Arctic Orienteering Club

How to put on a meet

The key to the club's success, the meet director plans and carries out a meet with help from one or more assistants.
Main duties to be divided between director and assistant(s):

planning location, time, format and courses and options to be offered

Most of this is usually set as part of the schedule, but there may be some details to decide.

finances / expenses / meet fees

See this link for very detailed instructions on how to handle your expenses, meet fees, etc.

getting any specific information to the VP of Media and Webmaster for publicity purposes

Usually the VP of Media. will send an email to the list a few days before the meet. If you want to add anything besides the basics that are in the schedule, let the VP of Media (and Webmaster. ) know.

getting any necessary permits, padlock keys or combinations or proof of insurance

The VP of Events. usually handles this, but it never hurts to check. If your meet is in a Municipal park, the VP of Events should have mailed a Municipal permit to you. If your meet is Fort Richardson, check with the VP of Events to see if participants need to use the USARTRAK permit system, and then inform the Webmaster. and VP of Media. , so they can let others know.

getting a map and designing the courses

The most current maps (in OCAD format) are here. Contact the VP of Mapping. for username and password. See below for more information on making maps. .

Here are some guidelines for desigining standard point-to-point meets:

Arctic Orienteering Club course design suggestions (read first)

USOF local meet course design suggestions (includes range of course lengths and number of legs-our meets are often on the low end of the ranges due to terrain and vegetation)

USOF regional and national course design rules
links to yet more information on putting on a meet

field checking your placements

You must field check your proposed control locations because you will find some of the locations you choose will not work well due to mapping problems, vegetation problems, etc. This is the chance to scout a new location and mark it on your field map. You can flag control locations with survey tape marked with the course and control number, or, if it won't be out too long (1-2 weeks), and there's little chance it will be stolen, you can hang the actual control, being careful to record its code. Please remove and properly dispose of the survey tape when you hang the control.

If you are going to use a GPS to do a rough check on your control placement, bring it along.

vetting the courses

Vetting typically consists of two tasks performed by someone other than yourself: (1) review of course layouts and (2) field checking of control placements. The intent of reviewing course layouts is to ensure that the courses follow the course design guidelines. The intent of checking control placements is to ensure that controls are not hung in a confusing place or an incorrect place.

Ideally, both tasks will be done for every meet by an experienced orienteer. Since it takes a lot of time and effort for someone to check control placements in the field, it is sometimes harder to find volunteers for that task than for reviewing course layouts.

Please contact an experienced orienteer or one of the club Directors for assistance with vetting.

You can also use a GPS to do a rough check on your control placement.

marking up maps for the map maker

After field checking and making any adjustments to your courses, you need to place the circles on the map and make clue sheets. Do it yourself with OCAD or contact the VP of Mapping to find out who is available to prepare your maps and clue sheets for you. Please have your information ready at least several days ahead of the meet!

making maps and preparing clue sheets

In addition to the topo and course, each map should have:

· Copyright statement (©Arctic Orienteering Club)

· Meet name, date, and location

· Course (e.g., Red, Green)

· Map scale written in text (e.g., 1:10,000) and a graphic scale bar

· Legend (for White and Yellow only)

· Club logo

· North arrow

Here are some notes regarding obtaining and using OCAD.

We have a printing account with Great Originals. You need to send them a PDF. If you can’t convert to PDF, send the OCAD file to the VP of Mapping. . If you use Great Originals, get a receipt and give it to the Treasurer.

putting out the controls

In some popular parks, especially on trails, controls cannot be put out too far in advance or they might be stolen. Tying them on with many knots or even with wire can help.

setting up the meet facilities

See the VP of Equipment. for tables, clock, signs, pencils, clue cards, bug spray, etc. If rain is possible or likely, use the club’s freestanding canopy/tent. Bring copies of the Membership/participation form; bring lots of forms at the first few events of the season. The VP of Equipment should have the meet director’s box stocked with the sign-up forms.

providing snacks and liquids

Someone other than the meet director can easily take care of this, but the meet director has to find that person. At a typical meet, there are oranges (cut in eighths) and muffins (quartered).

general running of meet and recording finish times

Two to four people at the start/finish is best.

One table for sign-in, money; the other table for maps, control cards, clue sheets.

Whistles - everyone needs one. Meet box has them - we sell them for $1 each.

Be sure the Hazard sign is up and that it indicates when people are to return, regardless whether they have finished. Generally we want everyone DONE by 9 pm.

Be sure to tell people to check-in upon return.

tabulating results and getting them to the newspaper and the web page editor

Please try to get the results to the Anchorage Daily News (ADN) within 24 hours of your meet. Once the results are more than a day or so old, the ADN may not print them.

This link gives the ADN contact information and their requirements in more detail.

You can add the meet and set up the courses in RouteGadget using this link.

picking up the controls

The meet director should not have to do this, so ask for volunteers, and keep careful track of who is supposed to pick up what and whether or not they have done it.

returning all the gear to the VP of Equipment. or the next meet director

last revision 29 October 2006