Organisers Checklist

Event Initiation - Prep tasks

  • Confirm & check Car Park permissions, cost, location, size and entrance.
  • Has the Planner determined the location of Start/Finish areas? Map status??
  • Where will Assembly Area be? Position of Computer Team and Registration tents?
  • Position of toilets?Probable route to Start/Finish identified, any issues??
  • Do you need any straw or matting if wet? Do you need a contingency plan?
  • Is there an access gate which needs a key? (ie FC) (also Safety Plan access)
  • Do you want Tom’s Burger van or Ultrasport? Contact vendors early!
  • Check that Computer Team (BADO or EMIT) has been booked and is aware of any special course requirements (e.g. road crossings, course gaffles, etc.).
  • Do we need prepare a Budget to determine entry fees?
  • Ensure Event Flier is prepared for Website & agree entries strategy
  • Ensure Fabian4 are contacted for Online Entries, once fees confirmed. Agree course setup and Pre-Entry closure date with Computer Team before contacting Fabian4.
  • Prepare formal Risk Assessment in liaison with Fixtures Secretary/Planner and send draft to Controller (and FC/BBOWT if req’d). Think Safety Plan, unusual risks etc.
  • Decide upon Publicity plan (consult Planner if req’d). T
  • Will we stage a String Course and/or maze??
  • Ensure all Equipment location is known. Create inventory of extra needs as req’d.
  • Ask for Volunteers and preferred roles, have an idea of how many req’d?
  • Are there suitable places for O signs to the event? Agree route with Planner.
  • Order Toilets: Loos for Do’s – 01420 588355 (Winchester) or (

co.uk) or ( (Salisbury).Two for most events, three for Regional.ask for extra toilet rolls. Agreecontact procedure or give an accurate map for the positioning. Canthey be delivered without access being arranged? Same day is best!

Check mobile phone signals at Assembly, Start and Finish and arrange for alternative communication methods if necessary.

Week before

  • Place protected Event Notice signs at public access points to the forest to let other users know whenevent is taking place and also invite their participation (should ideally be done earlier if area is very accessible to public).
  • Prepare Final Details with Planner, all Team Leaders and verify with Controller, then post on website. Also advertise avail maps nos for EOD.
  • Organise teams of volunteers and issue roster re roles, covering:-

Start, Registration, Novice helpers, Parking, String Course, Control collection.

  • Appoint team leaders and persons to man Finish and clothing dump (if req’d)..
  • Ensure everyone knows their role! Prep & circ Helpers spreadsheet including team leaders mobile phone numbers.
  • Ensure volunteers wanting run are entered on Fabian4. (BOF nos etc)
  • ‘Lock’ Fabian re entries, ensure entry data file sent to Computer Team & received ok.
  • Prepare/collate Event Registration paperwork (ie obtain EOD map nos),

prepare record of possible EOD map sales. Prepare Entry Forms for Car Parkers to give out. Prepare Courses information for display, unless to be done by the Planner (any last minute Notes/Warnings to be notified).

  • Arrange with Computer Team to print pre-entry Start List once entries closed - agree numbers required for Start, Registration, Card Issue and Display and format required (Alphabetical, Start Time Order, Course Lists, etc.)
  • Check weather forecast, adjust plans accordingly if necessary
  • Document exact location and directions to Car Parking/Assembly in case it is needed for emergency services. Give copy of this document to Registration, Computer Team and First Aiders. Ensure map to nearest A&E is available, plus Accident forms.
  • Collect equipment from BADO store – Andy MacGregor has all startEquipment:-

oTents

oClub, Start & Finish flags(Finish banner (if req’d))

oLarge table, drinks table and new tables.

oGreen and orange poles

oMine tape

oDummy EMIT control (no 065)

oChairs for Registration, String course

oFirst Aid kit and Incident record sheets

oFloat for Registration, another for Car Parking team

oSafety jackets for parkers, Bucket for Car Park money

oScissors, string, tape, stapler, spare Loo rolls

oRoad signs and signs to Start, String Course, Runners Crossing

oPlastic drinks containers, Juice, rubbish bags, cups & Water!

String Course:-

oControls & Signage,Timer or watch

oString reel

oControl cards, Pens, Score sheet

oSweets (purchase)

Day before and/or On the Day

  • Ensure event is ready to go from Planner & Controller, RA is signed!!
  • Place road O signs at agreed locations
  • Ensure Vendors located as planned in Assembly
  • Erect Registration tent, table and chairs and provide materials
  • Erect/Check taping of routes to Start and from Finish.
  • Erect drinks table and rubbish bags. Supply cups and squash.
  • Ensure Parking Team Leader is adequately staffed
  • Ensure Safety Officer role is on standby in the event of any incident
  • Check all helpers are in place and rosters are ok.
  • Safety Plan is understood by Controller, search capability agreed.

End of Day

  • Ensure Control Collection personnel are organised by Planner.
  • Ensure EOD monies counted by 2 people & car park collection is passed to treasurer (minus Float!)
  • Remove all tape from the forest and O signs from various locations
  • Take down club tent and flags and retrieve all equipment
  • Ensure Assembly area is free of litter and lost property
  • Ensure toilets can be collected that or following day.
  • Check any info requests at Enquiries are passed to relevant parties

Post Event

  • Return any access keys, deposits retrieved.
  • Check Event Notices are removed
  • Draft Comments for website Results page
  • Return equipment to BADO store.
  • Notify Committee of any shortages/issues.
  • Event Accounts are published

Equipment Inventory:-

Start kit (inc clock)

Selection of signs, O event ones and Registration etc

Club Flag (in bag)

High viz vests

Fold up tables/chairs

1 x kite banner, BOF flag (in bag)

Finish Banner

About 70 kites

Bag of assorted mine tape

Selection of stakes (green & orange)

Water containers

Loo Rolls

Club Tent x 2

Long table

A Board

First Aid kit

String kit x 2

EMIT controls (x 60) & stakes, eCards (x30), MTR case+printer.

Radios

EOD forms

Needs:-

Spare Compasses/Whistle

New Signs

Publicity

Torchs for search

Spare Maps??

Glow sticks

Generator