Station OIC's Kit 

AP 3415
Section 3
Chapter 23
Annex A

Introduction

1. Generally, Service orienteering events will be held on private land; very rarely will MOD property be useable. Consequently, the permission of the land owner will be required and insurance will be needed. In addition, orienteering areas and maps ‘belong’ to civilian clubs and their permission and co-operation is to be obtained.

2. The British Orienteering Federation (BOF) will cover any insurance requirements, and pay land fees for events registered with them, for a reasonable cost. Events at which civilians will compete must be registered with BOF and must be controlled by a Grade III controller.

3. Organisers should make a point of inviting the participation of civilians from local clubs and of teams from local Service units.

4. Six months before the event:

• a. Appoint Planner and Controller.
• b. Arrange land access and order maps.
• c. Register event with BOF.

5. Three months before the event:

• a. Discuss, ‘Start’ and ‘Finish’ areas with Planner and decide start lane positions.
• b. Identify and arrange access to car parking area.
• c. Identify number of helpers required (Planner and Controller should not assist on the day but should be free to discuss and monitor the courses. Allow at least 2 at ‘Start’, 3 at ‘Finish’, one displaying results, and 2 checking control cards.

6. Two months before the event:

• a. Arrange loan of equipment (tents for ‘Start’ and ‘Finish’, tables, chairs, clocks, water containers, MT vehicles, mine tape, stakes, etc).
• b. Arrange loan of controls and punches, if necessary.
• c. Prepare entry details.
• d. Invite someone to present prizes.

7. Six weeks before the event:

• a. Distribute entry details.
• b. Contact land owner to discuss/confirm constraints on access, parking, ‘Out of Bounds’ areas, etc (a personal visit is worth the effort).

8. Two weeks before the event:

• a. Prepare a chart for displaying results.
• b. Prepare team entries (with maps, control cards, etc., in an envelope), but be prepared for last minute changes.

9. The week before the event:

• a. Check everything!
• b. Visit the area for a final check of the start, finish and car parking areas.
• c. Confirm the availability of keys for gates, etc.

10. On the day:

• a. Arrive at the area early and ensure all helpers are well briefed and position direction signs well in advance of the time competitors are expected.
• b. Ensure competitors are well briefed on the start procedures when registering, particularly the inexperienced.
• c. Ensure results are promptly displayed.
• d. Ensure the person presenting the prizes is escorted and briefed.

11. After the event:

• a. Publish the results within one week.
• b. Write letters of thanks; for example, to the prize giver, to land-owners, to Station Commanders of those assisting and to those from whom equipment was borrowed.
• c. Return borrowed equipment, in the condition in which you received it, as soon as possible.