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|
|Return to JK Handbook Homepage|
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.
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.
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.
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.
The start (s) need to be clearly signed from the Arena and distance & height climb & track surface noted in the programme.
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.
Points to consider when designing an arena layout.
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.
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
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.
NB Click on the links above and download to edit
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.
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.
The JK has potentially several separate occasions when Prizes may be presented:
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
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)
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.
Event Branded items
These are suggested for all ‘winners’. This usually means the following:
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.
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.
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.
JK Trophy Photos
After the event, please package and label all the unclaimed mementoes, prizes, medals & trophies and make arrangements for collection by competitors.
NB click on the medal requirements list above and download to edit
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:
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.
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.
NB click on the link above and download to edit
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!
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.
NB Click on the links above and download to edit
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:
(Maybe suggest this is the same person who deals with found children and any other welfare issues?)
NB Click on the links above and download to edit