OrganisersResponsibilities Rules, Appendices and Guidelines Land Permission Insurance Environmental Considerations Event Registration Forms World Ranking Events Major Event Procedures Seeding Lists Equipment Standard Entry Forms Event Levies Risk Assessment Forms Cancellations Incident Report Forms Complaints and Appeals Results Organisers are responsible for:
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Establishing the event framework including land permission, event registration, access, car parking, assembly area, publicity and timescale and with the planner the courses and timetable
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Risk assessment, risk management and contingency plans
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The equipment to be used including electronic punching, clocks etc
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Volunteer helper requirements
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Checklists for managing the event on the day and after the event (car park, assembly, registration, start, finish, results)
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Creating an event timetable
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Event safety and missing competitors procedures
The Rules, Appendices and Guidelines are available to support you in your role as the event organiser. Rules, Appendices and Guidelines All events registered with British Orienteering are governed by a set of Rules, and their associated Appendices. Different types of events are regulated by a set of 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. The latest versions of the Rules, the Appendices to those Rules and the Event Guidelines along with valuable information for Organisers and Planners can be found by following the links detailed below:
Back to top Land PermissionOne of the first steps to take is to ensure you have permission to stage the event on the land that you propose. Most clubs have an experienced orienteer that will have made personal contact with the significant land owners in the clubs catchment area. It is preferable for the same person to be used in discussions with the land owner in order to build a longstanding relationship between the club and land owner. To assist clubs in arranging land access British Orienteering is trying to build national agreements with some of the national land owners, the Forestry Commission is one example.
Back to top Proof of Insurance Land owners will often require copies of the British Orienteering Public Liability Insurance Cover which has an indemnity of £5,000,000.00
Back to top Environmental ConsiderationsOrienteering is totally dependent upon the existence of suitable areas for the sport, which are usually woodland, heath or moor, preferably with height variation to provide contour detail. Such areas in Britain are increasingly rare, and come under many competing human pressures which can jeopardise the sustainability of wildlife and habitats and bring about conflict between people. Whilst orienteering is generally regarded as having a low environmental impact, orienteers recognise their part in maintaining the integrity and beauty of the countryside in order that the areas we run in today are available undiminished for all users now and in future generations. British Orienteering is committed to the conservation of our natural environment and to ensuring that all orienteers recognise their responsibilities towards the land. As an event organiser you can help in the following ways:
- Be aware of the need to preserve a healthy environment, and to integrate this principle into the organisation of your event
- Ensure that British Orienteering’s Environmental Policy and best practice guidance as included in the Rules and Guidelines are implemented in your organisation of the event particularly in respect for the environment and the protection of flora and fauna
- Work in partnership with the landowners, government authorities and environmental organisations in defining and achieving best practice for your event
- Take particular care to observe local regulations for environmental protection, to maintain the litter-free nature of orienteering and to take proper measures to avoid pollution
- Carry out basic monitoring of environmental performance at your event and collect the data centrally so that overall performance can be monitored and ways to improve the organisation of the event determined
The following documents may assist you:
Back to top Event Registration FormsAll orienteering competitions, events, training sessions, coaching activities, etc. must be registered with British Orienteering to be covered by its Public Liability insurance. Events and activities should be registered through your club on the web (to be activated shortly) or on the appropriate form, which should be forwarded to the Fixtures Secretary of the Association in whose area the event or activity will take place. It will then be forwarded by the Association Fixtures Secretary to the National Fixtures Secretary for final authorisation. If you use paper forms there are four possible registration forms:
- Form ER1 is for registering all discrete events
- Form ER1S can be used to register a series of Level 5 events
- Form ER1P can be used to for register a series of Club or Association orienteering or training activities where there is no entry fee, excluding coaching activities.
- Form ER1C is for registering a series of coaching activities.
Please be sure to read the notes for the form before you complete it. Registration forms have been saved as Word protected forms. Tab through fields to enter registration details. Some fields on ER1 have drop down pick lists (Assoc, Entry fees etc). Use spare rows on ER1 for additional information or any details that will not fit into a particular field. If you wish to amend forms to enter club details etc and save as a template or Word document, the form must first be unprotected. In Word select "View", "Toolbars", "Forms". Select padlock icon to unprotect form. After making changes, protect form by selecting padlock again and save. Registration details must be entered when the form is protected. Please do not change the layout of the form. Adobe PDF versions of the forms are provided for those who cannot open the Word documents. Back to top World Ranking EventsIf your event is a World Ranking Event you will need to read the current guidance provided by the IOF at IOF Foot Orienteering and go to WRE Handbook. Back to top Major Events Procedures and Application FormsMajor events include BOC / JK / BNOC / Harvester / National Events. An ER1 form is used to register all major events and Form MEO used to register the Major Event Officials.
ALL forms must but be routed via the Association Fixture Secretary in whose Region the event is being held. Any queries on this procedure should be sent to the Chair of Fixtures Group. There is also the Major Event Handbook which is a working document providing assistance to organisers of Major Events.
Back to top EquipmentBritish Orienteering holds major event equipment available for hire. A list of the equipment available can be found below.
Back to top Seeding ListsTo obtain seeding lists from the rankings follow the guidelines below:
Back to top Standard Event Entry FormThere is a 'standard' entry form for entering most events of badge event status and higher, although some events use 'special' entry forms. Standard Entry Form - Word Document (96 KB) PDF document (21KB) Back to top Event LeviesThe Event Levies for 2008 will be:
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Seniors |
Juniors |
Local and District Events |
£1.20 |
£0.25 |
Regional and National Events |
£2.40 |
£0.50 |
Back to top Risk Assessment FormsThis 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 by the organising club for future reference; British Orienteering do NOT currently require a copy.
Back to top CancellationsIf an event of any level is cancelled or might be cancelled, you may add this information, or 'Still On', (without needing an event web site) via the automatic Cancellation submission form. Back to top Incident Report FormAll incidents 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 incident occurring. Failure to do so may invalidate the Civil Liability Insurance Cover.
Back to top Complaints and AppealsThere 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 you as Event Organiser. If you are able to reason with the person making the complaint and persuade them to agree you’re your resolution of the complaint that is the preferred way forward. Bear in mind that you will have to deliver the actions agreed. The participant making the complaint should do so in a clear, calm and respectful manner, but bear in mind that orienteers are passionate people and in the heat of competition participants may be quite vociferous! If you feel that a ‘cooling off’ time may improve 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 (at this stage a charge may be imposed which will be returned if the protest is upheld). The Controller will then, if necessary, convene the Event Jury. For Regional Events and above, British Orienteering Rules Group is currently the final arbiter should an appeal be made against the Jury's decision. Back to top ResultsResults will be displayed alongside an event on the fixtures list. This list of results is compiled directly by event organisers. Event organisers are asked to submit the list of results. Once the results and splits have been posted on the club's own site, the following steps should be carried out. Ideally all should be done early on the evening of the competition:
- Fill in the automatic submission form below (it is password protected, contact British Orienteering National Office for details) to link the British Orienteering results page to the page where the results are posted.
- If using SportIdent software OE2000 or MT2000, publish the results on Winsplits and the progressograph sites.
- Winsplits. Go to SportIdent and follow the simple instructions to upload your splits. You can put a link to the WinSplits page from your results page. TheWinSplits results are very much more interesting than the raw SportIdent splits, because they show positions on each leg, and cumulative positions.
- Progressograph. Dave Ryder offers facilities to display progressographs. He can accept SI or EMIT results. His applet can be downloaded from Splitsbrowser and the progressographs are posted either on his site and/or on your own web site.
- If it is a British Orienteering Ranking event, follow the instructions below to upload the results for ranking. This ranking submission can be repeated a week or so later once any errors have been corrected.
Forms and further guidance:
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