Organisers

Land Permission
Insurance
Environmental Considerations
Event Registration
Standard Entry Forms
Event Levies
Risk Assessment Forms
Accident Report Forms
Missing Competitor Proceedure
Complaints and Protests
Results and Ranking
Training

The Organiser is responsible for: 

  • Establishing the event framework - this includes everything before the start and after the finish including the start & finish.
  • The safety & welfare of the participants and other members of the public in the event area
  • This will involve ensuring that the following are carried out: land permission, event registration, access, car parking, assembly area, publicity timescales and in conjunction with the planner the courses.
  • Risk assessment, risk management and contingency plans
  • The equipment to be used including electronic punching, clocks etc
  • Volunteer helper requirements
  • Checklists for managing the event on the day and after the event (car park, assembly, registration, start, finish, results)
  • Creation of an event timetable
  • Event safety and missing competitors procedures

All events registered with British Orienteering are governed by a set of Rules, and their associated Appendices. Different types of events and competitions are regulated by a set of Rules, Appendices and Guidelines each specific to a type of event, which give competitors and event officials information about what should be expected from particular types of events.

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Land Permission

Most clubs have an experienced orienteer that will have made personal contact with the significant land owners in the clubs catchment area. To assist clubs in arranging land access British Orienteering is trying to build national agreements with some of the national land owners. Further information can be found in the 'Land Access' section in the Events Officials handbook.

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Proof of Insurance

Land owners will often require copies of the British Orienteering Public Liability Insurance Cover which has an indemnity of £10,000,000.00

Further information can be found here.

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Environmental Considerations

Orienteering is totally dependent upon the existence of suitable areas for the sport. British Orienteering is committed to the conservation of our natural environment and to ensuring that all orienteers recognise their responsibilities towards the land.

Further information can be found in the 'Land Access' section in the Events Officials handbook.

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Event Registration

All orienteering competitions, events, training sessions, coaching activities, etc. must be registered with British Orienteering to be covered by its Public Liability insurance. Club Fixtures Secretaries are able to register events and activities using the online registration system

Cancellations

Events can be cancelled online by the Club Fixtures Secretary.

Promoting Your Event

Please see the 'Publicity' section of the Event Officials handbook.

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Standard Event Entry Form

There is a standard entry form for use in pre entry events. It can also be used for on the day entry. For ‘on the day’ entrants who are non-members and take part or accompany others who are taking part, the following details need to be retained- their first & second name and one unique identifier form the following: phone number, mobile phone number, email or postal address. Click here for sample data form.

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Event Levies

Purpose of the levy

Event levies are one of three ways by which the “normal” activities of the federation are financed (together with membership subscriptions and surpluses generated from British Orienteering events). These activities support the membership and event structure through the employment of staff in National office and the payment of such costs as are necessary for map copyright, event insurance, heath and safety, child protection and other statutory obligations of our sport.

Rules for the calculation of event levies:

As per the agreement at the 2015 AGM there is now a flat levy rate of £1.25 per participant commencing 1st January 2016.

1. All references to levies are to those levies payable to British Orienteering. Associations and other organisations may have their own rules for levies payable in respect of orienteering under their own control.

2. Event levies are payments made to British Orienteering calculated by reference to people participating in orienteering events that are registered with British Orienteering. Orienteering activities (including coaching) are excluded from the levy system. Events governed by the Partnership Agreement are also excluded from the levy system and such events shall not pay levies to any other organisations.

3. An event is an orienteering meeting in a specified location. It may incorporate more than one competition, but it is the event that must be registered and for which levy is payable.

4. The levy for an event is calculated by reference to the number of people taking part in the event, irrespective of whether or not they are included within the published results.

5. The number of participants for levy purposes, is calculated as the number of senior competitors (those over the age of 21 at the next 31 December) plus one-third of the number of junior competitors (rounded down to the nearest whole number). Whether or not competitors are students is irrelevant, for levy purpose.

6. Although they will be included within the participation numbers declared to British Orienteering, participants on string (or similar, subject to agreement with the Events Manager) courses shall not be included in the levy calculations. Consequently, they are not to be included in the member or non-member participation numbers; they are to be included under “string and other”.

7. Although groups of people taking part together (with one control card, dibber, e-brick etc. between them), shall be regarded as participants in their own right, they shall be counted as one for levy purposes. If there is a junior (see 5 above) within the group, the group shall be regarded as a junior competitor for levy purposes. Consequently, members of a group taking part should be included in the participation figures as follows: the first member of the group should be included as a member or non-member participant, and the remaining members of the group should be included within “string and other”.

8. Event volunteers that receive a free run must be counted in the member's field and will be subject to the levy payment. We propose that the club charges entry fees that cover the cost of the event officials levy payments if the club wishes to adopt a policy whereby event officials are given 'free' runs.

9. Participants shall be included in the calculations for levy payable according to the above rules, irrespective of whether they have paid an entry fee, or the level of fee that they have been charged (e.g. helpers, who run, are subject to levy, irrespective of whether they pay an entry fee).

10. Once the number of “levy” units has been calculated in accordance with these rules, the levy payable is charged at £1.10 per participant.

11. Levies for multi-day (> 4 days) events are calculated in the same way, via the on-line system, but British Orienteering has undertaken to pay towards development initiatives 50% of the total levy from such an event to the Association with which the event is registered. The remaining 50% is held by British Orienteering to be used for development initiatives.

Participation Return System

12. Participation numbers are requested from organising clubs via the on-line levy participation web page.

13. A return is required whether or not it is expected that a levy will be payable. This is because British Orienteering and/or the relevant Home Nation are required to submit participation numbers to the Sports Councils in support of claims for grant funding.

14. We would hope that returns will be made for all events within one month of when the event was staged.
15. The web page will calculate the levy payable, based on the participation numbers entered. We request that payment of the amount calculated be made to British Orienteering within two months of the date the event was staged.

16. Payment can be sent via cheque or electronic transfer (Details from the National Office). The Event Registration Number must be included on all correspondence and electronic transfers must be accompanied by these details via email.

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Risk Assessment Forms

This form MUST be completed by the event organiser. It is an important form that reflects the risk assessment and risk management processes that event organisers must undertake.

This form may be required if incidents occur and the British Orienteering Public Liability Insurance Cover requires these risk assessment and management processes to have been completed. The completed form should be retained for a set number of years by the organising club for future reference; British Orienteering do NOT currently require a copy.

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Accident Report Form

All incidents/accidents that involve personal injury and/or property damage MUST be reported to the British Orienteering National Office as soon as possible, preferably within 7 days, of the accident occurring. Failure to do so may invalidate the Public Liability Insurance Cover.

Missing Competitor Proceedure

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Complaints and Protests

There is a well established procedure which all competitors should follow if they feel that the Rules or Guidelines are not being followed. Any non-trivial complaints should initially be brought to the Event Organiser, using the standard Complaints/Protests form. If they are able to reason with the person making the complaint and persuade them to agree to a resolution of the complaint, that is the preferred way forward. The organiser will have to deliver the actions agreed. The participant making the complaint should do so in a clear, calm and respectful manner, In the heat of competition participants may be quite vociferous! A ‘cooling off’ time may be appropriate and enhance the chances of a calm discussion ask the person to meet you in 5 or 10 minutes when you will be able to give him/her your full attention.

If the complaint is not resolved satisfactorily then raise a protest with the Controller. The Controller will then, if necessary, convene the Event Jury. For high level events, British Orienteering Rules Group is currently the final arbiter should an appeal be made against the Jury's decision.

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Results and Ranking

The British Orienteering website hosts results on behalf of clubs. Clubs register with British Orienteering up to 4 Club Results Secretaries (CRS) who will be responsible for uploading club results into the website. Registered CRS will then be sent a user guide on how to upload results into the website. The system is very easy to use as long as the Results file meets the file specification. Once Results are uploaded into the system they will be displayed here Events that are “ranked” will be pre-determined by the system and the ranking points will be automatically calculated. The ranking list is updated each Thursday and can be found here

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Training

Event Safety workshop

To provide Event Volunteers with an overview of safety and welfare issues that may arise as a result of staging an Orienteering event. To have knowledge of the British Orienteering procedures and policies that exist, practical measures which Event Volunteers can employ to reduce the risks to an acceptable level and what to do in the event of an accident or incident occurring. By the end of this unit you should understand how to:

  • Establish a safe environment for competitors, officials, spectators & members of the public 
  • Establish a working relationship with volunteers, event helpers & others
  • Ensure compliance with the relevant rules & guidelines for the staging of orienteering events

Organiser workshop Level D & C events- To provide Organisers and other Event Volunteers with an overview of what is required to Organise an Event at Levels C and D:

  • The essentials of event organisation administration
  • The essentials of event technical systems

By the end of the workshop you will understand:

  • The responsibilities of the event Organiser, Planner and Controller and how they should interact
  • The roles & responsibilities of an event organiser
  • The skills & qualities needed by an event organiser
  • How to plan before the event day
  • How to delegate on the event day
  • What needs to be done after the event

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