercial traders for catering for food. Maybe local charities for teas & coffees.
• Contact the landowner to ascertain what types of traders are allowed and if there are any restrictions. They may be happier to allow other commercial traders if local charities/groups are invited to the event.
• Is a charge being levied by the event on traders? Does the landowner require a fee for traders? NB Landowners may need reminding that Orienteering does not bring in plenty of spectators who need feeding & watering but these facilities are just for the competitors.
• Obtain and file copies of their Food hygiene & Fire safety certificates.
• Agree days, times and any restrictions on trading. See trader agreement.
• Find out their space & vehicle access requirements
• Do they need power & water or are they self-contained?
• Consider their location, near to main numbers of competitors with time & cash on them.
• Discuss with the traders their preferred location if the circumstances do not allow them to be in the main arena where all the activity is taking place.
• Mark out clearly each traders pitch, send them a map and mark it on the ground.

Trader Agreement

 

The Finish layout

• The finish should be in the arena.
• Allow spectators a good view of the last control, the run-in and the finish.
• Avoid the download tent or any other functions from obscuring the finish control from spectators.
• Club tents should allow occupants a view but not obscure the run in/finish from all present at the event.
• A long run in, on a curve or loop, is preferred for both spectators and commentators.
• Consider using both sides of the run in and make an adequate number of crossing gaps NB remember electrical safety & cable runs & protection.
• A double row of tapes/ropes/stakes and banners may be needed to keep spectators back.
• There may need to be a corridor kept clear for the cable run from the last radio controls.
• Avoid tight curves and keep the run-in tapes as wide as possible until near to the finish controls.
• It is preferable that the last control for all courses should be at the start of the run-in.
• The final run across the finish line should ideally be slightly uphill.
• There should be a clear indication of the finish line – especially important in relays. Use flag banners, gantry/arch to indicate the finish line as well as having more than one finish control.
• Use the terrain to aid the layout, spectators should be looking down not up at the run-in.
• Back up timing system – this may need to be in the form of a video.

Download

Consider a tapering funnel from the finish area into the download tent, the results contractor will be supply details of their requirements for layout and download stations, table s& chairs, laptops, power etc.

On exiting the download area map collection may be required – this needs to be a secure area staffed by at least 2 helpers during the busy period to collect maps/ensure they go into the correct club bag.

After download map collection there maybe clothing reclaims, drinks and then later on map reclaim.

 

Results display

Consider if a ‘screen’ is an appropriate way to display results

Is a Big screen needed for results display, tracking and live coverage from the terrain?

Can a wireless network be set up for the arena? This will allow the use of mobile phones to access instant results.

Consider 2 or 3 sets of boards for printed results. These will be needed for junior course map display, previous map display (NB this is a requirement for a WRE event and failure to do so may result in the course being voided), previous results.

Allow plenty of space for printed results, gaps between different courses/classes. Consider having a lower positioning of very junior results.

Printed results can be pasted up or placed in plastic pockets or clipped to a board that hangs up.

 

Prize-Giving

The JK has potentially several separate occasions when Prizes may be presented:

• Sprint Race & WRE winners ceremony
• Middle race WRE winner's ceremony
• JK individual combined winners & Long race WRE winner's ceremony
• JK Relays
• Trail O winners.

Over the last 10 JK's, there have been different combinations of when these have taken place reasons for this include; there has not always been a WRE for each individual day, the weather has changed plans, delays with results, travel times to subsequent days races.

Any WRE winners ceremony should take place as soon as possible after the race has finished. The Sprint race prize-giving can be either on the Friday evening or the Saturday after the Middle race along with the Middle race WRE ceremony if applicable.

The Combined prize-giving and Long race WRE ceremony should be on the Sunday and the Relays on Monday. Trail O prize-giving should be in consultation with the Trail O team as often their results are complicated and time-consuming to calculate.
JK Prize Giving Information for Commentators

JK2019 Prize-Giving Categories for the JK Website

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Prizes

Prizes can be purchased from the event budget (So this cost needs to be added at an early stage) or they can be sourced from sponsors.

It may be impractical to obtain prizes for every age class. If prizes need to be limited, the following priority order is suggested:

Individual (inc Trail O)

• M/W18, 20 & 21 E (Elite), Paralympic & Junior
• M/W10 – 16 (Juniors)
• M/W35 – 85 (Seniors)

Relay

• W/M Premier
• Junior classes/Mini
• All other categories

Prizes can either be vouchers to exchange for goods or goods & equipment & services.

They can be consumables – Juniors like Chocolate – Easter Eggs, Cream eggs & bananas or Toblerone bars have been popular recently.

Prizes can be actual equipment but clothing is always tricky because of sizes, so is best avoided unless a voucher can be given to exchange.

 

JK B Class Certificate

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Event Branded items

These are suggested for all ‘winners’. This usually means the following:

• 1^st,2^nd & 3^rd for all A and L classes except when there is Elite.
• 1^st for M/W10B
• If possible it is good to reward those in the top 6 of the junior classes but this is not required.
• They are optional for colour coded and open classes & V.
• Top 3 in each relay category need mementos.

This adds up to approx. 350 mementos for a JK. Plus trail O and in the past, there have been mementoes for helpers, controllers, landowners etc. – an order of 500+ mementos is not unusual for a JK.

This cost needs to go into the budget at an early stage and items may need to be ordered well in advance to secure a good price.

They do not all need to be the same in size or type, but the more complicated it gets the more work there is.

 

Trophies

There is a mixed collection of trophies for the following; JK Combined (days 2 & 3 ) and JK Relays. There are no trophies for the sprint race. There are no trophies for Trail O events. They are perpetual trophies and so need to be recalled prior to the event.

• Individual trophy recall should start approx 6 – 8 weeks before the event, the current recall list can be required from the British Orienteering National Office by emailing info@britishorienteering.org.uk
• Emails should be sent out to all previous trophy winners/club captains.  The spreadsheet needs to be updated and then chase by email, telephone, letter, text and via other club members.
• Relay Trophy recall is 2 – 4 weeks beforehand. A list of who is delivering what trophy is needed so they can all the checked in.
• Trophies should come back polished, clean and engraved. Some will be in a wooden box. However, you will need polish and super glue for those that need a little spruce up.
• For the JK do not underestimate how much room all the trophies will take up.
• The Commentary team can be asked to request all none returned trophies to be handed in.
• Trophy winners ask each winner to sign for the trophy and give an email/mobile number so that they can be recalled for the following year.

NB For any JK trophy winner, if they are an overseas competitor, then the trophy must not go home with them. Please let them have their photos taken and then collect it back in.

Links

Trophy Recall Email

JK Trophy Photos

 

Medals

After the event, please package and label all the unclaimed mementoes, prizes, medals & trophies and make arrangements for collection by competitors.

Medal Requirements List

NB click on the medal requirements list above and download to edit

Medal Design

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Arena set up for Prize-giving

Please liaise with the Event Arena team leader or day organiser well in advance to arrange the best position for prize-giving.

Obtain the podia from the British Orienteering office or from SEOA or make you own, use a trailer, raised platform, straw bales etc.

Think about the following:

• The backdrop for photos – any sponsors banners must be in the photographs as well as Club banners, British Orienteering banners
• Arrange for an official photographer to take photos of all winners.
• Check on the distance from speakers & microphone & their location in relation to the prize-giving area. Also the distance from the main mass of spectators
• Use the terrain to help with views – bottom of a slope or bowl (amphitheatre) with spectators looking down.
• Cordon off the area, making it as large as possible, add in gaps for winners to get in and out.
• Tent & Table(s) for trophies & prizes etc.

Presenters & order for Prize-giving.

Arrange who is going to present the prizes – sponsors, landowners, Club/ Assoc .chairman, British Orienteering Directors. Ensure they are booked in advance and know the place & time.

• It is better to have three presenters for each ceremony to speed things along.
• Who will be holding the trays of prizes etc? Three juniors are useful to find for each day.
• Tray rechargers – 1 per tray.

Who is reading out the results? Often this is best done by the commentary team using a radio mike if they can’t see from their tent/van. Ask them to do this for you before the event starts.

Prize-Giving Order of March

NB click on the link above and download to edit

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Timing

Need to make it slick and quick. Late enough that winners are known but not so late most have gone home. Do not be afraid to bring prize-giving forward by a bit, as long as the car park & assembly area are adjacent.

 

If there are 36 classes to get prizes, and it takes 1 min each then it will be 40 mins for the prize-giving. Anything more is too long!

• Have a box to dump all the unclaimed prizes in for sorting out later.
• Sort out the order of presentations – juniors, senior, elite? – see the order of March.
• Label all prizes/trophies clearly to ensure no mix up on the day.
• Ask the results team for two printed sets of final results for the top three for each class. One for you to tick off who has claimed prizes and one for the commentators calling up the winners.
• Double-check any eligibility or n/c relay teams before starting the prize-giving.
• Be ready to miss a class if a jury protest still not resolved

Afterwards

Arrange for each winner to give their contact details for trophy recall the following year- see documents below for details.

Return any overseas winner or not taken trophies to British Orienteering for safekeeping.

Thank all the team & presenters etc.

JK 2019 Trophy Receipt - Combined

JK 2019 Trophy Receipt – Relay

JK 2019 Trophy Box Note

NB Click on the links above and download to edit

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Photography

The principal document is the British Orienteering O Safe document, section 4.8 contains the information that relates to photography at events.

Reference is made to this in the Photographers Registration Form and must be referred to in the Event programme.

 

All ‘official’ photographers who apply to or are asked to take photos at the event must sign the Photographers Registration form.

 

Wording must be put in the Event programme for participants and spectators as to what they need to do if they are concerned about any photography

 

For each day, there needs to be a nominated person(s) who:

• keeps the register of those who do not wish to have their photos taken
• receives and deals with any complaints about photographers.

(Maybe suggest this is the same person who deals with found children and any other welfare issues?)

•  hands out & collect in the photographer jackets and any maps, out of bounds etc constraints.

O Safe Policy

Photography & Filming Policy March 2019

Photographer and Film User Registration Form

Wording for the Event Programme

NB Click on the links above and download to edit

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