The Bay Area Orienteering Club Technical Committee has put together this checklist for organizers of local "B" and other events. Certainly not all items are applicable to all events but are intended for consideration. It is a work in progress with some sections still in skeletal form. Comments should be sent to joe@orienteer.com
Does not include EP items.

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START, FINISH AND RESULTS AREAS CHECKLIST

1. GENERAL LAYOUT AND PROCEDURES
1. [ ] Determine the general location.
1. [ ] This is usually a product of course design requirements. Approaches to and from the assembly can usually be controlled in such a way as not to conflict with the course layout.
2. [ ] Parking is usually the second consideration. An assembly area near the parking is desirable.
2. [ ] Design the layouts of the assembly, start, finish and results areas. These features can have a significant impact on the operation and image of the event. The many factors involved may require compromise and innovation to come up with the best overall layout.
1. [ ] Convenience for participants and organizers- A centralized location for registration, start, finish and results close to parking and the facilities without compromising the courses is the ideal. The proximity of appropriate beginner's terrain is a related consideration.
2. [ ] Communications- A compact and logical layout will help in communication among and between workers and competitors as well as favoring social aspects.
3. [ ] Avoiding conflicts- Separation of officials, spectators, contestants and other park users is necessary in some areas to avoid interference with the running of the event as well as enhancement of the experience for all concerned. Roping off work areas to avoid crowded circumstances is a useful tool. Strategic placing of the finish chute and results display, in particular is important.
4. Personnel requirements-
1. [ ] Consider the effect layout decisions will have on the need for help.
2. [ ] See form ___ for suggested crew list.
5. [ ] Spectator appeal- As a sport we are attempting to promote, a well laid out assembly area, can go a long way in presenting O as a well organized and serious undertaking. The welcoming features, final control, run in, finish line and results display are worth particular attention in this regard.
3. Consider Modifying factors-
1. [ ] Administrative constraints- The park administration may impose restrictions or requirements not necessarily advantageous to the event.
2. [ ] Parking, access, toilets- Proximity, large turnout
3. [ ] Course configuration- Convenience will always be secondary to making the best use of the terrain.
4. [ ] Coordination- Early in the meet planning process the Meet Director should discuss logistics with the land manager, course-setter and others who can contribute ideas or will need to know the setup.
1. [ ] Layout diagram- This is particularly helpful if there are constraints or unusual requirements that require unusual solutions.
2. [ ] Model Layout- This is an example (see ___ ) of a layout which attempts to meet the above objectives. Each case will be different depending on the particular terrain, courses, facilities and other restrictions.
3. [ ] Announcement- Organizational and logistical information that participants should know of in advance (course information, parking, unusual fees, remote start, etc) should be included in the meet announcement. Meet details tend to increase the interest of prospective entrants.
4. [ ] Information for registration workers, officials and other helpers should be available in convenient form on the morning of the event. Unusual organizational features may require advance coordination.
5. [ ] Special preparations- ........................
2. ASSEMBLY AREA- [ ] Complete and clear information for beginners and a well laid out and presented assembly area can create a favorable first impression to prospective members. Adequate personnel and preparation are important to avoid long and frustrating registration lines.
1. Equipment- The registration crew will handle items routinely used for that purpose. The meet director should see that items specific for the meet are provided:
1. [ ] Map boards with pens
2. [ ] Stakes, ribbon
3. [ ] Hammer, nails
4. [ ] .................
2. [ ] The Info Board (see ____ for contents) posted by the registration crew should be located near the entrance of the assembly area and near the registration table. The Meet Director should assure that information specific to the event is added.
3. [ ] Facilities- Provide directions to water and toilets if needed.
4. Signup table, forms (Reg. crew)
5. Registration table (Reg. crew)
6. [ ] Clinic- Arrange for instructor, announce time and place.
7. String-O, start-O, etc. (Start-O coordinator)
8. [ ] Warm-up area- Designate area, identify out-of-bounds
9. [ ] Pacing course setup (50 or 100m), can be handled by clinic instructor.
10. [ ] White master maps- If to be marked before start set up in registration area. Three minimum, check pens.
11. [ ] Map corrections- Three minimum, check pens.
12. [ ] Other- First Aid, lost and found, child care?
3. START AREA- Good start area design helps convey to the participants that the organizers attach importance to the event and it can go a long way in contributing to the status of the event.
1. Layout-
1. [ ] Avoid crossing paths between starters, finishers, non-runners, officials.
2. [ ] .....................
2. Equipment-
1. [ ] Clocks and watches
2. [ ] Spare control cards (remote starts)
3. [ ] Spare descriptions (remote starts)
4. [ ] Spare map cases of the correct sizes (remote starts)
5. [ ] Staplers/Staples
6. [ ] Pens and pencils
7. [ ] Clip Boards
8. [ ] Starter's sheets (w/times if pre-assigned)
9. [ ] Water (remote starts)
10. [ ] Clothing return bags (remote starts)
11. [ ] Stakes and streamers
12. [ ] Hammer, nails,
13. [ ] Duct Tape
14. [ ] Sign: "All participants must report to the finish within three hours and no later than 2:00 p.m."
15. [ ] .......................
3. Personnel- For each start area:
1. [ ][ ] One person to hand out start times or check pre-assigned list and call names.
2. [ ][ ] One starter (may also handle i. for events with low attendance.)
3. [ ][ ] Pre-starter (if required)
4. Remote- Remote starts are used at important international competitions to avoid contact between those who have and those who have not run. At local meets the main reasons are utilization of new or remote terrain and to minimize climb.
1. Directions
1. [ ] Post a map showing start location(s)
2. [ ] If premarked maps are used, a Xerox handout may be needed
3. [ ] Provide and accurate time, distance and climb information. Time should be based on a brisk walk. Be realistic. Resist the urge to overstate the actual time required..
4. [ ] Complicated or vague routes should be prominently taped. Give special care at intersections.
2. Transportation- Walks of up to 45 minutes are acceptable particularly for the longer courses to make use of remote areas and avoid climb on the courses. Vehicular transportation can be a welcome luxury.
1. [ ] Obtain management permission if on park roads
2. [ ] Gate keys or combination
3. [ ] Contingency needs in case of wet weather
4. [ ] Estimate vehicle and drivers needed
5. [ ] Establish a schedule and announce
6. [ ] Consider special requirements of management
3. [ ] Clothing return- Method, schedule, personnel
4. [ ] Water- Amount, transportation
5. Clocks and Watches
1. [ ] Minimum number- The start and finish should each have two digital clocks or watches. The large sweep hand clocks have proved inaccurate and unreliable for event timing.
2. [ ] Synchronization- All clocks and the wristwatches of the officials should be synched to the second. This should be done by the meet director and at least one other person. The time should be the correct time of day. Never earlier.
3. [ ] Display clock- A large clock should be on display near the start. This will allow runners to check race time without bothering the start crew.
4. [ ] Flip cards- Flip cards are preferable to a display clock or can be used in addition to a clock. They should show the start time of the person being called up. However they require an additional operation. If there are pre-start stages, they must be flipped every minute.
6. Assignment of start times
1. [ ] Personnel- Generally done by pre-starter.
1. Can be divided between advanced and other for large crowds.
2. If a long line develops, recruit people from the end of the line to help assign start times. They will usually be eager to speed up the process. Divide duties by course.
2. [ ] Interval- The start interval should be four minutes. Three-minute intervals may be used in special circumstances. Only at very large events where there is no alternative should two-minute intervals be allowed.
3. [ ] Adhering to the four minute spacing is important for the orienteering experience and may be prescribed in the as a part of course design.
4. [ ] Managing start times- Long waits are almost always due to short term crunches. There are 35 slots per course within the standard 10:00-12:30 period for starts, more than adequate for almost all events. If more are expected:
1. [ ] Advise that periods of waiting for start times may be expected.
2. [ ] Pre-assign start times- Entrants may be allowed to sign up in advance for start times by phone, mail or e-mail.
3. [ ] Allow early starters- (Advisable in any case as a final check of the courses.)
4. [ ] Stagger clinic times
5. [ ] Allow late starts- The Meet Director may allow competent runners likely to finish before 2:00 to start after 12:30.
5. [ ] Staggering start times- Because of course design, the course-setter may prescribe a staggering order between certain courses.
6. [ ] Check cards for completeness
7. Call-up
1. Bullpen
2. Stub (name, start time)
8. The start grid, lanes
9. Pre-start stages
1. Distance, visibility
2. Interval
10. Start procedures
1. Equipment
2. Personnel
3. Name/number check
4. Adjusting pre-assigned start times
5. Starter's punch verification
6. Premarked maps
1. In bags
2. In boxes by course
3. Attaching descriptions and cards to map
7. Marking map with competitor's name
8. Countdown beeper- A special orienteering start clock will give a five-second count down. An less adequate substitute is a wristwatch with a countdown repeat function set at -:05 and two min. intervals.
9. "Step over the line, pickup map, go at signal"
10. Start signal- A whistle should be used. It is a definite, audible and speaks with authority.
11. Last start no later than 12:30. (For safety, control pickup.)
4. MASTER MAP AREA- Master maps are, to some extent, a compromise from the ideal but clearly drawn maps in a well-designed map area can ease the inconvenience. These guidelines encourage consistency and fairness that can help make master maps an acceptable part of the competition. Special attention to weather precautions and visibility of exiting runners can help avoid some of the adverse aspects of master maps that have been experienced in the past.
1. Equipment
2. Marked route
3. Visibility- USOF standards require that the maps be out of sight of the start and that they be manned. Exceptions may be made where all runners are required to leave in the same direction.
4. Distance-
5. Layout- White on the left if practicable
6. Signing- To the maps. Course colors.
7. Shade- Bright sunlight creates glare that can make reading the map very difficult.
8. Marking standards- Adhere to standards for pre-marked maps. Purple if possible, thick, dark lines, circle template, size. Include out of bounds, corrections, etc
9. Master map boards
1. Size
2. Spacing
3. Marking- Each board should note the course color in large lettering or by color.
4. Copying space
5. Pen check
6. Clear map cases
10. Wet weather shelter
11. Exit routes
5. FINISH AREA- The finish/results area is where the action is. O is not a sport in which most of the action can be witnessed directly by spectators or even the competitors. By making the most of spectator controls, the run-in and fast, efficient results, some measure of immediacy and appreciation of the achievements in progress is possible. Midcourse spectator and/or radio controls and/or p.a. are within our capabilities and may be appropriate for important events.
1. Equipment
2. The final control
1. Common
2. Pre-race information
3. Spectator/photo
3. The run-in
1. Marking
2. Finish chute
3. Conflict considerations
1. Gates
2. Hikers
3. Horses
4. Finish line
1. Personnel
2. Marking the finish line
3. In relation to officials
4. Avoiding congestion
5. Finish procedures
1. Approaching runner
2. ID name and/or number
3. "Mark" at finish
4. Timing groups
5. Finisher's Sheet
1. Time/name/course
2. second and number or name
6. Collect map
7. Collect control card
8. Put name on map if missing
9. Record time on card, use 13:00 for 1:00 P.M., etc.
6. RESULTS- Quick calculation and posting of results should be routine at all BAOC B level events.
1. Location if results line:
1. [ ] Adjacent to finish line- The results board or line should be adjacent to the finish line. This allows interested participants and spectators to keep abreast of the of important races within view of the finish.
2. [ ] Remote finish- If the finish is remote from the assembly area, the results should be posted at the assembly area where people tend to congregate.
2. [ ] Personnel- Flexibility in assignments of finish and results personnel allows reallocation of duties to relieve bottlenecks as they develop. With one or two people assigned to the function, the bodies, if needed, can be recruited from attendees. All participants can be expected to be called upon to pitch in.
3. [ ] Timeliness- Immediate posting via hand calculation (2-5 minutes) with minimal personnel is usually possible.
1. [ ] Computers- Computer capabilities are changing. Traditionally, the use of computers has not been advisable for posting except at the largest events and with the use of hardware and software that avoid manual entry of data. Computer assistance may be useful if start times have been pre entered to confirm hand calculations and total two-day times.
2. [ ] Hand calculation- With a little preparation, posting at all BAOC events can be near instantaneous with hand calculation. It is key not to get behind in this task.
4. [ ] Coordination with finish- The finish crew should provide for the transport of control cards to the results crew on a continuing basis. Remote finishes usually require the use of finishers returning to the assembly area.
5. [ ] The results line- ..........(methods, spacing, etc.)
6. [ ] Preliminary results- Onsite posting should be considered preliminary, subject to confirmation of start, finish times, punches and calculation recheck by the Meet Director.
1. [ ] Match cards with stubs, sort by course color.
2. [ ] Check punches
1. [ ] Check for correct punch in correct box
2. [ ] Look for any corrections entered and initialed by finish crew.
3. [ ] Illegible punch marks result in DQ. It is the competitor's responsibility to protect the card and make the marks clear.
4. [ ] Times over 180 minutes or after 2:00 p.m. are designated OT and the actual elapsed time is not calculated. (It is important to be consistent with this rule for rankings, safety and other purposes.)
5. [ ] Initial in space provided to prevent later confusion
3. [ ] Calculate elapsed times, note on card and stub.
4. [ ] Post on results line, check "posted" box on card.
1. [ ] Organize by Course color, White on the left.
2. [ ] Arrange in order of elapsed time, fastest to the left and DNF's, etc. to the right.
3. [ ] Second courses are posted to the right of all first course runners.
4. [ ] Group entries are also listed separately
5. [ ] Unofficial runners may be posted according to time but with the notation "Unofficial."
6. [ ] Course colors may be subdivided, depending on attendance into the following sub-groups: Male/female, USOF A and B category groupings or USOF age groups.
5. [ ] Competitors should be invited to confirm times, etc. This is one of the quickest ways to pick up errors.
7. [ ] Two-day procedures-.....................
8. [ ] Direct posting method- This is a super-efficient procedure possible where the results are posted at the finish. It is most appropriate for advanced courses and at more competitive events. The time of day of each finish is posted simultaneously on the finish sheet and on an adjacent specially prepared results board. (See ____ for details.)
9. [ ] Awards ceremony-...................
10. [ ] Final official results- The official results of a meet are those submitted by the Meet Director to the editor for publishing.
1. [ ] First draft- names and times from results line on word processor or spread sheet.
2. [ ] Standard format- (See _____ for standard results format.)
3. [ ] Review blue registration forms to confirm entry, spelling, number in group, and club affiliation.
4. [ ] List names of all participants. If names not available, list number in group.
5. [ ] Compare cards with start and finish timer's sheets. Look for changes.
6. [ ] Check for second courses not noted on cards.
7. [ ] Recheck punch marks
8. [ ] Recheck for OT, DNF, DQ, etc.
9. [ ] Recheck time calculations.
10. [ ] Revise draft results as needed