The purpose of this handbook is to gather in one place all the information that is essential for a Coordinator to stage the JK and to avoid ‘reinventing the wheel’ every year. To build on best practice and to hold in one place all the documents, templates, policies and processes that form part of the British Orienteering Partnership Agreement.

Overview

This section contains the following:

• Past reports from previous JK weekends for reference.
• British Orienteering standard JK documents that have been devised to keep consistency between the events.
• Templates - which can be used as they stand, but it is expected that for each JK a few modifications may be necessary to account for local variations.

Competition requirements

The JK Festival of Orienteering consists of a 4-day Festival of orienteering with multiple competitions.

There are 5 main elements to the JK:

• IOF World ranking events (between 1 – 3 over the 4 days)
• British Orienteering age class individual Championship competitions at sprint and Middle/Long or Long/Long combined (over 3 days)
• British Orienteering Mixed-age class 3 person relay championship competition (1 day)
• Non-Championship classes & races
• TrailO events  - PreO and/or TempO on 1 or more of the 4 days. These may also include international TrailO competition.

This section contains the rules & requirements for the various competitions – as well as the IOF World ranking event requirements.

Competition Requirements

Event Management Team

There is no set staff structure that can be found to deliver the JK. Each event is as individual as the courses in each competition – and the people that deliver it.  It is key to select the right team with the relevant skills to take the event forward.

It is important to ensure that each member of the team has a clear understanding of what their role entails, what is expected of them, who they are responsible to and also how they fit into the bigger picture that is the JK.

This section contains suggested role descriptions for all the key roles involved at the JK.

Event Management Team

Event Schedule

An event the size and complexity of the JK needs a project management plan of some description. There are many aspects of the JK that need attending to and it is easy to miss or forget something.

The timetable pulls all these tasks together with reasonable finish dates.

Event Schedule

Financial Management, Contracts & Procurement.

This section covers the British Orienteering policy for major event finances and includes:

• Volunteer expenses policy and claim form.
• Standard contracts to be used when procuring goods & services.
• Copies of Previous JK budgets and a budget template.

Financial Management, Contracts & Procurement 

Health & Safety and Risk Management

In common with other sports, a certain risk is involved in orienteering.

This section contains templates for risk assessments as well as past JK risk assessments for reference.

There is information relating to a whole range of health & safety & risk management functions – including First Aid requirements for a JK, a missing competitor procedure and casualty recovery procedure.

Health & Safety and Risk Management

Marketing & Communications

This section aims to give those who are new to event marketing and communications a basic guide to help them through the planning process. It may also act as a stimulus for more experienced event marketers to review or rethink existing activity.

It contains samples of the IOF Bulletins 1 & 2 as well as sample Final details and information about the JK logo, map template and other JK branding requirements.

Marketing & Communications

Information Technology & Systems

This section covers the requirements for the provision of entries, timing & results systems as well as commentary, Radio controls and other related systems, such as Arena layout.

Information Technology & Systems

Organisation

This section covers the elements of event organisation. It includes the following:  Entries & start times, race bibs, equipment, start procedure & layout, finish & arena layout, download & results processing, results display & prize giving.

Organisation

Post Event

After the event, there is a list of things that need to be dealt with.

These include: post-event survey, expense claims, final accounts, lost property, JK report, thank you letters and uncollected medals and prizes.