O' Meet Volunteer Tasks
Listed below are general descriptions of the tasks necessary to put on an orienteering meet.
These descriptions most likely are not complete,
and definitely are subject to change...
Many larger events use electronic punching while some smaller events use conventional paper punch cards.
Nearly every task is affected by which is used.
Not included below are descriptions for those roles that require extra experience and training
(e.g., map making and results processing)
or that take place away from the event site
(e.g., land owner liason and permits, insurance, event scheduling and publicity).
Often, there are several volunteers filling each role.
Meet Director
The Meet Director is responsible for the overall conduct of the event.
Please read the Event Director Checklist
on the
Cascade Orienteering Club web site.
Course Designer
Designs the courses, consulting with the Meet Director as to the location of the
start and finish areas
(there might be more than one starting point;
on rare occasion there might be multiple finish locations).
Assigns control codes and writes control descriptions
(see the list of international
Control Description Symbols
(PDF 324 KB)
from IOF web site).
Arranges for the courses to be drawn,
and coordinates printing the final maps.
Course Setter
(Usually, this is the same person as the Course Designer.)
Places the control markers at the venue.
Might also be responsible for directing picking up the markers at the conclusion of the event.
Vetting
Verifies the correct location of the control markers,
and confirms the control code for each control.
It is recommended that this include actually punching the control,
whether it be conventional (manual) or electronic punching.
If the Course Designer has marked the intended control
locations with flagging or ribbon,
the locations may be vetted prior to the markers being set, but this it is preferred to
vet the courses after the markers have been placed.
Accepts event registrations from participants.
This involves collecting meet fees and handling registration forms.
Makes sure that the forms are correct and complete
(including SI number if the event is using electronic punching).
Answers general questions about the event or about the sport.
Detailed questions should be refered to the individual(s) providing beginner instruction.
[Not relevant when paper punch cards are used.]
Hands out rental SI-cards
(also known as "e-punches" or "finger sticks"),
recording the SI number on the participants registration form.
Forwards these forms to the download tent (see Finish, below).
Toward the end of the event, collects returned SI-cards and stores them.
Teaches the basics of orienteering,
including map symbols, simple compass use,
and the fundamental rules of the sport
(i.e., don't follow, NEVER go into an out-of-bounds area,
visit the controls in the designated order, ALWAYS report to the finish).
Explains the start and finish procedures (including how to clear, check, and punch
if the event is using electronic punching).
Answers general questions about the sport or the event.
Hand out maps to starting participants.
In general, regulate starters such that there is at least
two minutes (or other interval as assigned) between participants on the same course.
If required, confirm that each participant (or group) has a whistle.
Electronic punching:
Make sure that starting participants have Cleared and Checked their SI-cards,
and that they punch the "Start" control before leaving the Start area.
Manual punching:
Record each starter on the start list,
including their course, start time, and name (as written on their control card).
If pre-assigned start times are in use, record for each assigned starter
whether or not they started at their assigned time
(how to record those who start at other than their assigned times is beyond the scope of this list).
Forward the start list to the finish,
ideally as each page is complete.
Electronic punching:
Enters new registration data into the SI/OE computer system.
Monitors the download process and provides simple troubleshooting.
Manual punching:
Record finish time (to the second) for each participant.
Verify their punches and calculate their elapsed time.
Both:
Near the end of the event, begin determing who is still out on the courses
(known as the "out count").
At the course closing time, inform the Meet Director who is still out,
providing their name(s), when they started, and what course(s) they are on.
Under the direction of either the Meet Director or Course Setter,
retrieves assigned control markers from the venue.
Also picks up any flagging or ribbons set out by the Course Designer,
along with any water supplies or signs.
First time volunteers for this task are strongly encouraged to learn how
to carry several control markers at once,
as it is too easy for the markers to return a tangled mess.
Go to:
WIOL webpage
•
Cascade OC webpage
Webmaster:
Mike Schuh (schuh
AT
farmdale
D0T
com)